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Have you ever felt overwhelmed switching between different apps like Microsoft Excel and Microsoft Outlook? Sending emails from Outlook based on customer data managed in Excel can be time-consuming. Especially in situations when you're manually copying and pasting, sending emails, and wondering, "Did I send all the emails? Did I miss any tasks?"
✨ Imagine if:
If you...
Then this article is for you! Use Yoom to automate this whole process, saving your valuable time and eliminating errors. Whether you're automating email reminders, task updates, or customer follow-ups, connecting Excel and Outlook can help streamline your workflow. 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 a complex setup and IT jargon, 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.
👉 Sign Up for Yoom Here – Quick and Easy in Just 30 Seconds!
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, automating tasks between 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.
■Overview
The workflow "Retrieve information from Microsoft Excel at a specified date and time and send a template email via Outlook" is a business workflow that automates routine communications.
■Recommended for
■Benefits of using this template
By automating the previously manual tasks of data retrieval and email sending, you can reduce working hours and improve operational efficiency.
Additionally, automation helps prevent human errors such as data entry mistakes and missed emails.
Consistent email content ensures the quality of communication is maintained.
Automating tasks using Microsoft Excel and Outlook is diverse. You can automate processes like email notifications, task management and scheduling. Below are some practical templates you can use, integrating Excel and Outlook. Just click the “Try it” button. 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. This is great for automating monthly reports, or sending reminders to customers.
Recommended for those who want to reduce missed emails and save time creating monthly reports or reminders.
■Overview
The workflow "Retrieve information from Microsoft Excel at a specified date and time and send a template email via Outlook" is a business workflow that automates routine communications.
■Recommended for
■Benefits of using this template
By automating the previously manual tasks of data retrieval and email sending, you can reduce working hours and improve operational efficiency.
Additionally, automation helps prevent human errors such as data entry mistakes and missed emails.
Consistent email content ensures the quality of communication is maintained.
■Overview
The workflow of "retrieving information from Microsoft Excel at a specified date and time, generating text with AI, and sending emails via Outlook" enables the automation of information retrieval and integration.
By streamlining operations with Microsoft Excel and Outlook, work progresses smoothly.
■Recommended for
■Benefits of using this template
There are numerous benefits to implementing a flow that retrieves information from Microsoft Excel, generates text with AI, and sends emails via Outlook.
With this flow, for example, it is possible to automatically extract necessary information from Microsoft Excel at a specific date and time, and AI creates appropriate text based on that information.
This can then be swiftly sent via Outlook.
This will eliminate the hassle of manual data collection and text creation, improving work efficiency.
Automatically capture responses from forms such as Google Forms or Jotform, add the details to Excel, and create corresponding tasks in Outlook. This is ideal for streamlining task management and customer follow-ups.
Perfect for those who want to automate follow-ups without manual data entry.
■Overview
The workflow "Add tasks to Microsoft Excel and Outlook based on Jotform responses" contributes to work efficiency.
Tasks are automatically added based on Jotform responses, eliminating the need for manual input.
■Recommended for
■Benefits of using this template
By utilizing an automated flow to quickly add tasks to Microsoft Excel and Outlook, you can expect to improve work efficiency without significant effort.
This simplifies the task input process, allowing you to focus on other important tasks.
Furthermore, automatic task addition based on Jotform responses reduces manual errors and improves data accuracy.
For the entire team, task management will become smoother, and collaboration among members will be strengthened.
■Overview
By using the "Add tasks to Microsoft Excel and Outlook based on Google Form responses" flow, you can add tasks based on Google Form responses.
This eliminates the need for manual input, improving work efficiency.
■Recommended for
■Benefits of using this template
Automatically adding Google Form responses as tasks in Microsoft Excel and Outlook improves response speed.
This streamlines task management and smoothens work progress.
Additionally, it eliminates the need for manual data entry, reducing input errors.
This flow helps in quickly addressing high-priority tasks, boosting overall work efficiency.
Furthermore, utilizing task management in Outlook will likely strengthen collaboration among team members.
Automatically record tasks or important information from Slack or Microsoft Teams and log them into Excel and Outlook. This is great for preventing missed instructions or deadlines from team chats.
Ideal for teams that want to centralize task management without losing track of important communications.
■Overview
By using the flow "Add tasks to Microsoft Excel and Outlook based on Microsoft Teams posts," you can add tasks to Microsoft Excel and Outlook from information on Microsoft Teams.
This reduces manual work and is expected to improve work efficiency.
■Recommended for
■Benefits of using this template
By integrating Microsoft Teams with Microsoft Excel and Outlook, you can smoothly manage tasks.
This integration allows tasks to be quickly added based on the content of Microsoft Teams posts, preventing delays in response.
In particular, it eliminates the need to manually transfer post content to other tools, which is expected to improve work efficiency.
Additionally, by sharing post content with the entire team, it becomes easier to grasp the progress of tasks, and the cooperative system among members will be strengthened.
This will shorten the time to task completion and, as a result, increase the overall productivity of the project.
■Overview
By using the workflow "Add tasks to Microsoft Excel and Outlook based on Slack posts," you can efficiently manage tasks.
Add tasks directly from Slack posts to Microsoft Excel and Outlook to streamline your workflow.
■Recommended for
■Benefits of using this template
There are many benefits to adding tasks to Microsoft Excel and Outlook based on Slack posts.
Firstly, since information transfer can be done efficiently, the burden of manual input is reduced, improving overall work efficiency.
Additionally, automation allows tasks that were previously done manually to be completed in a short time, leading to time savings.
This process enables centralized management of task progress and important information, reducing errors and improving accuracy.
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: 10 minutes
🔧 What You’ll Need
If you do not yet have a Yoom account, register now from this registration form.
■Overview
The workflow "Retrieve information from Microsoft Excel at a specified date and time and send a template email via Outlook" is a business workflow that automates routine communications.
■Recommended for
■Benefits of using this template
By automating the previously manual tasks of data retrieval and email sending, you can reduce working hours and improve operational efficiency.
Additionally, automation helps prevent human errors such as data entry mistakes and missed emails.
Consistent email content ensures the quality of communication is maintained.
In Yoom, go to the 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 a stable connection.
Click the "Try it" button to copy the pre-built template into your project.
■Overview
The workflow "Retrieve information from Microsoft Excel at a specified date and time and send a template email via Outlook" is a business workflow that automates routine communications.
■Recommended for
■Benefits of using this template
By automating the previously manual tasks of data retrieval and email sending, you can reduce working hours and improve operational efficiency.
Additionally, automation helps prevent human errors such as data entry mistakes and missed emails.
Consistent email content ensures the quality of communication is maintained.
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.
(The default is set to 9 AM 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 Drive 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.
Once the settings are done, click the "Next" button.
📚 Reference:
For more details on table range settings, check this guide.
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 this 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.
image caption here (optional)
Click the repeat process action step, "Retrieve customer information one by one".
⚠️ Note:
The Loop Command is only available on Yoom’s paid plans. If you’re using the Free plan, the Flowbot may face errors due to limited access. But don’t worry - all plans 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 image below.
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've 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 emails 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 them 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 responses into Microsoft Excel.
With automatic data collection and visualization, sharing insights and tracking progress across your team becomes easier and more efficient.
■Overview
This flow retrieves the budget from Microsoft Excel at a specified date and time and notifies Microsoft Teams.
With Yoom, you can easily achieve this flow without the need for programming, as it allows for seamless integration between applications.
■Recommended for
■Benefits of using this template
If you manage advertising budgets in Microsoft Excel, regularly checking them can prevent budget overruns.
However, the task of checking Microsoft Excel each time is cumbersome, and if the person in charge is absent, there is a risk of missing signs of budget overruns.
With this flow, you can retrieve budget information from Microsoft Excel at a specified date and time and notify Microsoft Teams.
By regularly notifying budget information to Microsoft Teams, the verification process is streamlined, and you can proactively identify signs of budget overruns.
Since Microsoft Teams allows you to set any channel or member, stakeholders can have a shared understanding of the budget.
■Overview
This flow adds a new ticket created in Zendesk to a Microsoft Excel database.
■Recommended for
1. Customer support teams using Zendesk
・Those who want to reduce the effort of manually syncing ticket information between Zendesk and Microsoft Excel
・Those who want to always check the latest ticket information in Microsoft Excel
2. Those who work based on Zendesk ticket information
・Those who want to import ticket information into Microsoft Excel for detailed analysis
■Benefits of using this template
While Zendesk is a tool that streamlines customer support operations, manually transferring tickets to a Microsoft Excel database is burdensome for support staff and poses risks of errors and information leaks.
By implementing this flow, ticket information is automatically added to the Microsoft Excel database whenever a new ticket is created in Zendesk. This frees support staff from manual data entry, allowing them to focus on more important tasks such as customer support.
■Notes
・Please connect both Zendesk and Microsoft Excel with Yoom.
・Zendesk is an app available only 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 errors, so please be aware.
・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use apps that are normally restricted.
・Microsoft365 (formerly Office365) has both a Home Plan and a Business Plan (Microsoft365 Business). If you are not subscribed to the Business Plan, authentication may fail.
■Overview
This is a flow that adds a contact to Microsoft Excel when it is created in HubSpot.
With Yoom, you can easily achieve this flow without the need for programming, as it allows for integration between apps.
■Recommended for
1. Companies using HubSpot for marketing and sales activities
・Those who want to utilize registered lead information in other apps
・Those who want to eliminate the hassle of manual data entry
2. Those who use Microsoft Excel for business
・Those who consolidate and manage lead information in Microsoft Excel
・Those who aim to speed up the sharing and follow-up of lead information
■Benefits of using this template
HubSpot is a tool that helps streamline marketing, sales activities, and customer management. However, if you are using other tools for lead information management, manually entering data every time a lead is registered can be not only cumbersome but also prone to transcription errors and omissions.
By using this template, when a contact is registered in HubSpot, the data can be automatically reflected in Microsoft Excel. This eliminates the need for manual work, reducing the burden on staff, shortening work time, and preventing transcription errors.
■Notes
・Please integrate both HubSpot and Microsoft Excel with Yoom.
・Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.
■Overview
Automatically register task information recorded in the Notion task management database into Microsoft Excel.
■Notes
・It is necessary to set up account integration for both Notion and Microsoft Excel.
・Please replace the columns of the corresponding Microsoft Excel sheet with any desired values for use.
・Microsoft365 (formerly Office365) has both a personal plan and a general business plan (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.
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.
■Overview
The flow "Create tasks in Outlook based on Typeform content" is a business workflow that automatically registers data collected from Typeform as tasks in Outlook.
By utilizing Yoom, you can seamlessly integrate the process from form input to task management, reducing the hassle of manual data entry and management.
This enables efficient business operations.
■Recommended for
■Benefits of using this template
Tasks are automatically created in Outlook based on Typeform content, eliminating the need for manual registration.
The flow from form submission to task creation is completed within a single workflow, making business processes smoother.
Automation prevents human errors in task registration, enabling accurate information management.
◼️Overview
This is a flow that sends messages received in Outlook to Slack.
By automatically forwarding messages, you can prevent omissions and improve work efficiency.
◼️Notes
・Please integrate both Outlook and Slack with Yoom.
・Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.
■Overview
Send a template email from Outlook using specific lead detail pages in Salesforce.
Feel free to change the email content to any desired value.
Additionally, attachments can be freely configured.
■Notes
・This can only be used on Chrome as it requires a Chrome extension.
・Salesforce is an app available only on the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operations and data connections set in Flow Bot will result in errors, so please be careful.
・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use apps that are normally restricted.
■Overview
This is a flow to upload attachments received in Outlook to Dropbox.
By using Yoom, you can easily connect apps without the need for programming.
■Recommended for
1. Those who manage emails using Outlook
・Those who want to efficiently manage attachments received in Outlook
・Those who find it cumbersome to manually save email attachments each time
2. Those who manage files using Dropbox
・Those who want to upload files to Dropbox in bulk and organize them
・Those who want to securely store files in the cloud and make them easily accessible
■Benefits of using this template
By utilizing the flow to upload attachments received in Outlook to Dropbox, you can save the hassle of manually saving files received via email.
This leads to improved work efficiency.
Additionally, since files are automatically uploaded to Dropbox, centralized file management becomes possible, making it easier to find necessary documents.
■Notes
・Please connect both Outlook and Dropbox 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.
・Microsoft365 (formerly Office365) has plans for home use and general business use (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
■Overview
The workflow "Send an email in Outlook when lead information is registered in Salesforce" accelerates customer follow-up.
Emails are automatically sent as soon as customer information is registered, improving work efficiency.
■Recommended for
■Benefits of using this template
By linking Salesforce and Outlook, you can quickly send emails when lead information is entered.
Using this flow enables smooth follow-up with leads.
Appropriate early-stage responses can lead to improved customer satisfaction and increased sales.
Additionally, since lead information is sent automatically, the risk of manual errors is reduced.
This ensures accurate information transmission and improves operational efficiency.
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 prone to making errors. This is where no-code automation tools like Yoom come in. You don’t need specialized technical skills to automate registering form responses, sending scheduled emails, and more. Plus, Yoom offers many ready-made automation templates connecting with your favorite apps and tools.
Ready to simplify your workflow? Sign up for Yoom and try it today!
