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.
For those who want to try it quickly
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!
When lead information is registered in Salesforce, send an email in Outlook.
■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.
Various Methods to Automatically Send and Forward Data in Outlook
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!
Automatically Send and Forward Database Data in Outlook
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.
Send an email in Outlook when a row is added in Google Sheets.
■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.
Automatically Send and Forward Form Data in Outlook
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.
When a Google Form is submitted, automatically send a reply to the respondent via Outlook.
■Overview In this flow, you can send a scheduling email in Outlook based on Hubspot form information. This automation reduces the manual effort of scheduling meetings and supports efficient sales activities. With Yoom, you can easily connect apps without programming.
■Recommended for ・Those who regularly use Outlook and Hubspot for work ・Sales representatives managing leads using Hubspot ・Those using Outlook for scheduling meetings with clients ・Marketing personnel who want to automate follow-ups after form submissions ・Small business owners looking to streamline their sales process
■Notes ・You need to connect Outlook to Yoom. ・Microsoft365 (formerly Office365) has both home and business plans (Microsoft365 Business), and if you are not subscribed to the business plan, authentication may fail. ・Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan.
Automatically Send and Forward Chat Tool Data in Outlook
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.
When a message containing a specific keyword is posted on Slack, notify via Outlook.
■Overview The 'Notify via Outlook when a message containing specific keywords is posted on Slack' workflow is an automation tool to ensure important communication within the team is not missed. For example, when a message containing specific keywords such as project progress or urgent announcements is posted on Slack, a notification is automatically sent to Outlook. This smoothens the integration between email and chat, improving the efficiency of information sharing.
■Recommended for ・Those who use Slack and Outlook daily and want to prevent missing information ・Administrators who want to streamline team communication and immediately catch important announcements ・IT personnel who are spending time on manual notification settings ・Business persons who want to improve work efficiency through the automation of business workflows ・Those who want to clarify work priorities by utilizing notifications based on specific keywords
■Notes ・Please integrate Slack and Outlook with Yoom. ・The trigger can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan. ・Microsoft365 (formerly Office365) has home plans and general corporate plans (Microsoft365 Business), and if you are not subscribed to the general corporate plan, authentication may fail. ・Branching is a feature (operation) available in Mini Plan or higher plans. In the case of the Free Plan, the operation of the flow bot set will result in an error, so please be careful. ・Paid plans such as the Mini Plan offer a 2-week free trial. During the free trial, you can use restricted apps and features (operations).
■Overview In this flow, when a message is sent on Microsoft Teams, it is possible to automatically send a scheduling email via Outlook. This automation eliminates the need for manual email creation and scheduling, enabling efficient meeting setup. By using Yoom, you can easily connect apps without programming.
■Recommended for ・Business people who regularly use Microsoft Teams and Outlook ・Team leaders or managers who often spend time on meeting arrangements ・Sales representatives who want to automate manual email sending and scheduling tasks ・Project managers who frequently have external meetings and want to improve efficiency ・Executives aiming to promote business process automation and enhance team productivity
■Notes ・You need to connect Outlook to Yoom. ・Microsoft365 (formerly Office365) has plans for home and general business (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail. ・Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan.
Let's Create a Flow to Automatically Send and Forward Data in Outlook
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:
Register My Apps in Outlook and Salesforce
Copy the template
Set up the trigger in Salesforce and configure automatic email sending in Outlook
Turn on the trigger and verify the flow bot's operation
When lead information is registered in Salesforce, send an email in Outlook.
■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.
Step 1: Register Outlook and Salesforce in My Apps
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.
Step 2: Copy the Template
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 lead information is registered in Salesforce, send an email in Outlook.
■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.
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!
Step 3: Setting up Salesforce Trigger
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.
Step 4: Setting Up Automatic Email Sending with Outlook
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".
Step 5: Turn On the Trigger and Verify Operation
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.
Convenient Automation Examples Using Outlook
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.
Activate the flow bot at the end of each month to send an email in Outlook.
■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 "Notify Microsoft Teams when an event is added to the Outlook calendar" workflow speeds up information sharing. Because notifications are sent automatically, you can prevent missed notifications.
■Recommended for ・Business professionals who use Outlook for schedule management ・Those who share Outlook calendars as a team but are prone to overlooking appointments ・Those who want to quickly share information about events registered in the calendar and keep operations running smoothly ・Those who use Microsoft Teams as their primary communication tool ・Those who want to promptly grasp the latest information on events and meetings ・Team leaders who want to manage members' schedules efficiently
■Notes ・Please connect Yoom with both Outlook and Microsoft Teams. ・For the trigger, you can choose a run interval of 5, 10, 15, 30, or 60 minutes. ・Note that the minimum run interval varies by plan. ・Microsoft 365 (formerly Office 365) has consumer plans and commercial business plans (Microsoft 365 Business). If you are not subscribed to a commercial business plan, authentication may fail.
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.
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
Having worked as a system engineer for four years, I often struggled with manually entering attendance data into Excel and digitizing receipts. I wish I had discovered Yoom sooner. Although I have only just begun using Yoom, I am committed to providing information that will help fulfill everyone's wish for automation.
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