How to Automate File Management and Notifications with Microsoft Teams and OneDrive

Do you find it tiring to manually upload email attachments to OneDrive?

By integrating email, OneDrive, and Microsoft Teams, you can automatically save email attachments to OneDrive and notify your team via Microsoft Teams. This automation can help streamline file management and improve information sharing. 

In this article, we’ll show you how to set up this integration without any coding :) 

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• 🌐 Connect with apps like OneDrive, Microsoft Teams, and more.
• 📖 Use automation templates - no technical setup required
• 📈 Boost productivity and reduce human errors

You don't need to go through a complex setup and IT jargon, you can build your automation workflows with just a few clicks :) It's designed for those who want to streamline their daily work and save hours of time and stress from repetitive work.

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In this guide, you'll learn the step-by-step process of how to use Yoom to automatically save email attachments in OneDrive and share it via Microsoft Teams. 

✨ Recommended for

• Those using OneDrive and Microsoft Teams regularly
• Teams looking to improve work efficiency by integrating OneDrive and Microsoft Teams
• Anyone who wants to automatically save email attachments to OneDrive and quickly share them in Microsoft Teams

✔️ For Those Who Want to Try It Now

Yoom offers ready-made templates for easy setup. Click the "Try it" button to get started now!

Automatically upload attachments received via email to OneDrive and notify on Microsoft Teams.

Try it

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This is a flow that automatically uploads attachments received by email to OneDrive and notifies Microsoft Teams.

See details Try it

🚀 Let’s Set Up a Flowbot to Auto-Upload Email Attachments to OneDrive & Notify via Teams

Let's walk through how to set up a flow that automatically saves email attachments to OneDrive and sends notifications to Microsoft Teams.

⏱️ Setup time: 10 minutes

🔧 What You’ll Need

• A free Yoom account
• Access to OneDrive and Microsoft Teams

If you don’t have a Yoom account yet, register now from this registration form!

⚠️ Note: "Microsoft 365 (formerly Office 365)" includes both personal and business plans. If you’re using a personal plan, Yoom’s authentication may not work properly. We recommend using a Microsoft 365 Business account for a stable connection.

Preparation

Create a OneDrive Folder

1. Log into OneDrive. 

2. Then, click “+Add new” and select “Folder”. 

3. Enter a folder name and color of your choice, and click "Create" to complete the folder creation. For this example, we created a folder “Test_0711”. 

Step 1: Register Apps in Yoom

After logging into Yoom, go to "My Apps" from the left side menu and click "+ Add".

Connect OneDrive

Search for "OneDrive" from the app list and select it.

Log in using your Microsoft account. 

Now your OneDrive is connected :) 

Since OneDrive and Microsoft Teams are both part of the Microsoft Office ecosystem, they can be integrated using the same procedure. Therefore, you can follow the same steps to integrate Microsoft Teams as well.

Step 2: Copy the Template

Click the "Try It" button to copy the pre-built template into your project.

Automatically upload attachments received via email to OneDrive and notify on Microsoft Teams.

Try it

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This is a flow that automatically uploads attachments received by email to OneDrive and notifies Microsoft Teams.

See details Try it

Click "Try this template".

Click "OK" and give the Flowbot a name to recognize.

The template will be copied to your "My Project".

Step 3: Set Up Email Trigger

Click on the trigger action with the email icon. 

Create a unique email address for the trigger.

Define the conditions for activating the Flowbot.

On the next screen, send a test email to the created email address.

Make sure the email matches the trigger conditions.

Then click “Save”. 

📚Reference: To learn more on how to set up email trigger, check this guide. 

Step 4: Upload File to OneDrive

Click on the action item with the OneDrive icon. 

Set up the required fields. 

Drive ID:

• Click the field and select where you want to store the file

Destination Folder Name:

• Enter a folder name that was created during the preparation

Destination Folder Item ID: 

• Click the field and select the folder name from the preparation

File Name: 

• Click the field and select “Attachment File 1” from the retrieved value

File Attachment Method: 

• Choose “Use Retrieved Value” from the dropdown and select the email attachment 
• In this case, we choose “Attachment File 1”. 

📚 Reference: For more details on retrieved values and how to set them up, see the guide here.

Then click “Test”. 

If the test succeeds, click “Save”. 

Step 5: Send Message to Teams

Click on the action item with the Microsoft Teams icon. 

On the next screen, configure the following items:

• Team ID and Channel ID: Select where you want to post the message from the displayed options.
• Message: Create a message to send to Teams. This section can be freely adjusted by combining texts and retrieved values.

When you run a test, the summarized result will be sent to Teams.
If the message is sent correctly, click “Save”.

Step 6: Activate the Flowbot

Toggle the "Trigger On" button to activate your flow!
Check if the Flowbot you set up is working properly.

That’s it! 🎉 The Flowbot is now complete!

Automatically upload attachments received via email to OneDrive and notify on Microsoft Teams.

Try it

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This is a flow that automatically uploads attachments received by email to OneDrive and notifies Microsoft Teams.

See details Try it

💡 Other Automation Examples Using Microsoft Teams and OneDrive

By using Microsoft Teams and OneDrive, you can unlock a wide range of automation possibilities that simplify your workflows. Here are some examples you can explore for your next automation!

Automation Examples Integrating Microsoft Teams and OneDrive

Automatically upload attachments received via email to OneDrive and notify on Microsoft Teams.

Try it

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This is a flow that automatically uploads attachments received by email to OneDrive and notifies Microsoft Teams.

See details Try it

Upload form attachments to OneDrive and notify on Microsoft Teams

Try it

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■Overview
The "Upload form attachments to OneDrive and notify Microsoft Teams" workflow automatically saves attachments received from forms to OneDrive and notifies the team in Microsoft Teams. This streamlines file management and sharing, facilitating smoother team communication.

■Recommended for
- Administrative staff who find managing form attachments cumbersome
- Those who want to efficiently share information within the team using OneDrive and Microsoft Teams
- IT staff who want to automate file saving and notification tasks after form submission
- Business owners who want to advance digitalization of business processes and improve work efficiency
- Those who aim to reduce errors in manual file management and achieve accurate data processing

■Notes
- Please link OneDrive, Microsoft Teams, and Yoom.
- Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.
- The maximum downloadable file size is 300MB. Depending on the app's specifications, it may be less than 300MB, so please be careful.
- For details on the file size that can be handled by triggers and each operation, please refer to the following.
https://intercom.help/yoom/ja/articles/9413924

See details Try it

Automation Examples Using Microsoft Teams

Automatically Notify via Microsoft Teams of New Tasks Created

When a new card is created in Trello, notify Microsoft Teams.

Try it

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This is a flow to notify Microsoft Teams when a new card is created in Trello.

See details Try it

When a new task is added to an Asana project, send a message to Teams.

Try it

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Send a message to Teams when a new task is added to an Asana project

See details Try it

When a new issue is created on GitHub, notify Microsoft Teams.

Try it

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Overview
This is a flow to notify Microsoft Teams when an issue is created on GitHub.

Note
Integration settings with Yoom are required for both GitHub and Microsoft Teams.

See details Try it

Automatically Notify via Microsoft Teams When Data is Added to Database Apps

Notify Microsoft Teams when a row is added in Google Sheets.

Try it

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This is the flow to notify Microsoft Teams when a row is added to Google Sheets.

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Notify Microsoft Teams when information is registered in Airtable.

Try it

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This is a flow to notify Microsoft Teams when information is registered in Airtable.

See details Try it

When information is added to any Notion database, notify Microsoft Teams.

Try it

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■Overview
This is a flow that notifies Teams when information is added to any Notion database.

■Notes
・Please link Yoom with both Notion and Microsoft Teams.
・Branching is a feature (operation) available on the Mini Plan or higher. If you are on the Free Plan, the operations set in the flow bot will result in an error, so please be careful.
・Paid plans such as the Mini Plan offer a 2-week free trial. During the free trial, you can use restricted apps and features (operations).
・Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes.
・Please note that the shortest activation interval varies depending on the plan.
・Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.

See details Try it

Automatically Notify via Microsoft Teams When Forms Are Submitted

Notify Microsoft Teams of information submitted through Google Forms

Try it

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■Overview
Isn't it a tedious task to manually check and transcribe inquiries and survey responses collected via Google Forms into Microsoft Teams each time? This task can also lead to issues such as missed responses and delays in sharing. By utilizing this workflow, you can automatically notify a specified Microsoft Teams channel of the content when a response is submitted to Google Forms, solving these information-sharing issues.

■Recommended for
・Those who want to quickly share inquiries and requests received via Google Forms with their team
・Those who feel challenged by missed notifications and delays in response due to manual information sharing
・Those who want to automate the confirmation and transcription of form responses to improve work efficiency

■Notes
・Please link both Google Forms and Microsoft Teams with Yoom.
・Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
・For information on how to obtain response content when using Google Forms as a trigger, please refer to the following:
　https://intercom.help/yoom/en/articles/6807133‍
・Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes.
・Please note that the shortest activation interval varies depending on the plan.

See details Try it

When a form is submitted to Hubspot, notify Microsoft Teams.

Try it

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This is a flow to notify Microsoft Teams when a form is submitted to Hubspot.

See details Try it

When a form is submitted on Wix, notify Microsoft Teams

Try it

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This is the flow to notify Microsoft Teams when a form is submitted in Wix.

See details Try it

Automation Examples Using OneDrive

Automatically Create Folders in OneDrive When Clients or Accounts Are Registered

When an account is registered in Salesforce, create a folder for each account in OneDrive.

Try it

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This is a flow to create a folder for each account in OneDrive when an account is registered in Salesforce.

See details Try it

When a client is registered in Notion, create a folder in OneDrive.

Try it

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■Overview
Every time you register new client information in Notion, are you manually creating the related folder in OneDrive?
This task is simple, but as the volume increases it becomes time-consuming and can lead to missed folder creation and naming mistakes.
With this workflow, when a client is registered in the Notion database, a specified folder is automatically created in OneDrive, allowing you to smoothly resolve these issues.

■Recommended for
・Those who manage client information in Notion and store related materials in OneDrive
・Those who want to prevent omissions and naming-rule mistakes caused by manual folder creation
・Those who want to streamline department-wide processes for managing client information and related files

■Notes
・Please connect Yoom with both Notion and OneDrive.
・For the trigger, you can choose a run interval of 5, 10, 15, 30, or 60 minutes.
・The shortest run interval differs depending on the plan.
・Branching is a feature (operation) available on the Mini plan and above. On the Free plan, the flow bot operations you set will result in errors.
・Paid plans such as the Mini plan offer a 2-week free trial. During the free trial, you can use apps and features (operations) that are otherwise restricted.
・Microsoft 365 (formerly Office 365) has consumer plans and general business plans (Microsoft 365 Business). If you are not subscribed to a business plan, authentication may fail.

See details Try it

When an account is registered in Microsoft Dynamics 365 Sales, create a folder for each account in OneDrive.

Try it

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This is a flow to create a folder for each account in OneDrive when an account is registered in Microsoft Dynamics365 Sales.

See details Try it

Automatically Sync Files

Upload files to Box and also sync them with OneDrive.

Try it

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This is a flow bot that saves files uploaded to Box to OneDrive. Please use it when you want to store files in both Box and OneDrive.

See details Try it

When a file is uploaded to Google Drive, back it up to OneDrive.

Try it

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■Overview
The "When a file is uploaded to Google Drive, back it up to OneDrive" flow is a business workflow that facilitates smooth data management between clouds.
Files saved on Google Drive are automatically backed up to OneDrive, making it easy to achieve dual storage of important data.
This enhances data security while improving daily work efficiency.

■Recommended for
- IT personnel of companies using both Google Drive and OneDrive
- Business people who do not want to spend time on data backup tasks
- Team leaders who want to streamline file management across multiple cloud services
- Business owners who want to reduce the risk of data loss and optimize business processes using automation tools

■Notes
- Please link both Google Drive and OneDrive with Yoom.
- Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. Please note that the shortest activation interval varies depending on the plan.
- Microsoft365 (formerly Office365) has plans for home use and general corporate use (Microsoft365 Business), and authentication may fail if you are not subscribed to the general corporate plan.
- Branching is a feature (operation) available with the Mini Plan or higher. In the case of the Free Plan, the operation of the flow bot set will result in an error, so please be careful.
- Paid plans such as the Mini Plan offer a 2-week free trial. During the free trial, you can use restricted apps and features (operations).

See details Try it

Store files saved in OneDrive in Dropbox as well.

Try it

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■Overview
When using multiple cloud storage services, you may find yourself manually uploading the same file to each location, which can be cumbersome.
Especially when there are backup or sharing rules between teams, this manual work can lead to errors such as missing saves.
By utilizing this workflow, files will be automatically stored in Dropbox as soon as they are added to a specific folder in OneDrive, aiming to improve file management efficiency.

■Recommended for
・Those who are using both OneDrive and Dropbox and feel challenged by manual file synchronization
・Those who use both storages for file backup or sharing
・Those who want to automate file management flow and eliminate human errors

■Notes
・Please link both OneDrive and Dropbox with Yoom.
・Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
・Branching is a feature (operation) available with the mini plan or higher. In the case of the free plan, the operation of the flow bot set will result in an error, so please be careful.
・Paid plans such as the mini plan offer a 2-week free trial. During the free trial, you can use restricted apps and features (operations).
・Due to app specifications, there may be cases where the file creation date and last updated date are not the same, and branching may not work correctly, so please understand.
・The maximum downloadable file size is up to 300MB. Depending on the app specifications, it may be less than 300MB, so please be careful.
・For details on the file size that can be handled by triggers and each operation, please refer to the following.
　https://intercom.help/yoom/en/articles/9413924
・Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes.
・Please note that the shortest activation interval varies depending on the plan.

See details Try it

Automatically Upload Email Attachments to OneDrive

Automatically upload attachments received in Outlook to OneDrive

Try it

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This flow automatically uploads attachments received in Outlook to OneDrive.

See details Try it

Receive a file in Gmail and save it to OneDrive

Try it

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This flow saves files received in Gmail to OneDrive.

See details Try it

👏 Benefits of Integrating Microsoft Teams and OneDrive

Benefit 1. Centralized File Management

Automating the process of saving files received in emails directly to OneDrive ensures all your files are stored in one central location. This eliminates the need for manually saving the files every time and reduces the risk of misplacing or losing important files. Centralized storage makes file management easier and more efficient. 

Benefit 2. Streamlined Information Sharing

With Microsoft Teams and OneDrive integration, you can share information instantly. With this automation, a message with the file is automatically sent to Microsoft Teams. This ensures the whole team can access it quickly, facilitating quick feedback and revisions. 

Benefit 3. Free Up Local Storage

Automatically saving files in email to OneDrive helps keep your device’s local storage free. Instead of cluttering your desktop with files that need to be manually saved to OneDrive, this integration ensures a clean workspace, reducing the risk of mistakes and making it easier to stay organized. 

📖 Summary

In this article, we showed how to automatically upload email attachments to OneDrive and notify via Microsoft Teams. By integrating these two apps, you can automate file management, ensuring no important emails or attachments are missed. 

Best of all, no technical expertise is needed, and anyone can easily set it up! Ready to simplify your workflows? Sign up for Yoom and try it today!

👉 Create your free Yoom account now