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:
Emails can be sent automatically from Outlook using Excel data
Tasks could be registered automatically
Your team stays up to date with no extra effort
If you...
Use Microsoft Excel and Outlook regularly
Feel like you spend too much time on manual email sending or task management
Want to simplify or speed up your daily workflow
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!
Meet Yoom: No-Code Automation
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.
🌐 Connect with apps like Outlook, Microsoft Excel, Slack, and more.
📖 Use automation templates - no technical setup required
📈 Boost productivity and reduce human errors
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.
■Overview Based on a list in Microsoft Excel, regularly sending templated emails via Outlook to stakeholders can be time-consuming and prone to errors such as missed sends. By using this workflow, you can automatically retrieve information from Microsoft Excel at the specified date and time and automate the entire process of sending templated emails via Outlook. You can free yourself from tedious manual work and execute important routine tasks accurately.
■Who we recommend this template for ・Those who find periodic communications using Microsoft Excel and Outlook burdensome ・Members who want to reduce errors and effort caused by manual email sending ・Those who want to automate routine reporting and reminder tasks and focus on core work
■Notes ・Please connect Yoom with both Microsoft Excel and Outlook. ・Microsoft 365 (formerly Office 365) has consumer plans and Microsoft 365 Business (for general businesses). If you are not subscribed to a business plan, authentication may fail. ・Operations between "Repeat the same process" operations are available only in the Team plan and Success plan. In the Free plan and Mini plan, operations and Data Connect set in the Flowbot will result in errors, so please be careful. ・For settings of operations that manipulate the Microsoft Excel database, please refer to the link below. https://intercom.help/yoom/en/articles/9003081
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 Send Scheduled Emails with Outlook Using Excel Data
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.
Retrieve information from Microsoft Excel at a specified date and time and send a template message in Outlook.
■Overview Based on a list in Microsoft Excel, regularly sending templated emails via Outlook to stakeholders can be time-consuming and prone to errors such as missed sends. By using this workflow, you can automatically retrieve information from Microsoft Excel at the specified date and time and automate the entire process of sending templated emails via Outlook. You can free yourself from tedious manual work and execute important routine tasks accurately.
■Who we recommend this template for ・Those who find periodic communications using Microsoft Excel and Outlook burdensome ・Members who want to reduce errors and effort caused by manual email sending ・Those who want to automate routine reporting and reminder tasks and focus on core work
■Notes ・Please connect Yoom with both Microsoft Excel and Outlook. ・Microsoft 365 (formerly Office 365) has consumer plans and Microsoft 365 Business (for general businesses). If you are not subscribed to a business plan, authentication may fail. ・Operations between "Repeat the same process" operations are available only in the Team plan and Success plan. In the Free plan and Mini plan, operations and Data Connect set in the Flowbot will result in errors, so please be careful. ・For settings of operations that manipulate the Microsoft Excel database, please refer to the link below. https://intercom.help/yoom/en/articles/9003081
■Overview The workflow 'Retrieve information from Microsoft Excel at a specified time, generate text with AI, and send an email via Outlook' automates information retrieval and integration. By streamlining operations with Microsoft Excel and Outlook, business processes proceed smoothly.
■Recommended for ・Those who manage business data using Microsoft Excel ・Those who want to automate the process of quickly retrieving data from Excel and generating text ・Those who want to send daily business reports or communications via email without hassle ・Companies using Outlook as a primary means of internal communication ・Those who feel burdened by daily manual tasks and aim for efficient information sharing ・Business people who want to quickly send necessary information between meetings or tasks
■Notes ・Please integrate both Microsoft Excel and Microsoft Outlook with Yoom. ・Microsoft365 (formerly Office365) has both home and general business plans (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail. ・Operations between 'repeating the same process' are features available only in the Team Plan and Success Plan. In the case of the Free Plan or Mini Plan, the operations or data connections set in the Flowbot will result in an error, 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 restricted apps and features (operations).
Automatically Add Tasks to Excel and Outlook Based on Form Responses
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.
Add tasks to Microsoft Excel and Outlook based on Jotform responses.
■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 ・Those who use Microsoft Excel and Outlook for work ・Those who want to manage tasks quickly during daily work ・Companies collecting survey or form responses using Jotform ・Those who want to efficiently process Jotform responses and reflect them in tasks ・Those who want to centrally manage tasks on a Microsoft Excel sheet to improve work efficiency ・Those who want to share schedules and tasks with team members using Outlook
■Notes ・Please integrate Jotform, Microsoft Excel, and Outlook with Yoom. ・Refer to the following for Jotform's Webhook settings. https://intercom.help/yoom/en/articles/8105581 ・Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business), and authentication may fail if you are not subscribed to the general business plan.
■Overview By using the flow "Add tasks to Microsoft Excel and Outlook based on Google Form responses", you can add tasks based on Google Form responses. Manual input is no longer required, improving work efficiency.
■Recommended for - Companies or individuals collecting data using Google Forms - Those who want to quickly import Google Form responses into Microsoft Excel - Those who want to quickly add tasks to Outlook based on collected data - Those who want to streamline task management and ensure follow-up - Those who use Microsoft Excel and Outlook as business tools - Those who feel that manual data entry and task addition take up time in daily work
■Notes - Please link Google Forms, Microsoft Excel, and Outlook 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 a home plan and a general corporate plan (Microsoft365 Business), and authentication may fail if you are not subscribed to the general corporate plan. - For how to obtain response content when using Google Forms as a trigger, please refer to the following. https://intercom.help/yoom/en/articles/6807133
Automatically Create Tasks in Outlook from Slack or Teams Posts
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.
Add tasks to Microsoft Excel and Outlook based on Microsoft Teams posts.
■Overview By using the flow "Add tasks to Microsoft Excel and Outlook based on Microsoft Teams post content", 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 ・Those who use Microsoft Teams on a daily basis ・Those who use Microsoft Excel for data management and task management ・Those who use Outlook for schedule management ・Those who want to efficiently manage tasks by linking multiple tools ・Those who want to quickly record tasks to prevent delays in work ・Those who are looking for a mechanism to immediately reflect tasks from Microsoft Teams posts
■Notes ・Please link each of Microsoft Teams, Microsoft Excel, and Microsoft Outlook with Yoom. ・The trigger can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan. ・Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
■Overview By using the workflow "Add tasks to Microsoft Excel and Outlook based on Slack post content", you can efficiently manage tasks. Add tasks directly from Slack posts to Microsoft Excel and Outlook to streamline your workflow.
■Recommended for ・Those who use Slack for team communication ・Those who manage work using Microsoft Excel and Outlook ・Those who want to smoothly grasp task progress and deadlines ・Those who do not want to spend time on task management ・Those who frequently share information on Slack and want to respond quickly each time ・Project managers who do not want to miss members' tasks
■Notes ・Please link Yoom with Microsoft Excel, Outlook, and Slack respectively. ・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, and 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan. ・Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
🚀 Let's Create a Flowbot to Automatically Send a Template Email from Excel to Outlook
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
A free Yoom account
Access to Excel & Outlook
If you do not yet have a Yoom account, register now from this registrationform.
Retrieve information from Microsoft Excel at a specified date and time and send a template message in Outlook.
■Overview Based on a list in Microsoft Excel, regularly sending templated emails via Outlook to stakeholders can be time-consuming and prone to errors such as missed sends. By using this workflow, you can automatically retrieve information from Microsoft Excel at the specified date and time and automate the entire process of sending templated emails via Outlook. You can free yourself from tedious manual work and execute important routine tasks accurately.
■Who we recommend this template for ・Those who find periodic communications using Microsoft Excel and Outlook burdensome ・Members who want to reduce errors and effort caused by manual email sending ・Those who want to automate routine reporting and reminder tasks and focus on core work
■Notes ・Please connect Yoom with both Microsoft Excel and Outlook. ・Microsoft 365 (formerly Office 365) has consumer plans and Microsoft 365 Business (for general businesses). If you are not subscribed to a business plan, authentication may fail. ・Operations between "Repeat the same process" operations are available only in the Team plan and Success plan. In the Free plan and Mini plan, operations and Data Connect set in the Flowbot will result in errors, so please be careful. ・For settings of operations that manipulate the Microsoft Excel database, please refer to the link below. https://intercom.help/yoom/en/articles/9003081
Step 1: Register Microsoft Excel & Outlook in My Apps
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.
Step 2: Copy the Template
Click the "Try it" button to copy the pre-built template into your project.
Retrieve information from Microsoft Excel at a specified date and time and send a template message in Outlook.
■Overview Based on a list in Microsoft Excel, regularly sending templated emails via Outlook to stakeholders can be time-consuming and prone to errors such as missed sends. By using this workflow, you can automatically retrieve information from Microsoft Excel at the specified date and time and automate the entire process of sending templated emails via Outlook. You can free yourself from tedious manual work and execute important routine tasks accurately.
■Who we recommend this template for ・Those who find periodic communications using Microsoft Excel and Outlook burdensome ・Members who want to reduce errors and effort caused by manual email sending ・Those who want to automate routine reporting and reminder tasks and focus on core work
■Notes ・Please connect Yoom with both Microsoft Excel and Outlook. ・Microsoft 365 (formerly Office 365) has consumer plans and Microsoft 365 Business (for general businesses). If you are not subscribed to a business plan, authentication may fail. ・Operations between "Repeat the same process" operations are available only in the Team plan and Success plan. In the Free plan and Mini plan, operations and Data Connect set in the Flowbot will result in errors, so please be careful. ・For settings of operations that manipulate the Microsoft Excel database, please refer to the link below. https://intercom.help/yoom/en/articles/9003081
This template will be copied to your “My Project”. Click “OK” and give the Flowbot a name to remember.
Step 3: Set Up the Trigger Action
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.
Step 4: Configure Excel Actions to Retrieve Records
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.
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Step 5: Set Up Loop Command (Repeat Process)
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".
Step 6: Set Up Outlook Action to Send Email
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.
Step 7: Activate your Flowbot
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.
💡 More Microsoft Excel + Outlook Automation Ideas
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.
Microsoft Excel Automation Flows
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.
This is a flow to store survey results received via Gmail into Microsoft Excel.
■Important Notes ・Please integrate with both Gmail and Microsoft Excel with Yoom. ・You can select the trigger activation interval of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest trigger activation interval varies depending on the plan. ・Microsoft365 (formerly Office365) has plans for personal and general business use (Microsoft365 Business), and authentication may fail if you're not enrolled in the general business plan. ・AI operations are only available in team plans and success plans. If you are on a free plan or mini plan, operations set in the flow bot will result in errors, so please be cautious. ・Paid plans such as team plans and success plans offer a two-week free trial. During the free trial, you can use restricted apps and AI features (operations).
■Overview This is a flow that retrieves the budget from Microsoft Excel at a specified time, generates a PDF, and sends it via Outlook. With Yoom, you can easily connect apps without programming, making it easy to implement this flow.
■Recommended for ・Those who regularly share budget usage status as PDFs with stakeholders ・Those who spend a lot of time compiling budget information into a PDF ・Those who want to streamline the process of generating PDFs and sending emails via Outlook
■Notes ・Please link each of Microsoft Excel and Microsoft Teams with Yoom. ・Microsoft365 (formerly Office365) has plans for home use and general corporate use (Microsoft365 Business), and if you are not subscribed to the corporate 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.
Create a task in Outlook based on the content of Typeform.
■Overview The "Create a task in Outlook based on Typeform content" flow is a business workflow that automatically registers data collected from Typeform as tasks in Outlook. By utilizing Yoom, you can seamlessly connect the process from form input to task management, reducing the hassle of manual data entry and management. This enables efficient business operations.
■Recommended for ・Those collecting customer surveys or feedback using Typeform ・Business professionals managing tasks using Outlook ・Team leaders looking to improve work efficiency through data entry automation ・Those who want to generate tasks directly from forms and simplify management tasks
■Notes ・Please integrate Typeform and Outlook with Yoom. ・Microsoft365 (formerly Office365) has both home and general business plans (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
■Overview Are you manually saving attachments such as invoices and reports received in Outlook to Dropbox each time? This simple task can become a significant burden as the volume increases and may lead to mistakes such as missed saves. This workflow automatically uploads attachments to Dropbox when a specific email is received in Outlook, streamlining manual file management and facilitating the handling of important documents.
■Who we recommend this template for ・Those who use Outlook and Dropbox on a daily basis and feel challenged by manual file management ・Those who want to consolidate files shared by the team into a specific folder to improve management efficiency ・General affairs and accounting staff who want to prevent missed saves of important documents such as invoices and strengthen their backup structure
■Notes ・Please connect Yoom with both Outlook and Dropbox. ・Microsoft 365 (formerly Office 365) has consumer plans and general business plans (Microsoft 365 Business). If you are not subscribed to a business plan, authentication may fail. ・You can select the trigger interval from 5, 10, 15, 30, or 60 minutes. The shortest interval varies by plan, so please be aware. ・Branching is a feature (operation) available on the Mini plan or higher. On the Free plan, operations set in the flow bot will result in errors, so please be careful. ・Paid plans such as the Mini plan offer a 2-week free trial. During the free trial, you can use apps and features (operations) that are otherwise restricted.
■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 ・Those who conduct sales activities using Salesforce ・Those who want to quickly check lead information registered in Salesforce and take swift action ・Companies using Outlook as their email client ・Those who want to eliminate the hassle of manually sending emails when lead information is registered ・Those who want to efficiently share lead information across the sales team and respond quickly ・Those who want to maximize sales opportunities without missing new sales leads
■Notes ・Please integrate Yoom with both Salesforce and Outlook. ・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 both home and general business plans (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail. ・Salesforce 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 Flowbot will result in an error, 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 subject to restrictions.
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!
I have previously gained experience in sales and sales administration within the human resources industry. Based on my past experience, I have realized that the challenges faced by various companies can be alleviated through "automation of operations." Through Yoom, I will continue to share information daily to help address your concerns as much as possible.
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