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"Oh, I have to manually send this data again..."
"I forgot to send the follow-up email..."
Have you ever felt this way? Copying and pasting data one by one, checking the recipient... It's honestly a waste of time to spend on such tasks in our busy daily lives.
Did you know there's a convenient way to reduce these "small hassles" of everyday life?
In fact, there are several ways to automatically send and forward data by integrating Outlook with various useful apps.
For example, you can automatically send follow-up emails to customers or quickly and automatically send information to relevant parties when new information is added to a database.
In this article, we will explain in detail the specific methods to automate sending and forwarding emails using Outlook! If you aim to reduce hassle while speeding up and improving the accuracy of your responses, be sure to check it out until the end.
Yoom already has templates ready for automating workflows using Outlook.
If you want to try it right away, click "Try it" on the banner below and get started immediately!
There are various ways to automatically send and forward data in Outlook. We have picked out a few methods for you to check out!
Just click "Try it" on the template you're interested in and create a Yoom account to immediately experience automatic sending and forwarding in Outlook.
Creating an account takes only 30 seconds, so feel free to give it a try!
Automatic email sending in Outlook helps expedite responses from sales and support teams and prevents communication oversights.
For example, you can automatically send a follow-up email when a new lead is registered in Salesforce, or share information via email with stakeholders triggered by updates in Google Sheets. This can enhance the speed of customer interactions, ensure no business opportunities are missed, support efficient sales activities, and facilitate smooth information sharing among teams.
It is possible to automatically reply to form responses in Outlook. This can help speed up initial responses, contributing to improved customer satisfaction and increased trust.
Emails can be automatically created based on various data, allowing you to automatically send emails such as meeting schedule adjustments according to the content of the form responses.
It is possible to extract data from messages posted in chat tools and notify via email only when specific keywords are included, or to extract data from the content of posts and automatically send scheduling emails. By automatically extracting important information from a large number of messages, it helps prevent manual oversights and supports efficient business operations.
Let's get started with creating a flow to automatically send and forward data in Outlook!
This time, we'll proceed with the setup using Yoom in a no-code manner.
If you don't have a Yoom account yet, please create one using this registration form.
[What is Yoom]
This time, we will create the flow bot introduced earlier: "Send an email in Outlook when lead information is registered in Salesforce".
The creation process is broadly divided into the following steps:
First, register Outlook and Salesforce in My Apps to integrate with Yoom.
By pre-integrating with Yoom, the subsequent flow settings will be smoother.
[My Apps Registration Screen]
1. After logging into Yoom, select "My Apps" on the left side of the screen and click "+ Add" displayed on the right side.
2. Search for the app name in the search box at the top right of the "App List" and proceed with the My Apps registration.
[How to Register Outlook in My Apps]
First, let's register Outlook in My Apps and integrate it with Yoom!
* Microsoft 365 (formerly Office 365) has a home plan and a general business plan (Microsoft 365 Business). If you are not subscribed to the general business plan, integration with Yoom may fail.
1. Select Outlook from the app list.
2. Enter the Microsoft account information linked to the Outlook account you want to integrate with Yoom and click "Next".
* If there is already a signed-in account, a screen like the one below will be displayed.
3. Enter the account password and click "Sign In".
If Outlook is added to the My Apps section, the integration is complete!
[How to Register Salesforce in My Apps]
Next, we will integrate Salesforce with Yoom.
* 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 of the flow bot you set 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 restricted apps (Salesforce), so please take this opportunity to try it!
1. In the app list, select "Salesforce" instead of "Salesforce (Sandbox Environment)".
2. The Salesforce login screen will be displayed, so enter the "Username" and "Password" to integrate with Yoom and log in.
* Please be careful not to use accounts that are linked with other services.
* Settings on the Salesforce side are also required to integrate with Yoom. For detailed settings on the Salesforce side, please refer to this article.
3. Click "Allow" on the access confirmation screen. If Salesforce is added to the My Apps section, the integration is complete.
Once the integration of Outlook and Salesforce with Yoom is complete, let's proceed with setting up the flow bot!
We will use a template to make the setup easy. Click "Try it" on the banner below to copy the template.
When clicked, the template will be automatically copied into "My Projects" in your Yoom management screen. A popup as shown below will appear, so click "OK" to proceed with the flow settings!
First, set up the app trigger that will serve as the starting point of the flow.
This time, we will set it so that when a new record is registered in the Salesforce lead object, the flow bot will automatically start.
[Steps to Set Up Salesforce App Trigger]
1. Click on "When a new record is registered in the lead object" in the copied template.
2. The information of the account linked in Step 1 is listed in the account information. Keep the trigger action as it is and click "Next".
3. Select the desired interval from the dropdown menu for "Trigger Interval".
You can choose from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes, but please note that the shortest trigger interval that can be set differs depending on the plan you are using.
We recommend setting it to the shortest interval of your current plan!
4. Enter "My Domain URL" according to the description below the input field.
5. Once the setup is complete, conduct a test. Switch to the Salesforce screen and register a new record in the lead object for testing.
*For testing purposes, it's okay to use fictitious information (such as "Test Taro" or "Test Corporation")!
After registration, return to the Yoom screen and click "Test".
If the test is successful, the record information registered in Salesforce can be obtained as retrieved value.
The retrieved values can be utilized when automatically sending emails with Outlook.
*What is Retrieved value?
Retrieved values refer to the values obtained when executing "Test" during trigger or operation settings.
The obtained values can be used as a value during subsequent operation settings, and it will be a variable value each time the flow bot is activated. For more details, please refer to here.
Confirm that the information is correctly obtained and click "Save" at the bottom of the page.
Next, using the information obtained in Step 3, set up the email to be automatically sent with Outlook.
[Steps to Set Up Automatic Email Sending with Outlook]
1. Click "Send Email" in the template.
2. Set the recipient in the "To" field of the email content.
Clicking the input field allows you to select the retrieved value in Step 3.
By setting the "Email Address" within "When a new record is registered in the lead object" of the "Retrieved Values", you can automatically send an email to the email address registered in Salesforce!
Set recipients in "CC" or "BCC" as needed.
Similarly, you can quote Salesforce information using the retrieved value in Step 3.
3. Set any text in the "Subject". Of course, you can also quote Salesforce information using the retrieved values!
4. Set the content of the email to be automatically sent with Outlook in the "Body".
For parts that use the same text every time, such as "Nice to meet you", enter them as fixed values, and for parts that quote Salesforce information like "Last Name", use the retrieved values to enter them.
5. After completing the setup, click "Next" at the bottom of the page. Review the sending content and click "Test".
*Since the email will actually be sent, set an address in "To" that is okay to test send.
If the test is successful, an email will actually be sent to the email address set in "To", so confirm that the message is sent correctly.
After confirmation, click "Save".
Once all settings are complete, the popup shown below will appear. Click "Turn On Trigger" to verify that the configured flow bot is operating correctly.
If you want to run the flow bot later or stop the flow bot from running, you can toggle the ON/OFF with the "Trigger" button at the top left of the flow bot settings screen.
These were the setup steps for the flow bot "Send an email in Outlook when lead information is registered in Salesforce"!
You can easily automate various business processes using Yoom! Please try out Yoom's convenient features.
By integrating with various tools, you can automatically notify chat tools of messages received in Outlook or automatically upload attachments to cloud storage. You can also automatically send emails by activating the flow bot at a specified date and time, streamlining the sending of documents such as invoices.
How was it? Utilizing Outlook for automated sending and forwarding flows not only reduces the "effort" in tasks but is also effective in preventing "oversights" in responses.
Tasks that used to take time and effort manually, such as sending emails triggered by database updates or automatic replies based on form responses, can become much smoother by integrating Outlook with other tools.
With Yoom, even seemingly complex automation of sending and forwarding can be achieved without programming!
If you're wondering, "Can I really set it up without any programming?" or "What else can be automated?", please try creating a free account first. Registration takes just 30 seconds! Once registered, you can immediately experience setting up automation for various business processes.
The flow can be freely customized, so please try building the optimal automation flow that suits your company's operations.
The automation introduced this time is just one example. The possibilities for improving business efficiency using Outlook are limitless, depending on your ideas!
With Yoom, make your daily tasks easier and more efficient.
Please use this article as a reference and try utilizing automation to improve those daily "I wish this could be better" moments.
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