When an email is received in Outlook, create a reply with ChatGPT, save it as a draft, and send a notification
When an email is received in Outlook, create a reply with ChatGPT, save it as a draft, and send a notification
Launch this workflow to connect
Microsoft Outlook &
ChatGPT &
Microsoft Teams
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■Overview
Do you spend too much time replying to the large volume of emails you receive in Outlook? Even when the content is routine, drafting each response individually can be time-consuming. By using this workflow to connect Outlook and ChatGPT, you can automate everything from generating reply drafts based on the content of incoming emails to saving them as drafts. This reduces the time spent handling email and streamlines your work.
■Who Should Use This Template
- Those considering integrating ChatGPT with Outlook to streamline email management
- Those who handle a large number of inquiry emails every day and struggle with drafting replies
- Team leaders who want to standardize email reply quality and reduce reliance on individual staff members
■Benefits of Using This Template
- ChatGPT automatically drafts a reply when you receive an email in Outlook, reducing the time spent composing messages and allowing you to focus on more important tasks.
- Because replies are generated based on predefined prompts, this helps prevent variations in quality between team members and standardizes your response quality.
■Workflow Steps
- First, connect ChatGPT, Outlook, and Microsoft Teams with Yoom.
- Next, select Outlook as the trigger and set the action to “When an email is received.”
- Next, set up ChatGPT’s “Generate text” action as an operation to create a reply based on the content of the received email.
- Next, set up the “Extract text” action as an operation to extract only the parts needed for the reply from the generated text.
- Next, set up Outlook’s “Create an email draft” action as an operation to save an email draft using the extracted text as the body.
- Finally, set up Microsoft Teams’ “Send a message to a channel” action as an operation to notify a designated channel that the draft has been created.
※“Trigger”: An action that starts the workflow. “Operation”: An action that processes data within the workflow after the trigger starts.
■Customization Options
■Customization Options
- In the Outlook trigger settings, select the email folder you want to include in the automation.
- For the ChatGPT text generation action, customize the prompt so that it generates polite responses aligned with your company’s reply policy.
- For the Microsoft Teams notification action, specify the team ID and channel ID where you want to send notifications.
■Notes
- Connect both Outlook and ChatGPT with Yoom.
- You can choose a trigger interval of 5, 10, 15, 30, or 60 minutes.
- Note that the shortest available trigger interval varies by plan.
- Microsoft 365 (formerly Office 365) offers home and business plans (Microsoft 365 Business). Authentication may fail if you are not subscribed to a business plan.
- OpenAI charges for ChatGPT API usage based on the number of tokens used when communicating with the API. If payment cannot be made when the API is used, an error will occur.
- To run ChatGPT (OpenAI) actions, you must subscribe to an OpenAI paid API plan. (You must be able to make payments when the API is used.)
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About the apps you use
Microsoft 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
When a Message Is Created in a Thread
When a Message Is Sent to a Channel
When a Message Is Sent to a Chat
When an Event Is Added to the Calendar
When a Message with a File Is Sent to the Channel
When a Reply Is Posted in a Specific Message Thread
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 View
Flowbot triggers
When a Message Is Created in a Thread
Flowbot operations
Generate TextGenerate Text (with Image)Generate Text (Advanced)Generate Text (Web Search)Generate Text from Image URLConvert Text to Audio FileRetrieve Model ListCreate ThreadAdd Message to ThreadConvert Audio File to Text (File Upload)
Flowbot triggers
When a Message Is Sent to a ChannelWhen a Message Is Sent to a ChatWhen an Event Is Added to the CalendarWhen a Message with a File Is Sent to the ChannelWhen a Reply Is Posted in a Specific Message Thread
Flowbot operations
Get TeamsGet Team MembersGet Channel ListPost a Message to a ChannelSend Message to ChatRetrieve a List of ChatsCreate ChannelPost a Message to a Channel (Mention a Channel)Get User PresenceReply to a Message Posted to a ChannelCreate a Calendar EventGet Folder InformationDownload FileAdd Member to TeamGet Replies to a Specific MessageGet Messages in a Specific ChannelGet User InformationUpdate Calendar EventGet Events[For Next Page Link] Get EventsCreate a TeamDownload Meeting Recording DataGet Meeting InformationGet Meeting Recording ListRequest ApprovalGet Approval ListCancel ApprovalRetrieve a Message in a Specific ChannelMore inspiration for you
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