Notify Outlook of Updates When a File is Updated in OneDrive
This flow notifies Outlook of updates when a file is updated in OneDrive.
It helps prevent errors or omissions in checking file contents.
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When you add a new file to OneDrive, you might want to quickly share it with members via Outlook. However, have you ever experienced delays in sending messages due to a busy schedule, or even forgotten to send them altogether?
If you have had such experiences, we recommend integrating OneDrive and Outlook at this opportunity!
That said, when you hear "integration," you might think "it sounds complicated" or "do I need an engineer's help?"
However, by utilizing the no-code tool Yoom, anyone can easily integrate OneDrive and Outlook and automatically sync data!
Once integrated, you may reduce the burden of manual work and prevent file sharing errors.
In this article, we will explain in detail what you can do with OneDrive and Outlook integration and the specific setup procedures. If you want to automate file sharing with your team members, please read to the end!
By using Yoom, you can easily integrate OneDrive and Outlook without any code. Yoom provides templates for integrating OneDrive and Outlook, so you can achieve integration immediately just by registering, even without API knowledge.
By integrating OneDrive and Outlook via API, you can automatically sync OneDrive data with Outlook! For example, you can automatically perform data synchronization like the following without human intervention.
This is a flow where a file is attached to Outlook and a notification is sent when a file is added to OneDrive.
You can streamline file sharing among teams.
This flow notifies Outlook of updates when a file is updated in OneDrive.
It helps prevent errors or omissions in checking file contents.
Let's get started by creating a flow that integrates OneDrive and Outlook! This time, we'll use Yoom to proceed with the integration of OneDrive and Outlook without any coding. If you don't have a Yoom account yet, please create one from the Yoom Registration Form.
[What is Yoom]
This time, we will create a flow to integrate data from files added in OneDrive to Outlook!
The creation process is broadly divided into the following steps:
First, connect OneDrive and Outlook with My Apps.
Once logged into Yoom, click "+ Add" from "My Apps" in the left menu.
[For OneDrive]
1. Search for "OneDrive" and select OneDrive from the list of apps.
2. You will be prompted to sign in with your Microsoft account, so enter the email address of the account you want to connect.
3. Enter your password.
This completes the My Apps connection for OneDrive.
For more information on My Apps registration procedures and precautions for Microsoft 365 services, please also refer to this page.
* "Microsoft 365 (formerly Office 365)" has personal and business plans (Microsoft 365 Business). If you do not have a business plan, authentication from Yoom may not work properly, so please be careful.
[For Outlook]
1. Search for "Outlook" and select Outlook from the list of apps.
2. You will be prompted to sign in with your Microsoft account, so enter the email address of the account you want to connect.
3. Enter your password.
This completes the My Apps connection for Outlook.
For more information on My Apps registration procedures and precautions for Microsoft 365 services, please also refer to this page.
Once the My Apps connection is complete, let's set up the template right away.
Click "Try it" on the banner below to copy the template.
When the template is copied to Yoom, the following screen will appear, so press "OK".
(1) Click "When a file is created or updated in a specific folder" at the top of the template.
(2) Select the OneDrive account information you want to link with Yoom and click "Next".
By linking the app in advance, the information of the linked account will be automatically selected.
(3) Select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
It is generally recommended to set it to the shortest time.
* The trigger interval varies depending on the plan.
(4) Enter the OneDrive drive ID in "Drive ID".
A list of drives in the account will be displayed under "Candidates", so select the drive that suits your operation.
(5) Enter the name of the folder to be operated in "Folder Name".
Then, enter the folder ID that matches the folder name in "Folder ID".
When you click the input box for "Folder ID", the folder ID that matches the entered folder name will be displayed under "Candidates", so select the appropriate one.
(6) Click "Test" to run the test.
Check if the test is successful and if the information of the files in the folder is extracted in the "Output". If the test is not successful, try adding or updating files.
If there are no issues, click "Save" to complete the settings.
(1) Click "Download File" in the template.
(2) Select the OneDrive account linked in Step 3 in "Account Information to Link with OneDrive".
(3) Set the drive ID where the file you want to download is saved in "Drive ID".
You can also select the drive ID from "Candidates".
(4) In "File Item ID", select the "Item ID" from "When a file is created or updated in a specific folder" in "Output".
(5) Click "Test" to run the test.
If the test is successful, the file you set will be available for download.
By clicking "Download", you can check the contents of the file.
If there are no issues, click "Save" to complete the settings.
(1) Click "Generate Text" in the template.
(2) Set the number of characters to generate in "Action".
Once the settings are complete, click "Next".
(3) Set the AI operation instructions in "Prompt".
Under "Remove the extension from the following content", select "Item Name" from "When a file is created or updated in a specific folder" in "Output".
(4) Set the "Language" optionally, but it is generally good to leave it blank.
Click "Test" to run the test.
(5) If "Test Successful" is displayed and the file name with the extension removed is displayed in "Output", it's OK.
Click "Save" to complete the settings.
(1) Click "File Name Conversion" in the template.
(2) Set "Value to Rename" to "Downloaded File".
In "New Filename", select "Generation Result" from "Generate Text" in "Output".
(3) Set "Value Name" to "File After Name Change".
(1) Click "Send Email" in the template.
(2) Select the Outlook account information in "Account Information Linked with Outlook".
(3) Set the following in "Email Content".
(4) Set the "Body" as desired.
By selecting "Item Name" or "URL" from "When a file is created or updated in a specific folder" in "Output", you can quote the file name or file URL in the notification content.
(5) In "Attachment Files", set "Use Retrieved Value" and "File After Name Change", and click "Next".
(6) Check the "Email Sending Content".
Click "Test" to run the test.
Check if the email is sent to the set email address.
If there are no issues, click "Save" to complete the settings.
This completes all the settings.
After completing the settings, a pop-up like the one below will appear, so turn on the trigger.
Check if the flow operates normally!
By leveraging the APIs of OneDrive and Outlook, various automations can be achieved!
How about considering the following automations?
You can automate not only file uploads and storage, and file creation, but also linking data from other tools to files!
It is possible to automate tasks such as storing email data and periodically retrieving and sending necessary data!
We introduced how to integrate OneDrive with Outlook!
If you can set up notifications to Outlook for new files added to OneDrive, as described in the flow we introduced, it might enable quick sharing with the appropriate members. This would be great if it leads to improved work efficiency!
Also, <span class="mark-yellow">this app integration can be easily achieved using Yoom, which requires no programming!</span>
Since you can smoothly implement automation without specialized knowledge like that of an engineer, beginners in app integration might find this beneficial.
If you want to implement such automation, sign up for Yoom now!
After creating a free account, you can immediately check the actual usability. You can quickly register an account during a break at work, so please take this opportunity to try it out!
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