When building an Automation, we offer a couple of triggers that can be used with Outlook including “When a new email is received” and “When an event is created”. In this article, we will be setting up an automation that creates an Airtable record for any newly created Outlook events that are created. We also have Automation actions for Outlook which you can read more about in this article.
After you have configured your base in the manner you choose, you can then begin configuring your automation. To start, click on “Automations” in the upper right corner of your base. Then, click “Create an automation” to begin the setup process.
Choose an Outlook trigger
There are two Outlook triggers you can choose from, including "When a new email is received" and "When an event is created". The setup for each individual trigger is detailed below.
When a new email is received
This trigger fires whenever a new email is received in an Outlook Email account’s inbox. To start, select the “When email is received” trigger from the list of available triggers.
Connect your Outlook account (or select an already connected account) and then run a test to make sure the integration is successful.
NOTEBasic details about the email such as its ID, sender, to/cc/bcc recipients, reply to addresses, message body, received date, importance, and its permalink are included in the output of the trigger. Attachments are not included in the output.
Lastly, you have the option to receive the email message in plain text format or in HTML format. You can toggle this option on or off by clicking the “Show more options” dropdown below where your Outlook account is listed.
When an event is created
The trigger fires whenever an event is created in a specified Outlook Calendar. To start, select the “When event created” trigger from the list of available triggers.
Then, connect your Outlook account (or select an already connected account), select the calendar you want to use, and run a test to make sure the integration is successful. At least one calendar event will need to be created in order for the test to run successfully.
NOTEThe trigger’s output includes information about the created event such its ID, title, description, start time, end time, location, creator, importance, when it was created, when it was last updated, the email addresses of its attendees, its video conferencing link if it has one, and it’s permalink.
Once you’ve selected the calendar and ran a successful test, there are no additional configuration steps for this trigger.
Add an action
Now that your triggers are configured you can add an action. In the example below we’ll add an action that creates an Airtable record for any newly created Outlook events that are created.
To start, select “Add an action” below your automation trigger, and then select “Create record”. Afterwards select the table where you want the record to be created.
Next, choose what data from the Outlook Calendar event you want to include in the created record, mapping the information in the calendar event to fields in your table.
NOTEThe “When event is created” trigger outputs information about the created event such its ID, title, description, start time, end time, location, creator, importance, when it was created, when it was last updated, the email addresses of its attendees, its video conferencing link if it has one, and it’s permalink.
Finally, run a test to make sure the calendar data is being populated correctly in the fields you've configured.
Test and enable your automation
Once your action is configured, make sure that tests are successful for both the trigger and action steps. Then, turn the automation on.
Do Outlook Calendar events support sending attachments?
Not at this time.