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Managing daily meeting schedules can surprisingly be a labor-intensive and time-consuming task, right?
The integration of Outlook and Zoom is gaining attention as a method to significantly streamline meeting schedule management.
This article introduces a way to automatically create Zoom meetings when an appointment is registered in Outlook.
This automation can eliminate the hassle of setting up meetings and improve work efficiency.
Be sure to read to the end!
This article introduces a method of integration using the no-code tool "Yoom".
No complicated settings or operations are required, making it easy for non-engineers to implement.
You can start right away using the template below, so be sure to give it a try!
■Overview
This is a flow that creates a Zoom meeting when an appointment is registered in Outlook.
With Yoom, you can easily achieve this flow without any programming, as it allows for seamless integration between apps.
■Recommended for
1. Those who manage their schedules using Outlook's calendar
・Those who want to utilize registered appointment information in other apps
・Those who share team members' schedules via Outlook
2. Those who use Zoom
・Those who frequently hold meetings or business discussions online
■Benefits of using this template
By using this template, you can automate the creation of Zoom meetings when a meeting scheduled in Outlook is registered. This reduces the effort required for confirmation and creation, and helps prevent input errors and missed registrations.
■Notes
・Please connect both Outlook and Zoom with Yoom.
・Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.
・Branch operations are available from the Mini plan and above, and AI operations are available only in the Team plan and Success plan. If you are on a plan that does not include these features, the operations set in the flow bot will result in an error, so please be careful.
・Paid plans 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.
[What is Yoom]
This flow will be carried out in four main processes.
If you are not using Yoom, please register for free here.
If you are already using Yoom, please log in.
First, register Outlook as My App.
Click "My Apps" and select "Add" on the right side of the screen.
When the following screen appears, Sign in to Microsoft365 account linked to the Outlook you want to integrate this time.
Enter the account password on the password input screen and click Sign In.
*Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft365 Business), and authentication may fail if you are not subscribed to the general business plan.
Next, register Zoom as My App.
Just like Outlook, click "My Apps" and select "New Connection" on the right side of the screen.
Click Zoom(OAuth) in the image below.
Enter the Client ID and Client secret.
For detailed instructions on how to register Zoom as My App, please check here.
Zoom has been registered as My App.
Let's move on to the next step.
To set up automation, click "Try it" on the banner below.
■Overview
This is a flow that creates a Zoom meeting when an appointment is registered in Outlook.
With Yoom, you can easily achieve this flow without any programming, as it allows for seamless integration between apps.
■Recommended for
1. Those who manage their schedules using Outlook's calendar
・Those who want to utilize registered appointment information in other apps
・Those who share team members' schedules via Outlook
2. Those who use Zoom
・Those who frequently hold meetings or business discussions online
■Benefits of using this template
By using this template, you can automate the creation of Zoom meetings when a meeting scheduled in Outlook is registered. This reduces the effort required for confirmation and creation, and helps prevent input errors and missed registrations.
■Notes
・Please connect both Outlook and Zoom with Yoom.
・Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.
・Branch operations are available from the Mini plan and above, and AI operations are available only in the Team plan and Success plan. If you are on a plan that does not include these features, the operations set in the flow bot will result in an error, so please be careful.
・Paid plans 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.
Read the following screen display and click "OK".
Next, operate the flow bot on the Yoom screen.
Click within the red frame in the image below.
A screen like the one below will be displayed, so click "Next".
You can select the trigger time from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. (The shortest selectable time varies depending on the plan.)
When you click on the user ID, "Candidates" will be displayed at the bottom of the screen, so select the desired user.
Finally, the last setting.
A screen like the one below will be displayed, so click "Create Meeting" within the red frame.
(The operations 2 to 4 are set by default.)
A screen to select the linked account and action will be displayed, so click "Next".
A screen like the one below will be displayed, so proceed with the input according to the content.
Explanation of required input fields.
・Email Address: Specify the email address of the Zoom account creating the meeting
・Topic: Enter a clear description such as "Company XYZ Meeting"
・Date: The date the meeting will be held is entered, so there is no problem
・Start Time: The time the meeting will start is entered, so there is no problem
・Meeting Duration: Enter the expected length of the meeting
Once the input is complete, click "Test" and after confirming "Test Complete", click "Save".
Finally, click "Turn on Trigger" to complete the automation settings.
Check if the flow bot is activated correctly.
■Overview
This is a flow that creates a Zoom meeting when an appointment is registered in Outlook.
With Yoom, you can easily achieve this flow without any programming, as it allows for seamless integration between apps.
■Recommended for
1. Those who manage their schedules using Outlook's calendar
・Those who want to utilize registered appointment information in other apps
・Those who share team members' schedules via Outlook
2. Those who use Zoom
・Those who frequently hold meetings or business discussions online
■Benefits of using this template
By using this template, you can automate the creation of Zoom meetings when a meeting scheduled in Outlook is registered. This reduces the effort required for confirmation and creation, and helps prevent input errors and missed registrations.
■Notes
・Please connect both Outlook and Zoom with Yoom.
・Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.
・Branch operations are available from the Mini plan and above, and AI operations are available only in the Team plan and Success plan. If you are on a plan that does not include these features, the operations set in the flow bot will result in an error, so please be careful.
・Paid plans 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.
In addition to the integrations introduced today, various automations can be achieved by utilizing the APIs of Outlook and Zoom.
If you find something interesting, please give it a try!
When an event is created in Outlook, you can also create a Zoom meeting and add the meeting link to Outlook.
Additionally, upon receiving an email in Outlook, you can create a Zoom meeting and send the link, or send the recording link and minutes via Outlook after a Zoom meeting ends.
■Overview
This is a workflow that automatically shares recording links and meeting minutes to Outlook after a Zoom meeting ends. It allows you to quickly communicate the contents of the meeting to your team and prevents any information sharing omissions. Additionally, it automates tedious manual tasks, improving work efficiency.
With Yoom, you can easily integrate apps without the need for programming.
■Recommended for
■Benefits of using this template
■Overview
In this flow, when a new appointment is entered in Outlook, a Zoom meeting is automatically generated, and the meeting link is added to the corresponding Outlook appointment. This automation eliminates the need for manual meeting setup and link sharing, enabling efficient meeting management.
With Yoom, you can easily integrate apps without the need for programming.
■Recommended for
■Benefits of using this template
■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.
With Yoom, you can easily connect apps without the need for programming.
■Recommended for
■Benefits of using this template
Send Emails with Outlook Based on Customer Management Tool Information
Automatically send emails to customers based on registered information from tools like Salesforce or HubSpot.
■Overview
This is a flow that notifies a lead with a template email in Outlook using Microsoft Dynamics365 Sales.
With Yoom, you can easily achieve this flow without any programming, as it allows for integration between apps.
■Recommended for
1. Those who utilize Microsoft Dynamics365 Sales in their business
・Those who regularly add or update leads
・Those who manage their sales process centrally with Microsoft Dynamics365 Sales
2. Those who use Outlook for creating and sending emails
・Those who send template emails from Outlook after adding leads
・Those who want to streamline the process of creating and sending emails in Outlook
■Benefits of using this template
If you are sending template emails after adding leads, you might find it cumbersome as the response time increases with the number of leads.
Moreover, spending too much time on lead responses can reduce the time available for other tasks, potentially decreasing productivity.
With this flow, when a lead is created in Microsoft Dynamics365 Sales, you can send a template email to the lead from Outlook.
This allows you to streamline lead responses, eliminate manual tasks, and secure time to focus on important sales activities.
■Notes
・Please integrate both Microsoft Dynamics365 Sales 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, it is possible to send scheduling emails via Outlook based on form information from Hubspot. This automation reduces the manual effort of scheduling meetings and supports efficient sales activities.
With Yoom, you can easily connect apps without the need for programming.
■Recommended for
■Benefits of using this template
■Overview
The flow "Send a thank-you email from Outlook to the person in charge when the opportunity stage is updated in Salesforce" is a business workflow that streamlines opportunity management and automates communication with the person in charge.
Thank-you emails are automatically sent according to the update of the opportunity stage, improving business efficiency and deepening trust with the person in charge.
■Recommended for
■Benefits of using this template
When an email arrives in Outlook, add an issue to the task tool
When an email arrives in Outlook, automatically add an issue to Asana, Trello, etc.
■Overview
This is a flow bot that adds a task to Asana when an email arrives in Outlook.
Please use it for managing email-related tasks in Asana.
The flow bot is triggered when an email with a specific subject arrives in Outlook.
Feel free to change the subject settings and the information registered in Asana.
■Notes
・Please integrate Yoom with both Asana and Outlook.
・Administrator approval from Office365 may be required for Outlook integration.
・If so, please refer to this article to request approval from the administrator.
・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
The "Create a Card in Trello from Outlook Emails" flow is a business workflow that facilitates smooth email management and task organization.
By automatically forwarding important emails to Trello, it prevents oversights and omissions, making it easier to share tasks within the team. This is an ideal integration method for those overwhelmed with daily email responses.
■Recommended for
■Benefits of Using This Template
■Overview
The "Create an Issue in GitHub when an email arrives in Outlook" business workflow is a system that automatically registers content requiring task-based action in GitHub based on the content of received emails.
This eliminates the need for manual transcription, helping to prevent omissions and delays in handling tasks.
■Recommended for
■Benefits of using this template
Send Outlook Emails at a Specified Date and Time
Automatically send Outlook emails at specific times, such as the end of the month or a set time each day.
■Overview
This is a flow that is activated at the end of each month and sends an email via Outlook if it is the last day of the month.
It allows you to automate regular email communications and document submissions.
Additionally, this flow is designed to flexibly handle months where the last day of the month changes.
Once set up, you can send emails on the last day of any month.
■Recommended for
1. Those who use Outlook
2. Those who send reminder notifications within the company via email
3. Those who send reminder notifications within the company via chat tools
4. Those who perform regular reminders for tasks such as attendance or monthly reports at the end of the month
■Benefits of using this template
・You can ensure the flow is activated at the end of the month using branching, even in months with different last days, freeing you from all management related to end-of-month reminders.
・It can be used generically for tasks that require reminders, such as attendance or monthly reports.
■Notes
・Please integrate Outlook with Yoom.
・Available only if you have a Microsoft365 subscription.
・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.
・Branching is a feature (operation) available in plans above the Mini Plan.
In the case of the Free Plan, the operations of the flow bot you have set will result in an error, so please be careful.
・Paid plans such as the Mini Plan offer a two-week free trial.
During the free trial, you can use restricted apps and AI features (operations).
■Overview
This is a flow that is activated at a set date and time each month to automate tasks such as informing team goals.
The flow can be automatically activated while also allowing for a combination of automation and manual input, such as having the person in charge fill in the variable sections.
Movement when the flow bot is actually activated https://youtu.be/Y-9BXPTdaio
※Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.
■Overview
This is a flow that automatically starts at a specified time to send emails via Outlook.
It can be used for regular email dispatches, such as daily reminders within the company.
Additionally, since it starts automatically at the set time, it helps prevent mistakes such as missed notifications.
You can freely set the recipients, content of the email, and the timing of the activation in Outlook.
■Notes
・Please integrate Outlook with Yoom.
・It is only available if you have a Microsoft365 subscription.
・Microsoft365 (formerly Office365) has plans for home use and general business use (Microsoft365 Business). If you are not subscribed to the general business plan,
there is a possibility of authentication failure.
Transcribe the meeting content and save it to a database when a Zoom meeting ends
When a Zoom meeting ends, the meeting content is transcribed and automatically saved to platforms like Notion or Airtable.
■Overview
The flow "Transcribe and summarize after a Zoom meeting ends and notify Airtable" is a business workflow that automates Zoom video highlights.
By utilizing this workflow, you can automatically transcribe and summarize after a meeting ends, and notify Airtable of the results, reducing the hassle of information management.
■Recommended for
■Benefits of using this template
◼️Overview
Automatically transcribe and summarize conversations held on Zoom and record them in a Google Spreadsheet.
This helps avoid missing parts of the conversation and allows you to manage it in Google Spreadsheet, thereby increasing work efficiency.
◼️Notes
・Please integrate Yoom with both Zoom and Google Spreadsheet.
・AI operations are available only with the Team Plan and Success Plan.
・For Free Plan and Mini Plan users, 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 two-week free trial. During the free trial, you can use restricted apps and AI features (operations).
◼️Overview
After a meeting ends on Zoom, the meeting content is automatically transcribed and the transcription data is saved to Notion.
Please change the settings of each action as needed.
◼️Notes
・It is necessary to link accounts with both Zoom and Notion through Yoom.
・Please note that if a meeting is not recorded, it will result in an error.
・AI operations are only available with the Team Plan and Success Plan. For the Free Plan and Mini Plan, the operation of the set flowbot 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 features (operations).
Notify the recording URL to the chat tool when the meeting ends on Zoom
Automatically notify the recording URL to Slack, Discord, etc., when the meeting ends on Zoom.
■Overview
This flow notifies a designated recipient in Google Chat with the recording URL of a meeting once it ends in Zoom.
This flow ensures smooth and comprehensive sharing of recordings with the entire team.
You can freely arrange the notification destination and message in Google Chat.
■Notes
・Please integrate Zoom and Google Chat with Yoom.
・Integration with Google Chat is only possible with Google Workspace. For details, please refer to here.
■Overview
This is a flow to notify the recording URL once a meeting on Zoom has ended.
With this flow, you can seamlessly and reliably share the recording with the entire team.
You can freely arrange the notification recipients and message.
■Notes
・Account integration with each app and Yoom is required.
・Please note that an error will occur if the meeting was not recorded.
■Overview
This is a flow that notifies the recording URL to Slack once a meeting on Zoom has ended.
With this flow, you can smoothly share recordings intended for the entire team without any omissions.
You can freely arrange the notification destination and message.
■Notes
・It is necessary to link accounts with each app and Yoom.
・Please note that an error will occur if the meeting was not recorded.
After the Zoom meeting ends, transcribe and summarize the recording, and save the minutes as a PDF in cloud storage
After the Zoom meeting ends, transcribe and summarize the recording, and automatically save the minutes as a PDF to Google Drive, OneDrive, etc.
■Overview
This is a flow that saves meeting minutes as a PDF in Box by transcribing and summarizing the recording after a Zoom meeting ends.
With Yoom, you can easily achieve this flow without any programming, as it allows for integration between apps.
■Recommended for
■Benefits of using this template
If you frequently hold Zoom meetings, you might find the manual creation of meeting minutes each time to be time-consuming and cumbersome.
Additionally, if the task of creating meeting minutes is of high priority, it may hinder your focus on other tasks, potentially reducing productivity.
With this flow, once a Zoom meeting ends, you can automate the transcription and summarization based on the recording data, as well as the creation and saving of meeting minutes to Box.
By automating the creation of meeting minutes and saving them to Box, you can seamlessly handle tasks related to meeting minutes after a Zoom meeting ends.
By streamlining the creation of meeting minutes, you can reduce your workload and focus on other important tasks.
■Overview
This flow involves transcribing and summarizing Zoom meeting recordings and saving the minutes as a PDF on Google Drive after the meeting ends.
With Yoom, you can easily achieve this flow without any programming, as it allows for seamless integration between apps.
■Recommended for
■Benefits of using this template
By transcribing Zoom meeting recordings, you can create and share meeting minutes with both attendees and absentees.
However, manually transcribing recording data can be time-consuming and may delay the sharing of minutes.
With this flow, you can automate the transcription, summarization, and creation of meeting minutes from Zoom recordings once the meeting ends, and save them on Google Drive.
This eliminates the need for manual transcription and summarization, allowing for timely creation and speedy sharing of meeting minutes.
The created meeting minutes are centrally managed on Google Drive, making file searches easy.
■Overview
This flow involves transcribing and summarizing the recording of a Zoom meeting and saving the minutes as a PDF in OneDrive after the meeting ends.
With Yoom, you can easily achieve this flow without any programming, as it allows for seamless integration between applications.
■Recommended for
■Benefits of using this template
When creating meeting minutes for Zoom meetings, you may find manual transcription and summarization tasks cumbersome.
Additionally, if the Zoom meeting is lengthy, the burden of creating minutes increases, potentially impacting other tasks.
With this flow, once a Zoom meeting ends, transcription and summarization of the recording data are performed, making the creation of meeting minutes and saving to OneDrive seamless.
You can automate the entire process related to creating meeting minutes, allowing for efficient workflow management.
Since the created minutes are saved in OneDrive, sharing them with team members is also smooth.
When a schedule is registered in Outlook, a Zoom meeting is automatically created, significantly streamlining the process of setting up meetings.
This eliminates the need to manually generate a Zoom meeting URL.
Additionally, the date, time, and participants of the meeting are automatically set, reducing the administrative burden associated with scheduling.
For example, in departments like sales or customer support, where meetings are frequently scheduled, this automation can be a great help, allowing for more efficient use of time.
By integrating Outlook with Zoom, you can automatically send Zoom meeting links and details to all participants once a meeting is registered.
This ensures that once the meeting details are set, participants can immediately access the meeting.
Specifically, in the current era of widespread remote work, this reduces the hassle of schedule changes and reminders, preventing notification oversights and scheduling errors.
Integrating Outlook with Zoom can reduce the risk of multiple meetings overlapping at the same time.
When adjusting schedules in Outlook, if a Zoom meeting is already set for the same time, the system can automatically issue a warning.
This feature helps prevent double-booking of meetings and avoids scheduling errors.
This is particularly effective as a preventive measure when multiple departments might schedule meetings at the same time, helping to avoid overlaps.
The integration of Outlook and Zoom is a powerful tool for streamlining meeting schedule management and enhancing productivity.
Automation reduces the effort of setting up meetings and notifications, preventing scheduling errors.
Especially with the increase in remote work, utilizing such tools greatly contributes to the smooth progress of work.
Why not take this opportunity to try integrating Outlook with Zoom?
