How to Schedule Posts from Microsoft Teams to Google Calendar

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Have you ever felt that "It's a hassle to reflect meeting schedules posted on Microsoft Teams to Google Calendar"? Especially in projects involving multiple team members, managing schedules can become complicated, increasing the burden of information sharing.

In such cases, we recommend integrating Microsoft Teams and Google Calendar using Yoom. This allows you to automatically create schedules in Google Calendar based on the content posted on Microsoft Teams, reducing the burden of schedule management.

This article explains how to set it up using Yoom. If you want to make your daily schedule management smoother, please take a look.

Recommended for

Those who use both Microsoft Teams and Google Calendar
Those who use Microsoft Teams and Google Calendar but find managing meeting schedules cumbersome
Those considering integrating Microsoft Teams and Google Calendar to improve work efficiency
Those who want to simplify schedule sharing with team members and make meeting coordination smoother
Those who want to reduce the burden of switching between different tools at work and seek a seamless work environment

For those who want to try it immediately

This article introduces how to integrate using the no-code tool "Yoom".
No complicated settings or operations are required, and even non-engineers can easily achieve it.
You can start immediately with the template below, so please give it a try!

[About Yoom]

How to schedule Microsoft Teams posts to Google Calendar

This can be achieved by receiving posts made on Microsoft Teams via API and automatically registering new events using the API provided by Google Calendar. Generally, programming knowledge is required to achieve this, but with the no-code tool Yoom, it can be easily accomplished without programming knowledge.
The general flow is as follows:

Connect Yoom with Microsoft Teams and Google Calendar as My Apps
Copy the template
Configure the flow details
Turn on the trigger

If you haven't used Yoom yet, please register for free from here.

If you are already using Yoom, please log in.

Step 1: Inregrate My Apps

After logging in to Yoom, click "Add" from the "My Apps" menu on the left side.

When the search window appears, enter the app name and search.

Microsoft Teams My Apps integration

Once you enter the Microsoft account information you want to connect, it will automatically complete the connection with Yoom. No complicated settings are required!
*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.

Google Calendar My Apps Integration

First, select the account you want to connect.

Once you select the account, review it and proceed to the next step.

Click "Continue" to allow access. Once you return to the Yoom screen, the connection is complete.

Once you confirm that it has been added to the My Apps list, proceed to configure the flow details.

Click "Try it" from the banner below to copy the template.

Step 2: Set Up App Trigger in Microsoft Teams

First, set up the trigger with "When a message is sent to the channel".

On the first page, the account information of the Microsoft Teams linked with My Apps is reflected.

Check the account information, and if necessary, modify the title to something more understandable before proceeding. On the next page, set the trigger interval.

Note: The trigger interval can be set to 5, 10, 15, 30, or 60 minutes.
Depending on your plan, the shortest interval for setting the trigger may vary, so be sure to check this. Generally, it is recommended to use the shortest activation interval for your plan.

Select the team ID and channel ID from the options, send a message to the specified channel, and then click "Test".

If the test is successful, the content of the message will be reflected in the output.
‍At this time, make sure to unify the date and time notation as shown in the image above.
‍This is essential when registering a schedule in Google Calendar.

Once confirmed, click "Save" to complete the trigger setup.

Step 3: Set Up Data Extraction from Text

Next, extract data from the message content in Microsoft Teams.
First, set up the action.

Select the conversion type according to the content of the message received in Microsoft Teams.

Next, set what information to retrieve.

Set the items you want to extract from the message content in Microsoft Teams.
Once set, click "Test".

The retrieved values were obtained as specified.
If separate start and end dates are needed, be sure to retrieve each piece of information.

Step 4: Create an Event in the Calendar

Finally, register the schedule in Google Calendar based on the obtained information.
On the first page, make corrections to the account information and title as in Microsoft Teams, and then proceed.

Next, set the details for creating the schedule.

Enter the required fields while utilizing the retrieved value.
Once everything is set, click "Test" to confirm that the schedule is created.

If there are no issues, click "Save" to complete all settings.
Finally, turn on the trigger.

Now, messages posted in Microsoft Teams will be automatically registered in Google Calendar.

Further Automation

Once you get used to operating Yoom, try arranging the flow to make it more user-friendly.
Not only Google Meet, but you can also set up meetings with Zoom by using branching, and receive notifications when a schedule is created.

Refer to the following to achieve "It would be great if it were like this".

Create a Specified Meeting URL

Depending on the person, you may use tools like Zoom instead of Google Meet for meetings.

In such cases, try using branch according to the content of the post in Microsoft Teams.

If the word "Zoom" appears in the message content of Microsoft Teams, you can create a Zoom meeting.
‍By flexibly changing the response depending on the person, further improvement in work efficiency can be expected!

Note that branching is a feature available in the Mini Plan and above. In the case of the Free Plan, the flow bot set will result in an error, so please be careful.
Paid plans offer a 2-week free trial, during which you can use the branching feature.

Notify When a Schedule is Created in the Calendar

You can notify Microsoft Teams again that a schedule has been registered in the calendar.
When a schedule is created in Google Calendar, you can automatically obtain the Google Meet URL set, which seems to help prevent omissions.

Other Automation Examples Using Microsoft Teams and Google Calendar

In addition to the flow introduced this time, you can achieve various business automations by using the APIs of Microsoft Teams and Google Calendar. All of them can be used with simple settings, so if you find something you are interested in, please give it a try!

Automation Example Using Microsoft Teams

Retrieve your schedule from Google Calendar every day and notify Microsoft Teams

By retrieving your Google Calendar schedule daily and notifying Microsoft Teams, you can streamline your schedule management. This reduces the hassle of checking your calendar and helps prevent overlooking appointments.

This will be particularly helpful for business people managing multiple appointments, allowing them to make effective use of their time.

Create a Folder in Google Drive for Specific Messages in Microsoft Teams

When a specific message is sent in Microsoft Teams, you can automatically create a folder in Google Drive to reduce the hassle of organizing files. This is expected to streamline document management within the team and shorten the time required for folder creation.

Recommended for those who want to streamline file management for each project.

Notify Microsoft Teams of Updates in Google Sheets

When a new row is added in Google Sheets, you will be notified in Microsoft Teams, allowing you to stay informed about data updates. This enables speedy information sharing and is expected to facilitate smooth progress management in your work.

This will be particularly useful in scenarios where data is managed by a team.

Automation Example Using Google Calendar

When there is a response to a Google Form, create an event in Google Calendar and send an email

When there is a response to the form, the event is quickly added to the calendar.
This automation of event creation and email sending helps in always reflecting the latest schedule information.

It is especially recommended for those who hold meetings regularly.

‍When an event is created in Google Calendar, add a record to Notion

When a meeting is added to Google Calendar, it is reflected in Notion, making it easier for all parties involved to share the same information.
Since it only requires a single entry, input errors are reduced and data accuracy is maintained.

Recommended for those who manage schedules in both Google Calendar and Notion.

Notify on Discord when an event is updated in Google Calendar

When there is a change in a Google Calendar event, information sharing is streamlined using Discord.
Notifications are automatic, which helps prevent missing any updates.

This will be useful if you are using Discord as a chat tool.

Benefits of Integrating Microsoft Teams with Google Calendar and Specific Use Cases

Benefit 1. Reduce Manual Input and Ease the Burden of Schedule Management

By integrating Microsoft Teams with Google Calendar, you can reduce the hassle of manually entering schedules. You can automatically add events to Google Calendar triggered by posts in Microsoft Teams, which is expected to shorten the time spent on setting up meetings and managing schedules.

For example, when setting up a project meeting for the team, you would typically post a meeting notice in Microsoft Teams and then manually add the event to Google Calendar. However, by utilizing this flow, you can simply post "Meeting for ○○" in Microsoft Teams, and the event will be automatically created in Google Calendar.

This not only reduces the effort of schedule registration but also helps prevent input errors due to manual work.

Benefit 2. Smooth Schedule Sharing Among Team Members

Integrating Microsoft Teams with Google Calendar facilitates smooth schedule sharing within the team. Automatically registered events in Google Calendar can be immediately checked by members who share the calendar, which is expected to prevent information transmission omissions.

For instance, when a team implementing remote work conducts an online meeting, instead of notifying each member individually about the meeting schedule, you can simply post the meeting notice in Microsoft Teams, and it will also be registered in Google Calendar.
Team members can check the latest schedule just by opening the calendar, which helps prevent issues like "I forgot the meeting time" or "I didn't know who was attending."

Benefit 3. Streamline Workflow and Reduce Tool Switching

Frequent switching between tools can disrupt workflow and potentially lead to decreased productivity. By integrating Microsoft Teams with Google Calendar, you can complete schedule management with a single operation, allowing you to proceed with work smoothly without disrupting the workflow.

For example, previously, when the sales team adjusted meetings with clients, they would decide the meeting date on Microsoft Teams and then manually input it into Google Calendar.
However, by implementing this flow, you can smoothly proceed with work as the schedule posted on Microsoft Teams is automatically registered in Google Calendar.

Furthermore, by integrating Google Calendar with other tools, you can also automatically send meeting reminder notifications, contributing to a more comfortable work environment.

Conclusion

By integrating Microsoft Teams with Google Calendar, you can automate the cumbersome schedule registration tasks, leading to improved work efficiency.

With Yoom, you can easily set it up without any coding, making it accessible even without programming knowledge. Additionally, you can expect improved accuracy in schedule sharing and increased productivity for the entire team!

If you want to advance business automation, start by registering for Yoom for free and try integrating Microsoft Teams with Google Calendar!