Struggling with Manual Lead Tracking?
Wasting time on manual email to spreadsheet tracking?
If you’re manually copying email inquiries from your website into a spreadsheet, you’re wasting hours every week on repetitive admin work. What if you could automate the entire process? With Make.com, Microsoft 365, and Google Sheets (or Airtable), you can capture leads from email and instantly store them in a spreadsheet—without lifting a finger.
In this post, we’ll show you how to automate email lead transcription with a simple Make.com scenario—including a JSON blueprint you can use right away.
The Problem: Wasted Time on Email-to-Sheet Transcription
Manually transferring leads from emails to a spreadsheet leads to:
❌ Wasted time on copy-pasting instead of focusing on sales.
❌ Missed leads due to human error or delayed updates.
❌ Inconsistent data entry that makes tracking and reporting difficult.
The Solution? Automate it with Make.com
âś… Saves Hours Weekly: No more manual data entry.
âś… Reduces Errors: Automates lead capture for accuracy.
âś… Instant Access to Data: View leads in real-time in Google Sheets or Airtable.
⚙️ Step-by-Step: Setting Up Make.com Automation
How the Automation Works
Using Make.com, Microsoft 365, and Google Sheets (or Airtable), we’ll:
Watch for new emails in an Outlook inbox.
Extract lead details (name, email, phone, message).
Add the data to a Google Sheet or Airtable automatically.
Trigger: Watch Emails in Outlook
• Add a “Microsoft 365 Email – Watch Emails” module in Make.com.
• Set it to watch for new emails in a specific folder (e.g., “Website Leads”).
Extract Data Using Email Parsing
• Use Make.com’s built-in email parser or regex to extract:
• Name (from email body)
• Email (from sender)
• Phone number (if included)
• Message content
Add Lead Data to Google Sheets or Airtable
• Add a Google Sheets – Add Row (or Airtable – Create Record) module.
• Map the extracted fields into respective columns (Name, Email, Phone, Message).
{
"name": "Email to Spreadsheet Automation",
"modules": [
{
"id": 1,
"type": "Microsoft365Email",
"action": "WatchEmails",
"parameters": {
"folder": "Website Leads",
"triggerType": "New Email"
}
},
{
"id": 2,
"type": "DataParsing",
"action": "ExtractText",
"parameters": {
"emailBody": "{{1.body}}",
"patterns": {
"name": "Name: (.*?)\\n",
"phone": "Phone: (.*?)\\n",
"message": "Message: (.*?)\\n"
}
}
},
{
"id": 3,
"type": "GoogleSheets",
"action": "AddRow",
"parameters": {
"spreadsheetId": "your_google_sheet_id",
"sheetName": "Leads",
"values": {
"Name": "{{2.name}}",
"Email": "{{1.from}}",
"Phone": "{{2.phone}}",
"Message": "{{2.message}}"
}
}
}
]
}
See how it works?
Ready to Automate Your Lead Tracking?
At WillPeers.com, we help businesses automate their workflows so they can focus on growth, not admin tasks.
Want this setup for your business? Let’s chat!
Visit WillPeers.com or contact us for a free consultation today!