How to Schedule a Post from Microsoft Teams in Google Calendar

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How to Register a Post on Microsoft Teams as an Event in Google Calendar

It is possible to achieve this 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

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If you are already using Yoom, please log in.

Step 1: Connect My Apps

After logging into Yoom, click "Add" from the "My Apps" menu on the left.

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

Connect Microsoft Teams as My App

Log in to your Microsoft account.

Enter the Microsoft account information you want to connect, and the connection with Yoom will be completed automatically. No complicated settings are required!

*Note: Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.*

Connect Google Calendar as My App

First, select the account to connect.

After selecting the account, confirm 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 channel post is made".

On the first page, the account information of the Microsoft Teams integrated 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 activation interval. Note: The trigger activation timing can be set to either 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. Depending on your plan, the shortest interval you can set for the trigger may vary, so be sure to check that. It is generally recommended to use the shortest activation interval available 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 format as shown in the above image.
‍It will be required when registering an event 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 output was obtained as specified.
If you need separate start and end dates, make sure to retrieve each piece of information.

Step 4: Create an Event in the Calendar

Finally, register the event in Google Calendar using the obtained information.
On the first page, make corrections to the account information and title as you did with Microsoft Teams, and then proceed.

Next, set the details for creating the event.

Enter the required fields using the output.
Once everything is set, click "Test" to confirm that the event 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.
<span class="mark-yellow">Not only Google Meet, but you can also set up meetings using Zoom and other tools by utilizing branching, and receive notifications when an event is created.</span>

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

Create a Specified Meeting URL

<span class="mark-yellow">Depending on the counterpart, you might use tools like Zoom instead of Google Meet for meetings.</span>

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

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

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

Notify When an Event is Created in the Calendar

You can notify Microsoft Teams again when an event is registered in the calendar.
When an event is created in Google Calendar, the Google Meet URL set can be automatically retrieved, 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're interested in, please give it a try!

Automation Example Using Microsoft Teams

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

By retrieving your schedule from Google Calendar daily and notifying it on Microsoft Teams, you can streamline your schedule management. <span class="mark-yellow">This reduces the effort of checking your calendar and helps prevent overlooking appointments.</span>

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

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

By automatically creating a folder in Google Drive when a specific message is sent in Microsoft Teams, you can reduce the hassle of organizing files. <span class="mark-yellow">This is expected to streamline document management within the team and shorten the time required for folder creation.</span>

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

Notify Microsoft Teams of Updates to Google Sheets

When a new row is added in Google Sheets, you will be notified in Microsoft Teams, allowing you to keep track of data updates. <span class="mark-yellow">This enables speedy information sharing and is expected to streamline progress management in your work.</span>

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

Example of Automation Using Google Calendar

Create an event in Google Calendar and send an email when there is a response to a Google Form

When there is a response to the form, an event is quickly added to the calendar.
This automation of event creation and email sending can help keep your schedule information up-to-date.

It is especially recommended for those who hold regular meetings.

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

When a meeting is scheduled in 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 using 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 is smoothly shared 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 and Specific Use Cases of Integrating Microsoft Teams and Google Calendar

Benefit 1. Reduce manual input and lighten the burden of schedule management

By integrating Microsoft Teams and 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 team project meeting, 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 XX" 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 and Google Calendar facilitates smooth schedule sharing within the team. Events automatically registered in Google Calendar can be immediately checked by members who share the calendar, which is expected to prevent information transmission leaks.

For instance, when a team that has adopted remote work holds 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 easily check the latest schedule by opening the calendar, helping to prevent issues such as "forgot the meeting time" or "didn't know who the participants were."

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 and 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 coordinated meetings with clients, they would decide on the meeting date in Microsoft Teams and then manually enter it into Google Calendar.
However, with this flow, you can smoothly proceed with work as the schedule posted in 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 the creation of a more comfortable work environment.

Conclusion

By integrating Microsoft Teams and Google Calendar, you can automate the cumbersome task of schedule registration, 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, first register for Yoom for free and try integrating Microsoft Teams and Google Calendar!