"After receiving an email, I manually register tasks in Trello." "I want to reflect Outlook schedules and interactions in Trello, but I end up putting it off." Many people might feel these small inconveniences in their work.
Integrating Outlook and Trello typically requires knowledge of APIs and programming. However, if there are no engineers in the company or if daily tasks are overwhelming, the setup itself can seem like a hurdle.
In this article, we introduce how to easily integrate Outlook and Trello using the no-code tool Yoom. We provide a detailed explanation of practical templates and setup steps, focusing especially on the automation flow of "registering content received in Outlook as a card in Trello."
If you want to connect Outlook and Trello more smoothly and make your daily tasks easier, please read to the end!
For those who want to try it quickly
Yoom offers pre-prepared templates for integrating Outlook and Trello, so you can achieve integration immediately by simply registering, even without API knowledge.
■Overview The 'Create a card in Trello from Outlook contents' flow is a workflow for seamlessly managing emails and organizing tasks. Automatically forwarding important emails to Trello prevents overlooking or missing them and makes it easy for the team to share tasks. This is the perfect integration method for those who are overwhelmed with daily email correspondence.
■Recommended for - Business users who use Outlook regularly and want to manage their important information without missing anything. - Team leaders who manage projects in Trello and want to automatically register tasks from emails. - Sales representatives who want to streamline email correspondence and task management to avoid duplicated work. - People managing multiple projects simultaneously and want to quickly turn email contents into tasks.
■Notes - Please integrate each of Outlook and Trello with Yoom. - There are consumer and business plans for Microsoft365 (formerly Office365), and if not enrolled in the business plan, there is a possibility of authentication failure.
What You Can Do by Integrating Outlook with Trello
By integrating the APIs of Outlook and Trello, you can automatically transfer data from Outlook to Trello! For example, you can automatically perform data transfers like the ones below without manual intervention.
Create a Card in Trello from Outlook's Incoming Content
This flow is recommended for business users who want to check daily emails in Outlook and manage important information without missing it, or for team leaders who manage projects in Trello and want to automatically register tasks from emails.
■Overview The 'Create a card in Trello from Outlook contents' flow is a workflow for seamlessly managing emails and organizing tasks. Automatically forwarding important emails to Trello prevents overlooking or missing them and makes it easy for the team to share tasks. This is the perfect integration method for those who are overwhelmed with daily email correspondence.
■Recommended for - Business users who use Outlook regularly and want to manage their important information without missing anything. - Team leaders who manage projects in Trello and want to automatically register tasks from emails. - Sales representatives who want to streamline email correspondence and task management to avoid duplicated work. - People managing multiple projects simultaneously and want to quickly turn email contents into tasks.
■Notes - Please integrate each of Outlook and Trello with Yoom. - There are consumer and business plans for Microsoft365 (formerly Office365), and if not enrolled in the business plan, there is a possibility of authentication failure.
Create a card in Trello when an event is added to the Outlook calendar
This flow is recommended for team leaders who use Outlook for scheduling and Trello for task management, and who want to improve work efficiency by reducing the time spent on manual task registration.
When an event is added to the Outlook calendar, create a card in Trello.
■Overview The flow "When an event is added to the Outlook calendar, create a card in Trello" is a business workflow that seamlessly connects schedule management and task management. When you enter an event in the Outlook calendar, a card is automatically generated in Trello, improving the efficiency of team task management. This reduces manual data entry and centralizes information.
■Recommended for ・Those who use Outlook calendar for schedule management and Trello for task management ・Team leaders who spend too much time on manual task registration and want to improve work efficiency ・Project managers who want to link information across multiple tools ・Business people who want to automatically turn meeting and event schedules into tasks to prevent omissions ・Executives who want to improve their team's productivity through workflow automation
■Notes ・Please connect both Outlook and Trello with Yoom. ・You can select trigger intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest trigger interval varies by plan. ・There are consumer plans and general business plans (Microsoft365 Business) for Microsoft365 (formerly Office365). If you are not subscribed to a general business plan, authentication may fail.
Let's Create a Flow to Integrate Outlook and Trello
Let's get started by creating a flow that integrates Outlook with Trello!
This time, we will use Yoom to proceed with the integration of Outlook and Trello without any coding. If you do not have a Yoom account yet, please create one using this registration form.
[What is Yoom]
We will create a flow bot that generates a card in Trello from the content received in Outlook!
The creation process is broadly divided into the following steps:
■Overview The 'Create a card in Trello from Outlook contents' flow is a workflow for seamlessly managing emails and organizing tasks. Automatically forwarding important emails to Trello prevents overlooking or missing them and makes it easy for the team to share tasks. This is the perfect integration method for those who are overwhelmed with daily email correspondence.
■Recommended for - Business users who use Outlook regularly and want to manage their important information without missing anything. - Team leaders who manage projects in Trello and want to automatically register tasks from emails. - Sales representatives who want to streamline email correspondence and task management to avoid duplicated work. - People managing multiple projects simultaneously and want to quickly turn email contents into tasks.
■Notes - Please integrate each of Outlook and Trello with Yoom. - There are consumer and business plans for Microsoft365 (formerly Office365), and if not enrolled in the business plan, there is a possibility of authentication failure.
Register the Outlook and Trello you will use this time to Yoom's My Apps. Pre-registering with My Apps will make the subsequent automation settings smoother.
1. Register Outlook to My Apps
Click "My Apps" and select "Add" on the right side of the screen.
Note: If you are not subscribed to a general corporate plan for Microsoft365 (formerly Office365), authentication may fail.
When the following screen appears, click the Microsoft365 account associated with the Outlook you want to connect this time.
Enter your account password on the password entry screen and click Sign In.
2. Register Trello to My Apps
Next, register Trello to My Apps. Like Outlook, click "My Apps" and select "Add" on the right side of the screen.
Enter Trello in the search box and click the displayed suggestion.
Enter the necessary information for the connection. For detailed instructions on how to register with My Apps, please check here.
Step 2: Copy the Template
Next, copy the Yoom template. Click the icon for "Try this template" on the banner template below.
■Overview The 'Create a card in Trello from Outlook contents' flow is a workflow for seamlessly managing emails and organizing tasks. Automatically forwarding important emails to Trello prevents overlooking or missing them and makes it easy for the team to share tasks. This is the perfect integration method for those who are overwhelmed with daily email correspondence.
■Recommended for - Business users who use Outlook regularly and want to manage their important information without missing anything. - Team leaders who manage projects in Trello and want to automatically register tasks from emails. - Sales representatives who want to streamline email correspondence and task management to avoid duplicated work. - People managing multiple projects simultaneously and want to quickly turn email contents into tasks.
■Notes - Please integrate each of Outlook and Trello with Yoom. - There are consumer and business plans for Microsoft365 (formerly Office365), and if not enrolled in the business plan, there is a possibility of authentication failure.
Once the screen like the image below is displayed, the template copy is complete.
Step 3: Setting Triggers in Outlook
In this step, you will use YoomAPI to set up detection for receiving emails in Outlook. First, click on the area outlined in red below.
A screen to select the linked account and action will be displayed, so confirm that there is no mistake with the Outlook account to be linked this time and click "Next".
Next, the following screen will be displayed, so proceed with the input according to the content.
Trigger interval: You can choose from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
* Please note that the shortest interval varies depending on the plan.
For the email folder ID, click the input field and select from the displayed options.
After completing the input, click "Test". As shown in the output screen below, you can confirm the information actually obtained from Outlook, and you will be able to use these retrieved values in subsequent settings. * For more details about the retrieved values, please check here.
Click "Save" to complete this setting.
Step 4: Create a Card in Trello
Next, let's set up to create a card in Trello based on the content of the email received in Outlook. Click on the area outlined in red below.
A screen to select the linked account and action will be displayed, so confirm that there is no mistake with the Trello account to be linked this time and click "Next".
Next, the following screen will be displayed, so proceed with the input according to the annotations.
In the "Title" section, as shown in the screen below, the "Subject" is entered using the retrieved value from Outlook.
Proceed with the input for the sections following the title according to the content.
In the description section, as a reference, input is made so that it is immediately clear that the card was created based on an Outlook email.
After input, click "Test". After a successful test, move to Trello and check if a card has actually been created with the Outlook content set this time.
After confirmation, click "Save".
Step 5: Turn ON the Trigger
By clicking the red outlined area "Turn ON Trigger" on the screen below, the flow bot will automatically start.
If you want to link Trello data to Outlook
This time, we introduced how to link data from Outlook to Trello, but if you want to link data from Trello to Outlook, please also use the template below.
Create a Task in Outlook When a New Card is Added to Trello
Recommended for those who manage projects in Trello while also managing schedules in Outlook, or team leaders and project managers who spend time manually linking tasks and schedules.
When a new card is added to Trello, create a task in Outlook.
■Overview The flow "When a new card is added to Trello, create a task in Outlook" is a business workflow that seamlessly integrates project management and schedule management. By managing tasks in Trello and automatically registering related schedules in Outlook's calendar, you can reduce schedule oversights and manual work.
■Recommended for ・Those who manage projects with Trello while also managing schedules in Outlook ・Team leaders or project managers who spend time manually linking tasks and schedules ・Business professionals looking to automate Trello and Outlook integration to enhance work efficiency ・Those using multiple task management and scheduling tools but feel a challenge in centralizing information ・Executives or managers who want to achieve unified task and schedule management for the entire team
■Cautions ・Please link each of Trello and Outlook with Yoom. ・Microsoft365 (formerly Office365) has plans for home use and general corporate use (Microsoft365 Business), and there is a possibility of authentication failure if you are not subscribed to the general corporate plan.
Send an email to Outlook when a new card is added to Trello
This flow is recommended for those who want to prevent any information management oversights or for managers who spend a lot of time checking Trello, as newly created cards are automatically added to Outlook.
Send an email to Outlook when a new card is added to Trello.
Other Automation Examples Using Outlook and Trello APIs
In addition to integrating Outlook and Trello, you can automate various tasks by utilizing each API. Here are some useful examples that can help improve work efficiency and optimize task management. If any of these catch your interest, be sure to give them a try!
Convenient Automation Examples Using Outlook
It is possible to automate sending emails from Outlook.
For example, you can automatically send contracts and invoices from Outlook or automatically reply to inquiries from input forms using Outlook.
Check the registration status of the qualified invoice issuer for invoices received in Outlook using the Qualified Invoice Issuer Publication System and notify via Slack.
This flow checks the registration status of invoice issuing businesses received in Outlook with the Qualified Invoice Issuing Business Public System and notifies Slack.
■ Notes ・Please link Yoom with Outlook, the Qualified Invoice Issuing Business Public System, and Slack respectively. ・Microsoft365 (formerly Office365) has consumer plans and general corporate plans (Microsoft365 Business). Authentication may fail if you do not subscribe to the general corporate plan. ・AI operations for OCR or transcribing speech to text are features available only in the Team Plan and Success Plan. If using the Free Plan or Mini Plan, the operations of the flowbot you set will result in an error, so please be careful. ・Branches are features (operations) available in plans above the Mini Plan. In the Free Plan, the operations of the flowbot you set will result in an error, so please be careful. ・Paid plans such as Mini Plan, Team Plan, and Success Plan allow for a 2-week free trial. During the free trial, you can use restricted apps and features (operations).
■Overview The workflow 'Update Google Calendar events based on emails received in Outlook' is a business workflow that automatically creates and updates schedules from emails. When you receive a large number of emails daily, manually adding events to the calendar can be time-consuming. By using this workflow, you can automatically reflect important information received in Outlook into Google Calendar, making schedule management easier.
■Recommended for ・Business people who use Outlook and Google Calendar regularly ・Those who feel that registering schedules from emails takes time ・Those who want to reduce errors caused by manually adding events ・Team leaders or managers who want to achieve efficient schedule management ・IT personnel considering the automation of business workflows
■Notes ・Please link both Outlook and Google Calendar 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 corporate plan (Microsoft365 Business), and if you are not subscribed to the general corporate 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.
■Overview The flow 'When Salesforce Opportunity status changes to Closed Won, automatically create a follow-up in Outlook Calendar' is a business workflow designed to enhance efficiency in the sales process and ensure follow-ups are carried out without fail. When an opportunity is closed won, manually setting up follow-ups in Outlook can be time-consuming and tedious. Using Yoom detects changes in Salesforce status automatically and creates follow-ups in Outlook Calendar. This allows sales teams to handle important customer interactions smoothly without missing anything.
■Who should use this template ・Sales representatives who manage their sales activities using Salesforce ・Business people who want to operate Outlook Calendar efficiently and ensure follow-ups are conducted properly ・Team leaders or managers looking to automate their sales process and reduce manual workload ・IT personnel from companies looking to improve operational efficiency by leveraging Salesforce Outlook integration
■Notes ・Please integrate Yoom with both Salesforce and Outlook. ・Triggers can be set at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, and 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan. ・Microsoft365 (formerly Office365) has plans for home use and general corporate plans (Microsoft365 Business), and authentication may fail if one is not subscribed to the general corporate plan. ・[Salesforce] is an app available only for team and success plans. In the case of a free plan or mini plan, the operations and data connection of the flow bot being set will result in an error, so please be careful. ・Paid plans such as team plans and success plans offer a 2-week free trial. During the free trial, you can use apps that are subject to restrictions. ・Branching is a function (operation) that can be used with plans above the mini plan. In the case of a free plan, the operations of the flow bot being set will result in an error, so please be careful. ・Paid plans such as mini plans offer a 2-week free trial. During the free trial, you can use apps and functions (operations) that are subject to restrictions.
■Overview The workflow 'Create a card in Trello based on form information and send it via Gmail' helps prevent task omissions. You can automatically create cards based on form information and send emails to the person in charge.
■Recommended for ・Those who manage projects or tasks using Trello ・Teams using Trello for task management but often experience communication omissions ・Those who want to receive task notifications quickly and proceed with work efficiently ・Those who use Gmail as a communication tool ・Those who use Gmail daily and want to quickly check task progress notifications ・Project managers who want to grasp the task status of team members at a glance
■Notes ・Please link both Trello and Gmail with Yoom.
■Summary The "Create an Opportunity record in Salesforce when a Trello card is updated" flow is a business workflow that seamlessly connects project management and sales activities. Each time the project status or tasks are updated in Trello, an Opportunity record is automatically created in Salesforce. This eliminates manual data entry and duplicate information management, allowing the sales team to focus more efficiently on their activities. It also enables quick information sharing and strengthens collaboration across the team.
■Recommended For ・Sales representatives who want to manage projects in Trello while streamlining sales activities in Salesforce ・Business operators who currently enter Trello information into Salesforce manually and want to save time and effort ・Project managers who want to automate information sharing across teams and centralize business processes ・IT administrators who already use Trello and Salesforce and want to strengthen their integration
■Notes ・Please connect Yoom with both Trello and Salesforce. ・Salesforce is available only on the Team Plan and Success Plan. On the Free Plan and Mini Plan, operations and Data Connect for configured Flow Bots will result in errors, so please be aware. ・Paid plans such as the Team Plan and Success Plan offer a two-week free trial. During the free trial, you can use apps that are otherwise restricted.
By integrating Outlook with Trello, you can directly utilize email and schedule information for task management.
With Yoom, anyone can easily build automated workflows without programming knowledge. It's perfect for those who want to reduce manual workload and make daily operations smoother. Why not start by registering for Yoom for free and try out the integration flow that suits your work?
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
I worked as a customer support representative at a web marketing company for about three years. I spent a lot of time managing customer information and internal data, which was quite challenging until I discovered Yoom. I strongly feel that I wish I had encountered Yoom, which is easy to use even without programming knowledge, much earlier. I hope it can be of assistance to others who are struggling with similar efficiency issues in their work!
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