Efficient information management and communication are essential in a business environment. Many companies are likely achieving efficiency by using apps. Are you satisfied with just using one app? This time, we introduce a flow bot that automatically adds content posted in a specific room to Google Sheets by integrating two apps: Microsoft Teams and Google Sheets! We will also explain the benefits of app integration and provide specific instructions on how to set it up without any programming.
Recommended for
Those who use Microsoft Teams and Google Sheets
Those considering integrating Microsoft Teams and Google Sheets to improve work efficiency
Those managing inquiry information by integrating Microsoft Teams and Google Sheets
Those conducting customer management and internal communication by integrating Microsoft Teams and Google Sheets
For those who want to try it immediately
This article introduces the integration method 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 from the template below, so please give it a try!
Add content posted in a specific room on Microsoft Teams to a Google Spreadsheet.
How to Create a Flow Integrating Microsoft Teams and Google Sheets
Step 1: Register/Login to Yoom and Register an App
First, please visit the official Yoom website to create an account. If you already have an account, please log in. Yoom Account Registration Page
Once logged into your Yoom account, register the app you will use. 1) Click "My Apps" and select "+ Add". 2) Select the app you want to register and log in with the account you use for each app. Once the first app is registered, click "New Connection" again to register the second app.
* AI operations are only available with the Team Plan and Success Plan. For Free Plan and Mini Plan, operations and data connections set with Flowbot will result in errors, so please be careful. Moreover, paid plans such as Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use apps that are normally restricted. Please give it a try!
3) Once registered, an icon will appear in My Apps. Check to see if the icons for the two registered apps are displayed.
Step 2: Select a Template and Prepare Storage Location
Now, let's create a flow called [Add Content Posted in a Specific Room in Microsoft Teams to Google Sheets].
For this flow, you need to prepare a Google Sheet in advance to add content posted in a specific room in Microsoft Teams. Think about how to summarize the extracted information from the content posted in a specific room and add it to Google Sheets, and prepare in advance.
Step 3: Set Up Integration Between Microsoft Teams and Google Sheets
1) Click the "Try This Template" icon of the template introduced earlier to copy it to My Projects.
2)The following display will appear.
Follow the instructions and click on the flow icons with "!" on the right in order, and edit them. Titles and details can be changed by clicking on them. Modify them to be user-friendly.
3)Click on "App Trigger: When a message is sent to a channel".
4)Select the action "When a message is sent to a channel" and click "Next".
5)Select the trigger activation interval and enter the required fields. Once entered, click "Test", and if the test is successful, click "Save".
6)Return to the flow and click on the icon "Extract data from text".
7)Select the conversion type "Extract data (2 tasks)" and click "Next".
8)Enter the items. You can reference the output information linked earlier, so use it as needed. Once entered, click "Test", and if the test is successful, click "Save".
9)Return to the flow and click on the icon "Operate database: Add record".
10)Select the action "Add record", enter the "Database ID", and click "Next".
11)Enter the values for the record to be added. You can reference the output information extracted earlier, so use it as needed. Once entered, click "Test", and if the test is successful, click "Save".
12)This completes the flow of [Adding content posted in a specific room on Microsoft Teams to Google Sheets].
Step 4: Test and Verify
13)Once all settings are complete, the following display will appear, so click "Turn on Trigger". Activate the flow bot and check if it operates correctly once.
Here is the template used this time
Other Automation Examples Using Microsoft Teams and Google Sheets
In addition to the flow introduced this time, you can achieve various business automations by using the APIs of Microsoft Teams and Google Sheets. All of them can be used with simple settings, so if there is anything you are interested in, please give it a try!
Other Automation Examples with Microsoft Teams and Google Sheets
You can translate text added in Google Sheets into English and notify Microsoft Teams, or notify Microsoft Teams when a row is updated. Furthermore, it is also possible to retrieve the relevant records and notify them in bulk every day.
Notify Microsoft Teams when a row is updated in Google Sheets.
■Overview The workflow "Translate the text added in Google Sheets to English and notify Microsoft Teams" is a business workflow aimed at streamlining communication within teams. When a new text is added to Google Sheets, it is automatically translated into English, and the content is notified to Microsoft Teams. This allows for smooth information sharing even in teams that require multilingual support. By implementing this workflow, you can automate the process from addition to Google Sheets, translation, and notification to Microsoft Teams, significantly reducing the labor and time required for tasks. It facilitates smooth communication for the entire team, leading to improved business efficiency.
■Recommended for: - Teams that use Google Sheets for daily data management - Members working on projects that require multilingual support - Administrators who frequently share information on Microsoft Teams - Personnel who spend time on manual translation and notifications - Business owners or IT personnel considering the automation of business flows
■Precautions: - Please link Yoom with both Google Sheets and Microsoft Teams. - Triggers can be selected to operate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. - Note that the shortest operating interval may vary depending on the plan. - Microsoft365 (formerly Office365) has personal and general business plans (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
■ Overview The flow 'Notify Microsoft Teams when a task is updated in Wrike' is a business workflow that improves project management efficiency. Whenever a task status is changed in Wrike, a notification is automatically sent to Microsoft Teams. This allows for smooth information sharing among team members and quick understanding of project progress.
■ Recommended for - Those managing projects using Wrike and Microsoft Teams - Leaders who want to streamline team communication - Project managers who wish to quickly share task update information - Personnel who need to promptly understand project progress
■ Notes - Please integrate Wrike and Microsoft Teams with Yoom individually. - The trigger can be set at intervals of 5, 10, 15, 30, or 60 minutes. - Note that the shortest trigger interval varies depending on the plan. - Microsoft365 (formerly Office365) includes home plans and general corporate plans (Microsoft365 Business). Authentication may fail if you are not subscribed to the general corporate plan. - Branching is a feature available from the Mini Plan and above (operations). Setting a flow bot operation under the free plan will result in an error, so please be aware. - Paid plans such as the Mini Plan offer a two-week free trial. During the free trial, you can use apps and features (operations) that are subject to restrictions.
■Overview The "Notify Microsoft Teams when an Issue is updated in GitLab" workflow enhances collaboration within development teams. When updates such as status changes or comments are made to an issue in GitLab, notifications are automatically sent to Microsoft Teams.
■Recommended for - Development team leaders using GitLab and Microsoft Teams - Project managers who want to efficiently share project progress within the team - Engineers who wish to respond immediately without missing issue updates - Individuals looking to automate communication among team members to improve work efficiency - IT personnel in companies aiming to increase transparency in the development process
■Notes - Please integrate both GitLab and Microsoft Teams with Yoom. - Microsoft365 (formerly Office365) has plans for home and general businesses (Microsoft365 Business); failing to subscribe to the business plan may result in authentication failure. - Triggers can be set at intervals of 5, 10, 15, 30, or 60 minutes. - Please note that the shortest trigger interval varies depending on the plan.
■Overview The 'Notify Microsoft Teams when a Backlog issue is updated' workflow is a business workflow that facilitates smooth project management and communication. Whenever an issue is updated in Backlog, a notification is automatically sent to Microsoft Teams, allowing the entire team to understand the progress in real-time. This prevents information sharing leaks and communication delays, achieving efficient project management.
■Recommended for ・Project managers who use Backlog and Microsoft Teams regularly ・Leaders who want to quickly share issue progress with team members ・IT personnel of companies aiming to improve business efficiency by reducing time lags in information sharing ・Those aiming to improve business processes occupied by manual notification settings
■Notes ・Please integrate each of Backlog and Microsoft Teams with Yoom. ・The trigger can be set at intervals of 5, 10, 15, 30, or 60 minutes. ・Note that the shortest trigger interval varies depending on the plan. ・Microsoft365 (formerly Office365) has home plans and general corporate plans (Microsoft365 Business), and authentication may fail if you are not subscribed to a general corporate plan.
■Overview Based on the information managed in Google Sheets, the task of manually creating a folder in OneDrive each time is not only labor-intensive but also tends to cause omissions and naming mistakes. By leveraging this workflow, simply adding a new row to Google Sheets will automatically create the specified folder in OneDrive, enabling you to improve operational efficiency while maintaining accuracy in file management.
■Recommended for ・People who manage projects or customer information using Google Sheets and OneDrive ・People who want to eliminate the effort of manual folder creation and mistakes such as omissions ・People who want to automate file management tasks and create an environment that allows them to focus on core work
■Notes ・Please connect both Google Sheets and OneDrive with Yoom. ・Microsoft 365 (formerly Office 365) has consumer plans and commercial plans (Microsoft 365 Business). If you are not subscribed to a commercial plan, authentication may fail. ・For the trigger, you can choose a run interval of 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum run interval varies by plan.
Register a Client When a Row is Added to Google Sheets
Automation can help prevent errors that occur with manual tasks and maintain data consistency between tools.
Add users or contacts when a row is added in Google Sheets
This eliminates the need for manual entry, preventing human errors such as input mistakes, omissions, and duplicate registrations, thereby facilitating smooth information sharing.
Benefits of Integrating Microsoft Teams and Google Sheets
Benefit 1: Centralized Data Management
By automatically adding information posted in specific rooms to Google Sheets, centralized data management can be achieved. For example, in project management, it becomes possible to automatically aggregate progress updates and task completion reports posted by each member in Microsoft Teams into Google Sheets. In this way, project managers can easily grasp the overall progress by checking Google Sheets, and having consolidated information may save time in searching.
Benefit 2: Smooth Information Sharing
The integration of Microsoft Teams and Google Sheets is expected to facilitate smoother communication and easier information sharing across the team. For instance, while sharing the progress of tasks or projects managed in Google Sheets within Microsoft Teams, members can assign tasks and check progress among themselves. This eliminates the hassle of switching between the two apps for confirmation, potentially improving overall work efficiency!
Conclusion
The integration of Microsoft Teams and Google Sheets enables centralized data management and smooth information sharing, which can lead to improved work efficiency. In particular, it greatly benefits project management and communication within the team. Additionally, by using Yoom for integration, you can easily set up the connection without any coding, making it accessible to anyone without technical knowledge. Aim for improved work efficiency and productivity by trying out app integration!
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
While exploring ways to improve operational efficiency in a small to medium-sized enterprise in a region with limited human resources, we discovered Yoom. I was amazed at how much efficiency could be achieved by implementing Yoom, something I had casually wished for. Even without any knowledge or experience in systems or programming, our operations have significantly transformed, and I am writing to share this experience with many others who might feel the same way.
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