How to integrate Notion with a Chrome extension to send emails in Outlook using information from a Notion database

When you receive a lot of emails every day, it can be quite a hassle to save files to Dropbox each time.
Moreover, many people might have experienced the struggle of missing a file save or saving a file in the wrong folder, making it difficult to find later.

In this article, we will introduce a method to automatically save files received in Gmail to Dropbox!

By using no-code tools, you can easily set up automation between Gmail and Dropbox.
You can start using it right away, so be sure to give it a try!

Recommended for

Those who want to automatically upload files attached to Gmail to Dropbox
Those who want to integrate Gmail and Dropbox to facilitate smooth file sharing within the team
Those who want to prevent the loss of attachments and ensure proper document storage

For those who want to try it immediately

In this article, we will introduce the integration method using the no-code tool "Yoom".

No complicated settings or operations are required, and even non-engineers can easily achieve it.

You can start right away using the template below, so please give it a try!

Creating and sending invoices is a routine task that occurs in any company. Therefore, the task of creating and sending must be repeated.
It is necessary to handle this carefully to avoid offending business partners, and since it involves money, it is an important task. As a result, even if there are only a few invoices to create and send, a considerable amount of resources may be allocated.

This time, we will introduce an app integration between Notion and Outlook using a Chrome extension!
Your daily tasks should be greatly improved. If you want to simplify routine tasks even a little, please take a look.

Benefits of Integrating Notion and Outlook

1. Significant Improvement in Workflow

With this integration, you can automatically create invoices by using a Chrome extension on a specific page in Notion. Furthermore, the created invoices are automatically sent via Outlook, significantly shortening the flow from creation to sending.
Normally, you would need to open Notion and the invoice template and create it manually. After creation, you would have to attach it to Outlook, enter the recipient and subject, and send it, but such actions can be reduced.
The quick completion of creating and sending multiple invoices shortens the workflow and reduces the burden.

2. Increased Efficiency

Since invoices are created automatically, human errors such as transcription mistakes that can occur manually are less likely to happen. In addition, automating the process from creation to sending will improve work efficiency.
If the time previously spent on creating invoices is freed up, it will be easier to handle other tasks. Productivity will increase, and time will be used more efficiently.
Especially if you create invoices at the same time every month, you will feel these benefits.

[About Yoom]

We will now introduce how to create a Flowbot with Yoom, which allows app integration without programming, to "create invoices with Notion database information and send emails with Outlook."
After registering with Yoom, please try creating it!

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【Please Note】
・Regarding Microsoft 365 (formerly Office 365), if you are not subscribed to the general corporate plan (Microsoft 365 Business), authentication may fail.

The above Flowbot template can be copied from below.

1. Hover over the banner and press "View Details"
2. Press "Try this template" on the page you moved to
3. Register for Yoom

* If you have already completed registration, the login screen will be displayed, so please log in.

How to Create a Notion and Outlook Integration Flow

Step 1: Integrate Notion, Outlook, and Google Sheets with My Apps

<span class="mark-yellow">In this integration, we will create an invoice using a template created in Google Sheets.
Therefore, let's integrate the three apps: Notion, Outlook, and Google Sheets.</span>

Once Yoom registration is complete, the Flowbot template will be copied to "My Projects".
If the display appears as shown in the image, please select "My Apps" from the menu on the left.

Click the new connection button in the upper right corner.

Enter the name of the app to integrate into the box.

Integration of Notion and Yoom

1. Prepare Notion
‍In order to integrate Notion and Yoom, it is necessary to prepare Notion at this stage.
This time, we created a page assuming the data needed when creating an invoice.

To send an invoice to the "Email Address" on this Notion page, let's create an email address field.

2. Search
‍Search for Notion and click the Notion icon.

3. Access Request

The access request will be displayed as shown in the image.
Check it and click "Select Page".

4. Select Page

The page you created in Notion will be displayed.
Select the page you prepared earlier and press "Allow Access".‍

5. Integration Complete

The screen will switch, and if the above display appears, the integration is complete.

Integration of Outlook and Yoom

1. Log In
‍Log in to Microsoft 365. By logging into Microsoft 365, My Apps integration will be completed quickly.

2. Search
‍Enter Outlook in the search box and click the Outlook icon.

3. Integration Complete

The screen will switch immediately. If the above display appears, the integration is complete.

Integration of Google Sheets and Yoom

1. Search
‍Click the Google Sheets icon.

2. Select Account
‍Press the Google account of the Gmail address to integrate with Yoom.‍

3. Log in to Yoom

You will move to the page shown in the image, so read the terms and click Next.‍

4. Yoom is Requesting Additional Access to Your Google Account
Press Continue.
When you move to the authentication screen, select <span class="mark-yellow">Allow all permissions</span>.

5. Integration Complete

The screen will switch, and if the above display appears, the integration is complete.

6. Prepare Google Sheets

If you haven't created an invoice template in Google Sheets yet, please prepare it.
This time, we created it as shown in the image.
For more details, please check the page on "How to Set Up Document Issuance" and "Prepare Template Documents".

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With this, the My Apps integration of the three tools is complete.
Next, we will create a Flowbot using the template copied to My Projects.
If it hasn't been copied yet, please copy the Flowbot template from below.

1. Hover over the banner and click "View Details"
2. Click "Try this template" on the redirected page
3. Register for Yoom
* If you have already registered, the login screen will be displayed, so please log in.

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Step 2: Chrome Extension Trigger and Notion Page Setup

1. Open My Project

Open "My Project" from the menu on the left side of the screen.

2. Open the copied template
‍Click "Create an invoice using Notion database information and send an email with Outlook".‍

3. Select App Trigger

Select the "Select and launch a page on the database" icon for the Chrome extension trigger.
Press Next.‍

4. Chrome Extension Settings

There is a page describing the Yoom Chrome Extension in the red frame of the image above, so please set it according to the content.
Once the Chrome extension settings are complete, press Next to proceed.

5. Sample URL of the Launch Page

Enter the URL of the Notion page data used to create the invoice.
Open the Notion database you are using and insert the URL opened in the side peek.

Hover over the red frame.
This allows you to open the page in a side peek.

Copy and paste the URL in the state where it is displayed in two screens as shown in the image.　　　

6. Execute the Test

Press the test button at the bottom of the screen.
If "Test Successful" is displayed, the trigger setting is complete. Save it.

Next, perform detailed settings to retrieve Notion data.

1. Operate the Database

Click "Retrieve Record (ID Search)" on the Notion icon.
Scroll down the screen.

2. Database Integration

Set the ID of the database you are using.

Click the box to display a list of linked databases.
Select the database you will use this time. This will be the same as the Notion page used earlier.
Once selected, press Next.‍

3. Conditions for the Record You Want to Retrieve

Click the empty box on the right.

Select the red frame.

The Notion page data will be displayed. Click "Page ID" from among them.

4. Execute the Test

Once the settings are made as shown in the image, press the test button at the bottom of the screen.
If "Test Successful" is displayed, the setting is complete. Save it.

Step 3: Setting Up Document Creation in Google Sheets

1. Select App

Select "Issue Document" from the Google Sheets icon.
Scroll down.

2. Set ID

Enter the file ID of the template you are using.

Next, also set the folder ID where the issued invoice will be stored.
Press Next.‍

3. Replace Strings

Link the Notion data with the prepared template data.
For detailed setup instructions, please refer to the "How to Set Up Document Issuance" page.‍

4. Execute the Test

Once the setup is complete, press the test button at the bottom of the screen.
If "Test Successful" is displayed, the setup is complete. Save it.

Step 4: Setting Up Invoice Sending from Outlook

1. Send Email

Select "Send Email" from the Outlook icon.
Scroll down.

Since a template is being used, the email content setup is complete.
Only change the recipient.

Click the recipient box and select the red frame.

Insert the address.‍

2. Execute the Test

If there are no issues with the content, press the test button at the bottom of the screen.
If "Test Successful" is displayed, the setup is complete. Save it.

3. Turn ON the Trigger

When the flowbot creation is complete, the above display will appear. The trigger is initially set to OFF, so turn it ON.

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Flowbot template used this time
Create an invoice using Notion database information and send an email with Outlook

Other Automation Examples Using Notion and Outlook

There are many other examples of automation using Notion and Outlook on Yoom, so here are a few to introduce.

1. Create a Quotation in Google Sheets Using Notion Database Information and Send an Email with Outlook

It is also possible to create and automatically send quotations using the same integration method as this time. Automating the flow related to quotations and invoicing will significantly save time.

2. Create a quotation in Google Docs using Notion database information and send an email with Outlook

It also supports creating flow bots in Google Docs. Since you can integrate apps with familiar tools, automation can be implemented quickly.

3. Create a quotation in Microsoft Excel using information from the Notion database and send an email with Outlook

If your company is subscribed to Microsoft 365 Business, how about integrating with Microsoft Excel? It saves the hassle of creating a new account.

Summary

With this integration, the routine tasks of creating and sending invoices will be automated, leading to a significant improvement in workflow.
As a result, it should save time and allow for more efficient handling of administrative tasks.
Yoom offers a variety of flow bot templates. If there are any flows that seem automatable, please give them a try.