Are you manually uploading files attached to emails to Box every time? Some of you might feel, "If only I could automatically save files received in Outlook to Box, file management would be much easier..." Additionally, there might be requests for automatic notifications in Outlook when files are added to Box.
If you feel this way, integrating Outlook and Box might solve your problems! This time, we will clearly explain what you can do by linking Outlook and Box, as well as how to create a specific integration flow!
When you hear about data integration, it might sound difficult, but with Yoom, which allows data integration without specialized knowledge, you can easily set it up! Please refer to this article and try linking Outlook and Box!
For those who want to try it as soon as possible,
By using Yoom, you can easily integrate Outlook and Box with no code. Yoom provides templates for linking Outlook and Box in advance, so you can achieve integration immediately just by registering, even without API knowledge.
When you receive an email with a file in Outlook, upload it to Box.
■Overview The "Upload to Box when receiving an email with attachments in Outlook" flow is a business workflow that significantly reduces the hassle of email management. Receiving a large number of emails every day and manually saving the necessary attachments from them takes time and effort. Especially when using multiple platforms, organizing files can often become complicated. By utilizing this workflow, attachments from emails that meet the conditions set in Outlook are automatically saved to Box, allowing for smooth file management. This prevents overlooking important data and organizing errors, thereby improving work efficiency.
■Recommended for ・Those who use Outlook regularly and spend time managing email attachments ・Those who want to centrally manage files using Box but find manual uploads cumbersome ・IT personnel or team leaders who want to advance business automation ・Business professionals who want to securely save important documents received via email and share them within the team ・Executives or managers of companies seeking efficiency due to increased email processing during busy periods
■Notes ・Please link both Outlook and Box with Yoom. ・You can select the trigger activation interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan. ・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.
By integrating the APIs of Outlook and Box, you can automatically sync Outlook data with Box! For example, you can automatically perform data synchronization like the following without human intervention.
Upload to Box When Receiving an Email with Attachments in Outlook
When you receive an email with attachments in Outlook, it is automatically uploaded to Box, making it ideal for those who want to manage files smoothly. Since attachments are automatically saved to Box, the location of files becomes clear, making searching and sharing easier.
When you receive an email with a file in Outlook, upload it to Box.
■Overview The "Upload to Box when receiving an email with attachments in Outlook" flow is a business workflow that significantly reduces the hassle of email management. Receiving a large number of emails every day and manually saving the necessary attachments from them takes time and effort. Especially when using multiple platforms, organizing files can often become complicated. By utilizing this workflow, attachments from emails that meet the conditions set in Outlook are automatically saved to Box, allowing for smooth file management. This prevents overlooking important data and organizing errors, thereby improving work efficiency.
■Recommended for ・Those who use Outlook regularly and spend time managing email attachments ・Those who want to centrally manage files using Box but find manual uploads cumbersome ・IT personnel or team leaders who want to advance business automation ・Business professionals who want to securely save important documents received via email and share them within the team ・Executives or managers of companies seeking efficiency due to increased email processing during busy periods
■Notes ・Please link both Outlook and Box with Yoom. ・You can select the trigger activation interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan. ・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.
Now, let's create a flow that integrates Outlook and Box! This time, we'll use Yoom to proceed with the integration of Outlook and Box without any coding. If you don't have a Yoom account yet, please create one using this registration form.
[What is Yoom]
This time, we will create a flow bot that "uploads to Box when an email with a file is received in Outlook"! The creation process is broadly divided into the following steps.
Integrate Outlook and Box with My Apps
Copy the template
Set the trigger for Outlook and the action for Box
Set the trigger to ON and complete the preparation for flow operation
When you receive an email with a file in Outlook, upload it to Box.
■Overview The "Upload to Box when receiving an email with attachments in Outlook" flow is a business workflow that significantly reduces the hassle of email management. Receiving a large number of emails every day and manually saving the necessary attachments from them takes time and effort. Especially when using multiple platforms, organizing files can often become complicated. By utilizing this workflow, attachments from emails that meet the conditions set in Outlook are automatically saved to Box, allowing for smooth file management. This prevents overlooking important data and organizing errors, thereby improving work efficiency.
■Recommended for ・Those who use Outlook regularly and spend time managing email attachments ・Those who want to centrally manage files using Box but find manual uploads cumbersome ・IT personnel or team leaders who want to advance business automation ・Business professionals who want to securely save important documents received via email and share them within the team ・Executives or managers of companies seeking efficiency due to increased email processing during busy periods
■Notes ・Please link both Outlook and Box with Yoom. ・You can select the trigger activation interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan. ・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.
1. Please register Outlook and Box as My Apps to connect them to Yoom. By completing the My Apps registration in advance, you can proceed with the automation settings smoothly.
First, let's register Outlook as a My App. Click on "My Apps" → "Add" on the left side of the Yoom screen. Look for Outlook in the app list or use the search function to find it.
Microsoft Teams
Select Microsoft Teams from the search results.
After transitioning to this screen, enter your Microsoft 365 login information. ※ Regarding Microsoft365 (formerly Office365), if you are not subscribed to the general corporate plan (Microsoft365 Business), authentication may fail.
This completes the My Apps integration with Microsoft Teams.
Step 2: Copy the Template
1. To set up automation, click on "Try it" in the banner below.
When you receive an email with a file in Outlook, upload it to Box.
■Overview The "Upload to Box when receiving an email with attachments in Outlook" flow is a business workflow that significantly reduces the hassle of email management. Receiving a large number of emails every day and manually saving the necessary attachments from them takes time and effort. Especially when using multiple platforms, organizing files can often become complicated. By utilizing this workflow, attachments from emails that meet the conditions set in Outlook are automatically saved to Box, allowing for smooth file management. This prevents overlooking important data and organizing errors, thereby improving work efficiency.
■Recommended for ・Those who use Outlook regularly and spend time managing email attachments ・Those who want to centrally manage files using Box but find manual uploads cumbersome ・IT personnel or team leaders who want to advance business automation ・Business professionals who want to securely save important documents received via email and share them within the team ・Executives or managers of companies seeking efficiency due to increased email processing during busy periods
■Notes ・Please link both Outlook and Box with Yoom. ・You can select the trigger activation interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan. ・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.
4. Press "Test", and if "Test Successful" is displayed, click "Save"!
Step 5: Setting to Download Email Attachments
1. Next, click "Download Email Attachment".
2. The following screen will be displayed, check the settings and press "Next".
"Title" → Can be freely changed
"App" → Outlook
"linked Account" → Check for any discrepancies in the account
"Action" → Download email attachment
3. Select "Email ID" and "File ID" from the retrieved value as shown below.
4. Press "Test", and if "Test Successful" is displayed, click "Save"!
Step 6: Setting to Upload Files to Box
1. Next, click "Upload File".
2. The following screen will be displayed, check the settings and press "Next".
"Title" → Can be freely changed
"App" → Box
"Linked Account" → Check for any discrepancies in the account
"Action" → Upload file
3. Select "lint of File Names" from the retrieved value.
4. Check the following items.
"Destination Folder Content ID" → Obtain from the URL of the folder where the file will be stored
"File Attachment method" → Use retrieved value / Downloaded file
5. Press "Test", and if "Test Successful" is displayed, click "Save"!
Step 7: Set the Trigger to ON and Complete the Flow Setup
Finally, click "Turn Trigger ON" to complete the automation setup. Make sure the flow bot starts correctly.
Thank you for setting it up!
If You Want to Send an Email with Outlook When a File is Added to Box
This time, we introduced how to link data from Outlook to Box, but if you want to link data from Box to Outlook, please also use the template below!
Send an Email with Outlook When a File is Added to Box
When a file is added to Box, a notification email is automatically sent via Outlook. This allows team members to be notified immediately when a new file is added, speeding up operations!
When a file is added to Box, send an email in Outlook.
■Overview The "Send an email with Outlook when a file is added to Box" workflow automatically sends a notification email via Outlook when a file is added to Box. This eliminates the need for manual email sending during file sharing, enabling quick and reliable information sharing.
■Recommended for ・Those who use Box and Outlook regularly and want to implement automatic notifications when sharing files ・Leaders who want to streamline file management and information sharing within project teams ・Business people who want to reduce manual email sending tasks and automate operations ・Those who want to strengthen team collaboration by not missing the timing of information sharing
■Notes ・Please link both Box and Outlook with Yoom. ・Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business), and authentication may fail if you are not subscribed to the general business plan.
Retrieve a list of files from the Box folder on a specific day each week and share via Outlook
On a specific day each week, retrieve the latest list of files from a designated Box folder and automatically send it via email to relevant parties using Outlook. This may help prevent information leaks and forgetting to share!
Every week on a designated day, retrieve the list of files in the Box folder and share it via Outlook.
■Overview The "Retrieve a list of files in the Box folder on a specified day of the week and share via Outlook" flow automates regular file management and sharing. Every week on a specific day, it retrieves the latest list of files from a designated Box folder and automatically sends an email to stakeholders via Outlook. This reduces the manual effort of checking and sharing, ensuring efficient communication while maintaining the freshness of information.
■Recommended for - Those responsible for regularly sharing the contents of a Box folder with their team - Those who spend time manually retrieving file lists and sending emails - Business users who use Box and Outlook and want to automate their integration - Project managers who want to maintain consistent timing for information sharing
■Notes - Please integrate Box and Outlook with Yoom. - Microsoft365 (formerly Office365) has both consumer and general business plans (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.
■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.
■Overview This flow creates a folder in Box at the beginning of each month. By using Yoom, you can easily integrate apps without programming.
■Recommended for 1. Those using Box for business ・Those managing files and folders with Box ・Teams utilizing Box for collaborative work ・Those who want to automate folder creation and standardize folder names for management ・Those manually creating folders each month
■Overview The workflow "Regularly sync the list of files in the Box folder to Google Sheets" is a business workflow that streamlines file management and allows you to always check the latest information in a spreadsheet. When using Box, file management and tracking updates within a folder can become cumbersome. Especially in an environment where a large number of files are frequently added or updated, manually organizing information can be challenging. By utilizing this workflow, you can automate the integration of Box and Google Sheets and easily view the latest file list.
■Recommended for - Those who manage large numbers of files using Box and want to centralize the latest information into a spreadsheet. - Business personnel spending time updating file lists manually. - Team leaders aiming for efficient data management by integrating Box and Google Sheets. - Executives looking to regularly check the file status and share it within the team.
■Notes - Please integrate Box and Google Sheets respectively with Yoom. - Triggers can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. - The shortest activation interval varies by plan, so please be careful. - The operation between "Repeat the same process" is a feature available only in Team Plan and Success Plan. In the case of Free Plan or Mini Plan, the operations or data connects set in the flow bot may result in errors, 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 or features (operations) that are subject to restriction.
By incorporating this data integration, you can significantly reduce the hassle of manual file management and information sharing! I hope you now understand how smoothly file management can be by automatically linking Outlook data to Box!
The key point of using Yoom for data integration is that no programming is required, making it easy for beginners to start with confidence, and it can be set up intuitively without specialized skills. It's easy to take on the challenge for those who have given up on automation or hesitated before, so why not start data integration at this opportunity?
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