How to Send an Email in Outlook When a Row is Added in Google Sheets

Currently, many companies are utilizing Google Sheets in their operations.
But, are you effectively integrating it with other applications?
By connecting Google Sheets with other apps, you can actually use it more efficiently!
This time, we will introduce how to set up Google Sheets to automatically send emails via Outlook when a new row is added.
This automation can save you the manual task of sending emails, thereby improving work efficiency.
In this blog, we will explain in detail how to easily achieve app integration using no-code tools.
Please give it a try!

Recommended for

Those considering improving work efficiency with Google Sheets and Outlook.
Those who send emails via Outlook when adding data to Google Sheets.
Those who want to integrate Google Sheets and Outlook to prevent notification errors.

For those who want to try it immediately

In this article, we will introduce the integration method using the no-code tool "Yoom".

No complicated settings or operations are required, and even non-engineers can easily achieve it.

You can start immediately from the template below, so please give it a try!

[About Yoom]

How to Create a Workflow Linking Google Sheets and Outlook

Step 1: Register/Login to Yoom and Register an App

First, please access the official Yoom website and create an account.
If you already have an account, please log in.
Yoom Account Issuance Page

Once logged into your Yoom account, register the app you will use.
1) Click "My Apps" and select "New Connection".

2) Select the app you want to register and log in with the account you use for each app.
Once the first app is registered, click "New Connection" again to register the second app.

＜For Google Sheets＞

・Click "Sign in with Google".

・Select the account to link.

・Confirm the account you are logging in with and click "Next".

・Click "Continue" to complete the registration in My Apps.

＜For Outlook＞

・Sign in to the account to complete the registration in My Apps.
※Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.

‍3) Once registered, an icon will appear in My Apps.
Check that the icons for the two registered apps are displayed correctly.‍

Step 2: Select a Template and Prepare a Storage Location

This time, we will create a flow called [Send an Email in Outlook When a Row is Added in Google Sheets].
By utilizing this flow, when information is added to Google Sheets, you can quote the content and send an email via Outlook, which is very convenient for smooth information sharing.
Additionally, sending emails with quoted content can also ensure accurate data sharing.

Step 3: Setting Up Integration Between Google Sheets and Outlook

1) Open the banner above and click the "Try this template" icon to copy it to My Projects.

2) The following display will appear.

Follow the instructions and click the flow icons with "!" on the right in order, and edit them.
You can change the title and details by clicking on them.
Modify them to make it easier to use.

3) Click "App Trigger When a Row is Added".

4) Select "When a Row is Added" as the trigger action and click "Next".

‍
5) Select the trigger interval and enter the required fields.
If the app registration is complete, you can select "Spreadsheet ID" and "Sheet ID" from the options.
Once entered, click "Test".
If the test is successful, click "Save".

* The trigger can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. The shortest activation interval varies depending on the plan. Generally, a shorter setting is recommended.

6) Return to the flow and click the "Send Email" icon.

7) Enter each item.
You can refer to the output information from the Google Sheets integrated earlier, so please quote as needed when creating messages, etc.
Once entered, click "Test", and if the test is successful, click "Save".

8) Perform a send test.
Once entered, click "Test", and if the test is successful, click "Save".

9) This completes the flow of [Sending an Email with Outlook When a Row is Added in Google Sheets].

Step 4: Testing and Verification

10) Once the setup is complete, the following display will appear, so click "Turn ON Trigger". Activate the flow bot and verify that it operates correctly once.

Here is the template used this time

Other Automation Examples Using Google Sheets and Outlook

In addition to the integrations introduced today, various automations can be achieved by utilizing the APIs of Google Sheets and Outlook.

If you find something interesting, please give it a try!

‍‍Automation Examples Integrating Google Sheets and Outlook

It is possible to set up an integration where an email is sent via Outlook when a row is updated in Google Sheets.
You can also register or update events in the Outlook calendar when a row is added or updated in Google Sheets.

Automation Example Using Google Sheets

Add a Row in Google Sheets and Automatically Update the Database

When a row is added in Google Sheets, it will automatically be registered in Notion, Airtable, or similar platforms.

Issue documents based on information from Google Sheets

Automatically create documents such as Google Docs based on the content registered in Google Sheets.

Transcribe Audio and Add to Google Spreadsheet After Web Meeting

Once a web meeting on Google Meet or Zoom ends, the audio is transcribed and automatically added to a Google Spreadsheet.

Automation Example Using Outlook

Send Emails with Outlook Based on Customer Management Tool Information

Automatically send emails to customers based on registered information from tools like Salesforce or HubSpot.

Automatically save received documents in Outlook to cloud storage

Automatically save documents received in Outlook to OneDrive or Microsoft SharePoint.

Notify Chat Tools When Receiving Emails in Outlook

Automatically notify Microsoft Teams, Slack, etc., when receiving emails in Outlook.

Benefits of Integrating Google Sheets with Outlook

Benefit 1: Automatic Data Sharing

When a row is added to Google Sheets, you can automatically send an email through Outlook. For example, in sales or customer support teams, if an email is automatically sent when new customer information is added, all relevant members can smoothly grasp the latest information. As a result, smooth information sharing of customer information and inquiries allows for quick responses, potentially improving customer satisfaction. Additionally, since information sharing is automated, manual transcription errors can be prevented, and the accuracy of information should improve.

Benefit 2: Improved Task Management Efficiency

If an email is automatically sent to stakeholders when a new task is added to Google Sheets, the progress of tasks can be quickly shared. This could reduce the need for confirmation work between members or departments, potentially increasing the overall work efficiency of the team. This could be a significant advantage, especially when multiple projects are being conducted simultaneously in a remote work setting.

Conclusion

By integrating Google Sheets with Outlook, it becomes possible to automatically send emails quoting the content when information is added to Google Sheets. This integration is expected to reduce the hassle of data sharing and improve work efficiency. Furthermore, automation can prevent errors such as duplication or omissions that tend to occur with manual work, enhancing the accuracy of information, which is a significant benefit.

By using Yoom, you can easily set up the integration, allowing anyone to achieve automation effortlessly. Please refer to this article to improve work efficiency!