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Have you ever forgotten to update your schedule when there was a change in meeting time, resulting in double booking? In this article, we will introduce how to set up a template that updates a specified user's calendar event in Outlook when a row is updated in Google Sheets. By automating the flow using Yoom, the specified member's schedule is automatically updated, potentially resolving issues like double booking.
This is a useful tool recommended for those who want to improve the accuracy of schedule management and reduce the burden of administrative tasks. Please read to the end!
In this article, we will introduce how to integrate using the no-code tool "Yoom."
No complicated settings or operations are required, and even non-engineers can easily achieve it.
You can start right away from the template below, so please give it a try!
■Overview
This is a flow that updates a specified user's calendar event in Outlook when a row is updated in Google Sheets.
■Recommended for
1. Those who utilize Google Sheets for business
・Team leaders aiming to improve work efficiency through simultaneous editing
・Sales assistants managing information for client companies
2. Those who utilize Outlook for business
・Those who use Outlook email as their main communication tool
・Administrative staff who use the calendar for schedule management
■Benefits of using this template
Google Sheets allows for easy editing of information, making it an effective tool for sharing the latest information.
By also utilizing Outlook, schedule management becomes possible, aiding in the progress of team tasks.
However, manually re-entering updates from Google Sheets into Outlook can negatively impact the productivity of the entire team.
This flow is effective for those who wish to smoothly progress team tasks.
By automatically editing Outlook events triggered by updates in Google Sheets, it reduces manual work and saves time.
By saving time on tasks, you can allocate more time to creative work.
■Notes
・Please integrate both Google Sheets and Outlook with Yoom.
・Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.
[About Yoom]
This time, we will introduce how to set up the template "When a row is updated in Google Sheets, update the calendar event for a specified user in Outlook".
By using this template, you don't need to set up automation from scratch, which is convenient.
The process only involves 2 steps, so it can be set up in 10-15 minutes.
First, register your Google Sheets and Outlook as My Apps in Yoom.
By registering My Apps first, subsequent automation settings can be done smoothly.
Let's start by registering Google Sheets as My App.
Click "My Apps" → "New Connection" on the left side of the Yoom screen.
Search for Google Sheets from "Search by App Name" or find it from the app list.
You will proceed to the following screen, so please log in to Google Sheets.
Next, to set up Outlook, select Outlook in the same way as before.
When the following screen is displayed, please log in.
If Google Sheets and Outlook are displayed in your My Apps section, you're all set.
After completing the app registration, click "Try it out" on the banner below.
After copying, click "OK" on the screen.
You will move to the following screen, so check the "Title" and "Description".
First, set up Google Sheets by clicking "When a row is updated".
Once you move to the following screen, check the settings.
Once you move to the following screen, check the configuration method.
Move to the Google Sheets screen and enter schedule information for testing.
* The Event ID will be automatically entered if the following template settings are completed: "When a row is added in Google Sheets, register an event in the specified user's calendar in Outlook".
* For the start and end dates, you need to enter them in the format shown in the red frame in Outlook.
When entering, set the format to "Format" → "Number" → "Plain Text".
As an example, I set it as follows.
Return to the Yoom screen, scroll down, and make the following settings.
Click "Test" → "Test successful" → "Save".
Next, set up Outlook by clicking "Update the specified user's calendar event".
You will move to the following screen, so check the settings.
Once you move to the following screen, make the settings.
Scroll and set the "Start Date" and "End Date" as before.
Enter any other necessary items.
Click "Test" → "Test successful" → "Save".
Finally, click "Turn on Trigger" to complete the automation settings.
Good job on the setup!
In addition to the flow introduced this time, you can achieve various business automations by using the APIs of Google Sheets and Outlook.
All of these can be used with simple settings, so if you find something interesting, please give it a try!
You can store survey results received in Outlook into Google Sheets, or use Yoom's form function to read business card images with OCR, add the data, and send a thank-you email.
Furthermore, it is possible to extract received information with AI and add it to Google Sheets.
■Overview
This is a flow that extracts information received in Outlook using AI and adds it to Google Sheets.
With Yoom, you can easily achieve this flow without the need for programming, as it allows for seamless integration between applications.
■Recommended for
1. Those who use Outlook for business
・Those who want to quickly reflect information received via email in other tools
・Those who receive a large number of emails and find it cumbersome to check the content and extract necessary information
2. Those who use Google Sheets for business
・Those who use Google Sheets for recording and managing information
・Those who want to smoothly share information and improve the overall work efficiency of the team
■Benefits of using this template
With this flow, it is possible to extract necessary information from emails received in Outlook and automatically sync it to Google Sheets.
Manual tasks such as email checking, information extraction, and transcription are reduced, which alleviates the burden on the person in charge and shortens work time.
Additionally, by smoothly sharing only the necessary information, it is expected to improve the overall work efficiency of the team.
You can freely customize the extraction content according to business purposes, such as routine reports, inquiries, or application information based on a format.
■Overview
This flow reads business card images submitted through a form using OCR, adds the data to a Google Spreadsheet, and sends a thank-you email via Outlook.
With Yoom, you can easily achieve this flow without any programming, as it allows for seamless integration between apps.
■Recommended for
1. Those who frequently exchange business cards
・Sales department personnel who exchange many business cards daily and find data entry tasks cumbersome
・Event organizers facing challenges in processing large volumes of business cards received at exhibitions or events
・Marketing personnel who want to utilize received business card information for aggregation and analysis
・Customer support team members who wish to expedite follow-ups using business card information
2. Managers or administrators aiming to streamline business card data management
・Those who want to efficiently manage contact information for new business partners or customers
・Those responsible for promoting the digital management of business card information
■Benefits of using this template
This flow automates the OCR reading of business card images submitted through a form, the addition of data to a Google Spreadsheet, and the sending of thank-you emails via Outlook to the email addresses listed on the business cards.
By simply taking or scanning an image and submitting it through the form, business card information is digitized, reducing the workload of the person in charge and facilitating smooth lead approaches, marketing analysis, and customer follow-ups.
By automating notifications, you can eliminate the need to manually search for tasks of the day in Google Sheets, allowing you to proceed with your work more efficiently.
■Overview
This is a flow that retrieves records from Google Sheets that match today's date and sends a batch notification to Slack daily.
■Recommended for
1. Those who use Google Sheets to manage their work
・Project leaders who manage task deadlines in Google Sheets
・Sales representatives who manage meeting schedules with clients in Google Sheets
2. Those who use Slack as their main communication tool
・Those who want to receive task reminders on Slack
・Those who want to send daily shared information in bulk to Slack
■Benefits of using this template
Google Sheets allows you to check content online, making it a suitable tool for collaboration.
However, when a team uses Google Sheets, each member needs to check the content individually, which can be cumbersome.
This template is suitable for those who want to send shared information from Google Sheets in bulk.
It eliminates the need for manual notification tasks, preventing notification omissions and enabling speedy information transmission within the team.
■Notes
・Please integrate Google Sheets and Slack with Yoom.
・The maximum number of records that can be retrieved from Google Sheets is 10. If you need to retrieve more than 10, the "Repeat the same process" operation is required.
※The "Repeat the same process" operation is available only with the Team Plan and Success Plan.
・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use apps that are subject to restrictions.
■Overview
This is a flow that retrieves records corresponding to today's date on Google Sheets and notifies Microsoft Teams in bulk every day.
■Recommended for
1. Those who use Google Sheets to conduct their work
・Product managers managing development schedules for new projects
2. Those who use Microsoft Teams as their main communication tool
・Those who use Microsoft Teams for sharing progress among members
■Benefits of using this template
Google Sheets reflects changes in real-time, allowing instant confirmation of each task's progress. However, depending on the timing of confirmation, there may be discrepancies in understanding among members.
This template can notify records corresponding to today's date in bulk, reducing discrepancies in understanding among members.
■Notes
・Please integrate both Google Sheets and Microsoft Teams with Yoom.
・Microsoft365 (formerly Office365) has plans for home use and general business use (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.
・The maximum number of records that can be retrieved from Google Sheets is 10. If you need to retrieve more than 10, you will need the "Repeat the same process" operation.
※The "Repeat the same process" operation is available only in the Team Plan and Success Plan.
・Paid plans such as the Team Plan and Success Plan offer a two-week free trial. During the free trial, you can use apps that are subject to restrictions.
By automatically executing the deletion of registration information upon updates in Google Sheets, it may be possible to reduce the time spent on manual tasks.
This eliminates the need for manual entry, helping to prevent human errors such as input mistakes or omissions, and facilitates smooth information sharing.
Document data received in Outlook is renamed to match the content and automatically uploaded to a specified folder, improving the accuracy of data management.
■Overview
This is a flow that reads document data received in Outlook using OCR, updates the file name, and stores it in Box.
With Yoom, you can easily integrate apps without the need for programming.
■Recommended for
1. Those who use Outlook for business
・Those who want to improve the efficiency of managing document data such as invoices, quotes, and contracts received via email
2. Those who use Box for file management
・Those aiming for centralized management and quick sharing of document data
・Those who want to standardize naming conventions when uploading files to prevent a decline in search efficiency
■Benefits of using this template
Document data received in Outlook is renamed according to its content and automatically uploaded to a specified folder in Box.
By automatically converting to a pre-set name, systematic file management becomes possible, making file searches easier.
■Notes
・Please integrate Yoom with both Outlook and Box.
・Branching is available from the Mini Plan and above, and AI operations are only available with the Team Plan and Success Plan. Operations set in other plans will result in an error, so please be careful.
・Yoom's paid plans offer a 2-week free trial. During the free trial, you can use restricted apps and features (operations).
・Microsoft365 (formerly Office365) has plans for home use and general corporate use (Microsoft365 Business). If you are not subscribed to the general corporate plan, authentication may fail.
・Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes.
・Please note that the shortest activation interval varies depending on the plan.
■Overview
This flow reads document data received in Outlook using OCR, updates the file name, and stores it in Microsoft SharePoint.
By using Yoom, you can easily integrate between apps without programming.
■Recommended for
1. Those who use Outlook for business
・Those who want to improve the management efficiency of received invoices, quotes, contracts, etc.
2. Those who use Microsoft SharePoint for business
・Those aiming for centralized management and rapid sharing of document data
・Those who want to standardize naming conventions when uploading files to improve search efficiency
■Benefits of using this template
Document data received in Outlook is renamed according to its content and automatically uploaded to a specified folder in Microsoft SharePoint.
Systematic file management becomes possible, making file searches easier.
■Notes
・Please integrate Yoom with both Outlook and Microsoft SharePoint.
・Branches are available from the mini plan and above, and AI operations are available only in the team plan and success plan. Operations set in other plans will result in errors, so please be careful.
・Yoom's paid plans offer a two-week free trial. During the free trial, you can use restricted apps and features (operations).
・Microsoft365 (formerly Office365) has plans for home use and general corporate use (Microsoft365 Business). If you are not subscribed to the general corporate plan, authentication may fail.
・Triggers can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
・Please note that the shortest activation interval varies depending on the plan.
■Overview
This is a flow that reads document data received in Outlook using OCR, updates the file name, and stores it in Google Drive.
By using Yoom, you can easily connect apps without the need for programming.
■Recommended for
1. Those who use Outlook for business
・Those who want to streamline the management of document data such as invoices, quotes, and contracts received via email
2. Those who use Google Drive for file management
・Those aiming for centralized management and quick sharing of document data
・Those who want to standardize naming conventions when uploading files to prevent decreased search efficiency
■Benefits of using this template
Document data received in Outlook is renamed according to its content and automatically uploaded to a specified folder in Google Drive.
By automatically converting to a pre-set name, systematic file management becomes possible, making file searches easier.
■Notes
・Please connect both Outlook and Google Drive with Yoom.
・Branching is available in the Mini Plan or higher, and AI operations are available only in the Team Plan and Success Plan. In other plans, the set operations will result in an error, so please be careful.
・Yoom's paid plans offer a 2-week free trial. During the free trial, you can use restricted apps and features (operations).
・Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
・Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes.
・Please note that the shortest activation interval varies depending on the plan.
By sending a notification to Outlook when information is registered or added, you can prevent any oversights in information management.
■Overview
This is a flow that sends an email to Outlook when a new card is added to Trello.
By integrating Trello and Outlook, newly created cards are automatically added to Outlook, eliminating any gaps or omissions in information management.
■Notes
・Please integrate both Trello and Outlook with Yoom.
・Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.
・Please refer to the following for how to register Trello's My Apps. https://intercom.help/yoom/ja/articles/5543455
■Overview
This is a flow that sends an email to Outlook when business card information is registered in Sansan.
By linking Sansan and Outlook, you can automatically send Outlook emails regarding business card information, preventing any omissions in sending thank-you messages.
■Notes
・Please link both Sansan and Outlook with Yoom.
・Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.
・Sansan is an app available only with the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operations and data connections set in the flow bot will result in errors, so please be careful.
・Paid plans such as the Team Plan and Success Plan offer a two-week free trial. During the free trial, you can use apps that are subject to restrictions.
The content of new messages will be automatically added, which should help prevent any omissions or oversights in information management.
■Overview
This is a flow bot that adds a task to Asana when an email arrives in Outlook.
Please use it for managing email-related tasks in Asana.
The flow bot is triggered when an email with a specific subject arrives in Outlook.
Feel free to change the subject settings and the information registered in Asana.
■Notes
・Please integrate Yoom with both Asana and Outlook.
・Administrator approval from Office365 may be required for Outlook integration.
・If so, please refer to this article to request approval from the administrator.
・Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
■Overview
This is a flow that adds a record to Microsoft Excel when a new email arrives in Outlook.
By integrating Outlook with Microsoft Excel, you can avoid the need to manually add received email content to Microsoft Excel, ensuring up-to-date information and preventing any lapses in sharing.
■Notes
・Please integrate both Outlook and Microsoft Excel with Yoom.
・Microsoft365 (formerly Office365) has plans for home use and general business use (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.
By integrating Google Sheets with Outlook, you can automatically reflect updates made in Google Sheets to the specified user's calendar in Outlook.
Automating schedule updates should help prevent risks such as input errors and omissions!
This will allow your team to confirm the correct schedule without being confused by outdated information or input errors.
By implementing this automation, you can automatically update Outlook schedules starting from Google Sheets, eliminating the need to manually input update information by switching between apps.
Since the time for schedule updates is reduced, the responsible staff can allocate time to other tasks.
In this article, we introduced how to set up a template that updates a specified user's calendar event in Outlook when a row is updated in Google Sheets.
If there are update omissions or input errors in schedule management, it can disrupt overall operations, so reducing human error is a crucial aspect of business.
By utilizing this integration, you may be able to adjust schedules correctly and smoothly, reducing the headaches associated with schedule management.
If you haven't used Yoom yet, please consider registering for free here.
