Email Integration

You asked, we listened! Outlook can now be integrated with monday.com 🙌

Are you looking to connect your inbox with your monday.com workflows? With the Gmail and Outlook integration you can transform emails into action items, and automatically align everyone to stay seamlessly connected. 

How to add the integration?

Step 1

To add the Integration, go to the board you want to create an Integration for and click on the Integration button, located on the upper right of your screen as below: 
 
Screen_Shot_2019-01-14_at_10.56.46.png
 
From there, select "Gmail" or "Outlook" as below: 

 

Step 2

Once you click on the "Gmail" or "Outlook" integration banner you will find the 8 recipes our integration offers:

  • When an email is received, create an item in a group
  • When a status changes to something, send email to someone
  • When a column changes, send email to someone 
  • When a new item is created, send an email to someone 
  • Every time period, send email to someone 
  • When an email with this email column is received, add it as an update
  • When status changes from something to something else, send an email to someone
  • When date arrives and status is something, send an email to someone

Select the integration you wish to create! 

Set up the Gmail integration

Once you click on one of the recipes you will be asked to connect your monday.com account with your Gmail account : 

Screen_Shot_2019-01-13_at_21.13.39.png

Choose the email account you want to associate with monday.com:Screen_Shot_2019-01-13_at_21.14.26.png 

Woohoo! It's that easy 😀 You have successfully connected your account to Gmail. Now you can get busy building recipes to communicate efficiently with your team! 

 

How to unsync your Google Account from monday?

 

1. Go to https://myaccount.google.com/security
2. Scroll down and click ‘Manage third-party access’
3. Click monday.com, and then click the blue ‘Remove Access’ button
4. Recreate the integration with a new connection

Set up the Outlook integration

Once you click on one of the recipes you will be asked to connect your monday.com account with your Outlook account:

 

After choosing your Outlook account, a permissions screen will appear. In order to continue with the set up click "accept:"

You have successfully connected your account to Outlook. Now you can get busy building recipes to communicate efficiently with your team! 

 Note: To add the Outlook integration, you will need Outlook as your email host

 

How do I know if my Outlook account will integrate?

In Outlook, click account preferences and locate the email provider icon on the top of the Account's screen. if there's an Outlook icon, then the email account will integrate with monday.com. 

Example of an Outlook account that's not hosted by Outlook.

 

How to unsync your Outlook Account from monday?

Follow these steps to revoke third-party access from your Outlook account:

1. Head to account.microsoft.com/account and log into your account.
2. Click on the Privacy tab at the top of the page. You may need to verify your identity via an email code.
3. Scroll down to the Other privacy settings section.
4. Go to Apps and services > Apps and services that can access your data.
5. Review the list of apps and establish which you want to revoke.
6. Click on Edit below the corresponding app’s name.
7. Select Remove these permissions.
 
Also, if you're an admin you can remove from Here
 

So how does it work?

Once you've chosen one of the seven recipes and authorized monday.com to integrate with Gmail/ Outlook, you will arrive to the integration window. This is where you will be able to set up your automation. You can customize the email message and the frequency, as well as the action of the email. 

Screen_Shot_2019-01-13_at_21.15.52.png

 

Use case 1: Every certain days, send email with subject to someone 

This can be a great way to stay on top of recurring weekly tasks or to have continuous follow-up with prospective clients.

First begin by choosing day and time you want the email to be sent. You can then customize the subject line, and email message they receive as well as who receives this. 

Screen_Shot_2019-01-13_at_21.16.42.pngsomeone or a private channel.  

Use case 2: When an email is received, create an item in a group

This can be a great way to update all your important client emails and inquiries straight into monday! No more copy paste and never miss an important email.  

 

You can choose to have any email create a new item in a board:

Screen_Shot_2019-01-13_at_21.24.03.png

Or you can have filter the conditions that must be met to create an item:

Screen_Shot_2019-01-13_at_21.23.56.png

Does the email integration support multiple email addresses? 

 🌟YES🌟  The email integration now supports multiple emails!!  

We have now added an increment that will serve both Outlook and Gmail integrations where you can define multiple emails in a Text Column separated by ";" and the email will be sent to each of those emails separately 💥💥


For example:

In this recipe:

mceclip1.png   

 

If you choose the Email (column) option from the resulting menu >> And choose a text column:

mceclip2.png   >> mceclip4.png

 

Then, you can define the values ( the email addresses) of the Text column as follows:

" [email protected] ; [email protected] "

mceclip5.png

And the integration will send an email to both [email protected] & [email protected]!

 

Note: If you experience any issues with the text column in your email integration - Please let us know at [email protected] 

 

More assistance

If you need help building custom integrations, we also have an option for paid assistance through our network of certified monday.com partners. If you're interested, please fill out this form and someone will be in touch shortly!

And if you have any questions about this or anything else in this article, feel free to reach out to us at customer success at [email protected]