Send an email with Outlook when the status is updated in Notion
For example, when the status is updated to "Order Confirmed," you can send a thank-you email to the client.
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"Did I already send an email to this client?"
"It's recorded in Notion, but there's no trace in the Outlook sent history..."
Are you losing daily time to such small verification tasks? It's common to use multiple apps like Notion for information management and Outlook for email correspondence. However, when you switch between multiple apps to share information, oversights and mistakes are likely to occur. But what if you could integrate these two apps?
For example, you can automatically send emails from Outlook just by adding information to Notion, or trigger email notifications with specific status changes, all achievable without code.
In this article, we will clearly explain how to integrate Notion and Outlook through practical automation flows that you can actually use. Please read to the end!
By using Yoom, you can easily integrate Notion and Outlook without any code.
Yoom provides templates for integrating Notion and Outlook, so you can achieve integration immediately just by registering, even without API knowledge.
By integrating the APIs of Notion and Outlook, you can automatically sync Notion data with Outlook!
Simply click "Try it out" on the automation example you're interested in and register an account to immediately experience the integration between Notion and Outlook.
Registration takes just 30 seconds, so feel free to give it a try!
This flow is recommended for situations where you use Notion as a customer management tool while conducting communications in Outlook.
For example, when the status is updated to "Order Confirmed," you can send a thank-you email to the client.
You can periodically retrieve information registered in Notion and send emails.
This could be useful when you need to send a large number of emails, such as for event hosting.
Now, let's create a flow that integrates Notion and Outlook!
We'll be using Yoom to proceed with the integration of Notion and Outlook without any coding. If you don't have a Yoom account yet, please create one using this registration form.
[What is Yoom]
This time, we'll create a flow bot that transfers data to Outlook when information is added to Notion!
The creation process is broadly divided into the following steps:
Connecting My App first will make the subsequent settings proceed smoothly.
First, let's connect your current Outlook with Yoom.
Select My App → "+Add" from the left side of the Yoom page.
Search for Outlook.
When the sign-in screen appears, please enter your email address and password.
*Microsoft 365 (formerly Office 365) has both a home plan and a general business plan (Microsoft 365 Business), and there is a possibility that authentication may fail if you are not subscribed to the general business plan.
Next, search for Notion.
Before connecting, please create a database as shown below.
(It's okay to change detailed settings like headers later.)
Once login is complete, please grant permission to access the desired page.(Below is an example.)
Once the connection between Notion and Outlook is complete and displayed in My App, it's okay.
From here, we will create the flow.
Open the template page and click 'Try it'.
As you proceed, the template will be automatically copied to your workspace, and the following screen will appear.
Select OK and proceed to the next step.
The template will be saved in My Projects.
You can change the template name if necessary.
Click on My Projects on the left to display the template you just copied.
Click the ellipsis (...) on the right and select Edit.
Now, let's set up the app trigger.
Select "When a page in a specific database is created or updated".
Feel free to change the title.
Check the account information you linked earlier, do not change the trigger action, and proceed to the next step.
Enter the required fields.
This setting determines how many minutes after a page in a specific Notion database is created or updated, this trigger will activate.
Return to the database and enter the customer information here.
Return to Flowbot and click Test.
If the integration is successful, the message content will be displayed in the output at the bottom of the screen.
By referencing this output in the subsequent action settings, you can achieve data integration between Notion and Outlook!
Once you have done this, save your work.
Next, click on "Retrieve Records (ID Search)".
Please link the database from the options as shown below.
Proceed to the next step and set the conditions for the records you want to retrieve from the output as shown below.
About Output | Yoom Help Center
Once the settings are complete, test it, and if the extraction results are displayed in the output, save it.
Next, to set up sending emails using the record information retrieved from Notion, click "Send Email".
Check the linked account information and set up the email content.
※ If you set a fixed email address here, it will be sent to that email address every time the flow is triggered, so be sure to select from the output.
By using the output, you can use the values obtained from the trigger as they are.
Once the settings are complete, proceed to the next step and review the content.
If there are no issues, test it and save.
※ Please note that testing will send an email from Outlook.
Let's check the email that was actually sent.
Once the following image is displayed, turn on the trigger.
With this, all settings are complete, so let's check if emails are sent from Outlook based on the information added to Notion.
This was the method for "Sending Emails with Outlook Based on Information Added to Notion".
This time, we introduced how to integrate data from Notion to Outlook, but if you want to integrate data from Outlook to Notion, please also use the following template.
Automatically adding events registered in Outlook to Notion seems to make it easier to manage team schedules.
If you are manually adding necessary information from received email bodies to Notion, this flow is recommended.
By leveraging the APIs of Notion and Outlook, various automations can be achieved.
You can automatically notify Chatwork of database information additions or automatically create a page in Notion triggered by employee registration in freee HR.
You can automatically notify communication tools of attachments in received emails or update calendar events based on the content of received emails.
How was it? By integrating Notion and Outlook, you can potentially solve challenges such as "eliminating the hassle of email creation," "preventing information oversight," and "making customer interactions smoother." By automatically sending emails triggered by information additions or status changes, you can share information quickly while reducing errors in your tasks.
<span class="mark-yellow">With the no-code tool Yoom, you can easily integrate Notion and Outlook without any programming knowledge!</span> If you're interested, start by creating a free account and see how it works for yourself. Registration takes just 30 seconds! You can experience automatic integration right away.
Why not automate the integration of Notion and Outlook to make your daily communication smoother?
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