When it comes to automating tasks, Airtable offers a range of triggers that seamlessly integrate with Outlook. In this article, we will explore the different triggers available and guide you through the process of setting up an automation that creates Airtable records for newly created Outlook events. So, let’s dive in!
Setting Up Your Automation
To begin setting up your automation, navigate to the upper right corner of your Airtable base and click on “Automations.” From there, select “Create an automation” to get started.
Account Authorization
Before you can proceed with setting up your triggers, it’s important to have a Microsoft account connected to your Airtable base. If you haven’t connected your account yet, you will be given the option to “Manage connected accounts” or “Connect a new account” during the setup process. Remember, you’ll need to authorize each Outlook trigger individually, so expect to repeat this process for each one.
Outlook Email Triggers
When a New Email is Received in Outlook Email
This trigger is activated whenever a new email lands in your Outlook inbox. Simply choose the “When email is received” trigger from the available list, connect your Outlook account (or choose an already connected account), and run a quick test to ensure successful integration. You can even customize the email format from plain text to HTML with just a few clicks.
Outlook Calendar Triggers
When an Event is Created in Outlook Calendar
This trigger is activated whenever an event is created in your Outlook Calendar. Select the “When event is created” trigger, connect your Outlook account (or choose an already connected account), and run a test to ensure successful integration. Remember, at least one calendar event must be created before the test can run successfully.
When an Event is Changed in Outlook Calendar
This trigger is activated whenever an event in your Outlook Calendar undergoes any changes in its details. Let’s say you want to automatically create Airtable records for every new event in your Outlook Calendar. To set up this trigger, select “When an event is changed” from the available list, connect your Outlook account (or choose an already connected account), and run a test to ensure successful integration.
Adding an Action
Now that your triggers are in place, it’s time to add one or more actions to your automation. Let’s explore a more robust example involving two separate automations that demonstrate the power of Outlook integration.
Automation 1: Create Airtable Records for New Outlook Events
- Step 1: Choose the “When an event is created” trigger and configure it accordingly.
- Step 2: Add the “Create record” action. Select the table where you want the record to be created and map the Outlook Calendar event data to the corresponding fields in your table. Run a test to ensure that the data is being populated correctly.
Automation 2: Update Airtable Records for Changed Outlook Events
- Step 1: Choose the “When an event is changed” trigger and configure it accordingly.
- Step 2: Add the “Find records” action. Use the “Dynamic variable” option to find the Airtable record ID that was created in the previous automation and match it to the Outlook event ID for the changed event.
- Step 3: Add the “Update record” action. Select the same table where you’re creating records for Outlook events and insert the Airtable Record ID found in the “Find records” action. Update the required fields with the related Outlook event data.
Once you’ve successfully configured and tested your triggers and actions, it’s time to switch on your automation and let it work its magic!
Security and OAuth Scopes
We take security seriously, and all necessary read/write scopes are requested to make the external source sync function seamlessly. During the authorization process, you’ll be prompted to grant access to the required scopes for your automation to work effectively.
Rest assured, the tokens exchanged between Airtable and Microsoft’s servers are transmitted securely via HTTPS. The tokens are stored in encrypted databases on Airtable’s side, providing an additional layer of protection.
Wrapping Up
With Airtable’s powerful automation triggers and Outlook integration, you can streamline your workflow and save time on administrative tasks. So go ahead, set up your automations, and experience the synergy of Airtable and Outlook!
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