It's happening again. It's only been a few days since you hit inbox zero but now your Microsoft Outlook inbox is jam-packed with new messages. Of course, you have better things to do: Your pooch keeps looking at you with puppy-dog eyes, eager for a walk, you still have meetings to attend, and your to-do list only keeps getting longer.
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.
You'll need a Zapier account to use the workflows in this piece. If you don't have an account yet, it's free to get started.
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To get started with a Zap template—what we call our pre-made workflows—just click on the button. It only takes a few minutes to set up. You can read more about setting up Zaps here.
Create a to-do list from your Microsoft Outlook emails
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
Create Trello cards from new Microsoft Outlook emails
Add rows to Google Sheets with new Microsoft Outlook emails
Still looking for a to-do list app that meets all your needs? Check out why google sheets might be the solution you are looking for.
Alternatively, you might want to send yourself (or your team) email notifications for any new projects you're added to. Use these Zaps to create streamlined team communication so that no task, no matter how big or small, gets lost in the mix.
Send emails in Microsoft Outlook for new items in Notion databases
Create email in Microsoft Outlook for new tasks in Asana projects
Send Microsoft Outlook emails for new Trello cards
Cultivate 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. However, 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
Dispatch emails in Microsoft Outlook with new leads in Facebook Lead Ads
Send Microsoft Outlook emails for new surveys with answers from SurveyMonkey
To get started with a Zap template—what we call our pre-made workflows—just click on the button. It only takes a few minutes to set up. You can read more about setting up Zaps here.
Use AI to email leads at scale
Ever have trouble writing personalized emails that really engage the reader?
Perhaps you're trying to capture a lead's attention after they've reached out to you via email, or maybe you'd rather have AI do the penning for you when opportunities change in your CRM. Whatever the case, these workflows, powered by AI tools, can do the heavy lifting for you.
Create email copy with ChatGPT from new Microsoft Outlook emails and save as drafts
Draft Microsoft Outlook emails from Salesforce and OpenAI
Create OpenAI-powered Microsoft Outlook email drafts for new Maximizer opportunities
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Keep your team updated
We all know the phrase "time is money." When your team is informed, and on the same page, everyone can get what they are 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, project updates, meeting recordings, and more.
Send Slack messages from new Microsoft Outlook emails
Send Microsoft Outlook emails from new or updated Google Form responses in spreadsheet
Send emails from Microsoft Outlook with new Zoom recordings
Take your Outlook inbox to the next level
With Zapier, you can easily manage your Outlook. You'll go from spending hours organizing your emails—to hours of time back in your day to focus on the work that matters (and that includes spending quality time with your dog).
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!
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This piece was originally published in April 2021 and was most recently updated in August 2023 by Elena Alston.
