Automatically create a task in Outlook when you receive an email with a specific subject line in Gmail
Automatically create a task in Outlook when you receive an email with a specific subject line in Gmail
Launch this workflow to connect
Gmail &
Microsoft Outlook
!
■Overview
Are you manually adding important request emails received in Gmail to Outlook as tasks? Manual entry can lead to missed registrations and transcription errors, potentially delaying your work. With this workflow, whenever you receive an email in Gmail containing specific keywords, AI automatically extracts task details from the email body and creates a task in Outlook, eliminating this effort and reducing errors.
■Who Should Use This Template
- Anyone who manages requests received in Gmail as Outlook tasks and finds manual registration time-consuming
- Team leaders who want to prevent important emails from being overlooked and tasks from being missed, improving operational reliability
- Anyone who wants to automate routine tasks across multiple tools and focus on more important work
■Benefits of Using This Template
- Tasks are automatically created in Outlook when an email is received in Gmail, reducing the time spent on manual registration.
- Prevent human errors such as missed task registrations and email transcription mistakes, helping improve the accuracy of task management.
■Workflow Steps
- First, connect Gmail and Outlook to Yoom.
- Next, select Gmail as the trigger and set the action to “When an email matching specific keywords is received.”
- Then, configure the AI feature’s “Extract Text” action in the operation and extract details such as the task name and due date from the received email body.
- Finally, configure Outlook’s “Create a Task” action in the operation and map the information extracted by the AI feature to fields such as the subject and due date.
※ “Trigger”: An action that starts the flow. “Operation”: An action that processes data within the flow after the trigger starts.
■Customization Options
■Customization Options
- In the Gmail trigger settings, specify the keywords contained in the subject or body to identify the emails for which tasks should be created.
- For AI-powered text extraction, freely customize the prompt to define which parts of the received email body should be extracted and assigned to which fields.
- When creating a task in Outlook, freely configure fields such as the task subject, body, and due date with information extracted by the AI feature or fixed text.
■Notes
- Connect both Gmail and Outlook to Yoom.
- You can choose a trigger interval of 5, 10, 15, 30, or 60 minutes.
- Available minimum trigger intervals vary by plan.
- Microsoft 365 (formerly Office 365) offers plans for home use and businesses (Microsoft 365 Business). Authentication may fail if you are not subscribed to a business plan.
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No-Code API Actions
Executable API actions
Flowbot triggers
When an Email Matching Specific Keywords Is Received
When an Email with a Specific Label Is Received
When an Email with a Specific Label Is Received (Specify Label ID)
When a Specific Subject Email Is Received
When an Email Is Received
When an Event Is Registered in the Calendar
When a Calendar Event Is Added or Updated
When a Task Is Created
When an Email Is Received
Flowbot operations
Search Emails
Move Message to Trash
Add Label to Specific Message
Remove Label from Specific Message
Retrieve Specific Message
Create an Event in My Calendar
Create a Calendar
Create an Event in a Specified User's Calendar
Get Email Attachment Information
Download Email Attachments
Delete Event from a Specific User's Calendar
Update Event in a Specific User's Calendar
Delete Event from My Calendar
Update Event in My Calendar
Create Task (with Reminder Settings)
Create a Task (Reminders Not Supported)
Search Events in My Calendar
Search Events in a Specific User's Calendar
Flowbot triggers
When an Email Matching Specific Keywords Is ReceivedWhen an Email with a Specific Label Is ReceivedWhen an Email with a Specific Label Is Received (Specify Label ID)
Flowbot operations
Search EmailsMove Message to TrashAdd Label to Specific MessageRemove Label from Specific MessageRetrieve Specific Message
Flowbot triggers
When a Specific Subject Email Is ReceivedWhen an Email Is ReceivedWhen an Event Is Registered in the CalendarWhen a Calendar Event Is Added or UpdatedWhen a Task Is CreatedWhen an Email Is Received
Flowbot operations
Create an Event in My CalendarCreate a CalendarCreate an Event in a Specified User's CalendarGet Email Attachment InformationDownload Email AttachmentsDelete Event from a Specific User's CalendarUpdate Event in a Specific User's CalendarDelete Event from My CalendarUpdate Event in My CalendarCreate Task (with Reminder Settings)Create a Task (Reminders Not Supported)Search Events in My CalendarSearch Events in a Specific User's CalendarFind Meeting TimesGet Calendar ViewRetrieve Mail MessagesMove MessageRetrieve a Specific MessageSearch Messages in a Specific FolderUpdate MessageFind a Specified User's Free/busy ScheduleRetrieve a Specified User's Calendar ViewRetrieve a Specified Group's Calendar ViewRetrieve a List of Members in a Specified GroupMore inspiration for you
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