Don't you think that automating the process of downloading attachments from emails and uploading them to Google Drive could save time and reduce workload? Especially if you are dealing with a lot of files daily, automating downloads and uploads should significantly reduce the hassle. In this context, we introduce an automation that simplifies the handling of attachments by integrating Outlook and Google Drive. This should also lead to business improvement. Please take this opportunity to try it out.
Recommended for
Companies using Outlook for file exchanges
Those who save files to Google Drive
Those who save many files from Outlook to Google Drive
Those who find downloading and uploading files cumbersome
For those who want to try it immediately
This article introduces a method of integration using the no-code tool "Yoom." No complicated settings or operations are required, and even non-engineers can easily achieve this. You can also start immediately from the template below, so please give it a try!
Upload attachments received in Outlook to Google Drive
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 "+ Add" 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
Once the screen changes, the connection is complete.
Integrating Google Drive with Yoom
1. Search
Click the Google Drive icon.
2. Sign In
Click [Sign in with Google].
3. Select Account
Select the account to integrate.
Review and agree, then click Next.
4. Integration Complete
Once the screen changes, the connection is complete.
Step 2: Copy the Template
Next, copy the template you want to use. Click "Try it "
Upload attachments received in Outlook to Google Drive
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
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.
Rename the file received in Outlook and store it in Google Drive.
■Summary In this flow, you can rename the files received in Outlook and automatically store them in Google Drive. In daily email management, this saves the trouble of manually changing file names or saving them to appropriate folders, achieving efficient file management. With Yoom, you can easily integrate apps without programming.
■Recommended for ・Those who usually use Outlook or Google Drive at work ・Those who manage a large number of email attachments daily ・Business people who want to unify and streamline file names and organization ・Team leaders or IT personnel aiming for operational efficiency
■Notes ・Please integrate Google Drive and Outlook with Yoom. ・Branching is a feature (operation) available with the Mini Plan or higher plans. If you are on the free plan, the operation set in Flow Bot 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). ・You can choose the trigger interval from 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan. ・The maximum downloadable file size is 300MB. Depending on the application specifications, it may be less than 300MB, so please be careful. ・For details on the file size that can be handled by triggers and each operation, please refer to the following: https://intercom.help/yoom/ja/articles/9413924
■Overview This is a flow that analyzes an image uploaded to Google Drive with Gemini and notifies the content to Outlook. With Yoom, you can easily achieve this flow without programming, as it allows integration between apps.
■Recommended for ・Customer support personnel who want to share information from images sent by customers in a timely manner ・Operators of e-commerce sites that handle a large amount of image data ・Market research personnel who want to quickly analyze and share information on competitor products or new product images ・Those who want to collect images of their products posted on multiple social media platforms and use them for marketing strategies or brand management ・Those who want to speed up the process of checking image data content and communication tasks
■Notes ・Please integrate Google Drive, Gemini, and Outlook with Yoom. ・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. ・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan.
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.
When a Thing is created in Bubble, create a folder in Google Drive.
■Overview This flow duplicates a file in Google Drive and updates the file name at the beginning of each month. By using Yoom, you can easily link apps without programming.
■Recommended for those who 1. Use Google Drive for work ・Manage work files in Google Drive ・Duplicate specific files at the beginning of each month to proceed with work ・Want to streamline the file duplication process and ensure smooth business operations
Use AI to extract and add information received in Outlook
This reduces the manual work involved in checking emails, extracting information, transcribing, etc., reducing the burden on staff and shortening work hours.
Extract information received in Outlook using AI and add it to Google Docs.
This flow extracts information received in Outlook with AI and adds it to Google Docs.
■Notes ・Please link Outlook and Google Docs with Yoom respectively. ・Microsoft365 (formerly Office365) has a home plan and a general corporate plan (Microsoft365 Business), and if you are not subscribed to the general corporate plan, authentication may fail. ・The trigger can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・The shortest activation interval varies depending on the plan, so please be careful. ・AI operations are a feature available only in the Team Plan and Success Plan. In the case of the Free Plan or Mini Plan, the operation of the flow bot set will result in an error, so please be careful. ・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI functions (operations).
This workflow extracts information received in Outlook using AI and adds it to Google Sheets.
■Notes ・Please link both Outlook and Google Sheets with Yoom. ・Microsoft365 (formerly Office365) has both personal and business plans (Microsoft365 Business), and authentication may fail if you are not subscribed to the business plan. ・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan. ・AI operations are only available with the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operation of the flowbot will result in an error, so please be careful. ・Paid plans such as Team Plan or Success Plan allow a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations).
■Overview When an inquiry is submitted from a form on a website created with Wix, opening Outlook for each one to manually compose and send a reply email can be a time-consuming task. There is also a risk of delayed responses or sending errors. By using this workflow, you can automatically send an email with preset content from Outlook triggered by a submission to a Wix form, enabling reliable first responses and helping improve customer satisfaction.
■Recommended for ・Those who operate a site on Wix and spend a lot of time handling inquiries from forms ・Staff who feel manual template email replies using Outlook are inefficient ・Those who want to automate the first response to leads from forms
■Notes ・Please connect Yoom with both Wix and Outlook. ・Wix outputs can be obtained via JSONPath. For retrieval methods, please see the link below. https://intercom.help/yoom/en/articles/9103858 ・Microsoft 365 (formerly Office 365) has consumer plans and general business plans (Microsoft 365 Business). If you are not subscribed to a business plan, authentication may fail.
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.
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
After working as a manager at a general store, I began working from home as an SEO writer. Later, I entered into a freelance contract with a marketing startup for about five years. Surrounded by University of Tokyo students, I spent my days learning various business terminologies and how to use SaaS tools. During my time as a store manager, I was often overwhelmed by administrative tasks such as sales and inventory management, personnel management, and ordering, which frequently prevented me from engaging with customers and caused me to miss sales opportunities. Even during my freelance work, I found myself bogged down with repetitive tasks like data entry and often thought, "Can't these monotonous tasks be automated?" Therefore, I strongly resonate with Yoom's vision!
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