How to integrate Outlook with Airtable to automatically register inquiries received in Outlook into Airtable

Step 1: Connect Outlook and Airtable to My Apps

Let's connect the apps used in this flow with Yoom.
After logging into Yoom, click "+ New Connection" from "My Apps" in the left menu.

Try searching for each app in the app search window.

Outlook My Apps Connection

Connecting Outlook to My Apps requires logging in with a Microsoft account.

Once you log in with your Microsoft account, the connection to My Apps in Yoom will be completed automatically.

Airtable (OAuth) My Apps Connection

To connect Airtable to My Apps, you need to register the workspace together.

After adding the workspace, click "Grant access" to connect.

Once the connection to My Apps is complete, it will be displayed in the list.

This completes the connection to My Apps.
Click "Try it" from the banner below to copy the template.

Step 2: Set Up App Trigger in Outlook

The initial setting is "When an email is received".
Set the flow to trigger when an email is received in the specified folder.

On the first page, the account information of the Outlook integrated with My App is reflected.

If necessary, make corrections to the title, check the account information, and proceed to the next step.

Next, set the trigger activation interval and detailed settings for the emails to be received.

The trigger activation interval can be selected from 5 to 60 minutes, and it checks for email reception at the specified time intervals.
Please note that the trigger activation interval may not be selectable depending on the plan.

Once the settings are complete, send an email to Outlook for testing and click "Test".
(Clicking the test button without sending an email will result in an error.)

If the test is successful, the content of the test email will be reflected in the output.

When the flow is actually running, the output values obtained for each received email will vary.
Once confirmed, click "Save" to complete the trigger setup.

Step 3: Set Up Data Extraction from Received Emails

The next setting is "Extract Data from Text".
Extract data to reflect the information from the received email into Airtable.

‍This AI operation (data extraction) isonly available on some paid plans. If your plan is not eligible, the operation of the flow bot you set will result in an error, so please be careful.

Paid plans offer a 2-week free trial, during which you can use the restricted AI operations.

First, set up the action.

You can select from 3,500 to 30,000 characters depending on the number of characters in the emails you receive.
After making corrections to the title, proceed to the next step.

Next, set the data to be extracted.

The target text reflects the body and sender output obtained from the Outlook settings.
If you are using a format where all necessary information is included in the email body, the body alone should suffice.

Once you have set the items you want to extract, click "Test".

If the test is successful, the output will be obtained according to the specified items.
Once confirmed, click "Save" to complete the data extraction settings.

Step 4: Set Up Record Creation in Airtable

The final setting is "Create Record".
Proceed with the settings to reflect the information from the received email into Airtable.

On the first page, make corrections to the title and check the account information, just like with Outlook, and proceed to the next step.

On the next page, perform detailed settings to reflect the information.
Also, enter the field names of the Airtable database (red box in the image below) and keep it open.

First, obtain the base ID and table ID from the Airtable URL and enter them.
Next, set the field names and corresponding outputs.

If the field names are incorrect, it will result in an error, so proceed with confirmation.
Once all items are set, click "Test".

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If the test is successful, the information will be reflected as set, and the output can be obtained in Yoom.
Once confirmed, click "Save" to complete all settings.

Finally, turn on the trigger and run the flow.

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With this, the content of inquiry emails will be automatically reflected in Airtable.

The flow set this time is as follows.

Other Automation Examples Using Outlook and Airtable

Create a Zoom Meeting and Send Meeting Information via Outlook When a Lead is Registered in Airtable

When a new lead is registered in Airtable, a meeting is automatically created in Zoom based on that information, and the details are sent to the recipient via Outlook. This flow eliminates the need to manually set up meetings and facilitates smoother business negotiations.

Create an invoice in Misoca and send it via Outlook when the status is updated in Airtable

When the status is updated in Airtable, an invoice is automatically created in Misoca and sent directly to the customer via Outlook. This automation is expected to reduce the burden of billing tasks and prevent payment delays.

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Create a Zoom Meeting When an Event is Scheduled in Outlook

When an event is added in Outlook, a Zoom meeting is automatically created, eliminating the need to manually set up the meeting. This is expected to streamline schedule management and reduce errors.

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Summary

By integrating Outlook with Airtable, you can reduce cumbersome manual tasks and improve operational efficiency. Especially with the no-code tool Yoom, which can be easily implemented without programming knowledge, anyone can quickly achieve automation.

If you're struggling with data management, register for free with Yoom now and take the first step towards improving your operations. By utilizing Yoom, data management becomes significantly easier, ensuring your work proceeds more smoothly.

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