How to send an email to Outlook when a page is created in Notion

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Have you ever felt that it's a hassle to share with stakeholders or worried about forgetting to inform them when you create or update a page in Notion? It's also challenging to allocate personnel for double-checking.

For those who feel this way, the automatic integration of Notion and Outlook using Yoom is convenient. By setting this up, when a page is created or updated in Notion, an email is automatically sent to stakeholders through Outlook.
This eliminates the need to manually send emails each time, reducing the workload and eliminating the worry of forgetting to inform others.

In this article, we will clearly explain the specific steps, so if you want to share information more efficiently, please check it out.

Recommended for

Those who use Notion and Microsoft Outlook for work and are interested in automating information sharing
Those who manage project progress in Notion and want to streamline notifications to stakeholders
Those who use Notion for meeting minutes and team information sharing and want to prevent oversights
Those who manage internal documents in Notion and want to send appropriate notifications to stakeholders
Those interested in business automation using APIs and considering integrating Notion with Microsoft Outlook

For those who want to try it immediately

This article introduces the integration method using the no-code tool "Yoom".
No complicated settings or operations are required, and even non-engineers can easily implement it.
You can start immediately using the template below, so please give it a try!

[About Yoom]

How to Notify in Outlook About Content Added to Notion

‍It is possible to achieve this by receiving notifications when a page is created in Notion using Notion's API and sending notifications to a specified email address using Microsoft's Outlook API.
Generally, programming knowledge is required to achieve this, but with the no-code tool Yoom, it can be easily accomplished without programming knowledge.

Connect Yoom with Notion and Outlook as My Apps
Copy the template
Configure the flow details
Turn on the trigger

If you are not using Yoom, please register for free here.
If you are already using Yoom, please log in.

Step 1: Connect Notion and Outlook as My Apps

‍First, connect Notion and Outlook in Yoom. After logging into Yoom, click "New Connection" from the "My Apps" menu on the left.

When the search window appears, enter the app name and search.

‍Connect Notion as My App

※Before connecting as My App, create the data page to be used in the flow.‍

Enter your Notion login information and click "Select Page".

Proceed to the next step to display a list of pages created in Notion.

The pages with checks here are connected with Yoom.
If you create a page to be used in the flow after connecting as My App, you need to reconnect and check it.‍

Click "Allow Access" to complete the My App connection between Yoom and Notion.

‍Connect Outlook as My App

‍Log in to your Microsoft account.

Enter the Microsoft account information you want to connect, and it will automatically complete the connection with Yoom.
No complicated settings are required! ※For Microsoft365 (formerly Office365), if you are not subscribed to the general business plan (Microsoft365 Business), authentication may fail.

Make sure it is added to the My Apps list.

Next, move on to configuring the flow details.
Click "Try it" from the banner below to copy the template.

Step 2: Set the Trigger

The initial setting is "When a page is created".
Set it so that the flow activates when a new page is created in Notion. On the first page, the account information of the Notion linked with My Apps is reflected.

Please correct the title as needed, check the account information, and proceed to the next step. Next, set the trigger activation interval.

Check the creation and update information of the page in Notion at specified intervals.
* The trigger activation timing can be set to 5, 10, 15, 30, or 60 minutes. Depending on your plan, the shortest interval for setting the trigger may vary, so be sure to check that. It is generally recommended to use the shortest activation interval for your plan.

After setting the time, create or update a page on Notion and click "Test".
This time, we will perform the test after updating the following customer information.

If the test is successful, you can obtain the output.

Once you have confirmed details such as ID and URL, click "Save" to complete the trigger setup.

‍Step 3: Set Up Sending Emails to Outlook

Next is the setting for "Send Email".

Set it up so that the information obtained from Notion can be sent via email. First, as with Notion, correct the title and check the account information.
Then set the content of the email to be sent.

Manually enter individual email addresses for the recipient.
Try entering the body using the output as shown above. The acquired information will be reflected and included in the email body.

Once everything is entered, proceed to the next step. Check the email sending screen, and if there are no issues, click "Test".

The test was successful, and the output was reflected as specific information, allowing the email to be received.
Once confirmed, click "Save" to complete all settings.

Finally, turn the trigger ON.

Now the flow has started.

‍Further Automation

‍Once you get used to operating Yoom, try arranging the flow to make it even more user-friendly.
By utilizing branching to change the email recipient or using a database to accumulate information, you can further improve work efficiency.

Refer to the following to achieve "I wish it could be like this".

‍Change the Recipient Based on Notion Content

Since this flow specifies email addresses individually, you can change the recipient according to the information in Notion.‍

Note that branching is a feature available in plans above the Mini Plan. If you are on the Free Plan, the flow bot you set up will result in an error, so please be careful.
Paid plans have a 2-week free trial during which you can use the branching feature.

For example, use branching according to work, such as sending project-related pages to the project leader, and HR-related pages to the HR department representative!

‍Accumulate Information by Adding Records

Utilize Yoom's features to keep a record of Notion's history as data. By keeping data, you can later use the search function to check information.
Being able to track history in the database when only information related to inquiries or contracts is needed could lead to a reduction in the time and effort of the person in charge.

‍Other Automation Examples Using Notion and Outlook

In addition to the flow introduced this time, you can achieve various business automations by using the APIs of Notion and Outlook. All can be used with simple settings, so if there is something you are interested in, please try it out!

Examples of Automation Using Notion

Add Gmail Content to Notion

Eliminate the hassle of manually transferring the large volume of Gmail emails received daily to Notion by automatically organizing and saving the necessary information. This ensures that important email content is managed without omission, facilitating smooth information sharing within the team.

Create a page in Notion when there is a response in Google Forms

This can save you the trouble of manually transferring Google Forms responses to the Notion database, leading to time savings. Additionally, by integrating with Notion's database functionality, you can turn the created pages into a database, allowing you to analyze response data and utilize it in your work.

Add Lead Information Registered in Salesforce to Notion

By integrating Salesforce with Notion, you can ensure a quick response to leads. Additionally, managing lead information centrally on Notion facilitates smooth information sharing and collaboration among team members.

Automation Example Using Outlook

Send to Slack When a Message is Received in Outlook

By automatically forwarding messages, you can prevent omissions and improve work efficiency.

Add a record to Microsoft Excel when an email is received in Outlook

By integrating Outlook with Microsoft Excel, you eliminate the need to manually add received content to Microsoft Excel, helping to keep track of the latest information and prevent any omissions in sharing.

Upload Attachments Received in Outlook to Dropbox

This saves you the trouble of manually re-saving files received via email. Additionally, since the files are automatically uploaded to Dropbox, centralized file management becomes possible, making it easier to find the necessary documents.

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‍Benefits of Integrating Notion and Outlook and Specific Use Cases

Benefit 1: Streamline Progress Management

‍By sending an email to Outlook when a new page is created in Notion, you can automatically notify stakeholders of the progress status. This eliminates the need for manual communication and reduces the effort required for information sharing.

For example, if you are managing project progress in Notion, an email will be sent to the person in charge when a new task page is created. This makes it easier for team members to understand when to start work, facilitating smoother collaboration.
Additionally, notifications are sent to stakeholders when tasks are added or changed, which can help prevent communication errors and information delays.

Benefit 2: Facilitate Information Sharing Within the Team

‍By sharing information created in Notion through Outlook, you can improve the efficiency of information transmission within the team. This is particularly useful for ensuring that important information that needs to be shared reaches all members.

For example, if you summarize meeting minutes in Notion, an email containing the link to the minutes will be sent to the meeting participants when the page is created. This ensures that all stakeholders can review the meeting content, preventing information sharing oversights.
Additionally, including a brief summary in the email subject or body allows for quick information transmission to recipients, which is another advantage.

‍Benefit 3: Optimize Document Management

‍Integrating Notion with Outlook makes it easier to efficiently manage created pages. Utilizing email notifications helps share necessary information with stakeholders at the right time. This is particularly useful for ensuring that important information that needs to be shared reaches all members.

For example, if you create internal guidelines or work manuals in Notion, a notification email will be sent to members of the relevant department when the page is created. This ensures that the necessary people receive newly added information appropriately and can easily track page updates.
Additionally, including a link in the email body allows for easy reference at the necessary time, making information management more straightforward.

‍Conclusion

‍By integrating Notion with Outlook, you can automatically send Notion page information to stakeholders via email. This facilitates smoother project progress management and meeting minutes sharing, while also preventing manual notification errors.

‍Furthermore, using Yoom allows for easy no-code setup, so you can get started without specialized knowledge.

‍It reduces the workload while increasing the speed of information sharing, making it ideal for those considering improving work efficiency. If you want to "reduce the hassle" or "avoid forgetting notifications," why not register for Yoom for free and try automation?