How to integrate Microsoft Teams and Outlook to send a summary to Microsoft Teams when an email arrives in Outlook

Recommended for

Business users who want to integrate Outlook and Microsoft Teams
Managers facing challenges in information sharing during remote work
Executives considering workflow efficiency through app integration
Project leaders interested in smooth team information sharing
SME owners aiming to reduce communication burdens

Benefits and Use Cases of Integrating Outlook and Microsoft Teams

1. Concisely share key points and establish a system for immediate response‍

By automatically sending summarized emails received in Outlook 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 rapid response. This mechanism ensures that essential information is reliably communicated to the entire team before meetings or tasks, 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, potentially improving work efficiency.

When email summaries are notified in Microsoft Teams, all responsible members can access the necessary information, eliminating the need for individual checks or transcription tasks, thereby reducing errors and information omissions. Especially when multiple members need email information, this integration centralizes tasks, allowing each member to simultaneously verify and effectively utilize overall resources.

3. Simplify communication to reduce stress and enhance team cohesion‍

Summarizing the content of emails received in Outlook in Microsoft Teams makes it easier to verify related information, facilitating smooth information sharing within the team.

For instance, if emails related to meetings or discussions are concisely summarized and notified in Microsoft Teams, each member can grasp the background information simultaneously, reducing overlooked information. This particularly strengthens teamwork in remote environments, alleviates the burden of sharing information, and is expected to improve overall team efficiency.

How to Summarize and Send Emails from Outlook to Microsoft Teams

Use Yoom to integrate Outlook and Microsoft Teams without coding.
When an email arrives in Outlook, try summarizing the necessary information and sending it to Microsoft Teams!

[What is Yoom]

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Step 1: Integrate My Apps with Outlook and Microsoft Teams

First, let's register My Apps with Outlook and Microsoft Teams!
If you've already done this, please proceed to Step 2.

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

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From there, click on "+ New Registration" at the top right of the My Apps page, and a list of app names will appear.

Search for Outlook (or Microsoft Teams) from there.

You will be prompted to log in, so please enter the account you usually use for work.
This app is part of Office365, so you only need to log in once with either!

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

Step 2: Set the Trigger

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

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

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

Make sure the account is reflected and click "Next."

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

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

Step 3: Integrate with the App for Summarization

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

For information on registering ChatGPT as My App, please refer to this link.

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Next, set up the conversation with ChatGPT for summarization.
If there are conditions for the information you want 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 occur, the email summarization setup is complete!

Step 4: Integrate with Microsoft Teams

Next, integrate with Microsoft Teams.

If My App registration is complete initially, the information should be reflected.

There are other actions available, but this time, we will summarize the received email and notify Microsoft Teams, so select "Send a message to chat."

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

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

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Ensure no errors occur, 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.

Advanced Integration Flow of Microsoft Teams and Outlook

By using Yoom to integrate Microsoft Teams and Outlook, you can contribute to improving work efficiency beyond just summarizing and notifying emails!
The flow introduced here is just one example, and you can infinitely customize it by changing it to the apps you use in your work!

・Send and summarize form responses to Outlook email and then send to Microsoft Teams

Even if the form responses are lengthy, you can summarize them by integrating with tools like ChatGPT.
You can send the summarized text via email and also notify it in Microsoft Teams.

Please make use of this when conducting surveys that collect responses from many people!

・When the meeting content is posted to a Microsoft Teams channel, generate a Zoom meeting URL and send it to Outlook

As soon as a chat about the meeting is posted, a Zoom URL is generated immediately.

The generated URL can be automatically sent to a specified email address, making confirmation and sharing proceed smoothly.

・If there is a question in English in the input form, translate the question and notify Microsoft Teams, and send an initial response to the form respondent

Translate the inquiry, notify the team, and also send an initial response to the respondent.

Promptly sending an initial response to questions in English is likely to lead to improved customer satisfaction.

・When lead information is registered through Facebook Ads, send an Outlook email to the lead and notify Microsoft Teams

Notify both Outlook and Microsoft Teams about lead acquisition.

By notifying both, it becomes possible to inform a wide range of members.

By using Yoom, you can automate tasks that have established routines, such as summarizing information and sending templated emails.

Please consider utilizing it to facilitate daily communication!

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Summary

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

You may have realized that tasks like sending emails and managing schedules can be automated.

Customer support
Schedule management
Internal communication

Tasks like the above can be automated by integrating applications.

This significantly reduces human error and the effort required to process information, leading to improved work efficiency!

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Yoom offers a two-week trial period, so please consider trying it out and evaluating its implementation.