"Honestly, copying email content and manually entering it into Wrike is a hassle..."
"Isn't there an easier way to reflect email content in Wrike?"
Have you ever thought that way? Especially on days when you receive many request emails, you often find yourself overwhelmed with manual transcription. If you could automatically convert the information received in Outlook into tasks in Wrike, you could significantly reduce the workload and minimize the risk of input errors. This would prevent any omissions in task creation and enable quicker responses.
In this article, we will explain how to integrate Outlook and Wrikewithout coding!
Since you can set up the integration without programming, even non-engineers can easily implement it. If you are looking to reduce manual work burdens and create an environment where you can focus more on core tasks, please read on until the end!
For those who want to try it as soon as possible
By using Yoom, you can easily integrate Outlook and Wrike without coding. Yoom provides a template for integrating Outlook and Wrike, so you can connect them immediately just by registering, even without API knowledge. If you want to try it right away, start by clicking "Try it" on the banner below!
Convert received content in Outlook into tasks in Wrike.
■Overview The "Convert received content in Outlook to tasks in Wrike" flow is a business workflow that automatically registers information received via email as tasks in the project management tool Wrike. Manually transcribing the large volume of emails received daily in Outlook to Wrike is time-consuming and prone to errors. By using this workflow, you can efficiently manage tasks without missing important information.
■Recommended for ・Those who mainly use Outlook but want to streamline task management in Wrike ・Project managers who want to reduce the time and effort of manually entering information from emails into Wrike ・IT personnel in companies aiming to strengthen task sharing across the team and centralize information management ・Those who want to quickly convert email content into tasks and swiftly grasp the progress of projects
■Notes ・Please link both Outlook and Wrike 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.
By integrating the APIs of Outlook and Wrike, you can automatically sync data from Outlook to Wrike! For example, you can automatically perform data synchronization like the following without any manual intervention.
1. Convert Received Content in Outlook into Tasks in Wrike
This flow automatically creates tasks in Wrike based on the content received in Outlook. It eliminates the need to manually reflect email content in Wrike, reducing the workload. Additionally, tasks are created in Wrike in a timely manner after receiving emails, which can lead to faster response times.
Convert received content in Outlook into tasks in Wrike.
■Overview The "Convert received content in Outlook to tasks in Wrike" flow is a business workflow that automatically registers information received via email as tasks in the project management tool Wrike. Manually transcribing the large volume of emails received daily in Outlook to Wrike is time-consuming and prone to errors. By using this workflow, you can efficiently manage tasks without missing important information.
■Recommended for ・Those who mainly use Outlook but want to streamline task management in Wrike ・Project managers who want to reduce the time and effort of manually entering information from emails into Wrike ・IT personnel in companies aiming to strengthen task sharing across the team and centralize information management ・Those who want to quickly convert email content into tasks and swiftly grasp the progress of projects
■Notes ・Please link both Outlook and Wrike 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.
2. Create a Task in Wrike When an Email with a Specific Subject is Received in Outlook
This flow automatically creates a task in Wrike when an email with a specific subject is received in Outlook. When an email with a subject containing specific keywords is received, a task is created in Wrike based on its content. This flow is recommended for those who want to streamline task creation by focusing on specific keywords.
Create a task in Wrike when an email with a specific subject is received in Outlook
■Overview The "Create a task in Wrike when an email with a specific subject is received in Outlook" flow is a business workflow that seamlessly integrates email management and task management. By utilizing Yoom's API integration, AI, OCR, and RPA functions, a task is automatically created in Wrike when an email with a specific subject is received in Outlook. This eliminates the need for manual task registration and improves operational efficiency.
■Recommended for ・Project managers who use Outlook and Wrike on a daily basis and want to strengthen integration ・Team leaders who want to automate the conversion of emails to tasks and reduce working time ・Business users considering workflow automation and want to integrate email management and task management ・Companies aiming for efficient business operations, wanting to create tasks quickly and accurately
■Notes ・Please integrate Yoom with both Outlook and Wrike. ・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. ・Microsoft365 (formerly Office365) has both a home plan and a general corporate plan (Microsoft365 Business), and authentication may fail if you are not subscribed to the general corporate plan.
Let's Create a Flow to Integrate Outlook and Wrike
Let's get started with creating a flow that integrates Outlook and Wrike!
This time, we will proceed with the integration of Outlook and Wrike using Yoom in a no-code manner. If you do not have a Yoom account yet, please create one using this registration form.
[What is Yoom]
This time, we will create a flow bot that "converts received content in Outlook into tasks in Wrike". The creation process is broadly divided into the following steps.
Integrate Outlook and Wrike with My Apps
Copy the template
Set triggers in Outlook and configure each action
Turn on the trigger to verify operation
Convert received content in Outlook into tasks in Wrike.
■Overview The "Convert received content in Outlook to tasks in Wrike" flow is a business workflow that automatically registers information received via email as tasks in the project management tool Wrike. Manually transcribing the large volume of emails received daily in Outlook to Wrike is time-consuming and prone to errors. By using this workflow, you can efficiently manage tasks without missing important information.
■Recommended for ・Those who mainly use Outlook but want to streamline task management in Wrike ・Project managers who want to reduce the time and effort of manually entering information from emails into Wrike ・IT personnel in companies aiming to strengthen task sharing across the team and centralize information management ・Those who want to quickly convert email content into tasks and swiftly grasp the progress of projects
■Notes ・Please link both Outlook and Wrike 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.
First, register the apps you will use with My Apps. Registering with My Apps in advance makes the flow setup smoother.
1. Register Outlook with My Apps
Click "My Apps" and select "+ Add" on the right side of the screen.
Enter Outlook in the search box and select from the displayed options.
The following screen will be displayed, so select the Microsoft 365 account linked with the Outlook you want to connect to Yoom. *If you are not subscribed to a general corporate plan for Microsoft 365 (formerly Office365), authentication may fail.
After selecting the account, enter your password and click Sign In.
2. Register Wrike with My Apps
Similarly, click "My Apps" and select "+ Add" on the right side of the screen.
Enter Wrike in the search box and click from the displayed options.
The Wrike login screen will be displayed, so log in with the account you want to connect to Yoom.
If Outlook and Wrike are displayed in the My Apps list, the connection is complete. Let's move on to the next step!
Step 2: Copy the Template
Next, copy the template to be used this time. Click the "Try it" icon on the banner below.
Convert received content in Outlook into tasks in Wrike.
■Overview The "Convert received content in Outlook to tasks in Wrike" flow is a business workflow that automatically registers information received via email as tasks in the project management tool Wrike. Manually transcribing the large volume of emails received daily in Outlook to Wrike is time-consuming and prone to errors. By using this workflow, you can efficiently manage tasks without missing important information.
■Recommended for ・Those who mainly use Outlook but want to streamline task management in Wrike ・Project managers who want to reduce the time and effort of manually entering information from emails into Wrike ・IT personnel in companies aiming to strengthen task sharing across the team and centralize information management ・Those who want to quickly convert email content into tasks and swiftly grasp the progress of projects
■Notes ・Please link both Outlook and Wrike 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.
When clicked, the template will be automatically copied. Once the screen shown below appears, the copy is complete! Click "OK" to proceed with the setup.
Step 3: Set Up Outlook App Trigger
First, set up the app trigger to launch the Flowbot when an email is received in Outlook. Click on "When an email is received" in the copied template.
A screen to select the linked account and action will appear. Confirm that there are no mistakes with the Outlook account you want to link this time, and click "Next".
Next, the app trigger API connection settings screen will appear. Select the trigger activation interval from the dropdown menu. You can choose from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ※ Please note that the shortest activation interval varies depending on the plan.
Select "Mail Folder ID" from the suggestions that appear when you click the input field. You will be able to automatically create tasks in Wrike based on the contents of emails received in the folder specified here.
After completing the input, please actually receive an email in the specified folder for testing. After receiving, return to the Yoom screen and click "Test". If the test is successful, the information received in Outlook can be obtained as output. This value can be used in the subsequent settings! ※ For more details on the output, please check here.
Make sure the email information is correctly obtained and save it.
Step 4: Extract Text Data
In this step, use Yoom's AI to extract text from Outlook emails and set it up to create tasks in Wrike. The settings are completed by default, but to check the settings, click "Extract Data from Text".
A screen to select actions will appear. Since the settings are completed by default, click "Next".
※ You can choose from the following conversion types. The tasks consumed will differ, so please change as needed according to the average content of the emails you receive.
The following screen will appear next. Use the output obtained in Step 3 to extract text from the body of emails received in Outlook. The text extracted here will be used when creating tasks in Wrike! The items you want to extract are set to "Title", "Task Content", and "Due Date" by default. If there are other items you want to extract, such as "Assignee", please specify them separated by commas.
Once the settings are complete, click "Test". If the test is successful, the items specified in "Items to Extract" will be obtained as output from the body of emails received in Outlook.
Check the obtained content and save it.
Step 5: Create a Task in Wrike
Finally, set up to create a task in Wrike.
A screen to select the linked account and action will appear. Confirm that there are no mistakes with the Wrike account you want to link this time, and click "Next".
Next, the API connection settings screen will appear. The input field for "Title" states "Set the title according to the annotation ← can also be selected from the output". Proceed with the input while utilizing the output!
As shown in the image below, clicking the input field will display the output. For "Title", set it using the output obtained when setting the action "Extract Data from Text".
Select "Folder ID" from the suggestions that appear when you click the input field. The automatically created task will be stored in the folder specified here.
The content set in "Description" will be reflected in the task overview section of Wrike. For parts where the same text is used each time, such as "This is a notification from Outlook", enter it as a fixed value as a template, and for values that differ for each task, such as "Task Content", utilize the output.
The following items are not mandatory, so please enter them as needed. Example: If you want to set the task start date to "the day the task was created", use the date output as shown in the image below to set the date of the day the task was created.
For "Deadline", set it using the "Due Date" obtained when setting the action "Extract Data from Text".
Please also enter "Status" and "Assignee" as needed! Once the input is complete, click "Test" and confirm that the task is correctly created in Wrike. After confirmation, click "Save".
Step 6: Turn on the Trigger
Once all settings are complete, the following screen will appear. Click "Turn on the trigger" in the red frame to automatically start the Flowbot. Make sure it operates correctly!
Thank you for your hard work on the setup!
If You Want to Link Wrike Data to Outlook
This time, we introduced how to link data from Outlook to Wrike, but if you want to link data from Wrike to Outlook, please also use the following template.
Notify Outlook When a Task is Created in Wrike
This is a flow that automatically notifies Outlook when a task is created in Wrike. It helps prevent overlooking tasks and missing notifications, supporting the prevention of omissions in response. For example, it is recommended for project managers who want to speed up response times!
When a task is created in Wrike, notify in Outlook.
■Overview The "Notify Outlook when a task is created in Wrike" flow is a business workflow that streamlines project management and communication. When a new task is added in Wrike, a notification is automatically sent to Outlook, allowing all team members to quickly share information. This prevents tasks from being overlooked and enables prompt responses.
■Recommended for - Project managers using Wrike for project management - Business professionals who use Outlook regularly and utilize email notifications - Leaders or managers who want to speed up information sharing within the team - Those who want to prevent task oversight or notification omissions - IT personnel in companies looking to improve efficiency through automation
■Notes - Please integrate Wrike and Outlook with Yoom. - Triggers can be set at intervals of 5, 10, 15, 30, or 60 minutes. - The shortest trigger interval varies depending on the plan, so please be aware. - Microsoft365 (formerly Office365) has home and general business plans (Microsoft365 Business), and authentication may fail if you are not subscribed to the general business plan.
Other Automation Examples Using Outlook and Wrike APIs
It is possible to automate various tasks using the APIs of Outlook and Wrike. If you find something interesting, please give it a try!
Other Useful Automation Examples Using Outlook
It is possible to automate sending emails from Outlook by integrating with various tools. For example, you can create contracts and invoices and send them automatically from Outlook. Additionally, you can notify chat tools of the content received in Outlook or automatically extract text from attachments.
Extract the text from Outlook attachments, summarize it with ChatGPT, and notify.
■Overview The workflow "Extract text from Outlook attachments, summarize with ChatGPT, and notify" is a workflow that utilizes Yoom to integrate Outlook and ChatGPT. It automatically extracts text from email attachments, summarizes it with ChatGPT, and then notifies via email. This facilitates smooth organization and sharing of information.
■Who this template is recommended for ・Those who handle many attachments in Outlook and want to reduce manual effort ・Business users who want to automate email content summarization using ChatGPT ・IT personnel aiming to improve efficiency and productivity of business processes ・Companies wishing to build workflows that integrate multiple SaaS applications
■Notes ・Please integrate Yoom with Outlook, ChatGPT, and Microsoft Teams. ・A subscription to the OpenAI API paid plan is necessary to execute ChatGPT actions. (Ensure payment can be made when the API is used) https://openai.com/api/pricing/ ・The use of the ChatGPT API is provided on a paid basis by OpenAI, and charges are measured per token during API communication. Therefore, if payment cannot be completed when the API is used, an error will occur, so please be careful. ・Microsoft365 (formerly Office365) has plans for both home and business use (Microsoft365 Business). If not subscribed to the business plan, authentication may fail.
■Overview The workflow "Register business card information in Sansan based on received emails in Outlook" is a business workflow that automatically registers business card information from emails into Sansan. It streamlines daily email and business card management, significantly reducing effort. This prevents duplicate information entry and errors, enabling smooth business card management.
■Recommended for: ・Business persons who want to manage business card information from emails received in Outlook ・Individuals already using Sansan who are spending time on manual business card registration ・Business representatives considering automating information management to improve business efficiency
■Notes ・Please integrate Yoom with both Outlook and Sansan. ・The trigger interval can be set to 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan. ・Microsoft 365 (formerly Office 365) offers plans for personal and general corporate use (Microsoft 365 Business), and if not subscribed to the general corporate plan, authentication may fail. ・Sansan is an app available only with the Team Plan or Success Plan. For Free Plan or Mini Plan, the flow bot operations and data connect set will result in errors, so please note. ・Paid plans such as Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use apps that are normally restricted.
■Overview In this flow, a Zoom meeting is automatically generated when a new schedule is entered in Outlook, and the meeting link is added to the target Outlook schedule. This automation eliminates the need for manual meeting setup and link sharing, enabling efficient meeting management. With Yoom, you can easily connect applications without the need for programming.
■Recommended for - Business people who frequently use Outlook and Zoom and want to reduce the hassle of meeting setup - Team leaders or project managers who want to efficiently manage multiple meetings - Office workers who feel the annoyance of manually adding meeting links - Corporate managers who want to improve business efficiency and make effective use of time
■Notes - It is necessary to link Outlook and Zoom with Yoom respectively. - The trigger can be set to intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. - Please note that the minimum activation interval varies depending on the plan. - Branching is a function available in Mini plans or higher. For free plans, operations set in the Flow Bot will result in errors, so please be careful. - Paid plans such as the Mini plan can have a 2-week free trial. During the free trial, you can use restricted apps and features (operations). - Microsoft365 (formerly Office365) has plans for home use and general corporate use (Microsoft365 Business). If you are not subscribed to the general corporate plan, authentication may fail.
■Overview The flow "Create a contract and send it via Outlook when updated to a specific status in kintone" is a business workflow aimed at streamlining contract management. When the contract status is updated in kintone, a contract is automatically generated and sent to stakeholders via Outlook. This significantly reduces the manual effort of creating and sending contracts, improving the speed and accuracy of operations.
■Recommended for ・Personnel in companies using kintone for contract management and spending time on manual contract creation ・Executives and business improvement personnel considering automation of the contract process ・Business people who want to streamline email sending using Outlook ・Legal and general affairs personnel who want to prevent contract creation errors and sending omissions ・IT personnel who want to optimize operations by linking multiple SaaS applications
■Notes ・Please link kintone, Google Documents, and Outlook with Yoom. ・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. ・Please create a contract template in advance. For details on how to create it, please refer to the following. https://intercom.help/yoom/en/articles/8237765
It is possible to automatically notify communication tools of task creation and update information in Wrike, or register task deadlines in a calendar. Additionally, you can register tasks in Wrike based on information from other databases.
■Overview The 'Register to Wrike when a GitHub Pull Request is created' workflow is a business workflow that smoothly links the development process with project management. When a code change is proposed on GitHub, it is automatically registered as a task in Wrike, making it easy for the entire team to manage progress. This bridges the gap between development and management and enables efficient project operations.
■Recommended for ・Leads of development teams who develop using GitHub and manage projects in Wrike ・Developers or project managers who find managing Pull Requests burdensome ・IT personnel at companies who want to automate and streamline the linkage between the development process and project management ・Those who want to centralize task management across the team and streamline information sharing
■Notes ・Please integrate Yoom with both GitHub and Wrike. ・You can select the trigger interval at 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum trigger interval varies by plan.
■Overview The "Notify Gmail when a task is created in Wrike" flow is a business workflow that makes project management even smoother. When a new task occurs in Wrike, a notification is automatically sent to Gmail, preventing team members from overlooking important tasks.
■Recommended for ・Team leaders who use Wrike for project management ・Project managers who want to improve task management efficiency ・Those who use both Wrike and Gmail but find notification settings cumbersome ・Business owners who want to automate operations and reduce daily management tasks ・Managers who want to quickly notify team members of tasks
■Notes ・Please link Wrike and Gmail 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 workflow 'Notify Slack when a task is updated in Wrike' is an automation to facilitate project management and team communication. By leveraging Yoom to integrate Wrike and Slack, task progress or changes are automatically notified in Slack, ensuring smooth information sharing. This integration makes it easier for the entire team to grasp the latest situation, resulting in efficient business execution.
■Recommended for - Project managers who use Wrike and Slack daily and want to streamline information sharing - Team leaders who want to quickly communicate task updates to their team - Business owners who want to automate tasks without spending time on manual notifications - Companies that value rapid communication and wish to enhance business transparency
■Attention - Please integrate Yoom with both Wrike and Slack. - You can select launch intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes for the trigger. - Please note that the shortest launch interval varies depending on the plan. - Branching is a function (operation) available on plans higher than the Mini Plan. In the Free Plan, operations set for flowbots will result in errors. - Paid plans like the Mini Plan offer a 2-week free trial. You can use restricted apps and functions (operations) during the free trial.
How was it? By integrating Outlook with Wrike, you can automatically convert the content of received emails into tasks, creating a convenient system. This can help prevent human errors such as overlooking information, missing task creation, and input mistakes. Additionally, automation ensures that the process from receiving an email to task creation is done in a timely manner, which can lead to quicker responses.
Yoom allows anyone to easily integrate Outlook and Wrike with no code, so you can feel at ease even without specialized knowledge! If you're wondering, "Can it really be set up so easily?" or "I'm a bit curious...", please try creating a free account first. Registration takes just 30 seconds! After registering, you can immediately experience the automatic integration of Outlook and Wrike.
The flow can be freely customized, so try building an integration flow that best suits your company's operations.
Especially for those who are busy every day, why not aim to create an environment where you can reduce work time by utilizing business automation and focus on more productive tasks? Make your daily operations more efficient and easier with Yoom. Use this article as a reference to take a step forward in improving work efficiency!
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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