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!
For those who want to try it quickly
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.
When a file is added to OneDrive, attach the file in Outlook and notify.
■Overview The "When a file is added to OneDrive, attach the file to Outlook and notify" flow is a business workflow that streamlines file management and communication. Every time a new file is uploaded to OneDrive, it immediately notifies relevant team members to prevent delays or oversights in information sharing.
■Recommended for ・Those who frequently add files to OneDrive and want to automate notifications in Outlook ・Project managers who want to efficiently share information with team members ・Business persons who want to improve work efficiency by reducing time spent on manual notifications ・IT personnel who want to facilitate communication by leveraging the integration of Outlook and OneDrive
■Notes ・Please integrate OneDrive, ChatGPT, and Yoom respectively. ・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 plans for home use and general corporate use (Microsoft365 Business), and authentication may fail if you are not subscribed to the general corporate plan.
What You Can Do by Integrating OneDrive and Outlook
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.
Notify by attaching a file to Outlook when a file is added to OneDrive
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.
When a file is added to OneDrive, attach the file in Outlook and notify.
■Overview The "When a file is added to OneDrive, attach the file to Outlook and notify" flow is a business workflow that streamlines file management and communication. Every time a new file is uploaded to OneDrive, it immediately notifies relevant team members to prevent delays or oversights in information sharing.
■Recommended for ・Those who frequently add files to OneDrive and want to automate notifications in Outlook ・Project managers who want to efficiently share information with team members ・Business persons who want to improve work efficiency by reducing time spent on manual notifications ・IT personnel who want to facilitate communication by leveraging the integration of Outlook and OneDrive
■Notes ・Please integrate OneDrive, ChatGPT, and Yoom respectively. ・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 plans for home use and general corporate use (Microsoft365 Business), and authentication may fail if you are not subscribed to the general corporate 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).
Let's Create a Flow to Integrate OneDrive and Outlook
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:
Integrate OneDrive and Outlook with My Apps
Copy the Template
Set the OneDrive Trigger and Outlook Action
Turn on the Trigger and Check the Operation
When a file is added to OneDrive, attach the file in Outlook and notify.
■Overview The "When a file is added to OneDrive, attach the file to Outlook and notify" flow is a business workflow that streamlines file management and communication. Every time a new file is uploaded to OneDrive, it immediately notifies relevant team members to prevent delays or oversights in information sharing.
■Recommended for ・Those who frequently add files to OneDrive and want to automate notifications in Outlook ・Project managers who want to efficiently share information with team members ・Business persons who want to improve work efficiency by reducing time spent on manual notifications ・IT personnel who want to facilitate communication by leveraging the integration of Outlook and OneDrive
■Notes ・Please integrate OneDrive, ChatGPT, and Yoom respectively. ・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 plans for home use and general corporate use (Microsoft365 Business), and authentication may fail if you are not subscribed to the general corporate plan.
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.
Step 2: Copy the Template
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 a file is added to OneDrive, attach the file in Outlook and notify.
■Overview The "When a file is added to OneDrive, attach the file to Outlook and notify" flow is a business workflow that streamlines file management and communication. Every time a new file is uploaded to OneDrive, it immediately notifies relevant team members to prevent delays or oversights in information sharing.
■Recommended for ・Those who frequently add files to OneDrive and want to automate notifications in Outlook ・Project managers who want to efficiently share information with team members ・Business persons who want to improve work efficiency by reducing time spent on manual notifications ・IT personnel who want to facilitate communication by leveraging the integration of Outlook and OneDrive
■Notes ・Please integrate OneDrive, ChatGPT, and Yoom respectively. ・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 plans for home use and general corporate use (Microsoft365 Business), and authentication may fail if you are not subscribed to the general corporate plan.
When the template is copied to Yoom, the following screen will appear, so press "OK".
Step 3: OneDrive Trigger Settings
(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.
Step 4: OneDrive Action 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.
Step 5: AI Text Generation 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.
Step 6: File Name Conversion 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".
Step 7: Outlook Action Settings
(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".
To: Set the email address to be notified
CC/BCC: Set the email address you want to send to other than To
Subject: Set the subject of the notification as desired
(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.
Step 8: Turn on the Trigger and Check Operation
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!
Other Automation Examples Using OneDrive and Outlook APIs
By leveraging the APIs of OneDrive and Outlook, various automations can be achieved! How about considering the following automations?
Automation Examples Using OneDrive
You can automate not only file uploads and storage, and file creation, but also linking data from other tools to files!
When an account is registered in Salesforce, create a folder for each account in OneDrive.
■Overview The "Upload files to OneDrive when a file is created in Microsoft SharePoint" flow is a business workflow that automates file management by leveraging the integration between Microsoft SharePoint and OneDrive. This helps streamline file transfers and backup tasks, supporting increased team productivity.
■Recommended for ・Business users who regularly use Microsoft SharePoint and OneDrive ・IT personnel looking to streamline file management and sharing tasks ・Team leaders considering automating business processes by utilizing multiple SaaS applications ・Administrative staff spending time on manual file transfers ・Executives aiming for centralized data management and organization of information
■Notes ・Please integrate Yoom with both OneDrive and Microsoft SharePoint. ・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. ・Microsoft365 (formerly Office365) has plans for home use and general business use (Microsoft365 Business), and authentication may fail if you are not subscribed to the general business plan. ・Branching is a feature (operation) available with plans above the mini plan. Please note that operations set in the flow bot will result in an error with the free plan. ・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). ・Due to app specifications, there may be cases where the file creation date and last modified date are not the same, and branching may not occur correctly.
■Overview This workflow automatically summarizes documents uploaded to OneDrive using ChatGPT and saves the results back to OneDrive. It is an optimal business workflow for those who want to efficiently organize and utilize a large volume of materials.
■Recommended Users for This Template Business professionals managing a large number of documents who need efficient summarization IT personnel using OneDrive who want to automate the summarization process Project leaders who want to facilitate smooth information sharing within the team
■Notes ・Please integrate both OneDrive and ChatGPT 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. ・There are consumer plans and general business plans (Microsoft365 Business) for Microsoft365 (formerly Office365), and if not subscribed to a general business plan, authentication may fail. ・To execute ChatGPT (OpenAI) actions, a paid OpenAI API plan is required. (Payment must be ready when the API is used) https://openai.com/ja-JP/api/pricing/ ・Use of the ChatGPT API is provided by OpenAI on a paid basis, with metered billing based on tokens used during API communication. Therefore, an error will occur if payment cannot be made when using the API, so please be cautious. ・AI operations for OCR or voice transcription are only available with Team Plan and Success Plan. For Free Plan or Mini Plan, flowbot operations configured will result in errors, so please be aware. ・Paid plans such as Team Plan and Success Plan offer a two-week free trial. During the free trial, you can use restricted applications and AI functions (operations).
■Overview Based on the information managed in Google Sheets, the task of manually creating a folder in OneDrive each time is not only labor-intensive but also tends to cause omissions and naming mistakes. By leveraging this workflow, simply adding a new row to Google Sheets will automatically create the specified folder in OneDrive, enabling you to improve operational efficiency while maintaining accuracy in file management.
■Recommended for ・People who manage projects or customer information using Google Sheets and OneDrive ・People who want to eliminate the effort of manual folder creation and mistakes such as omissions ・People who want to automate file management tasks and create an environment that allows them to focus on core work
■Notes ・Please connect both Google Sheets and OneDrive with Yoom. ・Microsoft 365 (formerly Office 365) has consumer plans and commercial plans (Microsoft 365 Business). If you are not subscribed to a commercial plan, authentication may fail. ・For the trigger, you can choose a run interval of 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum run interval varies by plan.
■Overview This is a workflow that automatically creates tickets in HubSpot based on Outlook email content. By using Yoom to analyze and integrate email information, it eliminates the complexity of manual work and enables a swift response.
■Recommended for ・Sales and support staff who manage customer inquiries received in Outlook with HubSpot ・Business users who want to reduce time spent on creating tickets manually and improve work efficiency ・IT personnel looking to strengthen integration between Outlook and HubSpot and centralize information management ・Administrators of companies aiming for error prevention and rapid response through automation
■Notes ・Please link Yoom with both Outlook and HubSpot. ・Microsoft365 (formerly Office365) has both personal and business plans (Microsoft365 Business), and if you are not enrolled in the business plan, authentication may fail. ・You can choose the trigger activation interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please be aware that the shortest activation interval varies depending on the plan.
■Overview In this flow, a Zoom meeting is automatically generated when a new schedule is entered in Outlook, and the meeting link is added to the target Outlook schedule. This automation eliminates the need for manual meeting setup and link sharing, enabling efficient meeting management. With Yoom, you can easily connect applications without the need for programming.
■Recommended for - Business people who frequently use Outlook and Zoom and want to reduce the hassle of meeting setup - Team leaders or project managers who want to efficiently manage multiple meetings - Office workers who feel the annoyance of manually adding meeting links - Corporate managers who want to improve business efficiency and make effective use of time
■Notes - It is necessary to link Outlook and Zoom with Yoom respectively. - The trigger can be set to intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. - Please note that the minimum activation interval varies depending on the plan. - Branching is a function available in Mini plans or higher. For free plans, operations set in the Flow Bot will result in errors, so please be careful. - Paid plans such as the Mini plan can have a 2-week free trial. During the free trial, you can use restricted apps and features (operations). - Microsoft365 (formerly Office365) has plans for home use and general corporate use (Microsoft365 Business). If you are not subscribed to the general corporate plan, authentication may fail.
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, this app integration can be easily achieved using Yoom, which requires no programming! 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!
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
I have been working as a web writer and director for over two years. I resonate with Yoom's vision and have been entrusted with the responsibility of managing blog production. Leveraging the skills I have developed through various writing tasks, I am committed to delivering content that is easy to understand and meets the needs of all users.
.avif)
