If your company uses Microsoft Outlook to manage both your email and calendar applications, then you probably spend a decent chunk of time in the Microsoft ecosystem. That's a given. But what about the rest of your tech stack?
Whatever apps you use, you'll want a reliable way to connect them to Outlook, so that you can automate business-critical tasks to free up your time and get more priority work done. With just a few Zaps—what we call our automated workflows—you can reach inbox zero and stay ahead of your schedule. Here's how.
New to Zapier? It's workflow automation software that lets you focus on what matters. Combine user interfaces, data tables, and logic with thousands of apps to build and automate anything you can imagine. Sign up for free.
Table of contents:
Automate your Microsoft Outlook email
Staying on top of your Microsoft Outlook email can feel impossible. We get it. The stakes are high. Minimizing redundant tasks within your inbox and speeding up your communications is key for scaling your business.
Automating some of these tedious tasks can help you streamline your inbox so your team stays updated, your projects keep moving forward, and your new leads get a fast (and personalized) response—all from the same place. Here are a few ideas to do just that.
Create to-do lists from email requests
Often worried about what action items are slipping through the cracks of your inbox? Me, too. Fortunately, you can turn your Microsoft Outlook into a streamlined list of tasks by creating a Zap that sends emails to your task manager of choice.
With an organized list of tasks, you never need to worry about missing bills, project action items, customer requests, or whatever else comes into your inbox. Instead, you can let the automation do the administrative work and focus on getting things done.
Create tasks in Microsoft To-Do from new Microsoft Outlook emails
Microsoft Outlook + Microsoft To Do
More details
Your emails always mean work, so why not automatically turn them into tasks on your favorite to-do app? That's what this integration is for. It turns each new email you receive on Microsoft Outlook into a task in Microsoft To-Do. Get more done with a little help from automation.
Create Trello cards from new Microsoft Outlook emails
Microsoft Outlook + Trello
More details
Why leave Trello when you can get your updates and requests sent there automatically? This integration turns your work email account into a task-creating machine. Each email you receive on Microsoft Outlook turns into a card on Trello. Stay focused and get more done with this automation!
Add rows to Google Sheets with new Microsoft Outlook emails
Microsoft Outlook + Google Sheets
More details
Want to spend less of your workday toggling between apps? That's where this integration comes in. Automatically create a new row in a specified Google Sheets spreadsheet whenever a new email is received in your Microsoft Outlook inbox. Keep your Google Sheets spreadsheets organized and up-to-date without ever needing to leave Outlook.
Create tasks in Todoist from new emails in Microsoft Outlook
Microsoft Outlook + Todoist
More details
Save time and stay organized with this efficient workflow between Microsoft Outlook and Todoist. When you receive a new email in Outlook, a task will be created in Todoist, ensuring you never miss an important email again. Keep all your important tasks in one place, and enjoy a seamless transition between your inbox and task manager.
Send emails to leads automatically
No matter how tired or busy you are, following up with new leads as soon as possible is non-negotiable. The sooner you can build a relationship with them, the sooner you can make a sale. But keeping on top of all the emails you need to send is time-consuming.
Save time by setting up a few workflows that automatically send personalized email messages to new leads. This allows you to follow up promptly and cuts down on the number of emails you have to write.
Send Microsoft Outlook emails for new Typeform entries
Typeform + Microsoft Outlook
More details
After someone fills out a form on your site, you might want to get an email alert or send a follow-up email to the individual who completed the form. This Zapier automation lets you do either of those things, without breaking a sweat. Automatically send a customizable email—to a recipient you specify—whenever a new Typeform entry is submitted.
Dispatch emails in Microsoft Outlook with new leads in Facebook Lead Ads
Facebook Lead Ads + Microsoft Outlook
More details
When prospects convert into leads, time lost can mean sales lost. Stay responsive to potential clients with this integration, which automatically sends an email in Microsoft Outlook when a new lead is created in Facebook Lead Ads. Save yourself from manual email tasks and keep your follow up times to a minimum.
Send Microsoft Outlook emails from a webhook
Webhooks by Zapier + Microsoft Outlook
More details
Send timely emails without needing to open Microsoft Outlook! Whenever new information is sent to a Zapier-generated webhook URL, this Zap will automatically send an email from your Microsoft Outlook account.
Send Microsoft Outlook emails for new Webflow form submissions
Webflow + Microsoft Outlook
More details
When you have submissions of your online form, you'll want to know about it. This integration helps by automatically sending a Microsoft Outlook email with details of a new form submission in Webflow. You'll know every time you have a form submission.
Don't have the scope or resources to write custom messages at scale? Use AI instead. Whether you're emailing a lead back after they've reached out or a specific opportunity changes in your CRM, these Zaps will fill in the gaps for you.
Create email copy with ChatGPT from new Microsoft Outlook emails and save as drafts
Microsoft Outlook + ChatGPT (OpenAI)
More details
Need help drafting email responses? This integration means that whenever you receive a new Microsoft Outlook email, ChatGPT will write a response and save it automatically as a draft. This Zap lets you send your prospects and customers better-worded, faster email responses, powered by AI.
Draft Microsoft Outlook emails from Salesforce and OpenAI
Salesforce + OpenAI (GPT-4, DALL-E, Whisper) + Microsoft Outlook
More details
Create more personalized outreach with this integration. Whenever a specific field is updated on a Salesforce record, this Zap will search for related objects—like a note, deal, or product—and use OpenAI to draft a personalized email in Microsoft Outlook. No more boring email templates!
Send team notifications for business activity
We all know the phrase "time is money." When your team is informed and on the same page, everyone can get what they're working on done faster, adding up to big savings over time.
If you have multiple coworkers checking mail or getting notifications in the same inbox, it can become a logistical nightmare. By setting up automatic workflows, you can save time and energy while keeping your team in the loop on company info, customer activity, sales reports, and more.
Send Microsoft Outlook email when new contact activity occurs in ClickFunnels
ClickFunnels Classic + Microsoft Outlook
More details
Need help following up with contacts showing interest? This Zapier integration sends a Microsoft Outlook email when new contact activity occurs in ClickFunnels. Never miss crucial follow up emails again.
Send Slack messages from new Microsoft Outlook emails
Microsoft Outlook + Slack
More details
Want to read your emails on your favorite team collaboration tool? Use this integration. It sends every new email you receive on Microsoft Outlook to a channel you choose on Slack. No more having to leave your workspace to check your inbox.
Send Microsoft Outlook emails every month
Schedule by Zapier + Microsoft Outlook
More details
Use this integration to send yourself or a team member reminders on a monthly basis. The emails could be related to organizing files, analysis, motivation—or whatever you want to send! When active, a Microsoft Outlook email will be sent every month according to your specifications.
Send emails in Microsoft Outlook for new customers in Stripe
Stripe + Microsoft Outlook
More details
Stay connected with your new customers by sending a personalized email when they sign up to your Stripe service. With this workflow, whenever a new customer is created in Stripe, an email will be sent to them through Microsoft Outlook. Keep your customers engaged and informed without having to manually handle each new registration.
Send Microsoft Outlook emails with newly-updated rows in Google Sheets
Google Sheets + Microsoft Outlook
More details
This integration automatically triggers a custom email whenever you add or update a row in a specified Google Sheets spreadsheet. Manage your outreach without every having to leave Google Sheets!
Automate your Microsoft Outlook calendar
A fully organized calendar is key to getting stuff done. From managing meetings, setting up reminders, and following up after important events, automation can turn your calendar into an organized and efficient super machine.
Here are a few ideas to create a smoother schedule for you and your team:
Cross-post between calendars
Depending on your role, you may have to manage multiple calendars. Perhaps you have different calendars for each team you manage or you're managing a client calendar on top of your own.
These Zaps will cross-post new events to your calendar of choice, so you don't have to worry about juggling multiple schedules or posting to the wrong calendar.
Add Microsoft Outlook events to Google Calendar
Microsoft Outlook + Google Calendar
More details
Some people prefer to use Google Calendar, but others like to have their email, contacts and calendar in Microsoft Outlook. If you're reading this, you probably use both, and need a way to keep them on the same page. Use this Zapier automation to add detailed events in Google Calendar whenever new events are created in Microsoft Outlook.
Update Microsoft Outlook calendar events whenever new or updated events occur in Google Calendar
Google Calendar + Microsoft Outlook
More details
Stay in sync across all of your scheduling tools with this hassle-free workflow. When a new or updated event springs up in Google Calendar, this automation promptly applies corresponding updates to an event in Microsoft Outlook. This is an ideal solution for keeping all your calendar entries consistent without manual effort, providing you with undivided focus on your schedule.
Add new Zoom meetings to Microsoft Outlook
Zoom + Microsoft Outlook
More details
Never forget to include a Zoom link in your next calendar invite. Whenever you create a new Zoom meeting, Zapier will automatically create an event in Microsoft Outlook with the included Zoom details.
And, if events get canceled or updated, these Zaps will automatically update or remove them across all calendars, so that everything stays synchronized without you needing to manually adjust each one.
Delete Google Calendar events when Microsoft Outlook events are cancelled
Microsoft Outlook + Google Calendar
More details
Keep your calendars in sync effortlessly with this automation. When a meeting or event is canceled in Microsoft Outlook, this Zap will automatically delete the corresponding event in Google Calendar. You'll no longer need to manually update both calendars, saving you time and reducing the risk of scheduling conflicts.
Update Google Calendar events when Microsoft Outlook events are canceled
Microsoft Outlook + Google Calendar
More details
Easily manage your calendar updates across platforms with this automation. When a Microsoft Outlook event is canceled, this Zap will automatically update the corresponding event in Google Calendar. You’ll save time by avoiding manual updates, ensuring both calendars remain in sync without the hassle of missing or outdated events.
Do you find it helpful to track where you're spending your time? Using time-tracking tools can help you better manage your workload. And with these Zaps, Zapier will create a new Microsoft Outlook event for every new time entry so you (or even your manager) can track your progress and prioritize tasks.
Create Clockify time entries from new calendar event starts in Microsoft Outlook
Microsoft Outlook + Clockify
More details
With this integration, you can easily track the amount of time events take. This is useful for timesheets and managing workflow. When a new calendar event starts in Microsoft Outlook, a Clockify time entry will be created.
Start new Microsoft Outlook events when new time entries are started in Toggl Track
Toggl Track + Microsoft Outlook
More details
Start a new time entry in Toggl Track and an event will promptly be set up in your Microsoft Outlook calendar. This convenient workflow ensures all your important time-based tasks get immediately scheduled in your calendar so you can focus on accomplishing them without wasting time on manual entries. Keep your work activities organized and never miss another task with this efficient integration between Toggl Track and Microsoft Outlook.
Prep for future meetings and events
If you're like me, being over prepared is how you manage stress. But weekly schedules get busy, and it can feel nearly impossible to prepare for every single meeting.
Fortunately, you can set up Zaps that automatically create agenda docs or to-do lists in any app for new calendar events, so you and your team can pitch in on the move.
That way, you'll be reminded to put in some time on meeting prep alongside the rest of your daily to-do list, instead of being surprised by your calendar.
Add new Microsoft Outlook calendar events to Notion databases
Microsoft Outlook + Notion
More details
Track and manage your event calendar, all without the hassle of time-consuming data entry work! This Zap automatically adds each new event in your Microsoft Outlook calendar as an item in your Notion database.
Create a meeting agenda in OneNote for new Microsoft Outlook events
Microsoft Outlook + OneNote
More details
You don't need to scramble to create a meeting agenda with this integration. Whenever a new Microsoft Outlook calendar event is created, this Zap will automatically create a new note in OneNote. Just add your information and you'll always come prepared for meetings.
Create a meeting agenda in Google Docs for new Microsoft Outlook events
Microsoft Outlook + Google Docs
More details
No need to scramble to create a meeting agenda ever again. Whenever a new Microsoft Outlook calendar event is created, this Zap will automatically create a new document with the meeting information in Google Docs.
Add new Microsoft Outlook events to Todoist as tasks
Microsoft Outlook + Todoist
More details
With calendar events, there's no excuse for not showing up on time, but what about managing all the stuff that goes into preparing for the event? With this integration, your Microsoft Outlook events will automatically create tasks in Todoist. Suddenly your calendar perfectly matches your to-do list, and everything makes sense again!
Collaborate with your team
Keeping your team as informed and prepared as you are is vital for company success. But that can be easier said than done. From aligning on project updates to sending meeting reminders, it's easy for things to get lost in the shuffle.
To take some of the manual burdens off your plate, you can automatically send messages in your chat app of choice for upcoming, updated, or canceled events so everyone can prep in time. As for project updates, any time a new task gets added to your system, Zapier will create an event in your calendar for you. Here's to staying on the same page—automatically.
Get messages in Microsoft Teams for upcoming Microsoft Outlook calendar events
Microsoft Outlook + Microsoft Teams
More details
Are you tired of people showing up late for meetings? Try this integration, which sends a message in a specific Microsoft Teams channel for upcoming calendar events in Microsoft Outlook.
Get a Slackbot message for upcoming Microsoft Outlook calendar events
Microsoft Outlook + Slack
More details
Sometimes you need a friendly reminder about what's next on your schedule. This integration sends you a direct message in Slack for events coming up in your Microsoft Outlook calendar. Never miss a meeting or event again with this Zap!
Send Slack messages when Outlook events are canceled
Microsoft Outlook + Slack
More details
Stay in the loop when meetings are canceled with this automation. When a Microsoft Outlook event is canceled, this Zap will automatically send a message to a designated Slack channel, notifying your team of the change. This ensures everyone is informed promptly without needing to manually share updates, keeping communication smooth and efficient.
Create events in Microsoft Outlook from new Trello cards
Trello + Microsoft Outlook
More details
This integration creates events in Microsoft Outlook from new Trello cards.
Streamline the way you use Microsoft Outlook
With Zapier, you can easily manage Outlook and power the way you work with automation. You'll go from spending hours organizing your emails and meetings—to hours of time back in your day to focus on the work that matters.
This is just the start of all that you can do with Outlook and Zapier. Zapier supports thousands of apps, so you can automate almost any task at work. Start building your Zap now and see what you can create!
This article was originally published in April 2021, written by Ellie Huizenga. It was most recently updated in October 2024 by Elena Alston.
