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6 Google Sheets automation ideas to organize your business

By Krystina Martinez · November 26, 2024
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There's no doubt about it: Google Sheets is the king of spreadsheets when it comes to real-time collaboration and flexibility. Whether your sales team is using it as a CRM to track and manage leads, or your department uses it to record projects and complete tasks, Google Sheets can be a source of truth for all your business data. 

But spreadsheets can get messy, especially if you're manually updating each and every spreadsheet with data from other apps. That's why  you should think about connecting Google Sheets to the rest of your tech stack to make sure nothing falls through the cracks. 

Here's how to use Zapier's automated workflows—called Zaps—to automate Google Sheets and streamline the way you store data.

Zapier is the leader in workflow automation—integrating with thousands of apps from partners like Google, Salesforce, and Microsoft. Use interfaces, data tables, and logic to build secure, automated systems for your business-critical workflows across your organization's technology stack. Learn more.

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To get started with a Zap template—what we call our pre-made workflows—just click on the button. It only takes a few minutes to set up. You can read more about setting up Zaps here.

Get notifications for changes to a Google Sheet

One of Google Sheets' best features is the ability to collaborate on a spreadsheet. If you're guilty of breaking formulas like I am, it's handy to have a colleague jump into the same sheet to help.

When you have multiple people collaborating on a spreadsheet, it's inevitable that someone will be quicker about updating than others. And that one straggler can be a blocker for you completing your work.

If you find yourself waiting on others more than you'd like, or checking on that spreadsheet throughout the day, try a Zap that will update you when there's a new or updated row in Google Sheets. You can choose where you'd like to receive your alert—perhaps the chat app you use at work or SMS.

Post to Microsoft Teams channels with new or updated Google Sheets rows

  • Google Sheets logo
  • Microsoft Teams logo
Google Sheets + Microsoft Teams
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    Your Google Sheets spreadsheets save you time by keeping things organized, but how will you cut down your time spent writing emails and organizing meetings? With this integration, you can automatically send a new message to a Microsoft Teams channel whenever a new row is added or modified in a Google Sheets spreadsheet. Use your Google Sheets app to jumpstart communications and save time and effort in the process.

    Send Slack messages whenever Google Sheets rows are updated

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    • Slack logo
    Google Sheets + Slack
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      If you use Google Sheets to collaborate with your team on spreadsheets, it can be tough to keep track of every change your coworkers make. This Zap makes it simple: it sends you a new Slack message whenever a Google Sheets spreadsheet row is updated.

      Share new Google Sheets rows on Slack

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      • Slack logo
      Google Sheets + Slack
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        Google Sheets helps teams collaborate on spreadsheets, but when there are lots of cooks in the kitchen, it can be tough to track new information. This Zap can help, though. Once it's set up, you'll get a customizable alert in Slack whenever a new row is added to one of your Google Sheets.

        Send SMS messages for new Google Sheets rows

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        • SMS by Zapier logo
        Google Sheets + SMS by Zapier
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          You may have multiple team members editing a Google Sheets spreadsheet or automatically adding rows when, say, a new order comes in. To stay updated, use this Google Sheets SMS integration to send an SMS when a new row is added to a Google Sheets spreadsheet.

          What if you need to send specific spreadsheet updates to another person? Though it's easy to share a link to a Google Sheet, it can be easier—and less confusing—to share specific information from a few rows or columns, especially if your spreadsheet is monstrous.

          Stop copying and pasting cell information. Instead, use one of these Zaps to share updates to specific columns or rows.

          Send emails via Gmail when Google Sheets rows are updated

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          • Gmail logo
          Google Sheets + Gmail
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            This integration makes it easy to trigger an email via Gmail for updates in a Google Spreadsheet. You can trigger an email based on any update or specific updates to a certain column. Get step-by-step directions in our

            Send Microsoft Outlook emails from new rows in Google Sheets

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            • Microsoft Outlook logo
            Google Sheets + Microsoft Outlook
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              If you're tired of flipping over to your Google Sheets spreadsheets to see if there is any new data added, this Zapier integration is a great time saver. Every time a new row is added to Google Sheets. an email will be automatically triggered in Microsoft Outlook. Effortlessly send an alert to yourself or to your whole team!

              Manage projects and tasks

              A spreadsheet can be a quick and dirty way to organize information, but it's not always the best place to manage a project.

              For example, maybe you're putting together a project plan in a Google Sheet because it's easier for you to visualize the project. The team you're working with, however, uses Asana to manage projects.

              To avoid duplicating work, you can use a Zap to automatically create Asana tasks, or other items in your favorite project management app whenever there's a new row in a Google Sheet.

              Create Trello cards from new or updated Google Sheets rows

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              Google Sheets + Trello
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                Set up this Zap to automatically create a Trello card from each new or updated spreadsheet row in a specified Google Sheets spreadsheet. Effortlessly manage your project workflows without leaving your spreadsheet.

                Create Asana tasks from updated Google Sheets rows

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                • Asana logo
                Google Sheets + Asana
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                  Manage your daily tasks when you incorporate this Google Sheets to Asana automation. Set it up, and each time a row is updated in a selected Google Sheets spreadsheet, Zapier will create a new task in Asana. Stay focused when you use this integration.

                  Add items to Notion databases from new rows in Google Sheets

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                  Google Sheets + Notion
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                    Keep projects and workflows up to date without having to leave your spreadsheet! This integration automatically creates an item in a specified database in Notion as soon as it’s added to a new row in a specified Google Sheets spreadsheet.

                    Create items on a monday.com board for new rows on Google Sheets

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                    Google Sheets + monday.com
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                      Need to use items on monday.com to go over your Google Sheets? Whether you're receiving data from forms or working on it yourself, we can take care of that connection once you activate this Google Sheets-monday.com integration. It will trigger every time you create a new row on Google Sheets, automatically adding the row as an item to your chosen board so you can get to work.

                      You can also push updates for new rows into a task management app if you find yourself forgetting to take a specific action. For example, if your marketing team uses Google Sheets to manage your editorial calendar, you can use a Zap to connect it to a task management app like Google Tasks or Any.do so you don't miss an assignment.

                      Turn Google Sheets rows into Todoist tasks

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                      Google Sheets + Todoist
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                        Easily turn your Google spreadsheet into a to-do list with this Google Sheets to Todoist automation. Set it up, and each time a new row is added to a selected Google Sheets spreadsheet, Zapier will create a new task in Todoist. Stay on top of tasks and maintain your organizational skills when you use this integration.

                        Create Google Tasks from new Google Sheets rows

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                        • Google Tasks logo
                        Google Sheets + Google Tasks
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                          Keeping multiple task systems and calendars up to date can be a hassle. This integration can help, automatically creating a new Google Task from every new Google Sheets row you create. That way, you can add new things you need to do in a spreadsheet, and easily check them off from Google Tasks inside your Gmail and Google Calendar apps.

                          Turn Google Sheets rows into Any.do tasks

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                          • Any.do Personal logo
                          Google Sheets + Any.do Personal
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                            Easily turn your Google spreadsheet into a to-do list with this Google Sheets to Any.do. Set it up, and each time a new row is added to a selected Google Sheets spreadsheet, Zapier will create a new task in Any.do. Stay on top of tasks and maintain your organizational skills when you use this integration.

                            Save new Google Sheets rows to Airtable

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                            • Airtable logo
                            Google Sheets + Airtable
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                              Update your spreadsheets and organize your data when you use this Google Sheets to Airtable automation. Set it up, and each time a new row is added to your selected Google Sheets spreadsheet, Zapier will automatically create a new record in Airtable. It's a great way to backup your spreadsheet, or use a simple Google Form as the front-end to your Airtable database.

                              Collect leads

                              Social media has become a hot spot for businesses to get leads. Facebook and LinkedIn have platforms just for this purpose—Facebook Lead Ads and LinkedIn Lead Gen. Lead data is collated into campaign reports so you can track performance, and there's an option to download your data. The problem, however, is that you don't really own that data until you export it to a CSV file.

                              You can work around this by using an automatic workflow to link Facebook Lead Ads or LinkedIn Lead Gen to Google Sheets. The spreadsheet will add new rows with your prospects' information as it comes in, so you always have a backup and those valuable details don't get lost in campaign reports.

                              Add new Facebook Lead Ads leads to rows on Google Sheets

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                              • Google Sheets logo
                              Facebook Lead Ads + Google Sheets
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                                Spreadsheets make it easy to filter and sort through new prospects, but take time to build. Use this Facebook Lead Ads-Google Sheets integration to link your records directly to your ads so you can keep your mind on marketing. After being set up, every new ad lead on Facebook will trigger this Zap, automatically creating a new row on Google Sheets with all those valuable details for you. Learn more in our

                                Create Google Sheets rows for new Google Ads leads

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                                • Google Sheets logo
                                Google Ads + Google Sheets
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                                  If you're looking for an efficient way to keep your prospects organized, this integration can help! As soon as a new lead is generated in Google Ads, this Zap automatically adds their details to a row in a specified Google Sheets spreadsheet.

                                  Create Google Sheets row(s) for new TikTok Lead Generation leads

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                                  • Google Sheets logo
                                  TikTok Lead Generation + Google Sheets
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                                    This integration makes it easy to keep track of your new leads in a spreadsheet. When it is up-and-running, every new lead from TikTok Lead Generation will be added to Google Sheets row(s).

                                    Add new leads in LinkedIn Ads to Google Sheets rows

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                                    • Google Sheets logo
                                    LinkedIn Ads + Google Sheets
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                                      Your time is best spent nurturing new prospects, not on data entry. Set up this integration to automatically save information submitted by new leads to your LinkedIn Lead Gen Form to a new row in a specified Google Sheets spreadsheet. Sort and filter through them at will, while saving time and effort!

                                      Alternatively, if you collect leads in another system that doesn't connect to Zapier (like your website or a custom app), you can use webhooks. Webhooks let your apps speak with each other—sending detailed information back and forth whenever new items occur in the first app. 

                                      This Zap, for example, will catch payloads inside your app, which Zapier's webhooks will catch. Zapier then automatically enters that data into a new spreadsheet row for you.

                                      Add info to a Google Sheet from new Webhook POST requests

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                                      Webhooks by Zapier + Google Sheets
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                                        Keeping an updated record of key information means you never have to wonder if there are missing or forgotten items. Set up this integration, and Zapier can catch a webhook POST from any source you want, automatically adding the information to a new row on Google Sheets once you've chosen which items go into different columns during setup. From then on, you can be sure we'll catch everything while you're free to work on other tasks.

                                        Analyze your survey and form results in one place

                                        Surveys are a great way to check the pulse of customers, clients, and even your colleagues. Some survey apps will display submissions in a report, showing cumulative results. If you need to analyze individual survey submissions in a spreadsheet form, many apps will allow you to export a CSV file.

                                        However, exporting takes time. And when you open a CSV file, you may have to clean up the file first to make the information look more presentable.

                                        Cut out the administrative step by using a Zap to connect your favorite survey app to Google Sheets. You and your colleagues can analyze submissions as they come in.

                                        Collect new Typeform responses as rows on Google Sheets

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                                        Typeform + Google Sheets
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                                          Forms are great at capturing user information, but exporting their results takes time. Zapier can help you analyze those entries in a spreadsheet automatically with this integration. Once you set it up, it will catch every new entry you receive on a Typeform, saving the results to a new row on Google Sheets so you don't have to do it yourself.

                                          Create rows in Google Sheets for new Gravity Forms submissions

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                                          Gravity Forms + Google Sheets
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                                            Need to save your Gravity Forms submissions to a Google Sheets spreadsheet so you can easily share results with teammates and other collaborators outside of Gravity Forms? This Gravity Forms-Google Sheets integration makes it easy to do just that, automatically.

                                            Generate rows in Google Sheets for new Unbounce submissions

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                                            Unbounce + Google Sheets
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                                              Forget manual exports. Automation can keep a log of all your form responses while you're busy with work that matters. After you turn on this integration, it will trigger with every new form submission you get on Unbounce, automatically adding a new row on Google Sheets for each one. You'll never have to worry about copy/pasting again.

                                              Need a way to analyze your survey responses—without the manual effort of sifting through dozens or hundreds of forms? Fortunately, you can use AI (think ChatGPT) to categorize each customer response into specific segments or topics for you. This Zap will take your form data, send it to ChatGPT, then send the analysis straight to Google Sheets. Job done. 

                                              Categorize Typeform responses with ChatGPT

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                                              • ChatGPT logo
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                                              Typeform + ChatGPT + Google Sheets
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                                                Automate the process of categorizing and archiving responses from Typeform. With ChatGPT's text classification, each entry can be swiftly categorized into predefined segments or topics. These classified entries are then systematically stored in a Google Sheets spreadsheet, ensuring organized data storage and easy access for future analysis.

                                                Store emails

                                                Your email inbox is a mess. There, I said it. I'm not here to judge—I too have thousands of messages sitting in my inbox because "I might need it one day."

                                                You could use folders, emails, and filters to organize your inbox, but that usually requires a bit of effort to set up and maintain. Even with such a system, you can't easily scan your messages to find what you're looking for.

                                                When it comes to email, I prefer zero effort. You can create a scannable backup by using a workflow that will store your emails in a Google Sheet automatically. You could even add an AI step to extract key information and add it to your sheet.

                                                Save new Gmail emails matching certain traits to a Google Spreadsheet

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                                                • Google Sheets logo
                                                Gmail + Google Sheets
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                                                  Often it's helpful to store, backup and organize emails matching certain characteristics to a Google Spreadsheet. This Gmail Google Sheets integration makes it a breeze to setup a simple rule (i.e. emails from:

                                                  Extract key information from labeled emails and use ChatGPT to categorize important information and add to a Google Sheet

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                                                  • Google Sheets logo
                                                  Gmail + ChatGPT + Formatter by Zapier + 1 more
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                                                    Want to better keep track of certain emails? Whenever you label an email (like from your credit card company), you can ask ChatGPT to extract key information (like amount, vendors, etc) and categorize it and add it to a Google Sheet so you can keep track of expenses and more.

                                                    Add new Gmail emails matching searches to Google Sheets rows

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                                                    • Google Sheets logo
                                                    Gmail + Google Sheets
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                                                      Emails can get lost in your inbox easily. If you need to keep a record of specific emails, though, this integration is just the ticket. After you set it up, each new email matching a specified search in your Gmail account will be automatically added to a row in a specified Google Sheets spreadsheet.

                                                      Add rows to Google Sheets with new Microsoft Outlook emails

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                                                      • Google Sheets logo
                                                      Microsoft Outlook + Google Sheets
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                                                        Want to spend less of your workday toggling between apps? That's where this integration comes in. Automatically create a new row in a specified Google Sheets spreadsheet whenever a new email is received in your Microsoft Outlook inbox. Keep your Google Sheets spreadsheets organized and up-to-date without ever needing to leave Outlook.

                                                        You can choose to set up your Zap to store email information according to certain traits, a specific search string, or a label. Now you have a copy of the messages you want to hang onto, and you're free to clear your inbox.

                                                        Manage sales and events in real time

                                                        Whether you run an eCommerce store and want to track sales or you're hosting an event and need to collect attendees, there will always be other kinds of data that you'll need to organize, analyze, and act on quickly.

                                                        A great way to do that is by storing that business-critical information in Google Sheets—automatically. With these Zaps, you can automatically send order information (like new Stripe payments) and event attendees (like new Eventbrite registrants) directly to Google Sheets. That way, you and your team can stay on top of your business in real time. 

                                                        Add new paid Shopify orders to Google Sheets rows

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                                                        Shopify + Google Sheets
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                                                          Keep your new Shopify paid orders organized using this automation. After your customer submits a new paid order on Shopify, Zapier will automatically add it to your Google Sheets spreadsheet as a new row. That way, you can manage your orders in a spreadsheet and easilyi keep everything organized.

                                                          Save new Eventbrite attendees to Google Sheets spreadsheets

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                                                          Eventbrite + Google Sheets
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                                                            Rather than constantly exporting CSV files, use Zapier to automatically add new attendees to a Google Sheets spreadsheet. Once you set up this Eventbrite-Google Sheets integration, new attendees from that point forward are automatically added to your spreadsheet.

                                                            Add new Stripe sales as rows on Google Sheets

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                                                            • Google Sheets logo
                                                            Stripe + Google Sheets
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                                                              If you're looking for a little book-keeping assistance, you've come to the right place. Activate this Stripe-Google Sheets integration and it will watch Stripe for you, triggering with every new sale and automatically sending the information to Google Sheets in a new row, so your accounting has all the detail it needs.

                                                              Add new ClickFunnels Classic contacts to Google Sheets

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                                                              • Google Sheets logo
                                                              ClickFunnels Classic + Google Sheets
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                                                                You might need to share new contacts created in ClickFunnels Classic with other people, or you might have a different metric to track. This Zapier integration makes it easy to add new ClickFunnels Classic contact data to Google Sheets. You can transfer as much contact data as you need, and you can easily see your new ClickFunnels Classic contacts in Google Sheets.

                                                                Take your spreadsheets to the next level

                                                                This is just the start of all that you can do with Google Sheets and Zapier. Zapier supports thousands of apps, so you automate almost any task at work. Start building your Zap now and see what you can create.

                                                                This article was originally published in July 2020 and was most recently updated in November 2024 by Elena Alston.

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                                                                A Zap with the trigger 'When I get a new lead from Facebook,' and the action 'Notify my team in Slack'