How to integrate Outlook with Google Chat to extract information from Outlook emails using AI and notify in Google Chat

Step 1: Integrate Outlook and Google Chat with My Apps

(1) After logging into Yoom, select "My Apps" on the left panel and click "+ New Connection".

(2) From the list of new connections in My Apps, click on Outlook.
※ Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.
(3) Log in with your account from the sign-in screen.

(4) Next, register Google Chat with My Apps. Similarly, click on Google Chat from the list of new connections in Yoom.
※ It is recommended to use "Google Chat (OAuth)".
(5) Click "Sign in with Google".

(6) Enter the Client ID and Client Secret that appear, and click "Register".
For detailed integration instructions, please check the following site.‍

How to Register Google Chat (OAuth) with My Apps

Once the integration is complete, Outlook and Google Chat will be registered in Yoom's My Apps.

This completes the registration of My Apps.
Next, let's set up triggers using templates!

Step 2: Set up for receiving emails by integrating with Outlook

(1) Use the template introduced earlier. Click "Try it" on the banner below.

Click on "When an email is received" in the app trigger.

(2) From the "Select Linked Account and Action" screen in Outlook, check if there are any errors in the account information linked with Outlook, keep the trigger action as "When an email is received," and click "Next."

(3) From the "App Trigger API Connection Settings" screen, select the trigger activation interval.
Select the trigger activation interval from the dropdown menu with options of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
※ Please note that the shortest trigger activation interval varies depending on the plan.

Scroll down and select the mail folder ID from the suggestions.

Once the selection is complete, click "Test" at the bottom, and if no errors occur, click "Save."

Step 3: Extract Information from Email Body Using AI Features

(1) Next, use AI features to extract information from the email body.
Click "Extract Information from Email Body."
※ AI operations are available only in the Team Plan and Success Plan. For Free Plan and Mini Plan, the operation of the configured flowbot will result in an error, 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 restricted apps and AI features (operations).

(2) Click "Change" from the "Select Action" screen.

Select the conversion type according to the number of characters in the text.

Once the selection is complete, click "Next."
(3) From the "Set Details" screen, enter the target text.
You can quote Outlook information by selecting from the output.

Scroll down and directly enter the items you want to extract.
Once the input is complete, click "Test," and if no errors occur, click "Save" at the bottom.

Step 4: Integrate with Google Chat and Set Up Notifications

(1) Next, integrate with Google Chat and set up notifications.
Click "Notify Google Chat."

(2) From the "Select Linked Account and Action" screen in Google Chat, check if there are any errors in the account information linked with Google Chat, keep the action as "Notify Google Chat," and click "Next."

(3) From the "API Connection Settings" screen, check the red line and enter the space ID, key, token, and message content.
The content entered in the message will be reflected in Google Chat.

Once the input is complete, click "Test" at the bottom, and if no errors occur, click "Save."
(4) Finally, click "Turn on Trigger."

This completes the flowbot for "Extracting information from Outlook emails using AI and notifying Google Chat."

Other Automation Examples Using Outlook and Google Chat

At Yoom, there are other examples of automation using Outlook and Google Chat, and we would like to introduce a few of them.

1. Use OCR to Read Contracts Received in Outlook, Add Them to kintone, and Notify via Google Chat

The information from contracts received in Outlook is read using OCR functionality, registered in kintone, and smoothly reflected in Google Chat. This eliminates the need to manually enter data into multiple systems, reducing the burden on staff and preventing human errors.

2. When an email with a specified subject arrives in Outlook, extract the value from the text and register it in Google Calendar

By utilizing this flow, you can automatically create Google Calendar events based on information received in Outlook. This allows for the automatic management of regularly received schedule information, helping to prevent any omissions in registration.

3. Upload attachments received in Outlook to Google Drive

After receiving an email, attachments are automatically uploaded to Google Drive, enabling timely information sharing. Additionally, by automating the process, it helps reduce human errors such as missing file saves or incorrect save locations, thereby preventing the risk of loss.

Additionally, if you want to check templates using Outlook or Google Chat, please visit the following sites.

List of Flowbot Templates Using Outlook

List of Flowbot Templates Using Google Chat     

Summary

The system that extracts information from Outlook emails using AI and notifies Google Chat will support business operations in various ways, such as timely information sharing, improved work efficiency, reduced human error, centralized information management, and high customizability.
This integration is particularly effective in environments with a high volume of emails, where quick responses and smooth information sharing among teams are required.
By implementing it, you can reduce individual burdens and expect improved performance for the entire team.
Why not take this opportunity to implement the integration of Outlook and Google Chat?