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

If the onboarding process goes smoothly, new employees can work with peace of mind and may have heightened expectations for the company. This article introduces how to integrate Google Workspace and Outlook to "automatically notify employees via Outlook when they are registered in Google Workspace." By doing this, you can automatically send onboarding documents and first-day materials to Outlook just by registering in Google Workspace. We will utilize Yoom, which allows app integration without coding, as the integration method. 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 and Outlook for the following individuals: - 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 and Outlook: Benefit 1: Automate the notification of template messages Previously, after registering employee information in Google Workspace, the task of manually sending onboarding information via Outlook can be automated. For example, if you were manually sending the onboarding schedule for the first day, it would take time due to the effort of inputting and sending. By integrating Google Workspace and 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: Reduce human errors When manually sending emails after registering in Google Workspace, there is a risk of misdelivery or omission. For example, if multiple mid-career employees join, manual tasks each time may lead to human errors like "forgot to attach a file" or "forgot to send." By integrating Google Workspace and Outlook, you can maintain consistent sending content while sending via Outlook. This helps prevent errors on the sending side and ensures the receiving side gets accurate information. Benefit 3: Smooth onboarding for new employees If you can automatically send emails via Outlook after registering in Google Workspace, new employees may smoothly carry out their first-day tasks. For example, by including the day's schedule and To-Do list in the email content, new employees can proceed with their work confidently. This reduces the burden on employees responsible for onboarding, allowing them to support new employees while handling other tasks. Smooth operations can help earn the trust of employees. We have shared the benefits of integrating Google Workspace and Outlook. Next, we will explain about Yoom. [What is Yoom] How to Create a Google Workspace and Outlook Integration Flow: Now, let's explain the steps to create "automatically notify employees via Outlook when they are registered in Google Workspace" using Yoom. The process to complete this flow proceeds as follows: - Copy the template - Register My Apps - Set triggers and actions - Turn on the trigger and check the 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 on some paid plans. Paid plans offer a 2-week free trial, during which you can use apps that are usually restricted. - Microsoft365 (formerly Office365) has plans for home use and general corporate use (Microsoft365 Business). If you are not subscribed to the general corporate plan, authentication may fail. If you haven't created a Yoom account yet, you can create one and log in from here! First, click the banner below to copy the template you will use to your My Projects in Yoom.

Clicking will take you to the Yoom template site.
Click "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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The template has been successfully copied.

Step 1: Integrate Google Workspace and Outlook with My Apps

Next, let's integrate Yoom with each app.
This process will allow the apps to connect, enabling 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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The integration between Google Workspace and Yoom is now complete.

2. Register Outlook with My Apps

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

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

Enter your password and click Sign in.

This completes the integration between Outlook and Yoom.

Step 2: Set Up 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've 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 the test again.
・If the test is successful, you will be able to obtain Google Workspace information as output.
・Once done, save it.

Step 3: Set Up 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.

・For "To", select "User's Email Address" from the Google Workspace output.

・Enter the subject.
・Compose the message as shown in the attached image.
・To attach a file, click "Add Attachment".
・Once you've finished entering, select "Next".

2. Email Sending Test

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

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 Automation Examples Using Google Workspace

At Yoom, we are constantly producing new templates.
By simply following the templates, you can create flow bots, making it easy for anyone to operate.
This time, we will introduce some of them.

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

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

2. This is a template that automatically adds employee information to the 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 productivity.

3. This is a template for automatically adding new users to Google Workspace when employees are registered in SmartHR.

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

Summary

By integrating Google Workspace and Outlook, you can automatically send standard messages, 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 connect 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 to automatically send standard messages like onboarding information?