Automate Gmail alerts with Zapier

Using Zapier, you can automatically send Gmail messages into Slack so your team sees important emails in real time without living in the inbox.

This how-to guide walks you through creating an automation that posts new Gmail messages into a chosen Slack channel, using the same core steps shown in the original walk-through on Zapier’s Gmail-to-Slack tutorial.

What you need before you start with Zapier

Before building the workflow, make sure a few basics are in place so Zapier can connect everything smoothly.

• A Google account with Gmail enabled
• A Slack workspace where you can add apps and post messages
• A free or paid Zapier account
• At least one test email in Gmail to work with while you set up the automation

Once you have these ready, you can build the automation in just a few minutes.

How the Gmail-to-Slack automation works in Zapier

In Zapier, an automation is called a Zap. Each Zap follows a simple pattern:

• Trigger: Something happens in one app.
• Action: Zapier does something in another app.

For this workflow:

• Trigger app: Gmail
• Trigger event: New email matching a search
• Action app: Slack
• Action event: Send a channel message

The result is that every time Gmail receives a message that matches your criteria, Zapier posts the details into the Slack channel you choose.

Step 1: Start a new Zap in Zapier

First, create the automation in your Zapier dashboard.

1. Log in to your Zapier account.
2. Click the button to create a new Zap.
3. Give your Zap a clear name, such as Gmail to Slack notifications, so you can recognize it later.
4. In the trigger search field, type Gmail and select the Gmail app.

Zapier now moves you into the Gmail trigger configuration.

Step 2: Configure the Gmail trigger in Zapier

You will set up when Zapier should look for emails and which messages it should watch.

Choose the Gmail trigger event in Zapier

1. Under Event, choose New Email Matching Search (or a similar event that finds new messages).
2. Click Continue to move to the account connection step.

This event lets Zapier pull in only the messages you care about instead of every single email.

Connect your Gmail account

1. Click Sign in to Gmail or Connect a new account.
2. Sign in with the Google account that holds the mailbox you want to monitor.
3. Review the requested permissions and allow Zapier to access your Gmail data.
4. Click Continue to confirm the account.

Zapier uses this secure connection to read message metadata and content that match your search query.

Define the Gmail search for Zapier

Now specify which messages should trigger the Zap.

1. In the Search String field, add a Gmail search query, for example:
   • from:customer@example.com
   • subject:(New order)
   • label:support
2. Keep the query focused so you only send meaningful alerts into Slack.
3. Click Continue.

Zapier will use the same search syntax as Gmail, so anything that works in Gmail search also works here.

Test the Gmail trigger in Zapier

1. Click Test trigger.
2. Zapier searches Gmail and returns one or more recent messages that match your query.
3. Pick a sample email that clearly represents the type of notification you want to send to Slack.

If Zapier cannot find a message, send a test email to yourself that matches the search criteria, then test again.

Step 3: Set up the Slack action in Zapier

Next, you will tell Zapier exactly how to post the Gmail details into Slack.

Choose the Slack action event in Zapier

1. In the Action section, search for Slack and select it.
2. Under Event, choose Send Channel Message (or the equivalent option to post messages in a channel).
3. Click Continue.

Zapier moves you into the Slack connection and message setup screens.

Connect your Slack workspace

1. Click Sign in to Slack or connect a different workspace if needed.
2. Authorize Zapier when Slack asks for permission to access channels and post messages.
3. Select the correct workspace if more than one is available.
4. Click Continue.

Now Zapier can post messages on your behalf in the channels you choose.

Configure the Slack message content

Design the message that will appear in Slack every time Gmail receives a matching email.

1. In the Channel field, pick the Slack channel for notifications, such as #support or #sales.
2. In the Message Text field, combine text with data from Gmail, for example:
   • New email from {{From Name}} <{{From Address}}>
   • Subject: {{Subject}}
   • Snippet: {{Body Plain}}
   • Link: {{Message URL}} if available
3. Optionally set:
   • Bot name or icon
   • Whether to include a link to the email
   • Whether to enable @mentions
4. Click Continue when the message looks the way you want.

Zapier lets you mix static text and Gmail fields so your team sees exactly the context they need in Slack.

Step 4: Test and turn on your Zap in Zapier

Before activating the workflow, run a live test.

1. Click Test step or Test and review in the Slack action.
2. Zapier sends a test message into the chosen Slack channel using the sample email from Gmail.
3. Open Slack and confirm that the formatting, fields, and channel are correct.
4. If needed, go back and adjust the message text or channel, then test again.
5. When everything looks right, click Turn on Zap.

From now on, every matching Gmail message will appear in Slack automatically through Zapier.

Tips for improving your Gmail-to-Slack workflow in Zapier

You can refine the automation so that Slack notifications stay useful and avoid noise.

• Use specific Gmail filters: Narrow your search string by sender, subject, labels, or keywords.
• Create separate Zaps: Send different types of emails to different Slack channels, such as billing versus support.
• Include direct links: When possible, include a link that opens the Gmail message for quick follow-up.
• Adjust Slack formatting: Use line breaks, basic emphasis, and structured text so notifications remain readable.

As your team’s needs change, you can duplicate and update the Zapier workflow rather than starting over each time.

Where to go next with Zapier automations

Once Gmail-to-Slack alerts are running smoothly, you can expand with more automations using Zapier, such as sending form submissions into Slack or posting calendar reminders.

For additional automation strategies, you can explore resources from specialists like Consultevo alongside the official examples in the Zapier blog.

Following the structure above, you can quickly recreate and customize the Gmail-to-Slack message flow described in the original Zapier guide, while tailoring it to your team’s channels, filters, and message format.

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