Email each demo request to your sales inbox
Each demo request arrives in your shared Outlook inbox as a scannable email, so a rep can qualify it without opening another tool.
New submission on your demo-request form
Send an Outlook email to your sales team with the lead's name, company, and message
One-directional. A submission triggers the action — nothing is written back into your form.
Demo requests go cold fast. A rep who sees the lead's company, role and stated problem in an ordinary Outlook message can decide in ten seconds whether to ring now or add it to tomorrow's list, with no tab switch and no CRM login.
Shared sales mailboxes are where this belongs. Everyone sees the same thread, rules and categories can sort it by company size, and the message stays searchable long after the deal closes or dies.
Setting it up
- 1
Publish the demo request form with Company and Work Email required. A lead missing either is not worth paging the team for.
- 2
Start the Zap with the formformform New Submission trigger and select the demo request form.
- 3
Add the Microsoft Outlook Send Email action and connect an account with permission to send to, or as, your shared sales mailbox.
- 4
Put the shared sales address in To. Keep the reps' individual addresses out of CC so replies stay on one thread instead of four.
- 5
Write the subject as "Demo request —" plus Company and Company Size, so the inbox sorts by account before anyone opens a message.
- 6
Lay the body out one field per line: First Name, Job Title, Work Email, Phone Number. A run-on paragraph is what makes these get skimmed and forgotten.
- 7
Quote What problem are you trying to solve? and When are you looking to implement? under their own headings. Those two lines decide who calls first.
- 8
Send a test request, set an Outlook rule that categorises anything with "Demo request" in the subject, then switch the Zap on.
What maps where
Using the Demo Request Form as the starting point. These are its real fields — swap in your own and the mapping works the same way.
| Form field | Microsoft Outlook |
|---|---|
| Company | Subject line of the Outlook email |
| First Name | First line of the email body |
| Work Email | Body, top line, as the clickable address a rep replies to |
| Job Title | Body, directly under the lead's name |
| What problem are you trying to solve? | Body, quoted in full under its own heading |
| When are you looking to implement? | Body, on its own line so reps can triage by urgency |
Variations worth knowing
Add a Zapier path on Company Size and point enterprise leads at one address and self-serve leads at another. The body stays identical, so nobody has to learn two formats, and each team stops reading the other team's leads.
Add an Outlook Create Event step after the email, set two hours out and titled with Company. A rep who ignores an inbox will not ignore a reminder that pops up on the phone.
If something isn't arriving
Check the Outlook rules on that mailbox first. A rule matching a fixed subject prefix will move the messages out of the inbox silently, while Zapier's task history keeps showing the action as successful.
Company is not required by default, so a lead can leave it empty. Make it required on the form, or add a Zapier Formatter default of "No company given" so the subject never trails off mid-sentence.
Frequently asked questions
Can this send to a shared mailbox we all sit in?
Yes, if the connected account has permission to send to it: put the shared address in To. Sending as the shared mailbox needs send-as rights granted in Microsoft 365, and without them Outlook falls back to the signed-in account while the message still arrives.
How do reps reply to the lead without copying the address by hand?
Put Work Email on the first line of the body and reps can click it. Replying to the notification itself answers the mailbox rather than the lead, so keep the lead's address visible at the top instead of buried under the message.
Does the lead get anything from this Zap?
No. This one only writes to your sales mailbox. To acknowledge the requester as well, add a second Outlook Send Email action in the same Zap addressed to Work Email: two actions, one trigger, and the internal copy stays private.
Related automations
- Add every event signup to your Outlook contacts
Everyone who registers is written into your Outlook address book with their phone, employer and job title already filled in.
- Confirm every registration by email
Registrants get an instant confirmation from your event mailbox showing their ticket type, and the organiser keeps a BCC copy.
- Prepare a draft reply for every support ticket
Each support ticket produces a pre-filled Outlook draft addressed to the customer, ready for an agent to edit and send.
- Put each booking request on your Outlook calendar
A requested slot becomes a real Outlook calendar event, with the client's reason for the appointment sitting in the notes.
- Send an automatic acknowledgement to every new enquiry
Every enquiry gets a same-minute acknowledgement sent from your own Outlook mailbox, naming what was asked and when a real answer follows.
- Confirm every RSVP with the joining details
Registrants get a confirmation carrying the joining details, and the organiser mailbox is BCC'd on every one.
Build the form first
The automation needs somewhere to fire from. Publish a form, connect it once, and every submission from then on runs this flow.
Start free