Managing email communications and their associated documents is a critical part of many workflows. Whether it’s receiving client requests, handling job applications, or processing form submissions, the process often involves manually transferring data from your inbox into your monday.com boards. This manual work can be time-consuming, error-prone, and hard to scale as your team grows or email volume increases.
If you’re using Microsoft Outlook as your primary communication channel, you’ve likely faced the challenge of needing a reliable way to automatically capture key email content and attachments into structured project boards.
Why It Matters
Extract AI offers a seamless way to automate this process. With the new Outlook integration, Extract AI lets you pull in details from incoming emails—including sender name, email address, message body, and attachments—directly into your monday.com boards. This eliminates the need for copy-pasting content, downloading files, or toggling between your inbox and your project boards.
By turning emails into structured items, your team can act faster, collaborate more efficiently, and maintain a clear audit trail for each request or communication—all in one place.
Solution Overview
You’ll set up two key integrations using Extract AI:
- One automation creates a new item in your monday.com board when an Outlook email is received.
- The second automation extracts and maps the email details—like sender, content, and file attachments—into specific board columns.
Together, these steps let you turn any email into a fully populated item with minimal setup.
Real-Life Use Cases
- Client Support Tickets: Automatically convert incoming support emails into tickets with full details and file attachments.
- Recruitment Pipelines: Capture job applications from Outlook and populate your hiring board with resumes and applicant details.
- Sales & Lead Management: Track new inquiries and documents from potential clients directly from your Outlook inbox.
- Form Submissions: Collect filled forms or documents via email and organize them into structured workflows automatically.
Step-by-Step Setup Guide
1. Open the Integration Panel in monday.com
Navigate to the board where you want email data to be collected. Click the Integrate button to open the list of available integrations.
2. Search for “Extract AI”
In the integration marketplace, search for Extract AI and select it from the list.
3. Install the Outlook Email Trigger Automation
Choose the automation:
“When an Outlook email is received, create an item in this group.”
Follow the installation prompts to connect your Microsoft Outlook account. You’ll be asked to authenticate using your Outlook email and password. Once connected, this automation will trigger any time a new email is received in the linked inbox.
4. Add the Email Content Extraction Automation
Return to the Integrate panel, search for Extract AI, and select the following automation:
“When a new item is created using email, save sender…… (Outlook only).”
This second automation is responsible for mapping email content into specific board columns.
5. Map Your Board Columns
You’ll be prompted to map the email data to your board. Typical column mappings include:
- Sender Name → Name column
- Email Address → Email column
- Email Body → Long Text or Description column
- Attachments → File column
Make sure these columns already exist on your board or create them ahead of time. Once your mappings are set, click Create Automation.
6. Test the Complete Workflow
Send another email to the connected Outlook address. Within seconds, you should see:
- A new item created on your board
- Sender name and email address filled in
- The full email content placed in the long text field
- Attached files saved in the file column
This confirms that both automations are working together correctly.
Watch tutorial
Watch this short video tutorial and follow along to set this up on you monday.com board.
Summary / Call to Action
With Extract AI’s Outlook integration, you can fully automate the way email content and attachments enter your monday.com boards. From streamlining client communications to simplifying hiring or lead tracking, this integration saves time, reduces manual errors, and helps your team stay focused.
Set it up once and let your inbox do the work. To explore more use cases or get help with advanced mapping, visit our support center or reach out to the Extract AI team.