Convert PDF files received in Outlook to XLS format and reply with the converted files
Convert PDF files received in Outlook to XLS format and reply with the converted files
Launch this workflow to connect
Microsoft Outlook
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■Overview
Many people manually transfer data from PDF files such as invoices and reports received in Outlook into spreadsheet software. This manual work is time-consuming and can also lead to human errors such as data entry mistakes. This workflow automates the entire process of automatically converting PDF files received in Outlook into XLS format and replying with the converted file, eliminating the hassle of file conversion tasks like convert pdf to xls while improving operational accuracy and efficiency.
■Who This Template Is For
- Anyone spending significant time managing PDFs received in Outlook or entering their data
- Anyone looking to streamline routine file format conversion tasks such as convert pdf to xls
- Anyone looking to prevent human errors when transferring data from PDFs to Excel
■Benefits of This Template
- Receiving a specific email in Outlook automatically triggers the conversion of the PDF to XLS and sends the converted file in a reply, reducing the time previously spent on manual work.
- By eliminating manual data transfer and file conversion, this workflow reduces the risk of human errors such as data entry mistakes and missed conversions, helping maintain data accuracy.
■Flowbot Workflow
- First, connect Outlook to Yoom.
- Next, select Outlook as the trigger and set the action to “When an email with a specific subject is received.”
- Next, set the Outlook operation “Get email attachment information,” then use the “Download email attachment” action to retrieve the PDF file.
- Next, set the RPA operation “Operate browser” and record the steps for converting the downloaded PDF to XLS format using a file conversion website or similar service.
- Finally, set the Outlook operation “Send email,” attach the converted XLS file, and send it to the specified recipient.
※“Trigger”: An action that starts the flow. “Operation”: An action that processes data within the flow after the trigger starts.
■Customization Options
- With the RPA “Operate browser” action, you can customize the URL of the website used for file conversion, as well as the sequence of actions such as uploading the file and clicking the conversion button to suit your environment.
- With the Outlook email-sending action, you can set any recipient address, add fixed text to the subject or body, and embed information such as the file name retrieved in a previous operation as variables.
■Notes
- Connect Outlook to Yoom.
- Microsoft 365 (formerly Office 365) offers plans for home users and business users (Microsoft 365 Business). Authentication may fail if you are not subscribed to a business plan.
- You can choose a trigger interval of 5, 10, 15, 30, or 60 minutes. Please note that the shortest available interval varies by plan.
- The browser operation is available only on the Success Plan. On the Free, Personal, Mini, and Team Plans, the configured Flowbot operation will result in an error.
- Paid plans such as the Success Plan include a two-week free trial. During the free trial, you can use restricted apps and browser operations. For details, see the “Pricing Plans” page.
- For instructions on configuring browser operations, see “How to Configure ‘Operate Browser’.”
- The maximum downloadable file size is 300 MB. Depending on the app specifications, the limit may be less than 300 MB.
- For details on the file size limits for triggers and individual operations, see “File Size Limits.”
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About the Apps
Microsoft Outlook
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About the apps you use
Microsoft Outlook
Yoom allows you to integrate with Outlook's API without any code, enabling the automation of email sending from Outlook. For example, you can automatically send contracts and invoices created in Outlook, or automatically reply to inquiries from input forms using Outlook.
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No-Code API Actions
Executable API actions
Flowbot triggers
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
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
Find Meeting Times
Get Calendar View
Retrieve Mail Messages
Move Message
Retrieve a 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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