How to Automate Email Notifications by Integrating Microsoft Teams and Outlook

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How to Summarize Emails Received in Outlook and Send Them to Microsoft Teams

Use Yoom to connect Outlook and Microsoft Teams without any code.
When an email arrives in Outlook, let's summarize the necessary information and send it to Microsoft Teams!

Step 1: Connect My Apps in Outlook and Microsoft Teams

First, register your apps in Outlook and Microsoft Teams!
If you've already done this, proceed to Step 2.

Click "My Apps" from the left sidebar in Yoom.

From there, click the "+ New Registration" button at the top right of the My Apps page to see a list of app names.
Search for Outlook (or Microsoft Teams) from there.

Note: "Microsoft 365 (formerly Office 365)" has both personal and business plans (Microsoft 365 Business). If you do not have a business plan, authentication from Yoom may not work properly, so please be careful.

You will be prompted to log in, so please enter the account you usually use for work.
This time, both apps are from Office365, so you only need to log in once with either!

Once successfully registered, the app name and icon will be displayed as shown in the image below.

Next, click "Try it out" on the banner below.

You will see "Template has been copied", so click "OK".

Step 2: Set the Trigger

Let's set up the first trigger for the flow.

When you select "App Trigger", the information from Outlook, which was previously integrated with My Apps, will be reflected.

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Select "When an email is received" as the trigger action.
There are other options like "When an email with a specific subject is received", so you can customize as needed.

Ensure the account is reflected and click "Next".

Next, set which email folder will trigger the flow bot when an email is received.
The Outlook email folders you reflected should appear, so select the corresponding email folder ID.

Press the "Test" button, and if no errors appear, press the "Save" button to complete the trigger setup.

Step 3: Integration with the Summarizing App

Next, integrate with the app that summarizes email content.
Here, we will set it up so that ChatGPT summarizes the email content.

For registering ChatGPT as My App, please refer to this guide.

Next, configure the conversation settings with ChatGPT for summarization.
If there are specific conditions for the information to be summarized, enter the details in the "Conversation" section.

Temperature represents the level of abstraction in the response.
Also set the maximum token count!
Press the "Test" button with the necessary information, and if no errors appear, the email summarization setup is complete!

Step 4: Integration with Microsoft Teams

Next, integrate with Microsoft Teams.
If My App registration is complete, the information should be reflected.

There are other actions, but this time, since we are summarizing the received email and notifying Microsoft Teams, select "Send a message in chat".

Set up which chat in Microsoft Teams to send the notification to.
You can select mention information from the options.

Enter all the information, press save, and return to the flow list screen.

Ensure no errors appear, change the app trigger to ON, and the setup is complete!
Now, when an email is received in Outlook, it will automatically be summarized and a notification will be sent to Microsoft Teams.

Other Automation Examples with Microsoft Teams and Outlook

Besides the flow introduced here, you can achieve various business automations using the APIs of Microsoft Teams and Outlook. All can be used with simple settings, so if you find something interesting, please give it a try!

Automation Example Using Microsoft Teams

Notify Microsoft Teams when a record is created in the Salesforce Lead Object

You can trigger notifications to Microsoft Teams not only from Outlook but also when a record is created in Salesforce.

‍When there is a response to the survey form, add the response content to Microsoft Excel and notify Microsoft Teams

‍There is also a flow that saves the survey response content to Microsoft Excel before sending a notification. It is possible to set actions in two stages like this.

Activate the Flow Bot at the end of each month to send notifications to Microsoft Teams

You can also choose a specific date to send regular notifications. This is recommended for those who perform fixed processes at the end or beginning of each month.

Automation Example Using Outlook

Send to Slack When a Message is Received in Outlook

Notifications can be sent not only to Microsoft Teams but also to other chat tools like Slack.

Upload attachments received in Outlook to Dropbox

Not only messages, but also attachments can be automatically uploaded. It can be customized for services other than Dropbox, so please try it with your tools!

Create a task in Outlook based on Typeform content

Contrary to updating other tools based on Outlook information, there is also a flow to create tasks in Outlook based on information from other tools.

Benefits and Use Cases of Integrating Outlook with Microsoft Teams

1. Share Key Points Concisely and Build a System for Quick Response

By summarizing emails received in Outlook and automatically sending them to Microsoft Teams, important information is concisely aggregated, facilitating smooth information sharing within the team.

Especially for emails requiring action, such as client requirements or project progress checks, you can quickly grasp the key points and establish a system for prompt response. Using this mechanism ensures that essential information is reliably communicated to all team members before meetings or tasks, contributing to reducing the risk of missed responses.

2. Reduce Redundant Tasks to Alleviate Workload and Optimize Resources

Integrating Outlook with Microsoft Teams eliminates the need to switch between apps, which can improve work efficiency.

When the summary of an email is notified in Microsoft Teams, all responsible members can access the necessary information, eliminating the need for individual checks and transcription tasks, thereby reducing errors and overlooked information. Particularly when multiple members need email information, this integration centralizes tasks, allowing each member to check simultaneously and creating an environment where the overall resources of the work can be effectively utilized.

3. Simplify Communication to Reduce Stress and Enhance Team Cohesion

When the content of emails received in Outlook is summarized in Microsoft Teams, it becomes easier to check related information, facilitating smooth information sharing within the team.

For example, if emails related to meetings or appointments are concisely summarized and notified in Microsoft Teams, each member can grasp the prerequisite information at the same time, reducing overlooked information. This strengthens teamwork, especially in remote environments, reduces the burden of sharing information, and is expected to improve the overall work efficiency of the team.

Conclusion

We introduced how to integrate Outlook with Microsoft Teams using Yoom.

• Customer Support
• Schedule Management
• Internal Communication

Tasks like the above can be automated by linking the apps. This significantly reduces human errors and the effort required to process information, leading to improved work efficiency.

Feel free to try it out using this article as a reference!