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Creating and sending emails one by one based on customer lists or task lists compiled in Microsoft Excel can surprisingly take a lot of time. Even if the content varies slightly, such as regular report emails, event invitations, or invoice notifications, the repetitive nature of these tasks can be tedious. Many people may be concerned about the risk of human errors, such as input mistakes in addresses or content and missed sends, which inevitably occur with manual work.
Wouldn't it be great if you could automate these email sending tasks using data from Microsoft Excel, leading to significant time savings and error reduction?
This article introduces specific methods and benefits of automatically sending emails based on Microsoft Excel data, even if you have no programming knowledge.
Yoom offers a template for automating workflows to "automatically send emails based on Microsoft Excel data."
If you want to try it right away, click the banner below to get started!
Sending emails using Microsoft Excel data is useful in various situations.
With Yoom, you can automate the email sending process using diverse triggers, such as aligning with a specific schedule, when a form is submitted, or based on instructions from a chat tool. Here, we introduce some specific examples of automation, so why not find a template that suits your business and try automating right away?
This automation is ideal for tasks that require sending emails at regular intervals, such as daily, weekly, or monthly.
For example, you can automate the sending of weekly reports or reminders related to end-of-month billing.
By automatically sending emails at specified times from a list of recipients and content in a database, it helps prevent the repetitive manual effort and the risk of forgetting to send.
This is a system that automatically sends emails based on inquiries or applications received from web forms.
For example, when an event registration form is submitted, it can automatically send a confirmation email or detailed information email based on the participant information recorded in the database. This allows for quick and personalized responses, which can lead to improved customer satisfaction.
Automate email sending based on communication in chat tools.
For example, when a message containing a specific keyword is posted in the chat, you can implement a flow that searches the relevant database information and sends an email to the specified recipient.
Here, we will briefly introduce the steps to create a flow that "retrieves information from Microsoft Excel at a specified time and sends a template email via Outlook" as an example.
This time, we will use Yoom to proceed with the integration of Microsoft Excel and Outlook without any coding.
If you do not have a Yoom account yet, please issue one from the registration form here.
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This time, we will create it through the following major processes:
First, register the apps you want to integrate with Yoom as "My Apps".
Note: "Microsoft 365 (formerly Office 365)" has both personal and business plans (Microsoft 365 Business).
Please be aware that if you do not have a business plan, authentication from Yoom may not work properly.
Once logged into Yoom, click on My Apps and select Add.
Select Microsoft Excel from the list of apps.
Using the search box will help you find it smoothly!
Click on the account name you want to link.
Enter your password and click Sign In.
You have now registered Microsoft Excel as a My App.
Click on My Apps and select Add.
Use the search box to find and select Outlook from the list of apps.
From here, follow the same steps as with Microsoft Excel and click on the account name you want to link.
Enter your password and click Sign In.
You have now registered Outlook as a My App.
Next, copy the template from the Yoom site!
The basic flow is already built, so you can easily create a flow bot by setting the details according to it.
Now, click on the banner below.
Please click "Try this template".
Click "OK".
Now you have a copy of the template!
The copied template is saved in My Projects.
Next, proceed to the Flowbot settings.
Select the template you just copied and click "When the specified schedule is reached".
The title is entered when copied, but you can change it.
Set the schedule settings.
Here, we use date specification to set the Flowbot to start at 9 AM on the 1st of every month.
Using Cron settings, you can set it more precisely.
→ For more details, check here.
Once set, save it.
Next, click "Retrieve multiple records".
You can change the title.
Check the account information to integrate with Microsoft Excel.
Select the action "Retrieve multiple records".
Select the file save location.
Choose the Drive ID you want to integrate from the options.
Select the database you want to integrate from the options for the Item ID.
Select the sheet name from the options.
Set the table range.
Once set, click Next.
To get company information with a contract expiration approaching, select "Contract Expiration" and "Equals", then choose "End of Next Month" from the date.
Once set, click Test.
If the test is successful and Microsoft Excel information is retrieved, save it.
Next, click "Retrieve target customer information one by one".
You can change the title!
Set the retrieved values for the repetition target.
Choose "Retrieve multiple records" for the operation, and select "Company Name" for the retrieved value.
Add items from "Add retrieved value" and set "Contant Person" and "Email" to be used in the next Outlook email sending action.
Once set, save it.
This is the final setup step!
Click "Send Email" to complete the setup.
You can change the title.
Check the account information to integrate with Outlook.
For "To", select "Contact Loop Variable" from the retrieved values of "Retrieve target customer information one by one".
Enter the subject.
Create the message content using the retrieved values.
For example, by using "Loop Variable for Company Name" and "Loop Variable for Contact Person", you can save the trouble of entering values each time when sending an email.
If you want to set the contract expiration date, you can select "End of Next Month" from the "Date" item as shown in the attached image.
If you create a message without using the retrieved values, the same content will continue to be sent, so be careful.
For more details, check here.
Once set, click Next.
After checking the email content, execute the test.
If the message is received, save it.
Finally, turn on the trigger and check the operation.
Now the Flowbot setup is complete.
By utilizing the Microsoft Excel API, various automations can be achieved.
Microsoft Excel can automatically record information by integrating with various external tools. For example, tasks, deals, survey results, and contract information can be automatically added to a Microsoft Excel sheet when they are registered or completed in another tool.
In this article, we introduced a specific approach to "automatically sending emails from Microsoft Excel" without the need for programming.
Automating email sending using Microsoft Excel data is not only effective in reducing the time spent on simple repetitive tasks but also in preventing human errors such as incorrect recipients and missed sends.
<span class="mark-yellow">Yoom offers a wide variety of templates to streamline various tasks beyond the email automation introduced here.</span> It's a great advantage that you can choose automation tailored to your workflow, such as specific schedules, form submissions, or requests via chat.
If you have challenges like "the burden of creating daily report emails is too high," "want to speed up responses to inquiries," or "want to eliminate manual errors," consider automating with Yoom's templates. No complicated settings are required, and you can start right away!
Why not try the templates first and experience their convenience?
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