Automatically send an email to your teammates, clients, or anyone else you’d like, when you receive a new response to your videoask. Use Zapier to connect your videoask with Microsoft Outlook to automate this process. It’s like having a robot do the manual work for you. 🤖
Here’s what you’ll need to set up this automation:
- A VideoAsk account
- A Zapier account
- A Microsoft Outlook account
Note: Free plans are available for the tools listed above.
If you’re looking to send an email to your respondents with the answers they’ve submitted, check out how to send an email confirmation here.
⚠️ Important: If you’re including the share URL in the email being sent, make sure to set all interactions as shareable so that recipients are able to view the video responses.
From your VideoAsk account, select the videoask you want to connect to Zapier.
Click the Connect icon.
Scroll down the list of integrations until you see Outlook by Zapier. Click Connect.
In the When this happens… dropdown, select New Response (From a Respondent).
In the automatically do this! dropdown, select Send Email.
Then click Start free with email or Start free with Google.
You’ll be prompted to create a Zapier account if you don’t already have one. If you do already have one, click Log in.
In the Organization dropdown, select the organization where the videoask you want to connect is.
Then in the Videoask dropdown, select the videoask you want to connect and click Continue.
Click Test trigger to make sure everything is working as expected.
Click Continue with selected record if the test was successful.
If you haven’t received any responses to your videoask yet, Zapier will create a test response for you with the name John Doe.
If you haven’t connected your Microsoft Outlook account to Zapier before, click Sign in and follow the prompts to sign into your Microsoft account.
Now it’s time to create the email you want to send.
First, add the recipients’ email addresses in the To Email(s) field. If you’re sending the email to your videoask respondents, choose the Contact Email data option from the dropdown. This will dynamically populate the field with each respondent’s unique email address from your videoask’s contact form.
Fill in the remaining data, including:
Subject: This is the subject that your recipient will see when they receive the email.
Body Format: Choose either Text or HTML.
Body: Type in any text you would like to include in your email. You can include a link to the response you’ve received to your videoask by selecting Contact Share Url. Make sure to set all interactions as shareable in your videoask if you choose to include the Contact Share Url.
Attachment: If your videoask includes the file upload answer type, you can attach the file that respondents uploaded here, or you can add any other attachments you'd like to the email.
When you’re happy with how things look, click Continue.
Check the details in the summary, then click Test step.
If everything works as expected and your email sends successfully, click Publish to turn on your Zap.
💡Tip: Give your Zap a name in the top left corner. This will help you locate your Zap quickly and help you keep things organized.
That’s it! The automation is all set up. Now, every time someone responds to your videoask, an email will automatically be sent from your Microsoft Outlook account. ✉️
Looking for more ways to use VideoAsk with Zapier? Check out our popular Zapier flows.