Google Sheets, which allows for efficient organization and sharing of data, is expanding its role not only for personal use but also in business settings. Did you know that by integrating Google Sheets with Outlook, you can facilitate smoother information sharing? In this article, we will explain in detail, with images, how to integrate Google Sheets with Outlook without any coding, and how to get notifications in Outlook when a row is updated!
Please read to the end.
Recommended for
Those considering improving work efficiency with Google Sheets and Outlook.
Those who want to receive notifications in Outlook when updates are made in Google Sheets.
Those who want to integrate Google Sheets and Outlook to prevent missing notifications of data updates.
For those who want to try it immediately
In this article, we 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 with the template below, so please give it a try!
Send an email in Outlook when a row is updated in Google Sheets.
How to Create a Flow for Integrating Google Sheets and Outlook
From here, we will introduce the flow of app integration using Yoom with images!
① My App Integration
After logging into Yoom, select "My Apps" from the left menu.
After transitioning screens, please press "+ New Connection".
Enter the name of the app you want to integrate in the search box, and by following the on-screen instructions to log in or sign in, the integration will be completed. This time, we will register "Google Sheets" and "Outlook". Once registration is complete, an icon will be displayed in the list of 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.
② Copy an Existing Template
Send an email in Outlook when a row is updated in Google Sheets.
By using the above template, you can easily automate the process. First, open My Project in Yoom and click on "+ Create".
Next, select "Create from Template Gallery".
In the search box at the top right, enter "Send an email with Outlook when a row is updated in Google Sheets" and search. On the right side of the displayed template, select "Create Template" in blue text.
This completes the template copy. A popup will appear, so press OK. From here, follow the instructions and proceed with the settings mainly on the "!" part on the screen.
③ Setting the Trigger
First, select "When a row is updated" and check the settings.
Enter the account information to be linked and press "Next".
Then, you will transition to a screen like the one below, so read the instructions carefully and proceed with the input.
Please check the supplementary information at the bottom of the input field. Use your own Google Sheets ID. You can choose the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. (The shortest trigger interval varies depending on the plan)
After completing the input, you can check the operation with the test button. If successful, it will look like the screen below, so please refer to it.
If there are no issues with the settings, let's return to the first screen by clicking "Save".
④ Setting the Linked App
Next, select "Send Email" and enter the account information to be linked.
Scroll down to find the email content settings section, and set the email content you want to send as desired. * You can use the output by clicking on the input field.
Once you have completed entering the email body for automatic sending, press "Next".
Here you can test whether the email can actually be sent. Check if necessary. If there are no issues, press "Save".
Then, the following popup will appear, so press "Trigger on ".
This completes all the settings for "Send an email with Outlook when a row is updated in Google Sheets".
Good job!
Send an email in Outlook when a row is updated 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 added in Google Sheets. Additionally, you can create integrations where an event is added to your calendar in Outlook when a row is added in Google Sheets, or extract information received in Outlook using 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).
■Overview The flow 'Read files stored in Google Drive with OCR, summarize with Groq, and add to Google Sheets' is a business workflow that automatically analyzes and summarizes file contents and reflects them in a structured form in a spreadsheet. Documents in Google Drive are converted to text using OCR technology, and summaries are generated using the AI tool Groq. By automatically registering the results in Google Sheets, it aims to improve information management efficiency.
■Recommended for ・Those who want to efficiently manage a large number of files on Google Drive ・Those who want to digitize document data using OCR functionality ・Business people who want to use Groq to create summaries and streamline information organization ・Those who manage data using Google Sheets ・IT personnel who want to promote the automation of business processes ・Team leaders who need to process a large number of documents in daily operations
■Notes ・Please link each of Google Drive, Groq, and Google Sheets with Yoom. ・The AI operation of OCR is a feature available only in the Team Plan and Success Plan. In the case of the Free Plan and Mini Plan, the operation of the flow bot set 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 restricted apps and AI features (operations). ・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. ・The maximum downloadable file size is 300MB. Depending on the app's specifications, it may be less than 300MB, so please be careful. ・For details on the file size that can be handled by triggers and each operation, please refer to the following. https://intercom.help/yoom/en/articles/9413924 ・Please note that OCR data may not be readable if it exceeds 6,500 characters or if the characters are small.
■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 This workflow allows you to issue an invoice and send it via Gmail when a row in Google Sheets is updated. This automation helps prevent manual errors and saves time. It is an ideal solution for those who want to streamline their billing operations. With Yoom, you can easily connect apps without programming.
■Recommended for ・Accounting personnel managing billing data in Google Sheets ・Business owners who want to focus on other tasks instead of spending time on invoice creation ・Those who want to automate sending invoices to customers using Gmail
■Notes ・Please connect Google Sheets, Google Docs, and Gmail with Yoom. ・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・The shortest trigger interval varies depending on the plan, so please be aware. ・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 aware. ・Paid plans such as the Mini Plan offer a 2-week free trial. During the free trial, you can use restricted apps and features (operations).
■Overview The flow 'When customer information in Google Sheets is updated, issue a document and send it to Slack' automates the entire process from customer data management to document creation and sharing with the team. By utilizing this workflow, it becomes possible to automatically generate invoices based on spreadsheet data and smoothly send them to Slack.
■Recommended for ・Business users managing customer information with Google Sheets ・Accounting personnel who want to automate the creation and sending of invoices ・Those who want to improve information sharing within the team using Slack ・Administrators of companies who want to reduce the workload of document creation and improve business efficiency ・Those who want to reduce errors associated with manual invoice management
■Notes ・Please integrate Google Sheets and Slack with Yoom. ・The trigger 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 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.
Benefits of Integrating Google Sheets with Outlook
Benefit 1: Speeding Up Information Sharing
By using the integration that sends an email via Outlook when a row is updated in Google Sheets, you can speed up information sharing! For example, every time the sales team updates the progress of a deal in Google Sheets, that information can be automatically notified to the entire team via Outlook. This allows sales leaders and related departments to quickly grasp the latest deal status and take necessary actions promptly. Additionally, if the back office can start preparing invoices immediately when an important contract is concluded, it can lead to an overall speed-up of operations. As such, if information sharing becomes smoother through automated notifications, team collaboration should improve!
Benefit 2: Centralized Data Management and Notifications
For instance, it would be convenient if every time the inventory management team updates stock numbers in Google Sheets, that information is automatically notified to related departments via Outlook. With this integration, the information entered in Google Sheets can be quickly shared, allowing all stakeholders to proceed with their tasks based on the same data. Moreover, since notifications are automated, the risk of missing important updates can be reduced. Using this system, collaboration with multiple departments is likely to become smoother.
Conclusion
In this article, we explained in detail, with images, how to automatically send an email when a row in Google Sheets is updated by integrating it with Outlook. With this integration, when the sales team updates progress information, notifications can smoothly reach stakeholders via Outlook. Important information will be shared quickly, enabling smooth responses. Integrating Google Sheets with Outlook is easily achievable without programming knowledge by using the no-code tool Yoom. Please refer to this article and experience automation for yourself!
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
I have four years of experience as a supervisor in the BPO division of a publicly listed company and approximately three and a half years in editing and writing media articles. Due to the nature of my work, which involves handling outsourced tasks from other companies, I have had the opportunity to use a wide variety of applications. I still remember the moment I discovered Yoom while struggling to improve work efficiency, and how impressed I was by its ability to easily integrate different applications and create automated workflows. By leveraging my experience in media article creation, I am eager to clearly convey the appeal of Yoom and assist you in enhancing your work efficiency.
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