Notify Outlook when a Zoom meeting is created with specific conditions
Notify Outlook when a Zoom meeting is created with specific conditions
Launch this workflow to connect
Zoom &
Microsoft Outlook
!
■Overview
Whenever a new meeting is created in Zoom, notifying stakeholders via Outlook can become tedious, especially when it happens frequently. If you need to ensure that only important meetings are shared, relying on manual processes also increases the risk of missing a notification. This workflow connects Zoom and Outlook to automatically send email notifications when a meeting that meets specific conditions is created, eliminating time-consuming manual tasks and making it easier to share important information smoothly.
■Who Should Use This Template
- Teams that frequently schedule Zoom meetings and manually notify stakeholders through Outlook
- Team leaders who want to improve efficiency by sharing only meetings that meet specific conditions with stakeholders
- Teams that want to automate information sharing between Zoom and Outlook and prevent meeting details from being overlooked
■Benefits of Using This Template
- When a meeting is created in Zoom, Outlook automatically sends a notification based on the specified conditions, reducing the time spent creating and sending emails manually.
- Prevent human errors such as forgetting to send notifications or entering incorrect recipients, ensuring that important meeting details are shared with the right stakeholders.
■Flow Bot Workflow
- First, connect Zoom and Outlook to Yoom.
- Next, select Zoom as the trigger and set the action to “When a meeting is created (Webhook).”
- Then, configure branching in the operation step to direct subsequent processes based on specific conditions, such as the meeting topic or participants.
- Finally, configure Outlook’s “Send an email” action in the operation step to send a notification email to the specified recipients when the conditions are met.
※“Trigger”: An action that starts the flow. “Operation”: An action that processes data within the flow after the trigger starts.
■Customization Options
- In the branching settings, define the conditions for sending notifications, such as when the meeting agenda contains specific keywords or when specific participants are included.
- With Outlook’s email-sending action, you can freely customize the notification recipients (To, Cc, Bcc), as well as the email subject and body.
■Notes
- Connect both Zoom and Outlook to Yoom.
- Microsoft 365 (formerly Office 365) offers plans for home use and business use (Microsoft 365 Business). Authentication may fail if you are not subscribed to a business plan.
- Branching is an operation available on the Personal plan and higher. On the Free plan, the configured operation in the flow bot will result in an error.
- Paid plans, such as the Personal plan, include a two-week free trial. During the free trial, you can use apps and features (operations) that are otherwise restricted. For details, see the Pricing Plans page.
- Note that the actions available may vary depending on your Zoom plan.
- Currently, the following actions are available only on paid Zoom plans.
- When a meeting ends
- Retrieve meeting recording information (only recordings stored in the cloud can be retrieved)
- For details, see Important Notes When Retrieving Zoom Meeting Recording Information.
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No-Code API Actions
Executable API actions
Flowbot triggers
When a Meeting Is Created (Webhook)
When a Meeting Has Ended
When a Conversation Is Created
When a Meeting Is Deleted (Webhook)
When a Participant Joins a Meeting before the Host (Webhook)
When Recordings for the Specified Host Are Completed (Webhook)
When a Recording Transcript Is Completed (Webhook)
When a Webinar Is Created (Webhook)
When a Webinar Ends (Webhook)
When a Webinar Attendee Submits a Survey Response (Webhook)
When a Webinar Registration Is Created (Webhook)
When a Webinar Registration Is Canceled (Webhook)
When an Attendee or Participant Joins a Webinar (Webhook)
When All Users' Recordings Have Completed (Webhook)
When a Meeting Is Created
When a Message Is Posted in Chat
When a File Is Posted in Team Chat
When a Specific Subject Email Is Received
Flowbot operations
Get Meeting List
Get Webinar List
Get Webinar Registrants
Get Meeting Recording Information
Add Webinar Registrant
Download Meeting Recording Files
Add User
Delete User
Assign or Remove Licenses for a User
Get User Information
Delete Meeting Cloud Recording Data
Get Conversation Details
Get Meeting Details
Edit Recurring Meeting (Monthly)
Create Recurring Meeting (Monthly)
Create Meeting
Edit Meeting
Create Recurring Meeting (Daily)
Flowbot triggers
When a Meeting Is Created (Webhook)When a Meeting Has EndedWhen a Conversation Is CreatedWhen a Meeting Is Deleted (Webhook)When a Participant Joins a Meeting before the Host (Webhook)When Recordings for the Specified Host Are Completed (Webhook)When a Recording Transcript Is Completed (Webhook)When a Webinar Is Created (Webhook)When a Webinar Ends (Webhook)When a Webinar Attendee Submits a Survey Response (Webhook)When a Webinar Registration Is Created (Webhook)When a Webinar Registration Is Canceled (Webhook)When an Attendee or Participant Joins a Webinar (Webhook)When All Users' Recordings Have Completed (Webhook)When a Meeting Is CreatedWhen a Message Is Posted in ChatWhen a File Is Posted in Team Chat
Flowbot operations
Get Meeting ListGet Webinar ListGet Webinar RegistrantsGet Meeting Recording InformationAdd Webinar RegistrantDownload Meeting Recording FilesAdd UserDelete UserAssign or Remove Licenses for a UserGet User InformationDelete Meeting Cloud Recording DataGet Conversation DetailsGet Meeting DetailsEdit Recurring Meeting (Monthly)Create Recurring Meeting (Monthly)Create MeetingEdit MeetingCreate Recurring Meeting (Daily)Edit Recurring Meeting (Daily)Create Recurring Meeting (Weekly)Edit Recurring Meeting (Weekly)Delete Specific Cloud Recording Data of a MeetingEnable / Disable User Account and Change Work StatusGet Team Chat Channel ListCreate Team Chat ChannelCreate Team Chat Shared SpaceInvite Members to Team Chat ChannelUpdate Team Chat ChannelCreate Team Chat Mention GroupAdd Members to Team Chat Mention GroupSearch Team Chat Messages and Shared FilesSend Team Chat MessageDelete Team Chat MessageUpload File to Team ChatRetrieve Meeting SummaryRetrieve Webinar Q&AList Meeting ParticipantsGet Meeting Details (Past)
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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