"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!
For those who want to try it quickly
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.
Send an email in Outlook based on the information added to Notion
■Overview The "Send an email in Outlook based on information added to Notion" workflow reduces the burden of routine email sending tasks. By quoting information from Notion and automatically sending template emails, it enables rapid information dissemination.
■Recommended for ・Those who use Notion for information gathering and task management ・Those who want to quickly share information within the team or with clients using Outlook ・Those who want to automate notification tasks associated with information updates to increase efficiency ・Those who find manual information sharing cumbersome ・Those who want to smoothly integrate information between different tools
■Notes ・Please link both Notion and Outlook with Yoom. ・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 a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
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!
Send Emails in Outlook Based on Information Added to Notion
This flow is recommended for situations where you use Notion as a customer management tool while conducting communications in Outlook.
Send an email in Outlook based on the information added to Notion
■Overview The "Send an email in Outlook based on information added to Notion" workflow reduces the burden of routine email sending tasks. By quoting information from Notion and automatically sending template emails, it enables rapid information dissemination.
■Recommended for ・Those who use Notion for information gathering and task management ・Those who want to quickly share information within the team or with clients using Outlook ・Those who want to automate notification tasks associated with information updates to increase efficiency ・Those who find manual information sharing cumbersome ・Those who want to smoothly integrate information between different tools
■Notes ・Please link both Notion and Outlook with Yoom. ・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 a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
■Overview The workflow 'When the status is updated in Notion, send an email with Outlook' streamlines the email sending process. Emails are sent automatically upon detecting a status update, reducing the workload.
■Recommended for ・Those who use Notion for project management or task management ・Those who share information with a team using Notion but often miss status changes ・Those who use Outlook as a daily email tool ・Those who want to detect status changes immediately and send emails with Outlook
■Notes ・Please link both Notion and Outlook with Yoom. ・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 a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail. ・Branches are a feature (operation) available with the mini plan or higher. 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).
Retrieve Notion Information at a Specified Time and Send Emails via Outlook
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.
Retrieve information from Notion at the specified date and time and send an email via Outlook.
■Overview The "Retrieve Notion information at a specified time and send an email with Outlook" workflow streamlines the recurring task of sending emails. By quoting information from Notion and sending a template message at a specified time, it can reduce the burden of work.
■Recommended for ・Those who use Notion for managing and sharing information ・Those who want to organize and quickly utilize information stored in Notion ・Those who regularly share information through Outlook ・Those who use Outlook for team communication but sometimes miss the timing for information sharing ・Those who aim to reduce the hassle of sending emails and ensure smooth business operations ・Those who want to quickly grasp information and proceed with work efficiently
■Notes ・Please link both Notion 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 both a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail. ・Branching is a feature (operation) available with the Mini Plan or higher. 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).
Let's Create a Notion and Outlook Integration Flow
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:
Integrate Notion and Outlook with My Apps
Copy the template
Set the trigger for Notion and the action for Outlook
Set the trigger to ON and complete the preparation for flow operation
Send an email in Outlook based on the information added to Notion
■Overview The "Send an email in Outlook based on information added to Notion" workflow reduces the burden of routine email sending tasks. By quoting information from Notion and automatically sending template emails, it enables rapid information dissemination.
■Recommended for ・Those who use Notion for information gathering and task management ・Those who want to quickly share information within the team or with clients using Outlook ・Those who want to automate notification tasks associated with information updates to increase efficiency ・Those who find manual information sharing cumbersome ・Those who want to smoothly integrate information between different tools
■Notes ・Please link both Notion and Outlook with Yoom. ・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 a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
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.
Step 2: Copy the Template
From here, we will create the flow. Open the template page and click 'Try it'.
Send an email in Outlook based on the information added to Notion
■Overview The "Send an email in Outlook based on information added to Notion" workflow reduces the burden of routine email sending tasks. By quoting information from Notion and automatically sending template emails, it enables rapid information dissemination.
■Recommended for ・Those who use Notion for information gathering and task management ・Those who want to quickly share information within the team or with clients using Outlook ・Those who want to automate notification tasks associated with information updates to increase efficiency ・Those who find manual information sharing cumbersome ・Those who want to smoothly integrate information between different tools
■Notes ・Please link both Notion and Outlook with Yoom. ・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 a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
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.
Step 3: Setting Up Notion Trigger
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.
Trigger Activation Interval: You can choose from intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ※Your Plan may affect the available activation intervals. We recommend choosing the shortest time available in your plan.
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.
Step 4: Setting Up to Retrieve Notion Records
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.
Once the settings are complete, test it, and if the extraction results are displayed in the output, save it.
Step 5: Setting Up to Send Emails with Outlook
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.
To: Select from the output as shown below.
※ 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.
Subject & Body: Created as follows.
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.
Step 6: Turn On the Trigger to Complete Activation Preparation
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".
If You Want to Integrate Outlook Data into 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.
Add to Notion Database When an Event is Registered in Outlook
Automatically adding events registered in Outlook to Notion seems to make it easier to manage team schedules.
When an event is registered in Outlook, it is also added to the Notion database.
This is a workflow to extract information received in Outlook with AI and add it to Notion.
■Important Notes ・Please integrate Yoom with both Outlook and Notion. ・Microsoft365 (formerly Office365) comes with a personal plan and a general business plan (Microsoft365 Business), and there is a possibility of authentication failure if you are not subscribed to the general business plan. ・The trigger can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan. ・AI operations are only available with the team plan and success plan. In the case of the free plan or mini plan, the operation of the configured FlowBot will result in an error, so please be aware. ・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 and AI features (operations).
Other Automation Examples Using Notion and Outlook APIs
By leveraging the APIs of Notion and Outlook, various automations can be achieved.
Convenient Automation Examples Using Notion
You can automatically notify Chatwork of database information additions or automatically create a page in Notion triggered by employee registration in freee HR.
Notify in Chatwork when information is added to the Notion database.
■Overview Are you manually sharing information such as tasks and meeting minutes managed in Notion with your team members each time? Manual information sharing not only takes time and effort, but can also cause missed notifications and time lags. By using this workflow, when information is added to or updated in a Notion database, the necessary information can be automatically notified to Chatwork, smoothly resolving these information-sharing issues.
■Who this template is for ・Those who manually link updated information in Notion to Chatwork ・Those who want to eliminate missed communications and delays in responses in team information sharing ・Those who want to streamline project management by leveraging Notion and Chatwork
■Notes ・Please connect Yoom with both Notion and Chatwork. ・For the trigger, you can select a run interval of 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum run interval varies by plan. ・Branching is a feature (operation) available on the Mini plan or higher. On the Free plan, the Flow Bot operations you configure 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 "Retrieve the number of LINE friends at a specified date and time and update Notion" workflow automatically retrieves the number of LINE friends periodically and reflects it in Notion. This eliminates the need to manually check the number of friends and input it into Notion, allowing you to always manage the latest data.
■Recommended for ・Operators who are building relationships with customers using LINE ・Those who manage data in Notion and want to share the latest information with the entire team ・Marketing personnel who want to regularly check the number of LINE friends and utilize it in marketing strategies ・Business people who want to improve efficiency by reducing the time spent on manual data updates ・Administrators who prioritize data accuracy and want to reduce errors through automation
■Notes ・Please link both the LINE official account and Notion with Yoom.
■Overview The flow "Share files attached to received emails in Outlook to Microsoft Teams" is a business workflow that smoothly shares important files received by email with the team. By utilizing the integration of Outlook and Microsoft Teams, it automates the management and sharing of attachments, improving work efficiency. It reduces manual forwarding and copying tasks, allowing the entire team to quickly share the necessary information.
■Recommended for ・Those who receive many attachments in Outlook and spend time manually sharing them with Teams ・Business persons who want to smoothly share information within the team using Microsoft Teams ・IT personnel at companies who want to automate the management of attachments and improve business efficiency ・Managers who want to strengthen team communication by utilizing the integration of Outlook and Teams
■Notes ・Please connect both Outlook and Microsoft Teams with Yoom. ・You can select the trigger interval from 5, 10, 15, 30, to 60 minutes. ・Please note that the shortest trigger interval may vary depending on the plan. ・Microsoft365 (formerly Office365) has plans for home and general corporate (Microsoft365 Business), and if you are not subscribed to the corporate plan, authentication may fail.
■Overview This workflow automatically updates client information in freee Accounting based on the content of emails received in Outlook with specific subjects. It reduces the effort of data entry from emails and maintains the currency and accuracy of accounting information.
■Recommended for ・Accounting personnel who regularly use Outlook and manage clients in freee Accounting ・Business persons who spend time manually entering client information from emails ・Business owners who want to automate data updates in freee Accounting and improve operational efficiency ・Personnel managing a large number of client information and want to prevent human errors ・Team leaders looking to improve business processes using IT tools
■Notes ・Please link both Outlook and freee Accounting with Yoom. ・Microsoft365 (formerly Office365) has both home and business plans (Microsoft365 Business), and authentication may fail if you are not subscribed to the business plan. ・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.
■Overview The flow "Update Google Calendar event when receiving an email with a specific subject in Outlook" is a business workflow that automatically updates the calendar based on the content of the email. By automatically reflecting the information in Google Calendar when an email matching the conditions is received, it reduces manual input work and streamlines schedule management.
■Recommended for ・Business people who use Outlook and Google Calendar on a daily basis ・Those who want to automatically manage schedules based on email content ・Team leaders who want to streamline schedule management and eliminate the hassle of manual input ・Executives aiming to improve productivity through the automation of business workflows ・Those who want to optimize the entire business by utilizing Yoom and integrating with other SaaS applications
■Notes ・Please link both Outlook and Google Calendar with Yoom. ・Microsoft365 (formerly Office365) has a home plan and a general corporate plan (Microsoft365 Business), and if you are not subscribed to the general corporate plan, authentication may fail. ・The trigger can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan.
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.
With the no-code tool Yoom, you can easily integrate Notion and Outlook without any programming knowledge! 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.
I have gained approximately three years of experience in the financial sector since graduating. Due to the nature of the industry, there were many manual tasks, and I often thought that automating them would allow us to focus on other work. It was during this time that I discovered Yoom. As I write blogs, I am continually impressed by the convenience of Yoom. I strive to maintain a clear and understandable structure.
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