In this article, we will introduce how to automatically send email notifications via Outlook every time a post is published on WordPress. This integration eliminates the need to manually create notification messages by transcribing post content, thereby reducing the burden on those managing blogs or websites! It also helps in speeding up communication with stakeholders. When multiple teams or departments are involved in content management, smooth information sharing allows stakeholders to quickly start related tasks. You can integrate WordPress and Outlook without any coding, so please take a look!
Recommended for
Those considering improving work efficiency with WordPress and Outlook.
Those who want to automatically notify via Outlook when an article is published on WordPress.
Those who want to integrate WordPress and Outlook to prevent notification omissions when articles are published.
For those who want to try it immediately
In this article, we will introduce the integration method using the no-code tool "Yoom". No complicated settings or operations are required, and even non-engineers can easily achieve this. You can start immediately using the template below, so please give it a try!
Notify by email in Outlook when a post is published in WordPress.
How to Create a Workflow Integrating WordPress and Outlook
Let's set up the integration between WordPress and Outlook and automate your workflow.
Using a template, we will introduce the steps to create a workflow that "notifies via email in Outlook when a post is published in WordPress".
Step 1: Integrate WordPress and Outlook with My Apps
*If you have already completed the app integration, please proceed to Step 2.
1. Select "My Apps" from the left menu and click "+ New Connection" on the right side of the screen.
2. From the new connection list in My Apps, select WordPress and Outlook respectively, and integrate the apps. *Microsoft 365 (formerly Office 365) has both a home plan and a general business plan (Microsoft 365 Business). If you are not subscribed to the general business plan, authentication may fail.
＜For WordPress＞
Enter the account name, domain, username, and password, and click "Add" to complete the registration in My Apps.
＜For Outlook＞
Sign in to your account to complete the registration in My Apps.
Next, copy the template to My Projects and create a Flowbot. Copy the Flowbot template from below.
Notify by email in Outlook when a post is published in WordPress.
1. Hover over the banner and click "View Details" 2. Click "Try this template" on the page you navigated to 3. Register for Yoom ※ If you have already completed registration, the login screen will be displayed, so please log in.
Step 2: Setting up a trigger to activate when a post is published in WordPress
1. Open the copied template. ※ You can change it to any title from the red frame part in the image below.
2. Click the Flowbot's "App Trigger: When a post is published".
3. Select the linked account and action. Change the title if necessary and click "Next".
4. Set up the API connection for the app trigger. Select the trigger activation interval. A shorter setting is generally recommended. ※ The time you can specify varies depending on the plan. Reference: List of feature restrictions and usage limits for each plan
5. Click "Test".
6. If the test is successful, click "Save".
Step 3: Setting up the action to send an email in Outlook
1. Click the Flowbot's "Send Email: Send Email".
2. Set up the email. ・Title: Can be changed if necessary. ・Email settings: Use the output obtained in Step 2 to enter the necessary information in each field. ※ The image below is an example of input.
※ The image below is an example of output reference. When you click the input field, candidates will be displayed, so please select the target item.
3. Click "Next".
4. Check the email content and click "Test".
5. If the test is successful, click "Save".
This completes the flow "Notify by email in Outlook when a post is published in WordPress". Turn the trigger of the saved flow to "ON" to activate it.
The Flowbot template used this time Notify by email in Outlook when a post is published in WordPress
Notify by email in Outlook when a post is published in WordPress.
■Overview The "Organize form content with ChatGPT and create a draft in WordPress" workflow is a business workflow that reduces the effort of content creation. This makes the content creation process smoother.
■Recommended for ・Bloggers and content creators who tend to spend a lot of time creating blog posts ・Those who want to efficiently manage content by integrating ChatGPT and WordPress ・Those who regularly update blogs but struggle with coming up with article ideas ・Web marketers who want to improve efficiency by utilizing automation
■Notes ・Please integrate Yoom with both ChatGPT and WordPress. ・To execute ChatGPT (OpenAI) actions, a paid OpenAI API plan is required. (Payment must be possible when the API is used) https://openai.com/ja-JP/api/pricing/ ・The use of ChatGPT's API is provided by OpenAI for a fee, and it is a pay-as-you-go system based on tokens during API communication. Therefore, please be aware that an error will occur if payment cannot be made when using the API.
■Summary The flow "Post on X (Twitter) when there is a new post on WordPress" is a business workflow that automates the integration with SNS when updating a blog. When an article is published on WordPress, the same content will automatically be posted on X (Twitter), enabling effective information dissemination while saving effort.
■Recommended for ・Those who operate a blog on WordPress and want to automate posting on SNS ・Bloggers and marketers who are spending time on manual SNS updates ・Website administrators who want to easily set up integration with WordPress and X (Twitter) ・Individuals or corporate PR personnel aiming for efficiency in information dissemination ・Those who aim to consistently distribute content across multiple platforms
■Notes ・Please link each of WordPress and X (Twitter) with Yoom. ・You can choose a trigger interval of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan.
■Overview In this flow, resumes received in Outlook can be automatically processed by OCR and smoothly added to Notion. This automation will make recruitment management faster and more accurate. By using Yoom, you can easily connect applications without programming.
■Recommended for ・HR personnel managing recruiting using Outlook and Notion ・Team leaders handling a lot of applicant information, spending time on manual entries ・Executives aiming for standardization and error prevention in the recruitment process ・IT personnel looking to smartly utilize AI and OCR technology for their tasks
■Notes ・Please connect Notion and Outlook with Yoom. ・OCR function is available on Team Plan and Success Plan only. In Free Plan or Mini Plan, operations of the Flowbot set will result in an error, so please be careful. ・Paid plans such as Team Plan and Success Plan offer a two-week free trial. During the free trial, you can use limited apps and AI functions (operations).
■Overview The "Summarize Outlook emails with AI and add them to Microsoft Excel" workflow is an automated process to efficiently organize and convert received emails into data. You can maintain business speed while reducing the effort of data management.
■Recommended for ・Business persons who want to efficiently manage a large number of Outlook emails ・Those who handle a vast amount of emails daily and face challenges in preventing important information from being overlooked and in improving data organization ・Team leaders who want to automate data management with Microsoft Excel ・Those who want to reduce the hassle of manually entering data into Microsoft Excel for team sharing ・IT staff promoting business automation ・Those who aim to automate from email summarization to data addition, improving work efficiency and accuracy
■Notes ・Please link both Outlook and Microsoft Excel with Yoom. ・Microsoft365 (formerly Office365) has both home and general corporate plans (Microsoft365 Business). If you are not subscribed to the general corporate plan, authentication may fail. ・The trigger intervals can be set to 5, 10, 15, 30, or 60 minutes. ・Note that the minimum activation interval varies by plan. ・For settings related to operations manipulating Microsoft Excel databases, please refer to the following. https://intercom.help/yoom/ja/articles/9003081
■Overview In this flow, you can send a scheduling email in Outlook based on Hubspot form information. This automation reduces the manual effort of scheduling meetings and supports efficient sales activities. With Yoom, you can easily connect apps without programming.
■Recommended for ・Those who regularly use Outlook and Hubspot for work ・Sales representatives managing leads using Hubspot ・Those using Outlook for scheduling meetings with clients ・Marketing personnel who want to automate follow-ups after form submissions ・Small business owners looking to streamline their sales process
■Notes ・You need to connect Outlook to Yoom. ・Microsoft365 (formerly Office365) has both home and business plans (Microsoft365 Business), and if you are not subscribed to the business plan, authentication may fail. ・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.
■Overview The flow 'When the opportunity stage is updated in Salesforce, send a thank you email to the person in charge from Outlook' is a business workflow that automates communication with the person in charge and makes opportunity management smoother. A thank you email is automatically sent according to the update of the opportunity stage, improving work efficiency and deepening trust with the person in charge.
■Recommended for ・Sales representatives who use Salesforce for opportunity management and want to automate communication according to progress ・Business professionals who want to streamline daily operations through the integration of Outlook and Salesforce ・Sales managers who manually send emails when the opportunity stage is updated and want to reduce the workload ・Corporate implementation personnel who want to automate the sending of unified thank you emails across the team and maintain consistent quality
■Notes ・Please link Outlook and Salesforce 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. ・Salesforce is an app that can only be used with the team plan and success plan. If you are on the free plan or mini plan, the operations and data connections set in the flow bot will result in an error, so please be careful. ・Paid plans such as the team plan and success plan can be tried for free for two weeks. During the free trial, you can use apps that are subject to restrictions. ・Triggers 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.
■Overview Do you find document management for invoices, quotes, and other files you receive in Outlook to be a hassle? Although routine, the series of tasks—opening the attachment to check its contents, renaming the file, and storing it in a specific folder—takes time. By using this workflow, you can automate the entire process: when an email is received in Outlook, the attached document is read by OCR, its file name is automatically updated based on the content, and it is stored in Dropbox.
■Recommended for ・Accounting and general affairs staff who feel that managing documents such as invoices received in Outlook is burdensome ・Those who face challenges with manual file renaming and storage when managing files with Dropbox ・Those who want to build an environment that allows them to focus on core tasks by automating document-related operations
■Notes ・Please connect Yoom with both Outlook and Dropbox. ・Branching is available on the Mini plan or higher, and AI Operations are available only on the Team and Success plans. On other plans, the configured operations will result in errors. ・Yoom paid plans come with a two-week free trial. During the free trial, you can use apps and features (operations) that are otherwise restricted. ・Microsoft 365 (formerly Office 365) has Home plans and business plans (Microsoft 365 Business). If you are not subscribed to a business plan, authentication may fail. ・You can choose trigger intervals of 5, 10, 15, 30, or 60 minutes. ・The minimum trigger interval varies by plan, so please be aware.
This flow uploads received attachments in Outlook to Microsoft SharePoint.
■Notes ・Please connect Yoom with both Outlook and Microsoft SharePoint. ・There are personal and business plans in Microsoft365 (formerly Office365), and if you're not subscribed to the business plan, the authentication may fail. ・Branching is a feature (operation) available in Mini Plan or above. If you are on the Free Plan, the flow bot operations set will return an error, so please be careful. ・Paid plans such as Mini Plan offer a 2-week free trial. During the free trial, you can use apps and features (operations) that are subject to restrictions.
With this integration, you no longer need to manually send notifications every time a post is published. This allows team members to focus on other important tasks. Even if your company frequently disseminates information through blog posts, it helps reduce the workload of the responsible personnel. By automating the process, you can minimize the risk of human errors such as missed notifications or transcription mistakes, potentially reducing the effort required for handling discrepancies.
For example, if you post industry news daily, you can set it up so that when a new article is published, the information is automatically shared via email with internal stakeholders. Since the blog manager doesn't need to create notification messages, they can immediately start writing the next article or conduct access analysis!
Benefit 2: Faster Information Dissemination
With this integration, the information is shared with the entire team as soon as an article is published. All stakeholders, including the editorial and marketing teams, can quickly grasp the latest information, enabling smooth feedback and follow-up. If you can quickly perform final checks on the content or execute marketing strategies, it might lead to protecting the brand image or increasing the number of leads.
For instance, when you publish an article about a new product release and related campaigns, stakeholders can immediately check the content via email. As a result, the editorial team can perform final checks in the public state, and the marketing team can smoothly start necessary follow-up tasks like registering data for lead management.
Conclusion
We introduced a method to integrate WordPress with Outlook to automatically send email notifications when new posts are published. This automation eliminates the need to create notification messages, reducing the burden on administrators and speeding up information dissemination. Try quickly sharing published content among your team and achieving smooth follow-up processing!
If you can accelerate sharing on social media or providing information to sales prospects, it might lead to an increase in leads or customers. With Yoom, you can easily set up the integration without any coding, so give it a try!
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
I have experience in administrative roles in specialized trading companies and the e-commerce industry. My responsibilities have spanned a wide range of areas, including sales administration, accounting, general affairs, human resources, and legal affairs. While I have worked on improving the efficiency of individual tasks, I believe that utilizing various support tools and Yoom could have made operations even more convenient. I hope to leverage my professional experience to publish articles introducing Yoom, assisting everyone in streamlining their operations.
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