"I'm so busy every day that I can't keep up with checking and sharing files..."
If you're struggling with this issue, we have the perfect solution for you! By integrating OneDrive with Gmail, you can receive automatic notifications in Gmail every time a file is uploaded, allowing you to check them smoothly. Additionally, you can automatically share file information at a specified time each day. Using these features will significantly improve the efficiency of information sharing and management within your team, greatly reducing your workload.
In this article, we will introduce what you can do by integrating OneDrive with Gmail and provide detailed instructions on how to set it up. The setup is simple and can be tried immediately, so please experience it for yourself!
For those who want to try it quickly
By using Yoom, you can easily integrate OneDrive and Gmail without any coding.
Yoom offers pre-prepared templates for integrating OneDrive and Gmail, so you can achieve integration immediately just by registering, even without any API knowledge.
Notify via Gmail when a file is uploaded to OneDrive.
■Overview The "Notify via Gmail when a file is uploaded to OneDrive" flow is a business workflow designed to facilitate smooth file sharing and communication. This allows team members to efficiently respond without missing important file updates.
■Recommended for ・Business professionals who regularly use OneDrive and Gmail ・Leaders or managers who want to streamline team information sharing ・Companies looking to enhance communication in a remote work environment ・IT personnel aiming to promote business process automation ・Individual users who find notification management cumbersome
■Notes ・Please integrate OneDrive and Gmail with Yoom. ・Triggers can be set at intervals of 5, 10, 15, 30, or 60 minutes. ・The shortest trigger interval varies depending on the plan, so please be aware. ・Microsoft365 (formerly Office365) has both home and general business plans (Microsoft365 Business), and authentication may fail if you are not subscribed to the general business plan.
By integrating the APIs of OneDrive and Gmail, you can automatically sync OneDrive data with Gmail! For example, you can automatically execute data synchronization like the following without human intervention.
By clicking "Try it out" on the automation example you're interested in and registering an account, you can immediately experience the integration of OneDrive and Gmail. Registration takes only 30 seconds, so feel free to give it a try!
Get Notified on Gmail When a File is Uploaded to OneDrive
Since file uploads are notified to Gmail, you can quickly check the files. This flow is recommended for administrators and leaders who want to smoothly share data within the team.
Notify via Gmail when a file is uploaded to OneDrive.
■Overview The "Notify via Gmail when a file is uploaded to OneDrive" flow is a business workflow designed to facilitate smooth file sharing and communication. This allows team members to efficiently respond without missing important file updates.
■Recommended for ・Business professionals who regularly use OneDrive and Gmail ・Leaders or managers who want to streamline team information sharing ・Companies looking to enhance communication in a remote work environment ・IT personnel aiming to promote business process automation ・Individual users who find notification management cumbersome
■Notes ・Please integrate OneDrive and Gmail with Yoom. ・Triggers can be set at intervals of 5, 10, 15, 30, or 60 minutes. ・The shortest trigger interval varies depending on the plan, so please be aware. ・Microsoft365 (formerly Office365) has both home and general business plans (Microsoft365 Business), and authentication may fail if you are not subscribed to the general business plan.
Retrieve OneDrive File List at a Specified Time Daily and Share via Gmail
By sharing file information at a specified time, file checking will become smoother. This flow is recommended for those who share file information within the team daily.
Retrieve the list of OneDrive files at a specified time every day and share it via Gmail.
■Overview The "Retrieve OneDrive File List at a Specified Time Every Day and Share via Gmail" workflow is a business workflow that streamlines file management and information sharing within a team. This allows the team to share the latest file status without manual checks.
■Recommended for ・Those using OneDrive but find file management cumbersome ・Leaders who want to efficiently share the latest file status among team members ・Administrators spending too much time on daily file checks ・Business users using Gmail as the main communication tool ・Companies or teams looking to automate and streamline business processes
■Notes ・Please integrate OneDrive and Gmail with Yoom. ・Triggers can be set at intervals of 5, 10, 15, 30, or 60 minutes. ・The shortest trigger interval varies by plan, so please be aware. ・Microsoft365 (formerly Office365) has personal and business plans (Microsoft365 Business), and authentication may fail if not subscribed to the business plan.
Let's Create a Flow to Integrate OneDrive and Gmail
Let's get started with creating a flow that integrates OneDrive and Gmail! We'll be using Yoom to proceed with the integration of OneDrive and Gmail without any coding. If you don't have a Yoom account yet, please issue one from the registration form.
[What is Yoom]
This time, we will create a flow bot that sends a notification to Gmail when a file is uploaded to OneDrive! The creation process is broadly divided into the following steps:
Register OneDrive and Gmail as My Apps
Copy the template
Set the OneDrive trigger that initiates the flow and the subsequent Gmail action
Turn on the trigger button to activate the flow bot
Notify via Gmail when a file is uploaded to OneDrive.
■Overview The "Notify via Gmail when a file is uploaded to OneDrive" flow is a business workflow designed to facilitate smooth file sharing and communication. This allows team members to efficiently respond without missing important file updates.
■Recommended for ・Business professionals who regularly use OneDrive and Gmail ・Leaders or managers who want to streamline team information sharing ・Companies looking to enhance communication in a remote work environment ・IT personnel aiming to promote business process automation ・Individual users who find notification management cumbersome
■Notes ・Please integrate OneDrive and Gmail with Yoom. ・Triggers can be set at intervals of 5, 10, 15, 30, or 60 minutes. ・The shortest trigger interval varies depending on the plan, so please be aware. ・Microsoft365 (formerly Office365) has both home and general business plans (Microsoft365 Business), and authentication may fail if you are not subscribed to the general business plan.
First, register OneDrive and Gmail as My Apps to connect them to Yoom. Completing the My Apps registration in advance makes it easier to proceed with automation settings.
Let's proceed with the settings! Click "My Apps" → "+ Add" on the left side of the Yoom screen.
How to Connect OneDrive
A list of apps will be displayed, so find OneDrive from there or use the search function. Once the following screen is displayed, log in to OneDrive.
How to Connect Gmail
Similarly, find Gmail from the list or use the search function. Once the following screen is displayed, log in to Gmail.
Once the following screen is displayed, check that there are no mistakes in the account and click "Continue".
If OneDrive and Gmail are displayed in your My Apps section, the registration is complete.
Step 2: Copy the Template
Now let's proceed with the automation settings! Log in to Yoom and click "Try it" on the banner below.
Notify via Gmail when a file is uploaded to OneDrive.
■Overview The "Notify via Gmail when a file is uploaded to OneDrive" flow is a business workflow designed to facilitate smooth file sharing and communication. This allows team members to efficiently respond without missing important file updates.
■Recommended for ・Business professionals who regularly use OneDrive and Gmail ・Leaders or managers who want to streamline team information sharing ・Companies looking to enhance communication in a remote work environment ・IT personnel aiming to promote business process automation ・Individual users who find notification management cumbersome
■Notes ・Please integrate OneDrive and Gmail with Yoom. ・Triggers can be set at intervals of 5, 10, 15, 30, or 60 minutes. ・The shortest trigger interval varies depending on the plan, so please be aware. ・Microsoft365 (formerly Office365) has both home and general business plans (Microsoft365 Business), and authentication may fail if you are not subscribed to the general business plan.
The template will be automatically copied, and the following screen will be displayed. The template will be automatically stored in a project called My Project, so if you want to check it, please check from there. Read the following screen display and click "OK".
When the following screen is displayed, please check the "Title". You can also change the title to make it easier to use. First, to set up the flow bot to start when a file is created in a specific folder, click "When a file is created or updated in a specific folder".
Step 3: Set the OneDrive trigger that starts the flow
The following screen will be displayed, so please check the settings. If there are no issues, click "Next".
*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.
Please check the following settings method.
Scroll and set the "Trigger Interval". Select from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. *The trigger interval varies depending on the plan, so please be careful.
Next, select the "Drive ID" from the candidates. The candidates will be displayed when you click inside the frame.
Scroll and set the "Folder Name". This is used when the target folder is not hit, so please enter part of the folder name.
Next, select the "Folder ID" from the candidates. Please upload a file to the OneDrive folder. Once the setup is complete, click "Test".
"Output" will be displayed below it. Output will be used in the subsequent settings, so please check for any mistakes. Once confirmed, click "Save".
Step 4: Set up notifications to Gmail
Next, to set up notifications to Gmail, click "Send Email".
The following screen will be displayed, so please check the settings.
Next, enter the recipient you want to notify of the OneDrive file upload in "To".
Scroll and set the "Subject" and "Body".
"Subject" → Set as desired
"Body" → Set using OneDrive's output The following is an example, so please set as desired. The output will be displayed when you click the arrow in the red frame.
Once the setup is complete, click "Next".
The "Email Content" will be displayed, so please check for any mistakes and click "Test".
When the test is successful, "Test Successful" will be displayed, so click "Save".
When you move to Gmail, the message should have been sent!
Step 5: Turn on the trigger button and start the flow bot
All items have been set up here! The following screen will be displayed, so click "Turn on the trigger" to complete the automation settings. Let's check if the flow bot you set up is working properly!
This was the flow to notify Gmail when a file is uploaded to OneDrive.
Other Automation Examples Using OneDrive and Gmail APIs
It is possible to automate various tasks using the OneDrive and Gmail APIs. If you find something interesting, please give it a try!
Automation Examples Using OneDrive
When a document is notified in a chat tool or a status update triggers it, you can automatically store it in OneDrive or create folders.
Generate a PDF document from the contents of a Google Form and store it in OneDrive.
■Overview The workflow "Generate PDF document from Google Form contents and store in OneDrive" contributes to the efficiency of document issuing tasks. Routine tasks are automated, thus reducing the workload.
■Recommended for those who: ・Collect information using Google Forms ・Want to quickly generate PDF documents using responses from Google Forms ・Want to avoid the hassle of manually creating PDF documents and process them quickly ・Use OneDrive on a regular basis ・Want to streamline file management using OneDrive ・Save responses from Google Forms in PDF format regularly for efficient information management
■Notes ・Please integrate both Google Forms and OneDrive with Yoom. ・Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Note that the shortest activation interval may vary depending on the plan. ・For methods to obtain response contents when using Google Forms as a trigger, please see below. https://intercom.help/yoom/ja/articles/6807133 ・Microsoft365 (formerly Office365) has both personal and business plans (Microsoft365 Business), and authentication may fail if you are not subscribed to a business plan.
■Overview The "Notify updates in Outlook when a file is updated in OneDrive" flow aims to streamline file management and communication workflows. When important files on OneDrive are modified, notifications are automatically sent to Outlook, allowing all team members to instantly share the latest information.
■Recommended for ・Those who want to quickly grasp changes to files managed in OneDrive ・Those who want to enhance team communication using Outlook ・Project managers who want to receive notifications for each file update and respond efficiently ・IT personnel who do not want to spend time on manual notification tasks ・Business owners considering workflow automation and seeking efficiency
■Notes ・Please link OneDrive and ChatGPT with Yoom. ・You can select trigger intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan. ・Microsoft365 (formerly Office365) has plans for home use and general corporate use (Microsoft365 Business), and authentication may fail if you are not subscribed to the general corporate plan. ・Branching is a feature (operation) available in Mini Plan and higher plans. 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).
■Overview Are you feeling the hassle of manually checking the contents of documents such as invoices and contracts shared on Slack, changing the file name, and storing them in OneDrive? Such manual work not only takes time but can also lead to mistakes such as incorrect file naming and storage omissions. By utilizing this workflow, AI-OCR reads the document content triggered by file posting to Slack and automatically stores it in OneDrive with an appropriate file name, solving these issues and streamlining operations.
■Recommended for ・Those who manually save documents such as invoices received on Slack to OneDrive ・Those who manually change document file names and feel challenges in unifying naming conventions and reducing errors ・General affairs or accounting personnel who want to automate document management tasks and focus on more important core tasks
■Notes ・Please link Yoom with both Slack and OneDrive. ・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, and 60 minutes. The shortest trigger interval varies depending on the plan, so please be careful. ・OCR data may not be readable if it exceeds 6,500 characters or if the characters are small. ・The OCR operation is a feature available only in the Team Plan and Success Plan. In the case of the Free Plan and Mini Plan, the operation of the flow bot set will result in an error, so please be careful. ・Paid plans such as Team Plan and Success Plan can be tried for free for two weeks. During the free trial, you can use restricted apps and AI features (operations). ・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.
■ Overview The "Add a record to Notion when a file is created in OneDrive" workflow is an operational workflow that reduces the effort of file management and information organization. Whenever a new file is uploaded to OneDrive, related information is automatically recorded to Notion, eliminating the need for manual data entry. This results in improved efficiency and error prevention.
■ Recommended for ・Those who want to streamline file management with OneDrive and information organization with Notion ・Team leaders who are spending time manually entering file information into Notion ・IT personnel who want to automate workflows by integrating multiple SaaS applications ・Executives aiming for centralized information management while promoting digitalization of operations ■ Notes ・Please link each of OneDrive and Notion with Yoom. ・Microsoft365 (formerly Office365) has a family plan and a general business plan (Microsoft365 Business), and authentication may fail if you are not subscribed to the general business plan.
■ Overview The workflow "When status is updated in kintone, create a folder in OneDrive" streamlines folder management. For example, when a customer's status in kintone changes to "Order Received," a folder for each client is automatically created, leading to increased operational efficiency.
■ Recommended for those who - Manage operations using kintone - Want to automate tasks associated with status updates in kintone - Aim to efficiently create folders in OneDrive for workflow optimization - Utilize OneDrive for file and folder management within the company - Wish to eliminate the hassle of manually creating and organizing files - Want to quickly proceed with file organization and management triggered by status changes
■ Notes - Please integrate both kintone and OneDrive with Yoom. - Microsoft365 (formerly Office365) offers a personal plan and a general business plan (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail. - Branching is a feature (operation) available in plans of Mini or higher. In the case of a free plan, the operation of the flow bot you set up will result in an error, so please be aware. - Paid plans like Mini Plan offer a two-week free trial. During the free trial, you can use restricted applications and features (operations).
You can notify the contents of emails received in Gmail or add them to a database. It is also possible to notify the schedule for the day at a specified time every day.
Automatically send follow-up emails via Gmail after a Zoom webinar ends.
■Overview This is a flow to automatically send follow-up emails via Gmail after a Zoom webinar ends. By using Yoom, you can easily connect apps without the need for programming.
■Recommended for 1. Those who frequently host webinars on Zoom ・Those who want to ensure follow-up emails are sent to participants after the webinar ends but find manual work cumbersome ・Those who want to send follow-up emails to webinar participants quickly and efficiently
2. Those who use Gmail as a primary means of communication ・Those who use Gmail daily and want to improve work efficiency by automating template emails ・Those who want to avoid the hassle of sending individual emails to all participants
■Notes ・Please connect both Zoom and Gmail 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.
This is a flowbot that extracts information from emails received in Gmail using AI and links it to a specified spreadsheet. Please use it by forwarding emails from Gmail to the email address created in Yoom.
■Overview This flow classifies the importance of an email received in Gmail using AI and notifies Microsoft Teams. In Yoom, you can easily achieve this flow without the need for programming, thanks to its app integration capabilities.
■Recommended for ・Those who want to share important information from Gmail with their team ・Those who want to streamline the process of checking contents in Gmail and notifications via chat tools ・Those who want to prevent missing emails
■Notes ・Please integrate both Gmail and Microsoft Teams with Yoom. ・Branches are features (operations) available in Mini Plan or higher. In the case of the free plan, the operations set by the Flowbot will result in an error, so please be careful. ・Paid plans like the Mini Plan offer a 2-week free trial. During the free trial, you can use app and feature (operation) restrictions. ・Microsoft 365 (formerly Office 365) has plans for individual and general corporate (Microsoft 365 Business). If you are not subscribed to a general corporate plan, authentication may fail.
■Overview The flow 'Retrieve events from Google Calendar and send reminders via Gmail' is a business workflow that automatically checks Google Calendar events and sends reminder emails through Gmail. By utilizing Yoom, you can smoothly integrate Google Calendar and Gmail, achieving automation of reminders.
■Recommended for ・Those who use Google Calendar regularly and want to make schedule management more efficient Those who have a wide range of daily schedules and find manual reminder settings cumbersome ・Business people who use Gmail as their main communication tool Those who want to perform reminders in Gmail to avoid missing important email notifications ・Companies or teams that want to improve efficiency by advancing business automation Those who want to focus resources on other important tasks without spending time on manual reminder settings and schedule checks
■Notes ・Please integrate both Google Calendar and Gmail with Yoom.
How was it? By integrating OneDrive and Gmail, you can solve issues such as "wanting to expedite file verification," "reducing manual notifications," and "enhancing work efficiency."
With the no-code tool Yoom, you can easily integrate OneDrive and Gmail 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 immediately.
Having transitioned from a career in child welfare to working as a writer, I am currently blogging for Yoom. I am continually amazed by the efficiency improvements Yoom enables and am eager to share this excitement with others to contribute to society. I will be sharing insights on app integrations and automation that even someone like me, with zero programming knowledge, can accomplish.
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