"Are we really checking the form responses properly...?"
Are you overwhelmed with manually checking responses, planning schedules, and contacting stakeholders every time? Many companies use Google Forms for submissions and applications, but if the follow-up relies entirely on human effort, errors and omissions are likely to occur. This is where the automatic integration of Google Forms and Microsoft Teams comes in handy. For example, when a preferred interview date is entered into a form, you can automatically create an event in the Microsoft Teams calendar or notify Microsoft Teams of the submission details, making it easier to share with stakeholders.
In this article, we will introduce what you can do by integrating Google Forms and Microsoft Teams, as well as detailed instructions on how to set it up. Anyone can easily integrate without any coding, so if you're interested in automation, be sure to read to the end!
For those who want to try it quickly
By using Yoom, you can easily integrate Google Forms and Microsoft Teams without any coding. Yoom provides templates for integrating Google Forms and Microsoft Teams, so you can achieve integration immediately just by registering, even without API knowledge.
Create a calendar event in Microsoft Teams from Google Forms responses
■Overview The "Create a calendar event in Microsoft Teams from Google Form responses" flow is a business workflow that streamlines event and meeting schedule management. By automatically reflecting the information collected from Google Forms into the Microsoft Teams calendar, it reduces manual input tasks and enables smooth schedule adjustments. This is expected to facilitate smoother communication and schedule management within the team.
■Recommended for ・Personnel collecting participant information for events or meetings using Google Forms ・Managers or leaders managing team schedules using Microsoft Teams ・Business professionals looking to improve work efficiency by reducing time spent on manual schedule input ・IT personnel in companies wanting to automate daily operations by integrating data across multiple tools ・Staff in organizations wanting to conduct event or meeting schedule adjustments more quickly and accurately
■Notes ・Please integrate both Google Forms and Microsoft Teams with Yoom. ・Refer to the following for how to obtain response content when using Google Forms as a trigger. https://intercom.help/yoom/en/articles/6807133 ・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.
What You Can Do by Integrating Google Forms and Microsoft Teams
By integrating the APIs of Google Forms and Microsoft Teams, you can automatically transfer data from Google Forms to Microsoft Teams! For example, you can automatically perform data transfers like the ones below without any manual intervention.
Create a calendar event in Microsoft Teams from Google Forms responses
This flow is recommended for recruitment teams that use Google Forms for scheduling interviews and similar tasks! Once a response is submitted in Google Forms, an event can be automatically added, helping to prevent any oversights or errors in scheduling.
Create a calendar event in Microsoft Teams from Google Forms responses
■Overview The "Create a calendar event in Microsoft Teams from Google Form responses" flow is a business workflow that streamlines event and meeting schedule management. By automatically reflecting the information collected from Google Forms into the Microsoft Teams calendar, it reduces manual input tasks and enables smooth schedule adjustments. This is expected to facilitate smoother communication and schedule management within the team.
■Recommended for ・Personnel collecting participant information for events or meetings using Google Forms ・Managers or leaders managing team schedules using Microsoft Teams ・Business professionals looking to improve work efficiency by reducing time spent on manual schedule input ・IT personnel in companies wanting to automate daily operations by integrating data across multiple tools ・Staff in organizations wanting to conduct event or meeting schedule adjustments more quickly and accurately
■Notes ・Please integrate both Google Forms and Microsoft Teams with Yoom. ・Refer to the following for how to obtain response content when using Google Forms as a trigger. https://intercom.help/yoom/en/articles/6807133 ・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.
Notify Microsoft Teams of Information Submitted via Google Forms
You can check the contents of Google Forms from Microsoft Teams, saving you the hassle of switching between tools. If you want to reduce the risk of missing information, please give it a try.
Notify Microsoft Teams of information submitted through Google Forms
■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.
Notify Microsoft Teams when a row is updated in Google Sheets
You can automatically share updates from Google Sheets, eliminating any time lag in information sharing. This flow is recommended for those who manage tasks using shared Google Sheets and want to be notified of any updates.
Let's Create a Flow to Integrate Google Forms with Microsoft Teams
Let's get started by creating a flow that integrates Google Forms with Microsoft Teams! This time, we'll use Yoom to proceed with the integration of Google Forms and Microsoft Teams without any coding. If you don't have a Yoom account yet, you can create one using the registration form here.
[What is Yoom]
This time, we will create a flow bot that "creates a schedule in the Microsoft Teams calendar based on the responses from Google Forms"!
The creation process is broadly divided into the following steps.
Register Google Forms and Microsoft Teams as My Apps
Copy the template
Set up the Google Forms trigger and the Microsoft Teams action
Set the trigger to ON and complete the preparation for flow operation
Create a calendar event in Microsoft Teams from Google Forms responses
■Overview The "Create a calendar event in Microsoft Teams from Google Form responses" flow is a business workflow that streamlines event and meeting schedule management. By automatically reflecting the information collected from Google Forms into the Microsoft Teams calendar, it reduces manual input tasks and enables smooth schedule adjustments. This is expected to facilitate smoother communication and schedule management within the team.
■Recommended for ・Personnel collecting participant information for events or meetings using Google Forms ・Managers or leaders managing team schedules using Microsoft Teams ・Business professionals looking to improve work efficiency by reducing time spent on manual schedule input ・IT personnel in companies wanting to automate daily operations by integrating data across multiple tools ・Staff in organizations wanting to conduct event or meeting schedule adjustments more quickly and accurately
■Notes ・Please integrate both Google Forms and Microsoft Teams with Yoom. ・Refer to the following for how to obtain response content when using Google Forms as a trigger. https://intercom.help/yoom/en/articles/6807133 ・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.
Step 1: Register My Apps for Google Forms and Microsoft Teams
Before setting up the flow bot, let's integrate Yoom with each app.
Steps to Register My Apps for Google Forms
Once you log in to Yoom, select My Apps and click on Add.
Use the search box to select Google Forms from the list of apps.
Click on "Sign in with Google".
Select the account you want to integrate.
Click "Next".
Select "Continue".
You have now registered My Apps for Google Forms.
Steps to Register My Apps for Microsoft Teams
Note: Microsoft365 (formerly Office365) has plans for home use and general business use (Microsoft365 Business). If you are not subscribed to a general business plan, authentication may fail.
Next, integrate Microsoft Teams. Select My Apps → Add in the same way as before.
Use the search box to select Microsoft Teams from the list of apps.
Enter the account information to integrate.
Enter your password.
You have now registered My Apps for Microsoft Teams.
Step 2: Copy the Template
Next, copy the template from the Yoom site. It is possible to set up without using a template, but here we will introduce a method that utilizes templates for easier operation. If you are familiar with the operation, please try creating from scratch! Now, please click the banner below.
Create a calendar event in Microsoft Teams from Google Forms responses
■Overview The "Create a calendar event in Microsoft Teams from Google Form responses" flow is a business workflow that streamlines event and meeting schedule management. By automatically reflecting the information collected from Google Forms into the Microsoft Teams calendar, it reduces manual input tasks and enables smooth schedule adjustments. This is expected to facilitate smoother communication and schedule management within the team.
■Recommended for ・Personnel collecting participant information for events or meetings using Google Forms ・Managers or leaders managing team schedules using Microsoft Teams ・Business professionals looking to improve work efficiency by reducing time spent on manual schedule input ・IT personnel in companies wanting to automate daily operations by integrating data across multiple tools ・Staff in organizations wanting to conduct event or meeting schedule adjustments more quickly and accurately
■Notes ・Please integrate both Google Forms and Microsoft Teams with Yoom. ・Refer to the following for how to obtain response content when using Google Forms as a trigger. https://intercom.help/yoom/en/articles/6807133 ・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.
Now you have a copy of the template. The copied template is saved in My Projects.
Step 3: Set up Google Form Trigger
Once the preparation is complete, proceed to the Flowbot settings! Click on "When form response is submitted" in the copied template.
Select Linked Account and Action
The title is entered at the time of copying, but it can be changed! For the account information linked with Google Forms, make sure to check the linked account. Ensure that the trigger action is set to "When form response is submitted" and click Next.
API Connection Settings for App Trigger
Set the trigger activation interval. The trigger activation timing can be set to 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. The shortest interval that can be set for the trigger varies depending on your plan, so be sure to check that. The trigger activation interval is the time to check whether the trigger action (when form response is submitted) is executed at the set time. It is generally recommended to set it to the shortest activation interval for that plan. Enter the Form ID while checking the annotations. After setting, execute the trigger action (when form response is submitted) and click Test.
If the test is successful, manually add the Google Form response information from "Add values to retrieve".
Click the + button for the items you want to add, and once you've selected everything, choose "Add".
All the added item names are labeled as Value, so click the pencil icon to change the name.
Change the item name and save it.
For how to retrieve response content when using Google Forms as a trigger, please refer to here. Once everything is set, save it.
Step 4: Perform Calculation Processing
Next, click "Add/Subtract Date and Time" and set it up. This step is necessary to set the end time of the schedule when creating a schedule in the Microsoft Teams calendar!
Set Operation Conditions
The title can be changed. For the date and time to be converted, select "Interview Date" and "Interview Time" from the values obtained from Google Forms. If you enter manually without using "Values to Retrieve", the same time will continue to be converted. Be sure to select from the values to retrieve! Check the details here. Please refer to here.
For the addition/subtraction settings, set the end time from the start time of the schedule in Google Forms. Here, we want the end time to be 1 hour later, so we set it to 60 minutes. The format of the date and time to be converted is selected to match the date and time format set in Microsoft Teams, as shown in the attached image. Once set, click Test.
If the converted end time value is added to the retrieved values, save it.
Step 5: Set Microsoft Teams Action
Finally, the last setting item! Click "Create an event in the calendar" and proceed with the settings.
Select Linked Account and Action
The title can be changed! Check that the account information linked with Microsoft Teams is set to the account you want to link. After confirming that the action "Create an event in the calendar" is selected, click Next.
API Connection Settings
Select the user you want to link from the candidates for the User ID.
Enter the subject as the title of the schedule.
For the start date and time, select "Interview Date" and "Interview Time" from the values obtained from Google Forms. When selecting, insert a half-width space between the interview date and interview time.
For the end date and time, select "Calculated Value" from the values obtained from the addition/subtraction of date and time.
Check the annotations and set the time zone.
Once set, execute the test, and if it can be added to the Microsoft Teams schedule, save it.
Finally, turn on the trigger and check the operation!
Now the Flowbot setup is complete!
Add content posted to a specific channel in Microsoft Teams to Google Sheets
Once posted in Microsoft Teams, it will automatically be reflected in Google Sheets, preventing manual transcription errors or omissions.
Other Automation Examples Using Google Forms and Microsoft Teams API
By utilizing the APIs of Google Forms and Microsoft Teams, various automations can be achieved.
Automation Examples Using Google Forms
When a response is submitted to Google Forms, the content can be automatically registered as a task in Asana or transcribed into Microsoft Excel. Additionally, it is possible to integrate data with Salesforce or upload attachments to Box.
Enter the responses from the Google Form into Excel.
■Overview Manually transcribing survey and inquiry responses collected via Google Forms into Microsoft Excel one by one can be time-consuming. Manual copy & paste can also cause input errors and missed entries. With this workflow, as soon as a response is submitted to Google Forms, its contents are automatically entered into Microsoft Excel, resolving these issues and enabling smoother data management.
■Who we recommend this template for ・Those who manually transcribe responses collected via Google Forms into Microsoft Excel ・Those who want to quickly share inquiries or application information from the form with stakeholders ・Operations staff who want to eliminate manual data entry errors and improve data accuracy
■Notes ・Connect both Google Forms and Microsoft Excel with Yoom. ・You can choose a trigger interval of 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum trigger interval varies by plan. ・For how to retrieve response content when using Google Forms as a trigger, please refer to the following: https://intercom.help/yoom/en/articles/6807133 ・Microsoft 365 (formerly Office 365) has consumer plans and business plans (Microsoft 365 Business). If you are not subscribed to a business plan, authentication may fail. ・For configuring the operation that manipulates the Microsoft Excel database, please refer to the following: https://intercom.help/yoom/en/articles/9003081
■Overview Are you manually registering information such as inquiries or event applications acquired via Google Forms into Salesforce one by one? This work not only takes time, but it also tends to cause human errors such as copy-and-paste mistakes or missed entries. By leveraging this workflow, when a response is submitted to Google Forms, lead information will be automatically registered in Salesforce, eliminating the burden of such routine tasks and enabling prompt customer responses.
■Who we recommend this template for ・Marketing personnel who manage information collected via Google Forms in Salesforce ・Sales representatives who want to eliminate mistakes and delays caused by manual data entry ・Those who want to automate repetitive data-transfer tasks and focus on more core work
■Notes ・Please connect Yoom with both Google Forms and Salesforce. ・Salesforce is available only with the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the configured flowbot operations and Data Connect will result in errors, so please be careful. ・Paid plans such as the Team Plan and Success Plan offer a two-week free trial. During the free trial, you can use apps that are otherwise restricted. ・You can select the trigger interval from 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum trigger interval varies by plan. ・For how to retrieve the response content when using Google Forms as a trigger, please refer to the following: https://intercom.help/yoom/en/articles/6807133
In Microsoft Teams, it is possible to automatically send notifications at the end of each month and create folders in OneDrive based on posted messages. Additionally, you can trigger an email in Outlook from a channel post in Teams.
Activate the Flow Bot at the end of each month to notify Microsoft Teams.
■Overview The "Notify Microsoft Teams when a product is shipped on Shopify" flow is a business workflow that facilitates smooth information sharing in e-commerce operations. By automatically notifying Microsoft Teams of shipping information, team collaboration is enhanced, and operational efficiency is improved.
■Recommended for ・Those who operate an online shop using Shopify and face challenges in managing shipping information ・Administrators who want to facilitate team communication using Microsoft Teams ・Business owners aiming to improve daily operations through workflow automation ・IT personnel looking to easily integrate Shopify with Microsoft Teams
■Notes ・Please integrate Shopify and Gmail with Yoom. ・Shopify is an app available only on the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operations and data connections set in the flow bot will result in errors, so please be careful. ・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use apps that are subject to restrictions. ・Microsoft365 (formerly Office365) has plans for home use and general corporate use (Microsoft365 Business). If you are not subscribed to the general corporate plan, authentication may fail.
■Overview The "Notify Microsoft Teams when a comment is added in WordPress" workflow is a business workflow that streamlines website communication. Every time a new comment is posted on WordPress, a notification is automatically sent to a specified channel in Microsoft Teams, enabling speedy confirmation and prompt response. This significantly reduces the hassle of comment management and facilitates smooth information sharing within the team.
■Recommended for ・Those who operate blogs or websites using WordPress ・Site administrators seeking prompt responses to new comments ・Those utilizing Microsoft Teams as a team communication tool ・Marketing personnel aiming to streamline comment management ・Operating teams working to improve site engagement
■Notes ・Please integrate both WordPress and Microsoft Teams 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 both home and general business plans (Microsoft365 Business), and authentication may fail if you are not subscribed to the general business plan.
■Overview This is a flow where a folder is created in OneDrive based on the message content when a message is posted on Microsoft Teams. Using Yoom, you can easily connect apps without programming.
■Recommended for: 1. Those who use Microsoft Teams to communicate with members ・People who want to efficiently manage daily message content and have quick access to necessary information ・Those who want to organize interactions with members and prevent shared information from being overlooked
2. Those who utilize OneDrive for file management ・People who want to reduce the hassle of manually organizing files and improve work efficiency through automation ・Those who want to automatically create folders based on message content to ensure important information is stored without omission
■Notes ・Please link both Microsoft Teams and OneDrive with Yoom. ・The trigger can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum activation interval varies depending on the plan. ・Microsoft365 (formerly Office365) has home and general business plans (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
How was it? By integrating Google Forms with Microsoft Teams, you can potentially solve issues like "wanting to automate form response confirmations," "wanting to reduce the hassle of scheduling and notifications," and "wanting to speed up information sharing." Automating data entry and notification tasks can prevent oversights in operations and facilitate smooth team collaboration.
With the no-code tool Yoom, you can easily integrate Google Forms and Microsoft Teams without any programming knowledge! If you're interested, start by creating a free account and see how it works for yourself. Registration takes just 30 seconds! You can experience automatic integration right away.
After being in charge of sales and CA at a human resources company for about 5 years, I have been involved in jobs such as creating job advertisements and scouting sentences at companies that hire engineers.
I'm fascinated by Yoom's revolutionary service of “automating office work.”
I would like to write so that I can send out information that can be useful to everyone, even a little bit.
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