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!
Send an email in Outlook when a row is added in Google Sheets.
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.
Send an email in Outlook when a row is added in Google Sheets.
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
Send an email in Outlook when a row is added in Google Sheets.
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.
Send an email in Outlook when a row is updated in Google Sheets.
■Overview This workflow allows you to automatically create a corresponding record in Notion just by adding a new row in Google Sheets. This automation eliminates the need for manual data entry and double management, maintaining consistency of information. With Yoom, you can easily connect apps without programming.
■Recommended for ・Those who use Google Sheets and Notion regularly and spend time on manual data entry ・Project managers who want to streamline team information sharing and update data without omissions ・Business owners who want to prevent errors from double data management and improve work accuracy ・IT personnel in companies interested in business automation through IT tool integration and considering implementation ・Freelancers or sole proprietors who need to regularly reflect data in Notion and want to save effort ・All business professionals looking to review and streamline their current workflow
■Notes ・You need to connect Google Sheets and Notion to Yoom. ・You can select the trigger interval from 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan.
■Overview The 'When a row is added in Google Sheets, create an Airtable record' flow is a business workflow that streamlines daily data management tasks. For example, when the sales team adds new customer information to a spreadsheet, that data is automatically reflected in Airtable. This integration reduces the effort and errors of manual data entry and enables accurate information sharing. As a result, it automates the data flow between Google Sheets and Airtable, significantly improving operational efficiency.
■Recommended for ・Teams or individuals who regularly use Google Sheets and Airtable ・Business professionals who want to reduce data entry effort and improve work efficiency ・Administrators who want to prevent human errors associated with manual data integration ・Those who want to centrally manage information across multiple tools and automate business processes ・Those interested in leveraging Yoom to automate business workflows ■Notes ・Please connect both Google Sheets and Airtable with Yoom. ・For the trigger, you can choose a polling interval of 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum polling interval varies by plan.
■Overview This is a flow to issue a document and save it to Google Drive when a row in Google Sheets is updated. With Yoom, you can easily connect apps without programming.
■Recommended for 1. Those who manage data with Google Sheets ・If you manage data such as customer information using Google Sheets but find it cumbersome to issue documents manually
2. Companies that use Google Drive for file storage and sharing ・If you use Google Drive regularly and want to utilize it for saving and sharing invoices ・If you want to automate but don't know where to start
■Notes ・Please connect both Google Sheets and Google Drive with Yoom. ・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. ・Branching is a feature (operation) available in plans above the mini plan. In the case of the free plan, the operation of the flow bot set will result in an error, so please be careful. ・Paid plans such as the mini plan offer a 2-week free trial. During the free trial, you can use apps and features (operations) that are subject to restrictions.
■ Overview Creating minutes after online meetings is an important task, yet it often requires a lot of time for transcribing recordings and copying the content. With this workflow, when a Google Meet meeting ends, the recording is automatically transcribed and the results are recorded in Google Sheets. It reduces the effort of minute-taking and helps you focus on core work.
■ Who we recommend this template for ・ Those who have many meetings in Google Meet and feel the workload of minute-taking is a challenge ・ Managers who want to streamline the recording and sharing of meeting content to improve team productivity ・ Members who want to prevent omissions from manual transcription and keep accurate minutes
■ Notes ・ Please connect Google Meet, Google Drive, and Google Sheets to Yoom. ・ You can choose a trigger interval of 5, 10, 15, 30, or 60 minutes. ・ The minimum trigger interval varies by plan. ・ Executing operations across a "Wait" step is only available on the Team Plan and Success Plan. On the Free and Mini plans, operations and Data Connect configured in the flowbot will result in errors. ・ Paid plans such as the Team Plan and Success Plan include a 2-week free trial. During the free trial you can use apps and features (operations) that are otherwise restricted. ・ The maximum downloadable file size is up to 300 MB. Depending on the app specifications, it may be less than 300 MB. ・ For details on the file size limits for the trigger and each operation, please see the link below. https://intercom.help/yoom/en/articles/9413924 ・ AI operations for OCR or speech transcription are only available on the Team Plan and Success Plan. On the Free and Mini plans, the operations set in the flowbot will result in errors. ・ Paid plans such as the Team Plan and Success Plan include a 2-week free trial. During the free trial you can use apps and AI features (operations) that are otherwise restricted.
■Overview In this flow, you can send a scheduling email in Outlook based on Hubspot form information. This automation reduces the manual effort of scheduling meetings and supports efficient sales activities. With Yoom, you can easily connect apps without programming.
■Recommended for ・Those who regularly use Outlook and Hubspot for work ・Sales representatives managing leads using Hubspot ・Those using Outlook for scheduling meetings with clients ・Marketing personnel who want to automate follow-ups after form submissions ・Small business owners looking to streamline their sales process
■Notes ・You need to connect Outlook to Yoom. ・Microsoft365 (formerly Office365) has both home and business plans (Microsoft365 Business), and if you are not subscribed to the 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.
■Overview The flow 'When the opportunity stage is updated in Salesforce, send a thank you email to the person in charge from Outlook' is a business workflow that automates communication with the person in charge and makes opportunity management smoother. A thank you email is automatically sent according to the update of the opportunity stage, improving work efficiency and deepening trust with the person in charge.
■Recommended for ・Sales representatives who use Salesforce for opportunity management and want to automate communication according to progress ・Business professionals who want to streamline daily operations through the integration of Outlook and Salesforce ・Sales managers who manually send emails when the opportunity stage is updated and want to reduce the workload ・Corporate implementation personnel who want to automate the sending of unified thank you emails across the team and maintain consistent quality
■Notes ・Please link Outlook and Salesforce 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. ・Salesforce is an app that can only be used 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 an error, so please be careful. ・Paid plans such as the team plan and success plan can be tried for free for two weeks. During the free trial, you can use apps that are subject to restrictions. ・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 Do you find document management for invoices, quotes, and other files you receive in Outlook to be a hassle? Although routine, the series of tasks—opening the attachment to check its contents, renaming the file, and storing it in a specific folder—takes time. By using this workflow, you can automate the entire process: when an email is received in Outlook, the attached document is read by OCR, its file name is automatically updated based on the content, and it is stored in Dropbox.
■Recommended for ・Accounting and general affairs staff who feel that managing documents such as invoices received in Outlook is burdensome ・Those who face challenges with manual file renaming and storage when managing files with Dropbox ・Those who want to build an environment that allows them to focus on core tasks by automating document-related operations
■Notes ・Please connect Yoom with both Outlook and Dropbox. ・Branching is available on the Mini plan or higher, and AI Operations are available only on the Team and Success plans. On other plans, the configured operations will result in errors. ・Yoom paid plans come with a two-week free trial. During the free trial, you can use apps and features (operations) that are otherwise restricted. ・Microsoft 365 (formerly Office 365) has Home plans and business plans (Microsoft 365 Business). If you are not subscribed to a business plan, authentication may fail. ・You can choose trigger intervals of 5, 10, 15, 30, or 60 minutes. ・The minimum trigger interval varies by plan, so please be aware.
This flow uploads received attachments in Outlook to Microsoft SharePoint.
■Notes ・Please connect Yoom with both Outlook and Microsoft SharePoint. ・There are personal and business plans in Microsoft365 (formerly Office365), and if you're not subscribed to the business plan, the authentication may fail. ・Branching is a feature (operation) available in Mini Plan or above. If you are on the Free Plan, the flow bot operations set will return an error, so please be careful. ・Paid plans such as Mini Plan offer a 2-week free trial. During the free trial, you can use apps and features (operations) that are subject to restrictions.
■Overview The "Notify Discord when an email is received in Outlook" flow is a business workflow that automatically sends a notification to a specified Discord channel when a new email is received in Outlook. This automation allows you to share important email information with your team in real-time, enabling quick responses and effective communication.
■Recommended for ・Business teams that use Outlook and Discord on a daily basis ・Managers who want to share email notifications with the entire team in real-time ・Corporate personnel aiming to improve information sharing efficiency and facilitate smooth communication
■Notes ・Please link both Outlook and Discord with Yoom. ・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. ・Microsoft365 (formerly Office365) has plans for home use and general corporate use (Microsoft365 Business), and if you are not subscribed to the general corporate plan, authentication may fail.
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!
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
While exploring ways to improve operational efficiency in a small to medium-sized enterprise in a region with limited human resources, we discovered Yoom. I was amazed at how much efficiency could be achieved by implementing Yoom, something I had casually wished for. Even without any knowledge or experience in systems or programming, our operations have significantly transformed, and I am writing to share this experience with many others who might feel the same way.
