Connect Microsoft Teams and Outlook without any code to streamline schedule management and information sharing!

Subject: Streamline Information Sharing and Schedule Management by Integrating Outlook and Microsoft Teams

Would you like to integrate Outlook and Microsoft Teams to streamline information sharing and schedule management? By automatically notifying Microsoft Teams of emails received in Outlook, seamless information sharing becomes possible. Additionally, by automatically adding meeting schedules from Outlook’s calendar to Microsoft Teams, you can prevent manual entry errors. This article will provide a detailed guide on how to automatically notify Microsoft Teams of emails received in Outlook! Since the entire process can be implemented with no-code tools, it will help enhance your daily work efficiency.

Recommended for:

• Those using Outlook and Microsoft Teams.
• Those who want to automatically notify Microsoft Teams with Outlook information.
• Those looking to improve business efficiency using Outlook and Microsoft Teams.

For those who want to get started immediately:

In this article, we will introduce a method to integrate Outlook and Microsoft Teams using the no-code tool “Yoom.” No complex settings or operations are needed, making it easy for non-engineers to implement. You can even get started right away using the template below, so feel free to give it a try!

[About Yoom]

How to Notify Microsoft Teams When You Receive an Email in Outlook

Here, we will introduce an example of creating an automated workflow by integrating Microsoft Teams and Outlook. This is an automated flow that summarizes the content of an email received in Outlook and then notifies a Microsoft Teams channel.

Before You Begin

If you do not have a Yoom account, please issue an account from the Yoom account issuance page.

Step 1: Integrate Microsoft Teams and Outlook with My Apps

1. First, log in to Yoom, select "My Apps" from the left menu, and click "+ New Connection" on the right side of the screen.

2. From the new connection list in My Apps, select both Microsoft Teams and Outlook, and integrate both apps.
 ※ Microsoft 365 (formerly Office365) has plans for home use and general business use (Microsoft 365 Business).
 If you are not subscribed to the general business plan, authentication may fail.

Next, copy the template to My Projects and create a flow bot.
If you haven't copied it yet, please copy the flow bot template from below.

1. Hover over the banner and click "View Details"
2. Click "Try this template" on the page you navigated to
3. Register for Yoom
※ If you have already registered, the login screen will be displayed, so please log in.

Step 2: Set a trigger to activate when an email is received in Outlook

3. From the project list in the menu, select any project.

4. Select "+Create New" on the right side of the screen and click "Create from Scratch".

5. Enter any title and select "When a specific condition email is received" as the trigger condition for starting the flow bot.

6. Set the conditions for the email trigger.
"Title": Set it as desired.
"Create a receiving address": Enter any value.
"Trigger condition": Select and enter as needed.
You can set the trigger activation condition to include words in the subject, body, or From.
※ For forwarding settings from Outlook, please refer to the following.
How to forward emails from Microsoft Outlook and activate email triggers

7. Click "Next". (From here, it is the flow after completing the Outlook forwarding settings.)

8. Conduct a test, and if successful, click "Save".

Step 3: Set an action to extract text data from an email

9. Click the "+" button below the app trigger created in Step 2.

10. Select "Extract data from text" from the operation type.

11. Select "Data extraction (2 tasks)" from the conversion type.

12. Set "Select Action". Please enter a title as desired.

13. Click "Next".

14. Make detailed settings. (The figure below assumes the forwarding of an inquiry form.)
・Target text: Please refer to the email body from the output of Step 2-Procedure 8.
・Items to extract: Enter the content you want to notify from the email body to Microsoft Teams, excluding the overall summary.

15. Conduct a test, and if successful, click "Save".

Step 4: Set an action to summarize the content of the email

16. Click the "+" button below the operation created in Step 3.

17. Select "Summarize" from the operation type.

18. Set "Select Action".
・Title: Set it as desired.
・Action: Set it as desired, considering the expected character count of the email body to be summarized.

19. Make detailed settings.
・Target text: Please refer to the email body from the output of Step 2-Procedure 8.
・Character count: Set it as desired. (Example in the figure: 100)
・Summary conditions: Set it as desired. (Example in the figure: Summarize the main points in bullet points)

20. Conduct a test, and if successful, click "Save".

Step 5: Set an action to send a message to a Microsoft Teams channel

21. Click the "+" button below the operation created in Step 4.

22. Select "Integrate with app" from the operation type.

23. Select Microsoft Teams from the app list.

24. Set "Select integrated account and action".
・Title: Set it as desired. (Example: "Send a message to the channel")
・Action: Select "Send a message to the channel".

25. Click "Next".

26. Set API connection settings.
・Team ID: Select from the options.
・Channel ID: Select from the options.
・Message: Enter the content you want to notify.
The figure below is an example of a message that includes the name, email address, and summary results of the body extracted from the output reference.
※ Although not shown in the figure, it is also possible to set mentions and attachments.

27. Conduct a test, and if successful, click "Save".
Finally, if you switch the trigger of the saved flow to "ON", it will activate.

This completes the flow of "Notify Microsoft Teams when an email is received in Outlook".
By extracting data with AI, it eliminates the need for complex regular expression settings when obtaining names, email addresses, addresses, etc., within the email.
Conversely, if there is no need to extract specific items from the body or summarize the body, it is also possible to omit each step using AI.

Other Automation Examples Using Outlook and Microsoft Teams

In addition to the integrations introduced today, various automations can be achieved by utilizing the APIs of Outlook and Microsoft Teams.

If you find something interesting, please give it a try!

Automation Examples Integrating Outlook and Microsoft Teams

It is possible to set up integrations such as automatically summarizing emails received in Outlook with ChatGPT and sending notifications to Microsoft Teams, or sending emails via Outlook when a message is posted in Microsoft Teams.
Additionally, when an event is registered in the Outlook calendar, it can be automatically added to the Microsoft Teams calendar.

Automation Example Using Outlook

Save Received Messages and Document Contents in a Database with Outlook

Automatically save the contents of messages and attached documents received in Outlook to Microsoft Excel, Notion, and other platforms.

OCR the resume attached in Outlook and add it to Notion.

Try it

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■Overview‍
In this flow, resumes received in Outlook can be automatically processed by OCR and smoothly added to Notion. This automation will make recruitment management faster and more accurate.
By using Yoom, you can easily connect applications without programming.‍

■Recommended for‍‍
・HR personnel managing recruiting using Outlook and Notion
・Team leaders handling a lot of applicant information, spending time on manual entries
・Executives aiming for standardization and error prevention in the recruitment process
・IT personnel looking to smartly utilize AI and OCR technology for their tasks

■Notes
・Please connect Notion and Outlook with Yoom.
・OCR function is available on Team Plan and Success Plan only. In Free Plan or Mini Plan, operations of the Flowbot set will result in an error, so please be careful.
・Paid plans such as Team Plan and Success Plan offer a two-week free trial. During the free trial, you can use limited apps and AI functions (operations).

See details Try it

Read files received in Outlook using OCR and add tasks to Asana.

Try it

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■Overview
The workflow 'Read files received in Outlook with OCR and add tasks to Asana' automatically analyzes the content of files received via email and registers them as tasks in Asana. By simplifying the task of transcribing information, it is expected to speed up operations.

■Recommended for
- Those who use Outlook regularly and manage many emails and attachments
- Those who manage tasks with Asana and want to improve efficiency
- Those who spend time manually reflecting file contents into tasks
- Team leaders or managers considering automation to improve productivity
- Those who want to advance the digitization of document data using OCR technology

■Notes
- Please link both Outlook and Asana 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 operations are available from the mini plan and above, and OCR AI operations are only available in the team plan and success plan. In other plans, the operations set in the flow bot will result in an error, so please be careful.
- Paid plans such as the mini plan can be tried for free for two weeks. 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.
- 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/en/articles/9413924
- OCR data may not be readable if it exceeds 6,500 characters or if the characters are small, so please be careful.

See details Try it

Summarize Outlook emails with AI and add them to Microsoft Excel

Try it

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■Overview
The "Summarize Outlook emails with AI and add them to Microsoft Excel" workflow is an automated process to efficiently organize and convert received emails into data.
You can maintain business speed while reducing the effort of data management.

■Recommended for
・Business persons who want to efficiently manage a large number of Outlook emails
　・Those who handle a vast amount of emails daily and face challenges in preventing important information from being overlooked and in improving data organization
・Team leaders who want to automate data management with Microsoft Excel
　・Those who want to reduce the hassle of manually entering data into Microsoft Excel for team sharing
・IT staff promoting business automation
　・Those who aim to automate from email summarization to data addition, improving work efficiency and accuracy

■Notes
・Please link both Outlook and Microsoft Excel with Yoom.
・Microsoft365 (formerly Office365) has both home and general corporate plans (Microsoft365 Business). If you are not subscribed to the general corporate plan, authentication may fail.
・The trigger intervals can be set to 5, 10, 15, 30, or 60 minutes.
・Note that the minimum activation interval varies by plan.
・For settings related to operations manipulating Microsoft Excel databases, please refer to the following.
　https://intercom.help/yoom/ja/articles/9003081

See details Try it

Automatically Save Documents Received in Outlook to Cloud Storage

Automatically save documents received in Outlook to OneDrive, Microsoft SharePoint, etc.

Send Emails in Outlook Based on Customer Management Tool Information

Automatically send emails to customers based on registration information from Salesforce, HubSpot, and other platforms.

Automation Example Using Microsoft Teams

After a web meeting, transcribe and summarize the content, then notify Microsoft Teams

Automatically transcribe and summarize the content after a meeting on Zoom or Google Meet, and notify Microsoft Teams.

Notify Microsoft Teams of Today's Schedule and Upcoming Deadlines

Automatically notify Microsoft Teams of the day's schedule from Google Calendar and tasks with deadlines set for today in Notion.

Benefits of Integrating Microsoft Teams and Outlook

Benefit 1: Streamlined Schedule Management

By integrating the two, you can automatically register schedules from Outlook to Microsoft Teams. This eliminates the need to manually re-enter schedules, reducing the risk of registration errors.
For example, when you set a meeting in Outlook, it is automatically reflected in the Microsoft Teams calendar. You can simultaneously issue the online meeting URL and automatically send notifications to participants.

Benefit 2: Seamless Sharing of Emails and Channel Chats

With integration, you can automatically notify Microsoft Teams chats or channels of the content of emails received in Outlook.
Additionally, you can send content posted in Microsoft Teams via Outlook email.
In either case, information sharing becomes smoother, allowing all stakeholders to quickly start necessary actions based on the information.

Conclusion

Integrating Microsoft Teams and Outlook enables streamlined schedule management and smooth information sharing.
This leads to improved overall work efficiency and team productivity, so be sure to integrate these two tools to automate your workflow and maximize your team's performance!