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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!
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!
■Overview
This is a flow that sends an email via Outlook when a row is added in Google Sheets.
■Recommended for
1. Those who use Google Sheets for work
・Leaders who add comments to shared sheets to improve information accuracy
・Field workers who edit sheets while on the go
2. Those who use Outlook for work
・Those who use Outlook email as their main communication tool
・Administrative staff who manage schedules using the calendar
■Benefits of using this template
Google Sheets is an effective tool for smooth information sharing within a team.
However, creating an email in Outlook every time information is added to Google Sheets can cause delays in information sharing.
This flow is effective for those who want to ensure that added information is communicated within the team.
When information is added to Google Sheets, it is quoted and sent via email in Outlook to facilitate smooth information sharing.
Additionally, sending emails with quoted content helps maintain the accuracy of the shared information.
■Notes
・Please integrate Google Sheets and Outlook with Yoom.
・Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business), and authentication may fail if you are not subscribed to the general business plan.
[About Yoom]
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.
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.
■Overview
This is a flow that sends an email via Outlook when a row is added in Google Sheets.
■Recommended for
1. Those who use Google Sheets for work
・Leaders who add comments to shared sheets to improve information accuracy
・Field workers who edit sheets while on the go
2. Those who use Outlook for work
・Those who use Outlook email as their main communication tool
・Administrative staff who manage schedules using the calendar
■Benefits of using this template
Google Sheets is an effective tool for smooth information sharing within a team.
However, creating an email in Outlook every time information is added to Google Sheets can cause delays in information sharing.
This flow is effective for those who want to ensure that added information is communicated within the team.
When information is added to Google Sheets, it is quoted and sent via email in Outlook to facilitate smooth information sharing.
Additionally, sending emails with quoted content helps maintain the accuracy of the shared information.
■Notes
・Please integrate Google Sheets and Outlook with Yoom.
・Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business), and authentication may fail if you are not subscribed to the general business plan.
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].
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
■Overview
This is a flow that sends an email via Outlook when a row is added in Google Sheets.
■Recommended for
1. Those who use Google Sheets for work
・Leaders who add comments to shared sheets to improve information accuracy
・Field workers who edit sheets while on the go
2. Those who use Outlook for work
・Those who use Outlook email as their main communication tool
・Administrative staff who manage schedules using the calendar
■Benefits of using this template
Google Sheets is an effective tool for smooth information sharing within a team.
However, creating an email in Outlook every time information is added to Google Sheets can cause delays in information sharing.
This flow is effective for those who want to ensure that added information is communicated within the team.
When information is added to Google Sheets, it is quoted and sent via email in Outlook to facilitate smooth information sharing.
Additionally, sending emails with quoted content helps maintain the accuracy of the shared information.
■Notes
・Please integrate Google Sheets and Outlook with Yoom.
・Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business), and authentication may fail if you are not subscribed to the general business plan.
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!
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.
■Overview
This is a flow that sends an email via Outlook when a row is updated in a Google Spreadsheet.
■Recommended for
1. Those who utilize Google Spreadsheets for business
・Sales assistants adding information about client companies
・Leaders adding Q&A directly to the information using the comment feature
2. Those who utilize Outlook for business
・Those who use Outlook emails as their main means of communication
・Administrative staff managing schedules using the calendar
■Benefits of using this template
Google Spreadsheets are effective as a tool for centrally managing information related to project progress.
However, manually notifying every update in Google Spreadsheets can be a source of stress.
This flow is effective for those who want to create an environment where team members can work without stress.
By automatically sending an email notification to the person in charge when there is an update in Google Spreadsheets, it reduces the communication effort.
Additionally, by entering the content quoted in the email, it prevents errors from manual input.
■Notes
・Please integrate both Google Spreadsheets and Outlook with Yoom.
・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 updates your calendar events in Outlook when a row is updated in Google Sheets.
■Recommended for
1. Those who use Google Sheets for work
・Sales assistants managing client company information
・Managers who add comments to information entered by the team to facilitate communication
2. Those who use Outlook for work
・Those who use Outlook email as a communication tool
・Administrative staff who manage schedules using the calendar
■Benefits of using this template
Google Sheets is an effective tool for visualizing information within a team.
By also using Outlook for work, you can manage the team's schedule, which is helpful for project progress.
However, manually reflecting updates from Google Sheets to Outlook can cause delays in information sharing.
This flow is effective for those who want to quickly share the latest information within the team.
By editing Outlook events when Google Sheets is updated, it eliminates manual input and streamlines work progress.
Additionally, updating with referenced content prevents errors from manual input.
■Notes
・Please link both Google Sheets and Outlook with Yoom.
・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.
■Overview
This is a flow that registers an event in a specified user's calendar in Outlook when a row is added to a Google Spreadsheet.
■Recommended for
1. Those who utilize Google Spreadsheets for business
・Sales assistants responsible for managing information
・Team leaders who keep information up-to-date through simultaneous editing
2. Those who utilize Outlook for business
・Those who use Outlook email as a means of communication with client companies
・Administrative staff who manage schedules using the calendar
■Benefits of using this template
Google Spreadsheets is a tool that allows visualization of the latest information through simultaneous editing within a team.
At the same time, using Outlook for business and managing schedules with the calendar facilitates smooth business operations.
However, manually entering information into Outlook every time it is added to Google Spreadsheets increases the risk of human error.
This flow is effective for those who want to solve human errors caused by manual work.
When information is added to Google Spreadsheets, it automatically registers an event in the calendar by quoting the content, ensuring error-free information addition.
Moreover, by eliminating the need for manual entry, you can allocate time to other tasks.
■Notes
・Please integrate Google Spreadsheets and Outlook with Yoom.
・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.
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.
■Overview
In this workflow, you can automatically create corresponding records in Notion simply by adding a new row in Google Sheets. This automation eliminates the hassle of manual data entry and double management, ensuring consistency of information.
With Yoom, you can easily connect apps without the need for programming.
■Recommended for
■Benefits of using this template
■Overview
This is a flow that adds a record to SPIRAL when a row is added in Google Sheets.
■Recommended for
1. Those who use Google Sheets for business
・Office workers managing tasks with shared sheets
・Team leaders who want to edit the same sheet simultaneously
2. Those who use SPIRAL for data management
・Marketing personnel using it for campaign creation and data aggregation/analysis
・Sales assistants managing leads
■Benefits of using this template
Google Sheets is an effective tool for sharing information collected by a team.
However, manually re-entering information from Google Sheets into SPIRAL takes away time from core tasks that require focus.
This flow is suitable for those who want to eliminate manual entry and proceed with tasks smoothly.
By automatically adding records to SPIRAL using the registered content in Google Sheets, it eliminates manual work and saves the time spent on data entry.
■Notes
・Please integrate both Google Sheets and SPIRAL with Yoom.
■Overview
The "Create an Airtable record when a row is added in Google Sheets" 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 associated with manual data entry, enabling accurate information sharing.
As a result, it automates the data flow between Google Sheets and Airtable, significantly improving operational efficiency.
■Recommended for
■Benefits of using this template
Issue documents based on information from Google Sheets
Automatically create documents such as Google Docs based on the content registered in Google Sheets.
■Overview
This is a flow that issues an invoice and saves it to Google Drive when a row in a Google Spreadsheet is updated.
By using Yoom, you can easily connect apps without the need for programming.
■Recommended for
1. Those who manage data with Google Spreadsheets
・Those who manage data such as billing information using Google Spreadsheets but find it cumbersome to issue invoices manually
2. Companies that use Google Drive for file storage and sharing
・Those who use Google Drive regularly and want to utilize it for saving and sharing invoices
・Those who want to advance automation but don't know where to start
■Benefits of using this template
By implementing this automation flow, there is a benefit that an invoice is automatically generated and saved to Google Drive every time a row in a Google Spreadsheet is updated.
This reduces the effort of creating invoices and enables highly accurate billing management.
Additionally, it reduces errors associated with manual invoice creation and allows for efficient business operations.
Furthermore, by digitizing invoices, they can be accessed anytime, anywhere, enabling quick responses.
As a result, customer satisfaction and business reliability are likely to improve.
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.
◼️Overview
Automatically transcribe and summarize conversations held on Zoom and record them in a Google Spreadsheet.
This helps avoid missing parts of the conversation and allows you to manage it in Google Spreadsheet, thereby increasing work efficiency.
◼️Notes
・Please integrate Yoom with both Zoom and Google Spreadsheet.
・AI operations are available only with the Team Plan and Success Plan.
・For Free Plan and Mini Plan users, the operation of the configured Flowbot will result in an error, so please be aware.
・Paid plans such as the Team Plan and Success Plan offer a two-week free trial. During the free trial, you can use restricted apps and AI features (operations).
■Overview
This is a flow to transcribe audio after a Google Meet meeting and add it to a Google Spreadsheet.
By using Yoom, you can easily connect apps without the need for programming.
■Recommended for
1. Those who create audio files during meetings
・Those who transcribe meeting audio files and save them as minutes
・Those who find manual data entry cumbersome and want to transcribe audio files efficiently
2. Those who utilize Google Spreadsheets for business
・Those who use it for centralized data management
・Those who use shared sheets to facilitate smooth information sharing
■Benefits of using this template
The audio files from Google Meet meetings can be used to create minutes, but transcribing that data can be burdensome for employees.
By utilizing this integration, you can transcribe the audio data from Google Meet meetings using AI and automatically add the results to Google Spreadsheets, reducing the workload on the responsible personnel.
With the meeting audio data quickly added to Google Spreadsheets, even members who did not attend the meeting can quickly grasp the content.
As a result, it is expected to improve the overall efficiency of the team.
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.
■Overview
This is a flow that notifies a lead with a template email in Outlook using Microsoft Dynamics365 Sales.
With Yoom, you can easily achieve this flow without any programming, as it allows for integration between apps.
■Recommended for
1. Those who utilize Microsoft Dynamics365 Sales in their business
・Those who regularly add or update leads
・Those who manage their sales process centrally with Microsoft Dynamics365 Sales
2. Those who use Outlook for creating and sending emails
・Those who send template emails from Outlook after adding leads
・Those who want to streamline the process of creating and sending emails in Outlook
■Benefits of using this template
If you are sending template emails after adding leads, you might find it cumbersome as the response time increases with the number of leads.
Moreover, spending too much time on lead responses can reduce the time available for other tasks, potentially decreasing productivity.
With this flow, when a lead is created in Microsoft Dynamics365 Sales, you can send a template email to the lead from Outlook.
This allows you to streamline lead responses, eliminate manual tasks, and secure time to focus on important sales activities.
■Notes
・Please integrate both Microsoft Dynamics365 Sales and Outlook with Yoom.
・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
In this flow, it is possible to send scheduling emails via Outlook based on form information from Hubspot. This automation reduces the manual effort of scheduling meetings and supports efficient sales activities.
With Yoom, you can easily connect apps without the need for programming.
■Recommended for
■Benefits of using this template
■Overview
The flow "Send a thank-you email from Outlook to the person in charge when the opportunity stage is updated in Salesforce" is a business workflow that streamlines opportunity management and automates communication with the person in charge.
Thank-you emails are automatically sent according to the update of the opportunity stage, improving business efficiency and deepening trust with the person in charge.
■Recommended for
■Benefits of using this template
Automatically save received documents in Outlook to cloud storage
Automatically save documents received in Outlook to OneDrive or Microsoft SharePoint.
■Overview
This is a flow that automatically uploads attachments received in Outlook to OneDrive.
It can be used for the automatic saving of files such as invoices and purchase orders.
Feel free to change the folder location in OneDrive as needed.
■Recommended for
1. Those who use both Outlook and OneDrive
2. Those who save files received via email
3. Those who receive invoices or purchase orders via email
4. Those looking to improve efficiency with Outlook and OneDrive
■Benefits of using this template
・It can automatically save files by triggering based on specific subjects such as invoices and purchase orders, reducing the hassle of downloading and uploading.
■Notes
・Integration with both Outlook and OneDrive is required for 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.
■Overview
This is a flow that reads document data received in Outlook using OCR, updates the file name, and stores it in Dropbox.
By using Yoom, you can easily connect apps without 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 by email
2. Those who use Dropbox for file management
・Those who want to centralize document data management and speed up sharing
・Those who aim to improve search efficiency by standardizing naming conventions when uploading files
■Benefits of using this template
Document data received in Outlook is automatically uploaded to a specified folder in Dropbox with a file name that matches the content.
By automatically converting to a pre-set name, systematic file management becomes possible, making file searches easier.
■Notes
・Please connect both Outlook and Dropbox with Yoom.
・Branches are available from the mini plan and above, and AI operations are features available only in 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 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 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 to upload attachments received in Outlook to Microsoft SharePoint.
By using Yoom, you can easily connect apps without the need for programming.
■Recommended for
1. Those who use Outlook as their email tool
・Those who manually upload received attachments to other tools
2. Those who manage files with Microsoft SharePoint
・Those who want to efficiently upload files to Microsoft SharePoint
■Benefits of using this template
Managing files attached to emails with Microsoft SharePoint streamlines file searching.
However, downloading files attached to emails each time and uploading them to Microsoft SharePoint is inefficient.
With this flow, you can automatically upload attachments received in Outlook to Microsoft SharePoint, thus streamlining manual tasks.
Since you can consolidate attachments received in Outlook into Microsoft SharePoint, it allows for smooth file verification and searching.
Additionally, it prevents file storage omissions, thereby improving the accuracy of file management.
Notify Chat Tools When Receiving Emails in Outlook
Automatically notify Microsoft Teams, Slack, etc., when receiving emails in Outlook.
◼️Overview
This is a flow that sends messages received in Outlook to Slack.
By automatically forwarding messages, you can prevent omissions and improve work efficiency.
◼️Notes
・Please integrate both Outlook and Slack 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.
◼️Overview
This is a flow that, upon receiving an email in Outlook, uses AI to extract and summarize the content of the email, and then notifies Microsoft Teams.
By utilizing AI for data extraction, it eliminates the need for complex regular expression settings to obtain names, email addresses, and addresses within the email, allowing for a more streamlined flow bot.
◼️Notes
・For information on how to forward emails from Microsoft Outlook and activate the email trigger, please refer to here.
・AI operations are features available only in the Team Plan and Success Plan. For Free Plan and Mini Plan users, the flow bot operations you set will result in an error, so please be aware.
・Paid plans such as the Team Plan and Success Plan offer a two-week free trial. During the free trial, you can use restricted apps and AI features (operations).
・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.
■Overview
The "Notify Discord when an email is received in Outlook" flow is a business workflow that automatically sends notifications to a specified Discord channel when a new email is received in Outlook. This automation allows important email information to be shared with the team in real-time, enabling prompt responses and effective communication.
■Recommended for
■Benefits of using this template
Since notifications are automatically sent to Discord when an email is received in Outlook, it eliminates the need for manual notification tasks.
By notifying Discord when an email is received in Outlook, important information can be quickly shared with the team, allowing for smooth business operations.
Automation prevents human error in notifications, ensuring smooth information transmission within the team.
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.
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.
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!
