The time it takes to process the numerous emails we receive daily can be quite significant, can't it? Especially in roles focused on customer support or transactions with key clients, understanding the content, passing it on to other teams, downloading attachments, or summarizing lengthy emails can all become substantial tasks. Handling emails alone can sometimes become quite a workload, don't you think?
When this becomes a daily routine, it can be quite a hassle, right…?
The solution to alleviating such workload is the API integration of Outlook and Microsoft Teams using the no-code tool Yoom! By implementing automation through API integration, you might be able to handle email processing more efficiently.
In this article, we will explain the integration method in detail with images! If you use Outlook and Microsoft Teams regularly, please give it a try to reduce your workload!
For those who want to try it as soon as possible
By using Yoom, you can easily integrate Outlook and Microsoft Teams without any coding. Yoom provides templates for integrating Outlook and Microsoft Teams, so even without API knowledge, you can achieve integration immediately just by signing up.
This flow notifies Microsoft Teams of the Outlook email content that matches specific subject conditions.
■Notes ・Please integrate Yoom with both Outlook and Microsoft Teams. ・The trigger interval can be set to 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan. ・Microsoft365 (formerly Office365) has home plans and general corporate plans (Microsoft365 Business), and there might be authentication failures if you are not subscribed to the general corporate plan.
What You Can Do by Integrating Outlook and Microsoft Teams
By integrating the APIs of Outlook and Microsoft Teams, you can automatically link Outlook data to Microsoft Teams! For example, you can automatically execute data integration like the following without human intervention.
Notify Microsoft Teams When a Specific Subject Email is Received in Outlook
This flow is recommended for those who manage emails using Outlook and often miss important emails due to the high volume of incoming messages.
This flow notifies Microsoft Teams of the Outlook email content that matches specific subject conditions.
■Notes ・Please integrate Yoom with both Outlook and Microsoft Teams. ・The trigger interval can be set to 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan. ・Microsoft365 (formerly Office365) has home plans and general corporate plans (Microsoft365 Business), and there might be authentication failures if you are not subscribed to the general corporate plan.
Share Files Attached to Outlook Emails on Microsoft Teams
This is recommended for those who receive many attachments in Outlook and spend time manually sharing them on Teams, as well as business professionals who want to facilitate information sharing within their team using Microsoft Teams.
Share files attached to incoming Outlook emails on Microsoft Teams
■Overview The flow "Share files attached to received emails in Outlook to Microsoft Teams" is a business workflow that smoothly shares important files received by email with the team. By utilizing the integration of Outlook and Microsoft Teams, it automates the management and sharing of attachments, improving work efficiency. It reduces manual forwarding and copying tasks, allowing the entire team to quickly share the necessary information.
■Recommended for ・Those who receive many attachments in Outlook and spend time manually sharing them with Teams ・Business persons who want to smoothly share information within the team using Microsoft Teams ・IT personnel at companies who want to automate the management of attachments and improve business efficiency ・Managers who want to strengthen team communication by utilizing the integration of Outlook and Teams
■Notes ・Please connect both Outlook and Microsoft Teams with Yoom. ・You can select the trigger interval from 5, 10, 15, 30, to 60 minutes. ・Please note that the shortest trigger interval may vary depending on the plan. ・Microsoft365 (formerly Office365) has plans for home and general corporate (Microsoft365 Business), and if you are not subscribed to the corporate plan, authentication may fail.
Let's Create a Flow to Integrate Outlook and Microsoft Teams
Let's get started by creating a flow that integrates Outlook and Microsoft Teams!
This time, we'll use Yoom to proceed with the integration of Outlook and Microsoft Teams without any code. If you don't have a Yoom account yet, please create one using this registration form.
[What is Yoom]
We will create a flow bot that sends a notification to Microsoft Teams when an email with a specific subject is received in Outlook!
The creation process is broadly divided into the following steps:
Integrate Outlook and Microsoft Teams with My Apps
Copy the template
Set the trigger in Outlook and the action in Microsoft Teams
This flow notifies Microsoft Teams of the Outlook email content that matches specific subject conditions.
■Notes ・Please integrate Yoom with both Outlook and Microsoft Teams. ・The trigger interval can be set to 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan. ・Microsoft365 (formerly Office365) has home plans and general corporate plans (Microsoft365 Business), and there might be authentication failures if you are not subscribed to the general corporate plan.
Step 1: Integrate Outlook and Microsoft Teams with My Apps
First, register Outlook and Microsoft Teams, which will be used this time, in Yoom's My Apps.
Registering with My Apps in advance will make the subsequent automation setup smoother.
1. Register Outlook with My Apps
Click "My Apps" and select "Add" on the right side of the screen.
The following screen will be displayed, so click on the Microsoft365 account linked to the Outlook you want to integrate this time.
Enter the account password on the password input screen and click sign in.
2. Register Microsoft Teams with My Apps
Click "Add" on the right side of Yoom's screen.
*Regarding Microsoft365 (formerly Office365), if you are not subscribed to the general corporate plan (Microsoft365 Business), authentication may fail.
Enter Microsoft Teams in the search box and click on the displayed suggestion.
The Microsoft365 account selection screen will be displayed, so click on the account you want to integrate this time.
Once sign-in is complete, you will return to the My Apps screen, and Microsoft Teams will be displayed. This completes the integration of the necessary apps with My Apps.
Step 2: Copy the Template
To set up automation, click "Try it" on the banner below.
This flow notifies Microsoft Teams of the Outlook email content that matches specific subject conditions.
■Notes ・Please integrate Yoom with both Outlook and Microsoft Teams. ・The trigger interval can be set to 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan. ・Microsoft365 (formerly Office365) has home plans and general corporate plans (Microsoft365 Business), and there might be authentication failures if you are not subscribed to the general corporate plan.
Read the following screen display and click "OK". If changes are necessary, you can make them by clicking on the relevant section.
Step 3: Setting Triggers in Outlook and Actions in Microsoft Teams
In this step, we will proceed with the settings to detect the receipt of emails with specific subjects in Outlook using Yoom's API and automatically share them in Microsoft Teams.
Let's actually operate the flowbot.
1. Setting the Trigger in Outlook
Click on the red box labeled "When an email with a specific subject is received".
Check to ensure there is no mistake with the Outlook account you are linking with, and click "Next".
Next, a screen like the one in the image below will be displayed.
Trigger Interval: You can choose from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
Mail Folder ID: Click the input field and select from the displayed options.
Keywords: Set as desired (e.g., "Important", "Employment Contract").
After inputting, click "Test" to obtain the content of the Outlook email as retrieved value. After confirming the test is successful, click "Save".
2. Setting Notifications in Microsoft Teams
Next, click on the red box section below.
A screen like the one in the image below will be displayed, so enter the team ID and channel ID where you want to receive notifications when an email with a specific subject is received in Outlook.
Enter the message as well.
It is convenient to make it clear what subject or content was received in Outlook as shown below. By utilizing the retrieved value during input, you can easily enter the content obtained in Outlook.
After inputting, click "Test" to actually perform a test transmission. After confirming "Test Success", click "Save".
Step 3: Set the Trigger to ON
Finally, the following screen will be displayed, so set the trigger to ON. By activating the trigger, the flowbot will automatically start.
Other Automation Examples Using Outlook and Microsoft Teams APIs
By utilizing the APIs of Outlook and Microsoft Teams, various automations can be realized! How about the following automations, for example?
Automation Examples Using Outlook
It is possible to automate receiving notifications from chat tools, sending emails automatically, extracting content from the body, and more!
This is a flow to store the survey results received in Outlook into Salesforce.
■Notes ・Please integrate Yoom with both Outlook and Salesforce. ・You can select the trigger activation interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest activation interval differs depending on the plan. ・Microsoft365 (formerly Office365) has plans for both home and business (Microsoft365 Business), and authentication may fail if you are not subscribed to the business plan. ・AI operations are only available with the Team Plan and Success Plan. For Free Plan and Mini Plan users, the flowbot operations will result in an error, so please be careful. ・Paid plans like Team Plan and Success Plan can be tried for free for 2 weeks. During the free trial, you can use restricted apps and AI features (operations).
■Overview In this flow, when a message is sent on Microsoft Teams, it is possible to automatically send a scheduling email via Outlook. This automation eliminates the need for manual email creation and scheduling, enabling efficient meeting setup. By using Yoom, you can easily connect apps without programming.
■Recommended for ・Business people who regularly use Microsoft Teams and Outlook ・Team leaders or managers who often spend time on meeting arrangements ・Sales representatives who want to automate manual email sending and scheduling tasks ・Project managers who frequently have external meetings and want to improve efficiency ・Executives aiming to promote business process automation and enhance team productivity
■Notes ・You need to connect Outlook to Yoom. ・Microsoft365 (formerly Office365) has plans for home and general business (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail. ・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.
■Overview The flow 'When an event is registered in Outlook, send an email with Gmail' is a business workflow that streamlines schedule management and communication.
■Recommended for ・Business persons who want to manage schedules in Outlook while streamlining communication with stakeholders ・Those who mainly use Gmail for communication but want to strengthen integration with Outlook ・Executives who want to automate business processes without spending time on manual email sending
■Notes ・Please integrate both Outlook and Gmail 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. ・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.
■ Overview The flow 'When an email is received in Outlook, classify its importance using AI and add it to Microsoft Excel' aims at improving email management efficiency and organizing data.
■ Recommended for - Business professionals who receive many emails in Outlook and spend time sorting important ones. - Administrative staff who want to manage email importance in Microsoft Excel but find manual tasks cumbersome. - Small business owners seeking to automate email management and data organization for operational efficiency. - IT personnel who wish to accurately identify email importance using AI and optimize business processes.
■ Notes - Please connect Outlook and Microsoft Excel with Yoom. - Microsoft365 (formerly Office365) has home and general corporate plans (Microsoft365 Business), and authentication may fail if not subscribed to the corporate plan. - 'Switch the progression path' is a feature (operation) available on plans above the mini-plan. Operations of flow bots set on free plans will result in errors, so please be careful. - Paid plans such as the mini-plan offer a two-week free trial. 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. - Note that the shortest activation interval varies depending on the plan. - For setting operations that manipulate Microsoft Excel databases, please refer to the following. https://intercom.help/yoom/ja/articles/9003081
■Overview The workflow "Notify Microsoft Teams of Upcoming Due Tasks in Asana" is designed to streamline project management and team communication. As deadlines for tasks managed in Asana approach, automatic notifications are sent to Microsoft Teams, allowing all team members to respond in a timely manner. This helps prevent missed tasks and delays, ensuring smooth progress of the project.
■Recommended for - Those who use Asana for project management but are struggling with deadline management. - Team leaders who communicate primarily via Microsoft Teams and don't want to miss important notifications. - IT personnel in companies interested in automating business workflows and improving efficiency using Yoom. - Project managers looking to enhance task management and communication integration in remote work environments.
■Cautions - Please connect Asana, Microsoft Teams, and Yoom. - Microsoft365 (formerly Office365) offers home and general business plans (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.
■Overview This flow allows for automatic notifications to Microsoft Teams about task progress updates in Notion. This automation ensures that all team members can stay informed about the latest progress, facilitating smooth information sharing. By using Yoom, you can easily connect applications without any programming knowledge.
■Who would benefit from this template • Those who regularly use Notion and Microsoft Teams • Team leaders managing projects with Notion • Company representatives using Microsoft Teams as the main communication tool • IT personnel or administrators looking to improve operational efficiency • Companies aiming to enhance information sharing in a remote work environment
■Notes ・Notion and Microsoft Teams need to be linked with Yoom. ・Microsoft365 (formerly Office365) has both home and general corporate plans (Microsoft365 Business), and authentication may fail if you are not subscribed to a general corporate plan. ・Branching is a feature available in plans above the mini plan. If you use a free plan, the operations set by the Flowbot will result in an error, so please be careful. ・Paid plans such as the mini plan offer a 2-week free trial. During the free trial, you can use restricted apps and functions (operations).
■Overview The "flow to post a message posted on Microsoft Teams to X (Twitter)" is a business workflow that effectively communicates internal communications externally. By utilizing Yoom's API integration function, important messages on Teams are automatically shared on Twitter, reducing the hassle of information dissemination.
■Recommended for ・Personnel in companies that regularly use Microsoft Teams and want to communicate internal information externally ・Marketing team members who are spending too much time on manual X (Twitter) postings ・Team leaders who want to streamline information sharing and reduce errors ・IT personnel who want to automate business workflows using Yoom ・Executives who want to smooth communication both internally and externally
■Notes ・Please integrate both Microsoft Teams and X (Twitter) with Yoom. ・Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft365 Business), and authentication may fail if you are not subscribed to the general business plan.
■ Overview The workflow 'Update Google Workspace User Information from Content Posted on Microsoft Teams' automatically updates Google Workspace user information by leveraging content shared within the team. This eliminates the need for manual data management and improves operational efficiency. The content posted on Microsoft Teams is automatically reflected in Google Workspace, allowing you to maintain the latest user information at all times.
■ Recommended for: - IT personnel in companies that use Microsoft Teams and Google Workspace daily - Managers who find updating user information to be labor-intensive - Those looking to improve efficiency in information sharing and data management within a team - Those aiming to prevent errors caused by manual data entry
■ Notes: - Integrate both Microsoft Teams and Google Workspace with Yoom. - The trigger can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. - The shortest activation interval differs depending on the plan, so please be aware. - Microsoft365 (formerly Office365) has a home plan and a general corporate plan (Microsoft365 Business), and if you're not subscribed to a general corporate plan, authentication may fail. - [Google Workspace] is only available for Team Plans and Success Plans. For Free Plan or Mini Plan users, the operations or data connections you set with Flowbot will result in an error. - Paid plans such as Team Plans and Success Plans offer a 2-week free trial during which you can use restricted apps.
By implementing the API integration of Outlook and Microsoft Teams introduced this time, you can not only reduce the time spent processing emails from customers and clients, but also enable automatic saving of attachments, transcription to database tools, and automatic email sending through integration with CRM tools!
This increases the likelihood that emails and messages that should be shared within the team can be quickly checked. Additionally, depending on the flow, automatic replies can also be performed, making it easier to handle customer interactions than before!
Moreover, since Yoom allows API integration without the need for programming, even those who have given up on automation or beginners can easily try it out! It's a great point that you can set it up smoothly without specialized knowledge! Take this opportunity to reduce your workload and create a comfortable working environment by registering with Yoom now and implementing automation!
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
I worked as a customer support representative at a web marketing company for about three years. I spent a lot of time managing customer information and internal data, which was quite challenging until I discovered Yoom. I strongly feel that I wish I had encountered Yoom, which is easy to use even without programming knowledge, much earlier. I hope it can be of assistance to others who are struggling with similar efficiency issues in their work!
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