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With over 200 monday.com integrations, users get to connect external platforms or tools in a single place for streamlined workflows. Among these, you'll find the Gmail and Outlook integration with monday WorkOS.
It's a great way to connect your email inboxes with the entire monday workflow. You can also transform them into action items, aligning every team member to stay connected.
According to a Forbes article, 'emails' are thriving in the business sector. One of the reasons for that is the extent of email integrations with different CRM and work management tools.
When integrated with monday Work Management or CRM, apps like Gmail and Outlook have a global outreach and offer flexibility. Let's learn more about monday.com email integrations in this blog post.
Why Should You Integrate Your Emailing App With monday.com?
With the increase in internet accessibility, the number of emails sent and received has increased. For example, there were only 281 billion in 2017 compared to 361.6 billion in 2024.
An average business receives 121 emails per day. With everything going on, it can be hard to keep track of every single email (important or not).
So what should you do?
If you're already a monday user, feel free to integrate this platform with your email app. Doing so will enhance workflow efficiency, create a unified system, ensure data flows seamlessly, and eliminate data entry errors.
When you connect your inboxes with monday workflows, you get to transform every email into an action item. monday.com email integrations help you:
Automate routine tasks
Allows team focus
Creates strategic activities
Improves overall productivity
Centralises communication
Do you want your teams to spend less time tracking business-related details for seamless operations? In that case, you should leave the monday email integrations to professionals.
The monday.com consultants at Fruition can help you bring your customer data in one place, having insights about projects (status, due dates, progress, etc.). With our help, teams get to align collaboration with non-monday users (prospects and freelancers).
When you connect monday with email platforms (Gmail and Outlook) with the help of monday experts, you streamline automation and communication workflows. For example, automated emails can trigger specific actions on your monday.com board.
monday.com Gmail Integration: A Step-By-Step Guide
Did you know there are more than 2.5 billion people actively using Gmail? That's almost 31% of the global population.
Similarly, monday WorkOS has a strong user base of 225,000+ people around the world. Connecting these powerful tools will truly transform the way you work.
Are you an avid Gmail and monday user? In that case, you can send or receive emails based on board actions on the monday.com platform.
Emails & Activities App
This feature allows you and your team to manage hundreds of clients and customer relationships within monday CRM. With this, you can:
Send emails
Receive emails
Create email templates
Capture meeting notes
Schedule events
You'll get all this in a visually optimised timeline within the monday interface. It will keep your communication centralised, leading to teams spending less time tracking details.
The Emails & Activities app on the monday.com Sales CRM product will also need you to connect Gmail or Outlook accounts.
Email to Board Feature
Do you lose track of email correspondences related to items on your monday boards? In that case, you'll benefit from the Email to Board feature.
It lets you:
Forward emails from the Inbox to the monday boards in the form of updates and new items.
Send or receive emails without limitations from Gmail or Outlook.
Give access to your guests and members on the monday account.
Adding the Gmail or Outlook Integration for automated email workflows
Here's how you can integrate monday.com with Gmail:
Go to the board you want to create this integration on.
Click on the 'Integrate' button located on the upper right.
Choose the Gmail integration banner.
Select the automation recipe (template) you want for this integration.
Customise the email and set automation rules (Values, auto-populate using fields, and more.).
Connect your Gmail account after clicking on the template.
Add the automation to the board, finalising the integration.
This monday.com integration will work well if you need to collect emails received on your board. (Items or updates)
First-time users can feel a little overwhelmed when selecting and customising the custom integration recipes. If you're in the same boat, feel free to reach out to a monday.com consultant for assistance.
Sending Emails to Multiple Gmail Users
This Gmail integration with monday supports multiple emails. For example, you can define each email ID in the Text Column, separated by a semi-colon.
That way, the email will be sent separately.
As shown in the GIF, you can define the values as email addresses. The integration will send emails to both. This feature only works while sending and not receiving.
Daily Limit for Sending Emails (Gmail)
There's also a daily usage limit to the monday.com Gmail integration. For instance, you can send 2,000 emails every 24 hours on a paid G Suite account. On a trial account, you can only send 500 emails per day.
These are due to the limits imposed by the Gmail API.
Support File-Sharing on the monday.com Gmail Integration
Let's say you've received an email with a file after the integration. If you've used any of the following templates, this file will be put in the Updates section.
Do you want to send files as emails from the Files Column? If they're stored in Google Drive or OneDrive, they'll be sent as a URL.
The only problem is that anyone outside your organisation won't be able to see or download the files.
monday.com Outlook Integration: How Does That Work?
Compared to Gmail, Outlook has fewer users. This email app only holds 4.09% of the market share.
Connecting your Outlook inbox to monday workflows will help your team stay on the same page with clients.
Steps to Add Outlook to Your monday Workflow
To add the monday.com Outlook integration, follow these steps:
Go to the board and select the integration button.
Open the Outlook banner.
Check the monday integration templates and choose one.
Connect your Outlook account by choosing your email.
Once done, you can build templates from scratch or customise the ones already selected for better efficiency.
Remember: Click on the Settings icon on Outlook. Go to Account to locate the Email account tab. Ensure your email ID is placed next to the Microsoft 365 icon for a successful monday.com integration.
Limitations of the monday.com Outlook Integration
You must have a Microsoft 365 Business Premium license for the integration to work.
This monday.com Outlook integration will only be successful on the online exchange inbox and not on Premise. It will sync events, emails, and meetings created after the integration.
The Outlook email integration on monday.com doesn't support files. However, if you send files to your monday account, there's a way to work around this limitation. Reach out to a monday consultant to know more about this.
Beyond Outlook and Gmail: Sending and Receiving Emails on monday.com
Apart from the direct monday.com Gmail and Outlook integrations, there are other ways to use emails on your account. Let's take a look at that:
In case you need assistance with the monday.com email integrations, collaborate with an implementation consultant. The team at Fruition will help build advanced workflows that centralise email data into a visual and collaborative board.
FAQs
Does monday WorkOS integrate with Outlook?
Yes, monday integrates with Outlook. This monday.com integration allows users to connect their inboxes with the custom workflows. That means you get to turn your Outlook inbox into actionable items. Examples include creating and updating monday items on the board without switching from one app to another.
How can you integrate Gmail with monday CRM?
For the monday.com Gmail integration, you must click on the 'Integrate' button at the upper right section of the board. There, you can select the Gmail integration banner and select any of the action templates. Log into your Gmail account that you want to connect with monday.
How can you send or receive emails with monday.com?
While there are various ways to send/receive emails with monday, integrations are the best way to go. With monday.com integrations, you can connect Gmail and Outlook for a hands-on experience. These email hosts will send emails from their server but incorporate the data into your monday workflows.
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