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!
Recommended for:
Those who use Google Sheets and Outlook
Those considering integrating Google Sheets and Outlook for business efficiency
Those who want to reduce the hassle of schedule management by integrating Google Sheets and Outlook
Those who want to reduce missed confirmations or forgotten updates by integrating Google Sheets and Outlook
For those who want to try it immediately:
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!
When a row is updated in Google Sheets, update the calendar event for the specified user in Outlook.
How to Create a Workflow Connecting Google Sheets and Outlook
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.
Setting up the flow bot that triggers when a row is updated
Setting up the action to update the calendar event for the specified user
How to Connect Google Sheets and Outlook with Yoom
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.
How to Update a Specified User's Calendar Event in Outlook When a Row is Updated in Google Sheets
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.
"Title" → Can be changed if necessary
"Account information to link with Google Sheets" → Confirm if correct
"Trigger action" → When a row is updated
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.
"Spreadsheet ID", "Sheet ID" → Select from candidates or read the description and enter
"Table range (start)" → In this case, A
"Table range (end)" → In this case, C
* Specify the alphabet of the column where the items end
"Column with unique values" → Specify the column where values do not duplicate
* Ensure it is a column with unique values. If values are duplicated, it may not work correctly. In this case, we specified column A for the Event ID.
"Column to detect updates" → Specify the column name to detect updates * In this case, we set it to detect when the start date is updated, so specify B. Which column to specify can be set arbitrarily.
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.
"Title" → Can be changed if necessary
"Account information to link with Outlook" → Confirm if correct
"Action" → Update the specified user's calendar event
Once you move to the following screen, make the settings.
"User ID" → Select from candidates
"Event ID" → Use the output from Google Sheets * Click the red frame to select the output. {{Event ID}} ← The output will be displayed like this.
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!
Other Automation Examples Using Google Sheets and Outlook
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!
Other Automation Examples with Google Sheets and Outlook
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.
Extract information received in Outlook using AI and add it to Google Sheets.
This workflow extracts information received in Outlook using AI and adds it to Google Sheets.
■Notes ・Please link both Outlook and Google Sheets with Yoom. ・Microsoft365 (formerly Office365) has both personal and business plans (Microsoft365 Business), and authentication may fail if you are not subscribed to the business plan. ・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan. ・AI operations are only available with the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operation of the flowbot will result in an error, so please be careful. ・Paid plans such as Team Plan or Success Plan allow a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations).
This is a flow to store survey results received in Outlook into Google Sheets.
■Notes ・Please connect both Outlook and Google Sheets to Yoom. ・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 may vary depending on your plan. ・Microsoft365 (formerly Office365) has home plans and business plans (Microsoft365 Business), and authentication may fail if you are not subscribed to the business plan. ・AI operations are features available only in the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, operations set in the flowbot will result in errors, so please be aware of that. ・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations).
This is a flow to read business card images submitted via form using OCR, add data to Google Spreadsheet, and send a thank you email via Outlook.
■Notes ・Please link Google Spreadsheet and Outlook with Yoom. ・Microsoft365 (formerly Office365) has a home plan and a general corporate plan (Microsoft365 Business), and if you are not subscribed to the general corporate plan, authentication may fail. ・AI operations are only available with the team plan and success plan. If you are on the free plan or mini plan, the operations of the flow bot you have set will result in an error, so please be careful. ・Paid plans such as team plans and success plans can be tried for free for 2 weeks. During the free trial, you can use restricted apps and AI features (operations). ・Please note that OCR data may not be readable if it exceeds 6,500 characters or if the text is small.
Every day, retrieve records from Google Sheets that correspond to today's date and send notifications
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.
Retrieve records from Google Sheets that correspond to today's date and send a batch notification to Slack daily.
Delete Registration Information When a Row is Updated in Google Sheets
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.
Add users or contacts when a row is added in Google Sheets
This eliminates the need for manual entry, helping to prevent human errors such as input mistakes or omissions, and facilitates smooth information sharing.
Automation Example Using Outlook
Document data received in Outlook is read using OCR, and the file name is updated and stored
Document data received in Outlook is renamed to match the content and automatically uploaded to a specified folder, improving the accuracy of data management.
Read the document data received in Outlook using OCR, update the file name, and store it in Box.
Benefits of Integrating Google Sheets with Outlook
Benefit 1: Prevent Input Errors and Omissions
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.
Benefit 2: Easier Schedule Coordination Across Multiple Apps
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.
Conclusion
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.
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
Having transitioned from a career in child welfare to working as a writer, I am currently blogging for Yoom. I am continually amazed by the efficiency improvements Yoom enables and am eager to share this excitement with others to contribute to society. I will be sharing insights on app integrations and automation that even someone like me, with zero programming knowledge, can accomplish.
