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Have you ever felt that it would be convenient to integrate Microsoft Excel with Microsoft Outlook in your daily tasks?
For example, situations where you regularly send emails using Microsoft Outlook based on customer lists or task lists managed in Microsoft Excel, or notify responsible parties of data that meets specific conditions.
Performing these tasks manually can lead to time-consuming copy and paste actions, input errors, or missed sends, causing hassle and stress. If you could trigger emails from Microsoft Outlook or register tasks using specific data from Microsoft Excel, wouldn't your work become much smoother?
<span class="mark-yellow">In this article, we will introduce a method to easily integrate Microsoft Excel and Microsoft Outlook and automate routine tasks, even without programming knowledge, along with specific steps!</span>
Yoom offers a template for a workflow that "integrates Microsoft Excel with Outlook to automate sending standard emails and registering tasks."
If you want to try it right away, click the banner below to get started!
Tasks using Microsoft Excel and Outlook are diverse.
Here, we introduce several practical templates that integrate Microsoft Excel and Outlook based on various triggers to streamline your work.
Click on the automation example that closely matches your tasks and start experiencing it right away!
Do you have email sending tasks that you want to execute regularly?
<span class="mark-yellow">With this template, you can automatically retrieve necessary information from a Microsoft Excel file at a specified date and time and send template emails or AI-generated emails with Outlook.</span>
This helps automate monthly report deliveries and reminder notifications, reducing forgotten sends and saving work time!
Automatically add inquiry or application information received through web forms, such as Google Forms or Jotform, to a Microsoft Excel list and simultaneously register them as tasks in Outlook.
This eliminates the hassle of data entry and task creation after form responses, leading to a quicker response.
Automatically record task requests and important information that arise during communication in Slack or Microsoft Teams into a Microsoft Excel list and register them as tasks in Outlook.
This will help you avoid missing instructions in chats and eliminate the hassle of later compiling them into Microsoft Excel, enabling efficient task management!
It is also possible to automate event registration in Google Calendar and Zoom meeting creation starting from tools other than Google Calendar.
For example, integrating automatic meeting setup based on the input content of inquiry forms or reservation forms, or the content of specific received emails, can be expected to be utilized in a wide range of scenarios such as reception work and customer service.
<span class="mark-yellow">Here, as an example, we will introduce the procedure for creating a flow that "retrieves information from a specified Microsoft Excel file at a designated time and automatically sends a template email via Outlook."</span>
This kind of automation can be easily achieved without specialized knowledge by using the no-code tool Yoom.
If you do not yet have a Yoom account, you can create one using thisregistration form.
[What is Yoom]
This time, we will proceed with the setup in the following major steps.
Click the "+ Add" button from the My Apps screen.
The apps we will use this time are both from Microsoft, so the integration method is the same!
When the search window appears, please search for Microsoft Excel and Outlook.
When the screen below appears, please enter your email address.
Enter your password and click Sign In.
This completes the registration of My Apps with Microsoft Excel and Outlook!
Note: "Microsoft 365 (formerly Office 365)" has both personal and business plans (Microsoft 365 Business).
If you do not have a business plan, authentication from Yoom may not work properly, so please be careful.
From here, we will explain the procedure for creating the flow!
Yoom provides templates that can be easily set up, so let's start by copying them.
Please click "Try it" on the banner below.
The template will be copied to your Yoom management screen as shown below, so press OK to proceed with the settings.
First, click on the item "When the specified schedule is reached" to set it up!
On the next page, you can set the timing to activate the flow.
By default, it is set to use the date specification function to activate the flow bot at 9:00 AM on the 1st of every month.
You can also change it to any day or time you like.
Once the settings are complete, press "Save"!
※Reference: With Cron settings, you can adjust the execution frequency more finely. For details on how to set it up, please check the help page here.
Next, click on the "Retrieve multiple records (up to 10)" item of the Microsoft Excel icon.
In this step, you will set up to retrieve records listed in Microsoft Excel.
If you haven't prepared Microsoft Excel yet, create it at this time!
This time, we have prepared a sheet summarizing customer information as shown below to automatically send emails to companies whose contract expiration is at the end of next month.
Once Microsoft Excel is ready, return to the Yoom screen.
The screen below is pre-configured.
If necessary, modify the title, check the account information, and click "Next".
Next, select the file storage location.
Click inside the frame for the Drive ID and select the ID you want to link from the displayed options.
Similarly, select the Item ID and Sheet Name from the options.
Next, set the table range.
This time, we set it to the range below.
※Reference: For table range, please check the help page here for "Table Range" and "Notes on Table Range when Using Excel".
Once the settings are complete, click the "Next" button.
Next, set the conditions for retrieving records.
In the case set this time, we want to retrieve company information with a contract expiration date at the end of next month and send an email, so select "Contract Expiration" and "Equal" as the conditions for the records you want to retrieve, and select "End of Next Month" from the date tab as shown in the image below.
In addition to the settings made this time, you can set conditions according to your business or sheet content.
Once set, run the test.
When the test is successful, the information from Microsoft Excel will be retrieved in the output as shown in the image below.
Once you confirm that it has been retrieved correctly, save the settings.
※Reference: For output, please see the page here.
Next, click on the item "Retrieve customer information one by one" and set it up.
※Note: The repeat function is exclusive to the Team Plan and Success Plan. If you set it up with the Free Plan or Mini Plan, it will result in an error, so please be careful.
Paid plans offer a 2-week free trial, and during the trial period, you can use all apps and AI operations that are usually restricted, so feel free to try out the features you're interested in.
The operation is set to "Retrieve multiple records" from the dropdown, and the retrieved value is set to "Company Name".
Make sure that "Department/Position", "Name", and "Email Address" are also set similarly.
※These items vary depending on the items set in Microsoft Excel, so feel free to change the settings according to the content you want to automatically send via Outlook!
Once the settings are complete, click the "Save" button.
Next, click on the "Send Email" of the Outlook icon to set up the action.
Check for any errors in the "Account information linked with Outlook".
For the recipient, select the "Email Address Loop Variable" as shown in the screen below.
By setting it this way, you can automatically quote the email addresses of customers that meet the conditions (in this case, contract expiration at the end of next month) from Microsoft Excel!
Enter the subject as desired according to the purpose.
Create the message content using the retrieved values.
For example, by setting it as shown in the screen below, you can input "Company Name"and "Name", thus saving the effort of entering values each time to create an email!
If you want to automatically input the contract expiration date as shown in the screen below, set it as shown in the attached image.
Once the settings are complete, proceed to the next page.
After checking the email content, run the test.
Once you confirm that the message has arrived in Outlook, save the settings.
To activate the flow, turn the switch ON.
This completes the setup of the flow to "Retrieve information from a Microsoft Excel file at the specified date and time and automatically send a template email via Outlook".
When the scheduled time arrives, information will be automatically retrieved from Excel, and an email will be sent from Outlook!
Microsoft Excel and Outlook play a central role in many tasks. Yoom offers a variety of automation templates that utilize these tools.
Automatically import and list various data such as survey results, customer information, and ticket response history into Microsoft Excel.
As information aggregation and visualization progress, sharing and progress management within the company can be carried out smoothly.
Automate file saving, Slack notifications, and task creation based on received emails.
By using Outlook as a starting point, you can reduce oversight and manual workload, achieving speedy information sharing and business processing.
In this article, we introduced specific steps and template examples for integrating Microsoft Excel and Outlook without any coding.
Manually entering Microsoft Excel data into Outlook or repeatedly creating and sending standard emails can be not only time-consuming but also prone to errors.
However, with Yoom, you can easily automate tasks such as "sending emails triggered by a schedule," "registering tasks linked to form responses," and "aggregating information from chat tools," even without programming knowledge.
This will allow you to be freed from daily routine work and focus on more important tasks!
The templates introduced here can be tried immediately from today. Why not copy a template that interests you and experience the automation of Microsoft Excel and Outlook integration?
Let automation take care of repetitive tasks and start working smarter.
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