How to Upload Attachments Received in Outlook to Google Drive

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How to Upload Attachments Received in Outlook to Google Drive

First, if there is an attachment in an email sent to Outlook, download it using Outlook's API.
Then, use Google Drive's API to retrieve and download the data, and upload it to Google Drive.
Generally, programming knowledge is required to achieve such integration, but with the no-code tool Yoom, it can be easily accomplished without programming knowledge.

The integration flow this time is broadly divided into the following processes.

• Integrate Outlook and Google Drive with My Apps
• Set up branching by launching Outlook
• Set up to retrieve and download data, and upload it to Google Drive
• Turn on the trigger button and check the integration operation of Outlook and Google Drive

First, let's register with Yoom.
Yoom offers a 2-week trial. You can actually operate it and check the usability.

Step 1: Integrate Outlook and Google Drive with My Apps

After completing the registration with Yoom, select "My Apps" from the menu on the left.

Next, click the new connection button at the top right.

Integrating Outlook with Yoom

1. Log in
Log in to Microsoft365. By logging into Microsoft365, the My Apps integration will be completed quickly.
*Note: If you are not subscribed to a general corporate plan (Microsoft365 Business) for Microsoft365 (formerly Office365), authentication may fail.

2. Search

Click the Outlook icon.

3. Integration Complete

The screen will switch immediately. If the above display appears, the integration is complete.

Integrating Google Drive with Yoom

1. Search

Click the Google Drive icon.

2. Sign In

Click the red frame.

3. Select Account

Select the account to integrate.

Review and agree, then click Next.

4. Integration Complete

The screen will switch, and if the above display appears, the integration is complete.

Step 2: Copy the Template

Next, please copy the template to be used this time.

1. Click "View Details" on the top banner
2. Click "Try this template" at the bottom of the migrated screen
3. If you haven't registered with Yoom yet, please register

* If you have already completed registration, the login screen will be displayed, so please log in.

When the Flowbot template is copied to "My Projects", the above display will appear.

You will be taken to a page like the image, so let's proceed with detailed settings.

Step 3: Launch Outlook and Set Up Branching

1. Open My Projects

Open "My Projects" from the menu on the left side of the screen.

2. Open the copied template
‍Click "Upload attachments received in Outlook to Google Drive".

3. App Trigger

Select "When a specific subject email is received" from the Outlook icon.
Proceed to the next step.‍

4. Specify Trigger

‍

Set the trigger activation interval.

You can set the activation interval from the dropdown as shown in the image.

The trigger can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
Please note that the shortest activation interval varies depending on the plan.

5. Specify Folder

Specify the folder ID.

By clicking the box, the folders will be displayed in a list, so select and set them.‍

6. Set Keywords

Let's also set the keywords.

The specified keywords will be identified here, and the files attached to that email will be automatically processed.‍

7. Run Test

Press the test button, and if "Test Successful" is displayed in blue, press save.
* Please create a test email in advance, attach a file, and send it to Outlook.

Continue to set up branching.

1. Branch

Select "Branch by presence of attachment" from the Outlook icon.
Scroll down.

* Branching actions are limited to paid plans. A two-week trial is available for paid plans.

2. Specify Branching Conditions

Since the template is being utilized, the settings are already completed.
Therefore, check to see if it matches the image.

Step 4: Set Up to Retrieve and Download Data and Upload to Google Drive

1. Integrate with App

‍

Select "Retrieve email attachment information" from the Outlook icon.
Proceed to the next step.

2. Set Email ID

Set the email ID.

Since the template is being utilized, the data is already inserted.
Check to see if it matches the image.‍

3. Run Test

Press the test button, and if "Test Successful" is displayed in blue, press save.

Next, let's set up downloading the Outlook file.

1. Integrate with App

Select "Download email attachments" from the Outlook icon.
Press Next.

2. Run Test

Since the template is being utilized, the settings are already completed.
Therefore, press the test button, and if "Test Successful" is displayed in blue, press save.

Finally, let's set up uploading to Google Drive.

1. Integrate with App

‍
Select "Upload file" from the Google Drive icon.
Press Next.

2. Set Folder ID

Specify the folder to upload the file to. Click the box.

A list of created folders will be displayed. Click to select the folder you want to store.

The file name can be set arbitrarily. Click the box.

Select "When a specific email is received".

The email data received in Outlook will be displayed in a list.
By using the data in this list, you can use the email subject or received date as the file name.

This time, I selected the subject.

3. Run Test

Once the settings are complete, press the test button at the bottom.
If "Test Successful" is displayed in blue, the setup is complete. Press save.

4. Turn on the Trigger

When the Flowbot creation is complete, the above display will appear. The trigger is initially set to OFF, so turn it ON.

Flowbot template used this time
Upload attachments received in Outlook to Google Drive

Other Automation Examples Using Outlook and Google Drive

In addition to the flow introduced this time, you can achieve various business automations by using the APIs of Outlook and Google Drive.
All of these can be used with simple settings, so if you find something interesting, please give it a try!

Other Automation Examples with Outlook and Google Drive

You can rename received file names and store them in Google Drive, or notify Outlook of the results analyzed by Gemini when an image is uploaded to Google Drive.
Furthermore, it is possible to read contracts received via Google Forms with OCR, add them to kintone, and notify Outlook.

Example of Automation Using Google Drive

Create a Folder in Google Drive When Information is Registered

When information is registered, a new folder is automatically created in Google Drive, allowing you to manage folders in an organized manner without needing to access Google Drive.

Create, Update, and Delete Folders on Google Drive at a Scheduled Time

By utilizing Yoom's schedule trigger, you can save the effort of manually creating folders every month.

Store Files Attached to the Form in Google Drive

By utilizing Yoom's form feature, invoice files are automatically added to Google Drive, preventing any information management oversights.

Automation Example Using Outlook

Add Information When a Message Arrives in Outlook

The content of new messages is automatically added, allowing you to prevent any gaps or omissions in information management.

Automatically reply from Outlook when a specific action is performed

Send email notifications detailing the operations and tasks of the integrated tool to the specified email address.

Benefits and Examples of Integrating Outlook with Google Drive

Benefit 1: Save Time

With this integration, files attached to Outlook can be automatically downloaded and then uploaded to Google Drive. This should help save time spent on file management. For example, if you previously downloaded and uploaded files manually, you first had to check Outlook and open emails with attachments. However, with this integration, attachments will be saved to Google Drive without accessing Outlook, reducing the need to switch between different tools and potentially saving time.

Benefit 2: Reduce Effort and Errors

Since files attached to Outlook will be automatically saved to Google Drive, this can help prevent errors such as missing or incorrect file saves. For instance, when overwhelmed with work, file saving might be postponed. By automating this process with the integration, files will be processed automatically upon receiving emails with attachments, increasing the likelihood of avoiding forgotten saves.

Benefit 3: Faster File Sharing

Integrating Outlook with Google Drive can improve the speed of file sharing with team members. Normally, file sharing requires multiple actions like checking emails, downloading, and uploading, which can delay the upload to Google Drive if interrupted. With this integration, files are automatically uploaded to Google Drive without checking emails, allowing team members to quickly access new files.

Conclusion

File exchanges are frequent actions both internally and externally. Files often contain important data or essential details for work, so quick verification and sharing are desirable. However, when busy, these tasks might be postponed. This is where automation comes in. By integrating Outlook with Google Drive, downloading and uploading can be automated, potentially easing file management. Take advantage of Yoom, which allows app integration without programming, during this opportunity.