"Is this meeting being shared properly with the team?" "Is anyone logging this email into Notion...?" “Did we miss the deadline because the schedule wasn’t synced…?”
If you have ever had these concerns, integrating Outlook and Notion with Yoom is your solution. You can automatically send Outlook calendar events to a Notion database, use AI to extract and record email content into Notion, and even keep summaries of important emails. All without manual effort.
Meet Yoom: No-Code Automation
Yoom is a next-generation no-code automation tool that lets you connect and automate tasks between your favorite apps. Yoom makes automation accessible to everyone.
🌐 Connect with apps like Outlook, Notion, Slack, and more.
📖 Use automation templates - no technical setup required
📈 Boost productivity and reduce human errors
No need to go through a complex setup and IT jargon, Yoom keeps things simple and visual. You can build your automation workflows with just a few clicks, saving hours of time and stress from repetitive work.
By connecting Outlook & Notion, you can automate copy-pasting data tasks! Whether you're managing meetings, emails, projects tasks, this integration can help to streamline your workflow and improve team collaboration. Just click on the "Try it" button to use the ready-made templates. Set up takes only a few minutes :)
Add Outlook Calendar Events to a Notion Database
Automatically sync Outlookcalendarevents into a Notiondatabase in real time. Ideal for teams who want to keep everyone on the same page without manual updates.
When an event is registered in Outlook, it is also added to the Notion database.
Extract Outlook Email Info with AI & Add to Notion
Let AI automatically read and extract key information from Outlookemails and log it in Notion. This is perfect for tracking customerinquiries, importantupdates, or clientdetails without manually copying and pasting the data. Recommended for those who want to simplify data capture and documentation.
Extract information received in Outlook using AI and add it to Notion.
This is a workflow to extract information received in Outlook with AI and add it to Notion.
■Important Notes ・Please integrate Yoom with both Outlook and Notion. ・Microsoft365 (formerly Office365) comes with a personal plan and a general business plan (Microsoft365 Business), and there is a possibility of authentication failure if you are not subscribed to the general business plan. ・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. ・AI operations are only available with the team plan and success plan. In the case of the free plan or mini plan, the operation of the configured FlowBot will result in an error, so please be aware. ・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 features (operations).
Automatically summarize Outlook email content and store the key points in Notion. This can be used for project tracking. Perfect for those who want to reduce manual effort in organizing data and ensure important details are easily accessible.
■Overview The workflow 'Summarize Outlook Emails and Add to Notion' reduces the burden of data entry tasks. By automatically adding email contents from customers, it prevents missing information from being added.
■Recommended for - Those who manage emails using Outlook - Those who want to quickly understand email contents and not miss important information - Those using Notion for managing workflow progress and organizing information - Those utilizing Notion as a team and want to swiftly confirm shared information - Those who do not want to spend time manually summarizing emails or transcribing information
■Notes - Link Yoom with both Notion and Outlook. - You can select a trigger interval of 5, 10, 15, 30, or 60 minutes. - The shortest trigger interval may vary depending on the plan, so please be attentive. - Microsoft365 (formerly Office365) has home and general enterprise plans (Microsoft365 Business), and if not subscribed to the general enterprise plan, authentication may fail.
Select Outlook, log in, and grant permissions to Yoom. Then, connect Notion. Before connecting, make sure you’ve created a Notion database to add your Outlook calendar details. Similarly, select Notion in Yoom and authorize access to the database page. When the following screen appears, click "Select a page".
Check the page you want to allow access to and click "Allow Access".
Once both apps are connected, you’ll see them listed under “My Apps”. Now, you’re ready for automation :)
⚠️ Note: Databases created after registering with Yoom cannot be linked, so make sure to prepare the database you plan to use before registering in My Apps. If you’ve already linked it with Yoom but need to use a new database, you’ll need to register in My Apps again.
Step 2: Copy the Template
Click the "Try it" button to copy the pre-built template into your project.
When an event is registered in Outlook, it is also added to the Notion database.
This template will be copied to your “My Project”. Click "OK" and give it a name you’ll recognize for this Flowbot.
Step 3: Set Up the Outlook Trigger
Click on the app trigger step, “When an event is registered in the calendar”.
Give your trigger a title (anything you like). Select your Outlook account, and check the default settings. If there are no issues click “Next”.
⚠️ Note: "Microsoft 365 (formerly Office 365)" includes both personal and business plans. If you’re using a personal plan, Yoom’s authentication may not work properly. We recommend using a Microsoft 365 Business account for a stable connection.
Set your trigger interval (how often you want Yoom to check for new updates). It can be set to 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. We recommend setting the trigger to the shortest activation interval available for your plan.
⚠️ Note: The trigger interval varies depending on your Yoom plan. Be sure to check your current plan’s limit.
Choose your "User ID". Once completed, run a quick test.
If successful, you’ll see items displayed below the "Retrieved Values ". You’ll use these data in the following steps to map fields to Notion, so check the details are correct! Click "Save".
📚 Reference: For more details on retrieved values and how to set it up, see the guide here.
Step 4: Configure Notion Action
Open Notion’s action step, "Add Record".
Give your action a name (anything you like). Select your Notion account, and check the default settings. If there are no issues click “Next”.
Select the "Database ID" from the dropdown.
Map the data from Outlook to Notion. Example:
Subject (Outlook) → Title (Notion)
Description (Outlook) → Summary (Notion)
Once the setup is complete, click "Test" to check if the data gets sent correctly.
If successful, a new row will appear in your Notion database with the event info.
Step 5: Activate the Flowbot
Toggle the "Trigger On"button to activate your flow! Check if the Flowbot you set up is working properly!
That’s it! Your Outlook calendar is now automatically synching with Notion :)
🔄 Want to Link Notion Data to Outlook Instead?
You can also go the other way around, send Notion data to Outlook.
Send Outlook emails based on Notion entries
Recommended for those who want to share customer or task info across the team..
Send an email in Outlook based on the information added to Notion
■Overview The "Send an email in Outlook based on information added to Notion" workflow reduces the burden of routine email sending tasks. By quoting information from Notion and automatically sending template emails, it enables rapid information dissemination.
■Recommended for ・Those who use Notion for information gathering and task management ・Those who want to quickly share information within the team or with clients using Outlook ・Those who want to automate notification tasks associated with information updates to increase efficiency ・Those who find manual information sharing cumbersome ・Those who want to smoothly integrate information between different tools
■Notes ・Please link both Notion and Outlook with Yoom. ・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. ・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.
■Overview The workflow 'When the status is updated in Notion, send an email with Outlook' streamlines the email sending process. Emails are sent automatically upon detecting a status update, reducing the workload.
■Recommended for ・Those who use Notion for project management or task management ・Those who share information with a team using Notion but often miss status changes ・Those who use Outlook as a daily email tool ・Those who want to detect status changes immediately and send emails with Outlook
■Notes ・Please link both Notion and Outlook with Yoom. ・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. ・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. ・Branches are a feature (operation) available with the mini plan or higher. In the case of the free plan, the operation of the flow bot set 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).
Here are some ready-made automation flows you can try out. These automation flows can save you time, enhance collaboration, and reduce manual data entry by syncing information across platforms.
Outlook Automation Flows
These automations using Outlook can help you streamline communication, task management, and document handling. Whether you’re managing emails, scheduling meetings, or automating data processing, these can save you time and improve workflow efficiency.
This flow notifies Slack when a specific email is received in Outlook.
Notes - Please connect Outlook and Slack to Yoom. - You can select a trigger interval of 5, 10, 15, 30, or 60 minutes. - Please note that the minimum trigger interval varies by plan. - Microsoft 365 (formerly Office 365) offers consumer plans and business plans (Microsoft 365 Business), and if you are not subscribed to a business plan, authentication may fail.
■Overview The workflow 'Retrieve customer information from Microsoft Excel at a specified date and time and send regular emails with Outlook' streamlines routine tasks. Reducing manual operations will also mitigate the risk of human error.
■Recommended for ・Those who manage customer information using Microsoft Excel ・Those who want to quickly retrieve customer information and automatically send emails ・Those who spend time manually checking customer information and sending emails ・Sales representatives who want to efficiently handle customer interactions ・Those who use Outlook regularly but want to automate the sending of regular emails ・IT personnel or managers looking to improve internal operational efficiency
■Notes ・Please integrate both Microsoft Excel and Outlook with Yoom. ・Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
■Overview In this flow, when an email is received in Outlook, it is possible to create a Zoom meeting and automatically send the link. This automation reduces the manual work of setting up meetings and sending links, achieving efficient business operations. It will also contribute to smoother business communication. By using Yoom, you can easily connect apps without programming.
■Recommended for ・Business people who use Outlook daily and want to improve the efficiency of email handling ・Team leaders or managers who spend time setting up Zoom meetings ・Sales representatives who require accurate setup for client interactions or internal meetings ・IT personnel who want to advance workflow automation and reduce workload ・Executives who want to promote work style reform by utilizing the integration of Outlook and Zoom
■Notes ・It is necessary to connect both Outlook and Zoom with Yoom. ・The trigger can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan.
These automations using Notion can help you keep your project management workflows smooth and up to date. Sync information from multiple apps directly into Notion, and keep your team informed and on track.
When a page is created or updated in Notion, send an email via Gmail.
■Overview The "Add to Notion when a task is added in kintone" workflow contributes to more efficient task management. Because information is reflected automatically, the burden of data entry work is reduced.
■Who we recommend this template for ・Those who use kintone for task or project management ・Those who, while using kintone as a team, are troubled by duplicate or missing tasks ・Those who want to quickly check added or updated task information and respond promptly ・Those who consider centralized information management important ・Those who leverage Notion for documentation and task management ・Those who want to smoothly integrate data between kintone and Notion ・Those who want to quickly grasp important task information without missing it
■Notes ・Please connect Yoom with both kintone and Notion.
■Overview The 'When an event is added to Google Calendar, add a record to Notion' workflow is a mechanism to leverage schedule information for work management in Notion. When a new event is added to Google Calendar, its details are automatically reflected in a Notion database. This streamlines the linkage between schedule management and work tasks, making it easier to record activities and track progress. ■Who we recommend this template for ・Those who manage schedules using Google Calendar but find entering them into Notion time-consuming ・Those who want to centrally manage tasks and events in Notion ・Project owners who want to visualize and organize work based on schedules ・Those who want to automatically keep a daily record of events ・Teams that want to manage efficiently while preventing information omissions
■Notes ・Please connect Yoom with both Google Calendar and Notion. ・You can choose the trigger interval at 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum trigger interval varies depending on your plan.
■Overview This is a flow that notifies Teams when information is added to any Notion database.
■Notes ・Please link Yoom with both Notion and Microsoft Teams. ・Branching is a feature (operation) available on the Mini Plan or higher. If you are on the Free Plan, the operations set in the 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). ・Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan. ・Microsoft365 (formerly Office365) has both 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 you know how to add an Outlook calendar to Notion easily with no code. This integration can allow you to...
Share schedule instantly across platforms
Organize emails automatically
Improve team visibility and accuracy
You can expect an efficient, automated workspace that improves communication and time. Plus, Yoom offers many ready-made automation templates connecting with your favorite apps and tools. Make your free account and see for yourself! Register in less than 30 seconds!
Having transitioned from a career in child welfare to working as a writer, I am currently blogging for Yoom. I am continually amazed by the efficiency improvements Yoom enables and am eager to share this excitement with others to contribute to society. I will be sharing insights on app integrations and automation that even someone like me, with zero programming knowledge, can accomplish.
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