How to integrate Google Workspace with Outlook to automatically notify when an employee is added to Google Workspace

When you receive a lot of emails every day, it can be quite a hassle to save files to Dropbox each time.
Moreover, many people might have experienced the struggle of missing a file save or saving a file in the wrong folder, making it difficult to find later.

In this article, we will introduce a method to automatically save files received in Gmail to Dropbox!

By using no-code tools, you can easily set up automation between Gmail and Dropbox.
You can start using it right away, so be sure to give it a try!

Recommended for

Those who want to automatically upload files attached to Gmail to Dropbox
Those who want to integrate Gmail and Dropbox to facilitate smooth file sharing within the team
Those who want to prevent the loss of attachments and ensure proper document storage

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 right away using the template below, so please give it a try!

If the onboarding process goes smoothly, new employees can work with peace of mind and may have higher expectations for the company.
In this article, we introduce how to "Automatically notify employees in Outlook when they are registered in Google Workspace" by integrating Google Workspace with Outlook.
This allows you to automatically send onboarding documents and first-day materials to Outlook just by registering in Google Workspace.
We will utilize Yoom, a no-code app integration tool, for this integration.
We will explain the integration method and how to create a flow bot in detail.
Please take a look.

Recommended for

We recommend integrating Google Workspace with Outlook for the following people:

・HR personnel who want to automate tasks using Google Workspace and Outlook
・Those who want to streamline the onboarding process for new employees
・Those who want to reduce human errors in email distribution

Benefits and Examples of Integrating Google Workspace with Outlook

Benefit 1: Automatic Notification of Templates

You can automate the task of manually sending onboarding notifications in Outlook after registering employee information in Google Workspace.
For example, if you were manually sending the first day's onboarding schedule.
In that case, it would take time and effort to input and send.
By integrating Google Workspace with Outlook, you can send emails just by registering employees.
This allows HR personnel to focus on important tasks like first-day orientation, potentially improving work efficiency.

Benefit 2: Reduction of Human Errors

When sending emails manually after registering in Google Workspace, there is a risk of misdelivery or omission.
For example, if multiple mid-career employees are joining.
Manual tasks each time could lead to mistakes like "forgot to attach a file" or "forgot to send".
By integrating Google Workspace with Outlook, you can maintain consistent sending content while sending through Outlook.
This helps prevent errors on the sending side and ensures accurate information is received on the receiving side.

Benefit 3: Smooth Onboarding for New Employees

If you can automatically send emails in Outlook after registering in Google Workspace, new employees may smoothly carry out their first day's tasks.
For example, by including the day's schedule or a ToDo list in the email content, new employees can proceed with their tasks with peace of mind.
This reduces the burden on employees responsible for onboarding, allowing them to support new employees alongside other tasks.
If work proceeds smoothly, it may build trust among employees.

These are the benefits of integrating Google Workspace with Outlook.
Next, we will explain about Yoom.

[About Yoom]

How to Create a Google Workspace and Outlook Integration Flow

Now, we will explain the steps to create "Automatically notify employees in Outlook when they are registered in Google Workspace" using Yoom.
The process to complete this flow will proceed as follows:
・Copy the template
・Register my app
・Set triggers and actions
・Turn on the trigger and verify operation

You can easily create it by setting according to the template, so please give it a try.

Note) ・Google Workspace is an app available with some paid plans.
You can conduct a 2-week free trial of the paid plan, during which you can use apps subject to restrictions.
・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.

If you haven't created a Yoom account yet, please create one here and log in!
First, click the banner below to copy the template you will use to your Yoom My Projects.

Clicking will take you to the Yoom template site.
Click on "Try this template" displayed on the screen.

Clicking will take you to the Yoom workspace, where it will display that the copy was successful. Click "OK".

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With this, the template copy is complete.

Step 1: Integrate Google Workspace and Outlook with My Apps

Next, let's integrate Yoom with each app.
This process will enable the integration of apps and allow the creation of Flowbots.

1. Register Google Workspace with My Apps

First, let's integrate Google Workspace.
Select My Apps on the left side of the Yoom workspace and click on New Connection.

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Next, select Google Workspace.
On the screen to integrate Yoom with Google Workspace, click "Sign in with Google".

Select the account you want to integrate.

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With this, the integration between Google Workspace and Yoom is complete.

2. Register Outlook with My Apps

Next, integrate Outlook.
Select My Apps on the left side of the Yoom workspace, then click on New Connection.

Next, select Outlook.
The Microsoft login screen will appear, so choose the account you want to integrate.

Enter your password and click Sign in.

With this, the integration between Outlook and Yoom is complete.

Step 2: Set Google Workspace Trigger

Next, let's proceed to the Flowbot settings.
Click on "When a user is registered" from the template you copied earlier.

1. Select Linked Account and Action

・If you want to change the title, please enter it.
・Check the account information linked with Google Workspace.
・Select "When a user is registered" as the trigger action.
・Once you have finished entering, click "Next".

2. App Trigger API Connection Settings ①

・After registering a user in Google Workspace, run the test and click Next.

2. App Trigger API Connection Settings ②

・Click on the test again.
・Once the test is successful, you will be able to obtain Google Workspace information as output.
・Once you have done this, save it.

Step 3: Set Outlook Action

This is the final step.
Click on "Send Email" to complete the setup.

1. Email Settings

・You can change the title.
・Check the account information linked with Outlook.

・Select "User's Email Address" from the Google Workspace output for To.

・Enter the subject.
・Compose the message as shown in the attached image.
・When attaching a file, click "Add Attachment".
・Once you have finished entering, select "Next".

2. Test Email Sending

・If there are no issues with the message content, test it and save.

When you click save, a notification will appear indicating that all settings are complete, so click "Turn on Trigger".

This completes the Flowbot setup.

Other Examples of Automation Using Google Workspace

At Yoom, we are continuously producing new templates.
By simply following the template settings, anyone can easily create a flow bot.
This time, we will introduce some of them.

1. This is a template where, when an employee is registered in Google Workspace, a folder for each employee is automatically created in OneDrive.

Manually, creating files can be cumbersome and there is a risk of missing some creations.
By integrating Google Workspace with OneDrive, you can reduce the burden of administrative tasks and prevent human errors.

2. This is a template for automatically adding employee information to a Notion database once they are registered in Google Workspace.

If you are managing employees in Notion, manually entering information each time can be time-consuming and labor-intensive.
By integrating Google Workspace with Notion, you can automatically add employee information to the database.
This reduces manual work and is expected to improve business productivity.

3. This is a template for automatically adding a new user to Google Workspace when an employee is registered in SmartHR.

When adding manually, there may be times when the information in both tools is not up to date.
By integrating SmartHR with Google Workspace, you can maintain and manage the consistency of employee data.

Summary

By integrating Google Workspace and Outlook, you can automatically send templates, reducing manual work and human error.
Additionally, sending onboarding information and the schedule for the first day can facilitate a smooth onboarding process.
Furthermore, by utilizing Yoom, you can integrate apps without code and create flow bots.
Using templates makes the setup process easier, making it accessible even for beginners.

Why not take this opportunity to use Yoom to integrate Google Workspace and Outlook and automatically send templates like onboarding information?