Add Tasks ased on Form Responses
Capture inquiries or applications from forms such as Google Forms or Jotform, to Excel, and create tasks in Outlook.
Perfect for those who don’t want to do manual data entry after each form submission.
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Have you ever felt overwhelmed switching between different apps like Microsoft Excel and Microsoft Outlook? Regularly sending emails from Outlook based on customer lists managed in Excel, and notifying the person in charge when certain data meets specific conditions. Spending time copying and pasting customer data, sending emails, and still wondering “Did I send all the emails to everyone…?” “Did I miss a task…?” These situations can be time-consuming, risky or errors and could get frustrating.
Imagine if:
If you
Then this article is for you!
Use Yoom to make automation easy - no code required!
Yoom is a next-generation no code automation tool that lets you connect and automate tasks between your favorite apps. Yoom makes automation accessible to everyone.
No need to go through complex set up and IT jargons, Yoom keeps things simple and visual. You can build your automation workflows with just a few clicks, saving hours of time and stress from repetitive work.
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In this guide, you’ll learn the step by step process of how to use Yoom to connect Excel to Outlook to automate email sending + task creation process.
Yoom offers a ready-made template for easy setup connecting Microsoft Excel & Outlook.
Click the “Try it” button to get started now!
※We’ll also walk you through the step-by-step process of creating this automation flow later in this article.
Automating tasks using Microsoft Excel and Outlook are diverse.
Below are several practical templates that integrate these tools based on different triggers to streamline your workflow.
Just click the “Try it” button to use the pre-built templates. Setup takes a few minutes!
Automatically retrieve data from Excel at a set date and time, then send template or AI-generated emails with Outlook.
Recommended for those who want to reduce missed emails and save time creating monthly reports or reminders.
Capture inquiries or applications from forms such as Google Forms or Jotform, to Excel, and create tasks in Outlook.
Perfect for those who don’t want to do manual data entry after each form submission.
Automatically record tasks or important information from Slack or Microsoft Teams chats into Excel and Outlook.
Ideal for those who want to prevent missed instructions and save time on compiling data.
Let’s walk through how to create a flowbot that retrieves information from a specific Excel file at a set time and automatically sends a template email via Outlook. ⏱️ Setup time: 5 minutes
What You’ll Need
If you do not yet have a Yoom account, register now from this registration form.
In Yoom, go to My Apps tab, and click the "+ Add" button.
Search for Microsoft Excel, and select it.
Enter your account details for Excel.
Click Sign In.
Once the app is connected, you’ll see it listed under “My Apps”. Repeat the same procedure to register Outlook. Now you’re ready for automation :)
Note: "Microsoft 365 (formerly Office 365)" includes both personal and business plans.
If you’re using a personal plan, Yoom’s authentication may not work properly. We recommend using a Microsoft 365 Business account for stable connection.
Click the "Try it" button to copy the pre-built template into your project.
This template will be copied to your “My Project”., Click “OK” and give the Flowbot a name to remember.
Click on the app trigger step, "When the specified schedule is reached".
Choose the date and time you want to activate the Flowbot. (default: 9AM on the 1st of every month).
Customize the schedule to match your needs and click Save.
Reference: You can adjust the timing using Cron settings for more flexibility. For more details, refer to this article.
Open the Excel action step, "Retrieve multiple records (up to 10)".
Make sure your Excel file is set up with the necessary data (e.g. customer details).
For this example, we’ll use this excel file summarizing customer information. This data will be used to automatically send emails to companies whose contract expires at the end of next month.
Give your action a title (anything you like). Select your Excel account, and check the default settings. If there are no issues click “Next”.
Select the file location
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.
For this example, we will set it to the range below.
Reference: For detailed instructions on how to set the table range, check this help page.
Once the settings are done, click the "Next" button.
Set the conditions to filter records.
For example, if you want to get the company details whose contracts are expiring, choose “contract expiration = end of next month”. This will pull the relevant data to send emails to companies whose contract expires at the end of next month.
Run a test to make sure the data is being retrieved correctly.
If successful,the info from Excel should appear as retrieved values.
You’ll use these data in the following steps, so check the details are correct.
Reference: For more details on retrieved values and how to set it up, see the guide here.
Click the repeat process action step, "Retrieve customer information one by one".
Note: The loop command function is only available on Yoom’s Team and Success plan. If you’re using the Free or Mini plan,the Flowbot may face errors due to limited access. But don’t worry - both the Team and Success plan have a 2-week free trial!
You can try all features without restrictions. For more info about Yoom and its plans, visit our Yoom Help Center.
In the dropdown, select Company as the retrieved value to identify each record in the loop.
Make sure that "Department/Position", "Name", and "Email Address" are set similarly.
These items may vary depending on what you've set in your Excel sheet. Feel free to adjust the settings to match your data to automatically send through Outlook.
Once the settings are done, click Save.
Click the "Send Email" action.
Select your Outlook account, and check the default settings. If there are no issues, click “Next”.
For the "To" field, select the "Contact Loop Variable".
This will automatically pull the email addresses from the customer records retrieved in the previous step.
This means the Flowbot will send emails only to customers from the Excel file who meet the specified conditions (e.g., contracts expiring at the end of next month).
Customize the email subject and the message content using the retrieved data from Excel.
For example, use retrieved values like “Loop variables for Company Name” and “Loop variable for Contact Person” to personalize each email without manual input.
This will pull the “company name” and “contact person” from excel and include the info in the Outlook email.
If you want to automatically input the contract expiration date, as shown in the screen below, set it accordingly to the below image.
If you want to include the contract expiration date in the message, select the date value (e.g., End of Next Month) from the available options as shown in the image.
Once the settings are complete, click “Test”. If successful, click “Save” to finalize the setup.
Toggle the “Trigger ON” button to activate your flow!
Add a test record that matches the conditions you're set, (e.g., customer with a contract expiration at the end of next month) and check if the email is sent to the correct recipient with the right content.
That’s it!
Now, your Flowbot will run at a set schedule, using data from Excel to send email through Outlook.
Automation with Excel and Outlook goes beyond just sending emails and managing tasks!
You can do much more with Excel and Outlook by connecting it with other tools with Yoom :) Here are some ready-made automation flows you can try out.
Automatically import and list data such as survey results, customer information, and ticket response into Microsoft Excel.
With automatic data collection and visualization, sharing insights and tracking progress across your team becomes easier and more efficient.
Automate file saving, Slack notifications, and task creation based on received emails.
You can reduce manual work and enhance communication by automating common tasks in Outlook.
We walked through how to connect Microsoft Excel and Outlook to automate your tasks with no coding :)
Manually entering Excel data into Outlook can be time-consuming and risky of making errors. This is where no-code automation tools like Yoom comes in. You don’t need specialized technical skills to automate registering form responses, sending scheduled emails and more.
Ready to simplify your workflow? Sign up for Yoom and try it today!
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