How to Automate Resume Management in Microsoft Excel Using OCR

Are you tired of spending hours manually managing resumes?

Managing a large volume of resumes can be time-consuming. But what if you could manage resumes and automatically organize them in Microsoft Excel using OCR technology? In this article, we’ll show you how to automate resume management, reduce costs, and improve data accuracy. This solution streamlines data entry and optimizes recruitment processes, helping you save valuable time.

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• 🌐 Connect with apps like Microsoft Excel and more.
• 📖 Use automation templates - no technical setup required
• 📈 Boost productivity and reduce human errors

You don't need to go through a complex setup and IT jargon, you can build your automation workflows with just a few clicks :) It's designed for those who want to streamline their daily work and save hours of time and stress from repetitive work.

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In this guide, you'll learn the step-by-step process of how to use Yoom to automatically extract resume data with OCR and add it to Microsoft Excel.

✨ Recommended for

• Businesses wanting to go paperless and reduce operational costs
• Teams looking to improve data entry efficiency and minimize errors
• Those looking to easily search and analyze candidate information
• Anyone interested in automating business processes with OCR technology

✔️ For Those Who Want to Try It Now

Yoom offers ready-made templates for easy setup. Click the "Try it" button to get started now! 

We'll also walk you through the step-by-step process of creating this automation flow in the following section of this article.

Read the resume using OCR and add it to Microsoft Excel.

Try it

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This is a flow to read resumes with OCR and add them to Microsoft Excel.

See details Try it

🚀 Let’s Create a Flow to Simplify Resume Data Management

Let's walk through how to set up a flow that uses OCR to read resumes and input data into Microsoft Excel.

⏱️ Setup time: 10 minutes

🔧 What You’ll Need

• A free Yoom account
• Access to Microsoft Excel

If you don’t have a Yoom account yet, register now from this registration form!

⚠️ Note: OCR (reading text) used in this Flowbot is only available in Yoom's certain plans. If you're using the Free plan, the Flowbot may face errors due to limited access. But don't worry - all plans have a 2-week free trial! You can try all features without restrictions. For more details on Yoom and its plans, visit our Yoom Help Center.

⚠️ Note: "Microsoft 365 (formerly Office 365)" includes both personal and business plans. If you’re using a personal plan, Yoom’s authentication may not work properly. We recommend using a Microsoft 365 Business account for a stable connection.

Step 1: Integrate Microsoft Excel with Yoom

After logging into Yoom, go to "My Apps" from the left side menu and click "+ Add".

Search for "Microsoft Excel" from the app list and select it.

Then, sign in with the account you want to use. 

Now your Excel is connected :) 

Step 2: Copy the Template

Click the "Try It" button to copy the pre-built template into your project.

Read the resume using OCR and add it to Microsoft Excel.

Try it

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This is a flow to read resumes with OCR and add them to Microsoft Excel.

See details Try it

Click "Try this template".

Click "OK" and assign a name to the Flowbot for recognition.

The template will be copied to your "My Project".

Step 3: Set Up Form Trigger Action

Let’s set up the trigger action. Click on the Form trigger item.

Let’s create the form. 

⚠️ Note: Please note that some features are available only with paid plans. For more details, refer to the link provided.You can customize the form's title and description to match your needs.

Make Questions Mandatory
You can decide if you want to make your questions *required to be answered before submission.

Preview the Form
You can preview the form while editing it. This allows you to check and adjust the form as needed during the creation process.

Edit Question Title and Description
You can customize the question title and description. For this example, the question is set as "Resume."

Set Action for the Question
In this case, we've selected the "Attachment" action to receive resume files. You can configure other actions as needed.

Edit the Submit Button Text
You can edit the text displayed on the submit button, changing it from the default "Submit" to something more specific. Add text above the submit button if needed. (Note: This feature is available only on paid plans)

Hide the Yoom Logo
If you prefer not to display the Yoom logo at the bottom of the form, you can choose to hide it. (Note: This feature is available only on paid plans)

Edit Completion Message
You can customize the completion message displayed after form submission. By default, it says "Submission Complete." (Note: This feature is available only on paid plans)

Add Description to Completion Message
You have the option to add a description or additional information to the completion message. This can help provide additional context or instructions to users after submission. (Note: This feature is available only on paid plans)

Hide Yoom-Related Information

If you prefer not to display Yoom-related information on the completion page, you can turn off this setting. (Note: This feature is available only on paid plans)

Set Access Restrictions
If you want to limit access to the form and only allow internal use (e.g., within the office), you can configure access restrictions. (Note: This feature is available only on the Pro plan)

Flowbot Activation
You can configure whether the Flowbot should activate automatically when the form is submitted or if it should require admin privileges to activate.

Once all settings are configured, click Next to proceed.

Preview the Completed Answer and Completion Pages
You can preview the form and the completion page to ensure everything is displayed correctly.

Set Test "Name"
You can set the test value for "Name" that will be used in the following steps to test the form.

Upload Test "Resume"
Upload the test "Resume" that will be used to test the form’s file upload functionality.

Once all items are checked and configured, click Save to finalize the setup.

Step 4: Set Up OCR Action

Next, we will set up to extract texts from images/PDFs. Click on the OCR action item.

Select the action based on the file type relevant to your need.

Select the file type for testing.
Choose between "Use Retrieved Values" or "Upload File."
Since we want to use the file retrieved from the form," we will choose the "Use Retrieved Values" option.

📚 Reference: For more details on retrieved values and how to set them up, see the guide here.

Next, specify which data you want to extract from the resume. You can add or remove items as needed. 

Then, select the AI to use. For this setup, we’ve chosen ChatGPT to process and extract the required data.

Enter the items specified in the "Items to Extract" into the Excel sheet where the data will be stored.

For setup instructions for Excel, please refer to this guide.

After entering the items, click "Test" to verify that the data is extracted and stored correctly.

Step 5: Set Up Excel Action

Click on the Microsoft Excel action item.

On the next screen, give an action a title (optional). Confirm the settings, and click “Next”.

Select File Storage Location:
Choose either OneDrive or SharePoint. For this setup, SharePoint is selected.

Choose File Location:
For SharePoint, select the Site ID. For OneDrive, it will display as Drive ID.

Specify Excel File:
Use the Item ID to specify the target Excel file.

Select Sheet:
Choose the Sheet Name where the data will be stored.

Define Table Range (Optional):
You can optionally specify the Table Range where data will be saved.

Once all settings are configured, click Next.

Map the Data:
Click on each item field and assign the corresponding data from the retrieved value to each field.

Test the Setup:
After setting the data, click Test to check if everything is configured correctly.

Once you confirm the test is successful, click "Save".

Step 6: Activate the Flowbot

Toggle the "Trigger On" button to activate your flow!

Check if the Flowbot you set up is working properly.

Copy the Form Link
Click "Copy Form Link" to get the link for the form.

That’s it! 🎉 The Flowbot is now complete! 

Read the resume using OCR and add it to Microsoft Excel.

Try it

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This is a flow to read resumes with OCR and add them to Microsoft Excel.

See details Try it

💡 Other Automation Examples Using Microsoft Excel

By using Microsoft Excel and AI, you can unlock a wide range of automation possibilities that simplify your workflows. Here are some examples you can explore for your next automation!

Automatically Add Task Information to Microsoft Excel

When a task is registered, the details are automatically added to Microsoft Excel, reducing the need for manual entry.

When Salesforce opportunity information is registered, add the information to Excel.

Try it

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This is a flowbot that adds opportunity information to Microsoft Excel when Salesforce opportunity information is registered.

See details Try it

When a task is added in Backlog, link it to Microsoft Excel.

Try it

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This flowbot automatically records the issue details in a Microsoft Excel sheet when an issue is added in Backlog. Please use it when managing Backlog issues in Microsoft Excel.

See details Try it

Automatically Add Tasks to Microsoft Excel

By setting up automatic task registration, you can eliminate manual input and reduce the risk of human errors.

When a task is registered in Zoho CRM, add it to Microsoft Excel.

Try it

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This is a flow to add to Microsoft Excel when a task is registered in Zoho CRM.

See details Try it

When a task is registered in Asana, add a record to Microsoft Excel.

Try it

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This is a flow to add a record to Microsoft Excel when a task is registered in Asana.

See details Try it

When a task is registered in ClickUp, add it to Microsoft Excel.

Try it

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■Overview
‍As you use ClickUp and Microsoft Excel in your daily work, are you spending a lot of time on manual task management and data entry?
With this workflow, when a new task is created in ClickUp, its information is automatically added to Microsoft Excel. This eliminates manual entry of task progress and details, improving operational efficiency.

■Recommended for
・Project managers who use ClickUp for task management and want to organize that data in Microsoft Excel
・Team leaders who manually add task information to Microsoft Excel and want to save time
・IT staff who want to promote business automation using ClickUp and Microsoft Excel

■Notes‍
・Please connect Yoom with both ClickUp and Microsoft Excel.
・Microsoft 365 (formerly Office 365) has consumer and general business plans (Microsoft 365 Business). If you are not subscribed to a general business plan, authentication may fail.
・For settings on operations that manipulate Microsoft Excel databases, please see the following.
　https://intercom.help/yoom/en/articles/9003081
・ClickUp's date-time output is a 13-digit UNIX timestamp (milliseconds). When transferring to Microsoft Excel, you can change the date-time notation by using functions, etc. Below is an example of converting it to Japan Standard Time (JST) format. Note that you need to apply any date-time format to the target column in Microsoft Excel in advance.
　=((({Due date or other date-time output}/1000)/86400)+DATE(1970,1,1))+(9/24)

See details Try it

Read PDF Files and Store Data in Microsoft Excel with OCR

Automatically extract information from PDF files and store it in Microsoft Excel, streamlining data entry and improving accuracy.

Extract specific strings from the PDF filled out in the form, create an invoice in Excel, and send it via email.

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■Overview
・Using the answers and file information attached to the form, read the file, issue Microsoft Excel invoices, and send them by email.

■Preparation
・Prepare the Microsoft Excel sheet for document issuance in advance.

■Creation Method
①Select the form trigger from the trigger and make the following settings.
・Each question item: Set questions to set the destination, person in charge, and attached files.
・Obtained values: You can enter demo values, so enter and attach demo values and files for the subsequent test execution and save them.
*Please refer to here for how to set the form trigger. https://intercom.help/yoom/en/articles/8009267

②Press the + mark under the trigger, select the operation to read text from images/PDFs, make the following settings, and test/save.
・Action: Read text information from any image/file (up to 6,500 characters) (15 tasks)
・File attachment method: Select 'Use obtained values' and set the file attached in the demo in the form from ① as a candidate.
・Items to extract: Indicate the items of the text strings you want to extract from the file.
Example: Company name, list of items, list of unit prices, list of quantities, etc.
*Please refer to here for detailed setting methods. https://intercom.help/yoom/en/articles/8679686
*Please also refer to the precautions. https://intercom.help/yoom/en/articles/8831151

③Press the + mark, select Microsoft Excel from the operation to issue documents, and make the following settings to test/save.
・File storage location: Select OneDrive or Microsoft SharePoint where the target Microsoft Excel is stored.
・Drive ID/Site ID: Select the drive ID for OneDrive or the site ID for Microsoft SharePoint.
・Item ID: Click and select the Microsoft Excel you want to issue documents from the candidates.
・File name (optional): If the item is not displayed in the item ID, enter the file name here and select the item ID again.
・Folder ID for storage: Select the folder ID to store after issuing the document from the candidates.
・Folder name for storage (optional): If the item is not displayed in the folder ID, enter the folder name here and select the folder ID again.
・Output file name: Set any file name. You can also embed the values obtained in ① or ②. (Embedding output)
・String to replace: Embed the values obtained in ② for the corresponding strings.
*Please refer to here for how to set the operation to issue documents. https://intercom.help/yoom/en/articles/8237765
*Please refer to here for embedding output. https://intercom.help/yoom/en/articles/8223528
*If the site ID is not displayed in Microsoft SharePoint, please refer to here. https://intercom.help/yoom/en/articles/9003081

④Select the operation to send an email, select any email tool, make the following settings, and save.
・To: Embed if the address was obtained in ①.
・Subject, body: Enter each. You can also embed the values obtained in ① or ②.
・Attachment: Select 'Use output' and select the issued document as the value.

■Precautions
・Integration with each app is required.
・Please test with actual files to ensure accurate reading of images and files.

See details Try it

OCR the document file attached to the form, add records to Microsoft Excel, and send it via Outlook.

Try it

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This is a flow to OCR the document file attached to the form, add a record to Microsoft Excel, and then send it to Outlook.

See details Try it

Read the PDF file attached to the form using OCR, store it in Microsoft Excel, and notify via Slack.

Try it

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This is a flow to read PDF files (such as delivery notes and invoices) attached to Yoom forms with OCR, store them in Microsoft Excel, and notify Slack.

See details Try it

Publish and Save Microsoft Excel Sheets as PDF at Scheduled Times

Set up automation to create and save PDFs from Microsoft Excel at specific dates and times, eliminating manual work.

Save the target sheet as a PDF in Box using Microsoft Excel at the specified date and time.

Try it

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■ Overview
This flow generates a PDF of the target sheet in Microsoft Excel at the specified time and saves it to Box.
Improve goal management efficiency and facilitate smooth data sharing and storage.

■ Recommended for those who:
- Manage goals using Excel but finding data sharing cumbersome
- Want to regularly create goal reports and share with team or superiors
- Want to automate backup and organization of target data to improve work efficiency
- Companies using Box to manage and share files in the cloud
- Want to simplify Excel and Box operations, saving time on daily tasks

■ Notes
- Please integrate Yoom with both Microsoft Excel and Box.
- Microsoft365 (formerly Office365) has plans for both household and general enterprise (Microsoft365 Business), and authentication may fail if not subscribed to the general enterprise plan.

See details Try it

Save the target sheet as a PDF in Dropbox using Microsoft Excel at the specified date and time.

Try it

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■Overview
This flow generates a PDF of the target sheet in Microsoft Excel at the specified date and time and saves it to Dropbox. By automatically converting the target sheet to PDF and saving it to Dropbox at a monthly or weekly set date and time, data sharing and backup becomes smooth.

■Recommended for
・Business professionals managing goals with Excel
　・Those who find it cumbersome to convert target sheets to PDF and share them
・Team leaders who require regular target reporting
　・Those who want to automate information sharing with team members and streamline reporting tasks
・SME business owners or IT personnel who want to automate operations
　・Those who want to reduce daily routine work and focus on more important tasks
・Those seeking safe data backup
　・Those who want to automatically save goal management data to the cloud to reduce the risk of data loss

■Notes
・Please link both Microsoft Excel and Dropbox with Yoom.
・Microsoft365 (formerly Office365) has plans for home and general enterprise (Microsoft365 Business), and if you are not enrolled in a general enterprise plan, authentication may fail.

See details Try it

Extract Text from Messages and Add to Microsoft Excel

Automatically extract relevant information from messages and add it to Excel, improving data organization and saving time.

When a message is sent in Google Chat, extract the text using AI from the content and add it to Microsoft Excel.

Try it

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This is a flow that extracts text from a post using AI and adds it to Microsoft Excel when a message is sent in Google Chat.

■Note
・Please link both Google Chat and Microsoft Excel with Yoom.
・AI operations are available only under the Team Plan or Success Plan. If you have the Free Plan or Mini Plan, the operation of the flow bots you set will result in an error, so please be careful.
・Paid plans such as Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use apps and AI functions (operations) that are usually restricted.
・Integration with Google Chat is only possible with Google Workspace. Please refer to the following for details:
　https://intercom.help/yoom/ja/articles/6647336
・Microsoft365 (formerly Office365) has Home plans and Business plans (Microsoft365 Business), and there is a possibility of authentication failure if you are not subscribed to the Business plan.
・You can choose trigger intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, and 60 minutes.
・The shortest trigger interval varies depending on the plan, so please be careful.
・For the setup regarding operations that manipulate the Microsoft Excel database, please refer to the following:
　https://intercom.help/yoom/ja/articles/9003081

See details Try it

When a message is sent in Microsoft Teams, extract the text using AI from the content and add it to Microsoft Excel.

Try it

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This is a flow to extract text from a post using AI when a message is sent on Microsoft Teams and add it to Microsoft Excel.

■Caution
・Please connect Yoom with both Microsoft Teams and Microsoft Excel.
・AI operations are only available with the team plan and success plan. Operations set in the flow bot for the free plan or mini plan will result in an error, so please be careful.
・You can perform a two-week free trial of paid plans such as the team plan and success plan. During the free trial, you can use restricted apps and AI features (operations).
・Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft 365 Business), and if you are not subscribed to the general business plan, authentication may fail.
・The trigger can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes.
・Please be aware that the shortest activation interval varies depending on the plan.
・For the settings regarding operations that manipulate the Microsoft Excel database, please refer to the link below.
　https://intercom.help/yoom/ja/articles/9003081

See details Try it

When a message is sent on Slack, extract the text using AI from the content and add it to Microsoft Excel.

Try it

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This is a flow that extracts text from a post using AI when a message is sent on Slack and adds it to Microsoft Excel.

■Notes
・Please connect Slack and Microsoft Excel with Yoom.
・AI operations are features available only in the Team Plan and Success Plan. In the case of the Free Plan and Mini Plan, the operation of the configured flow bot will result in an error, so please be aware of that.
・Paid plans such as the Team Plan and Success Plan can offer a 2-week free trial. During the free trial, you can use restricted apps and AI functions (operations).
・Microsoft365 (formerly Office365) has home plans and general corporate plans (Microsoft365 Business). Authentication may fail if you are not subscribed to the general corporate plan.
・You can select the trigger interval as 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
・Please note that the shortest activation interval differs depending on the plan.
・Regarding the setting of operations that manipulate the Microsoft Excel database, please refer to the following.
　https://intercom.help/yoom/en/articles/9003081

See details Try it

Store Survey Results in Microsoft Excel

Automatically collect and store survey responses in Microsoft Excel for centralized data management, facilitating quick responses and decision-making.

Gmailで受け取ったアンケート結果をMicrosoft Excelに格納する

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This is a flow to store survey results received via Gmail into Microsoft Excel.

■Important Notes
・Please integrate with both Gmail and Microsoft Excel with Yoom.
・You can select the trigger activation interval of 5, 10, 15, 30, or 60 minutes.
・Please note that the shortest trigger activation interval varies depending on the plan.
・Microsoft365 (formerly Office365) has plans for personal and general business use (Microsoft365 Business), and authentication may fail if you're not enrolled in the general business plan.
・AI operations are only available in team plans and success plans. If you are on a free plan or mini plan, operations set in the flow bot will result in errors, so please be cautious.
・Paid plans such as team plans and success plans offer a two-week free trial. During the free trial, you can use restricted apps and AI features (operations).

See details Try it

Outlookで受け取ったアンケート結果をMicrosoft Excelに格納する

Try it

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This is a flow to store survey results received in Outlook in Microsoft Excel.

■Notes
・Please link both Outlook and Microsoft Excel with Yoom.
・You can select the trigger activation interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, and 60 minutes.
・Please note that the shortest activation interval varies depending on the plan.
・AI operation is a feature available only in the Team Plan and Success Plan. In the case of the Free Plan or Mini Plan, the operation of the flow bot will result in an error, so please be careful.
・Paid plans such as the Team Plan and Success Plan can have a free trial for 2 weeks. During the free trial, you can use restricted applications and AI features (operations).
・Microsoft365 (formerly Office365) has Home Plan and Business Plan (Microsoft365 Business). Authentication may fail if you are not subscribed to the Business Plan.

See details Try it

When the survey form is submitted, store the information in Excel.

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This is a flow to add information to any Microsoft Excel file when a survey response is made to a Yoom form.
You can centralize form responses and data accumulation.
You can freely set the content of the form and the Microsoft Excel file to which it is added.

See details Try it

👏 Benefits and Examples of Integrating AI OCR with Microsoft Excel

Benefit 1: Reducing Costs with Digitalized Operations

Using OCR with Microsoft Excel allows you to manage resumes and documents digitally. This not only cuts costs but also minimizes environmental impact due to paperless operation. By eliminating time spent searching for documents, the workflow becomes more efficient, and large-scale recruitment activities can see significant savings in both time and money.

Benefit 2: Streamlining Data Entry Tasks

When combined using OCR and Excel, resumes are automatically read and added to Excel, eliminating manual data entry. This reduces input errors and prevents overlooked details, ensuring better data accuracy. The time saved on data entry allows teams to focus on other tasks, improving overall productivity. For businesses with high volumes of recruitment, managing applicant resumes becomes faster and more efficient.

Benefit 3: Efficient Search and Filtering of Candidate Data

This automated process makes it easy to search and filter through candidate information. For example, you can quickly identify applicants with specific skills or from particular regions. This automation eliminates the need for manual checks and helps speed up recruitment, ensuring the right candidates are found more efficiently.

📖 Summary

By using OCR with Microsoft Excel, you can easily convert resumes into digital data, eliminating the need for manual data entry and reducing errors. This not only improves data accuracy but also speeds up the process of finding information. With this automated solution, you can streamline your workflow and enhance operational efficiency.

Best of all, no technical expertise is needed, and anyone can easily set it up! Ready to simplify your workflows? Sign up for Yoom and try it today!

👉 Create your free Yoom account now