Are you overwhelmed by constant questions from new employees or team members?
Struggling to keep up with summarizing meeting minutes or responding to customer inquiries?
What if you can handle this simply and automate all of this? By integrating Microsoft Teams with ChatGPT, you can create a powerful chatbot that streamlines communication and automates responses!
In this article, we'll show you how to create a chatbot that handles internal inquiries, meeting minutes, and much more using Microsoft Teams and ChatGPT. This integration can ensure that these tasks are handled seamlessly.
✨ Recommended for...
Anyone looking to improve work efficiency using Microsoft Teams and ChatGPT
Teams interested in improving internal query handling
Project team members struggling with creating meeting minutes
Administrators in general affairs and HR departments who want to streamline new employee training and onboarding
✔️ For Those Who Want to Try It Right Away
Yoom offers ready-made templates for easy setup in creating a chatbot with Microsoft Teams and ChatGPT. Click the "Try It" button to get started now!
We’ll also walk you through the step-by-step process of creating this automation flow in the following section of this article.
When there is a post on Microsoft Teams, ChatGPT will respond.
■Overview Are you spending a lot of time handling internal questions on Microsoft Teams? You may find yourself answering the same inquiries repeatedly, or responses may be delayed when the person in charge is unavailable. By using this workflow, when a post is made in a specific Microsoft Teams channel, ChatGPT interprets the content and replies automatically, enabling the automation of inquiry handling and improving operational efficiency.
■Recommended for ・IT teams who want to streamline handling internal inquiries on Microsoft Teams ・Those who want to build an automated response system using ChatGPT for specific questions ・Those who want to be freed from manual, routine reply tasks and focus on core work
■Notes ・Please integrate Yoom with both Microsoft Teams and ChatGPT. ・Microsoft 365 (formerly Office 365) has Home plans and general business plans (Microsoft 365 Business). If you are not subscribed to a business plan, authentication may fail. ・For the trigger, you can choose a run interval of 5, 10, 15, 30, or 60 minutes. ・The minimum run interval differs depending on your plan, so please be aware. ・To execute ChatGPT (OpenAI) actions, you need a paid OpenAI API plan (able to make payments when the API is used). https://openai.com/ja-JP/api/pricing/ ・The ChatGPT API is provided by OpenAI as a paid service and is billed based on tokens used when communicating with the API. Therefore, if you are not able to make payments when using the API, an error will occur, so please be careful.
Yoom is a next-generation no-code automation that lets you connect and automate tasks between your favorite apps. Connecting different apps can be challenging for non-engineers, but Yoom makes automation accessible to everyone.
🌐 Connect with apps like Microsoft Teams, ChatGPT, and more.
📖 Use automation templates - no technical setup required
📈 Boost productivity and reduce human errors
You don't need to go through a complex setup and IT jargon, you can build your automation workflows with just a few clicks :) It's designed for those who want to streamline their daily work and save hours of time and stress from repetitive work.
In this guide, you'll learn the step-by-step process of how to use Yoom to create a chatbot using Microsoft Teams and ChatGPT.
🚀 How to Create a Chatbot with Microsoft Teams and ChatGPT
Let's walk through how to set up a flow to get ChatGPT responses in Microsoft Teams.
⏱️ Setup time: 10 minutes
🔧 What You’ll Need
A free Yoom account
Access to ChatGPT & Microsoft Teams
If you don’t have a Yoom account yet, register now from this registration form!
⚠️ Note: To run ChatGPT (OpenAI) actions, you’ll need a paid OpenAI API plan. Make sure you have your payment set up ready for smoother transactions when the API usage fees are incurred. For more details, visit OpenAI API Pricing.
⚠️ Note: "Microsoft 365 (formerly Office 365)" includes both personal and business plans. If you’re using a personal plan, Yoom’s authentication may not work properly. We recommend using a Microsoft 365 Business account for a stable connection.
Step 1: Register Microsoft Teams & ChatGPT in Yoom
After logging into Yoom, go to "My Apps" from the left side menu, and click the "+ Add" button.
Connect with Microsoft Teams
Search for "Microsoft Teams" from the app list and select it.
Select the account you want to connect to.
Enter your password and click "Sign In".
Connect with ChatGPT
Similarly, go to "My Apps" from the left side menu, and click the "+ Add" button.
Search for "ChatGPT" from the app list and select it.
Enter the account name. Use a name that's easy to recognize, such as your company name or the person responsible for the account.
To get your access token, follow the instructions in this guide.
Once all the required fields are filled in, click "Add" to complete registration.
Step 2: Copy the Template
Click the "Try It" button to copy the pre-built template into your project.
When there is a post on Microsoft Teams, ChatGPT will respond.
■Overview Are you spending a lot of time handling internal questions on Microsoft Teams? You may find yourself answering the same inquiries repeatedly, or responses may be delayed when the person in charge is unavailable. By using this workflow, when a post is made in a specific Microsoft Teams channel, ChatGPT interprets the content and replies automatically, enabling the automation of inquiry handling and improving operational efficiency.
■Recommended for ・IT teams who want to streamline handling internal inquiries on Microsoft Teams ・Those who want to build an automated response system using ChatGPT for specific questions ・Those who want to be freed from manual, routine reply tasks and focus on core work
■Notes ・Please integrate Yoom with both Microsoft Teams and ChatGPT. ・Microsoft 365 (formerly Office 365) has Home plans and general business plans (Microsoft 365 Business). If you are not subscribed to a business plan, authentication may fail. ・For the trigger, you can choose a run interval of 5, 10, 15, 30, or 60 minutes. ・The minimum run interval differs depending on your plan, so please be aware. ・To execute ChatGPT (OpenAI) actions, you need a paid OpenAI API plan (able to make payments when the API is used). https://openai.com/ja-JP/api/pricing/ ・The ChatGPT API is provided by OpenAI as a paid service and is billed based on tokens used when communicating with the API. Therefore, if you are not able to make payments when using the API, an error will occur, so please be careful.
Click "OK" and give the Flowbot a name to recognize.
This template will be copied to your “My Project”.
Step 3: Set Up a Trigger Action to Activate When a Post is Sent on a Microsoft Teams Channel
Click on the trigger labeled "When a message is sent to the channel".
Give your trigger a title (anything you like) and select your Microsoft account. Then click "Next".
Set your trigger interval (frequency of sync) on how frequently Yoom checks Microsoft Teams for updates. It can be set to 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. We recommend setting the trigger to the shortest activation interval available for your plan.
⚠️ Note: The trigger interval varies depending on your Yoom plan. Be sure to check your current plan’s limit.
Select Team ID and Channel ID from the displayed options.
Once set, click "Test". If successful, click "Save".
Step 4: Set Up ChatGPT Action
Click on the ChatGPT action.
Give your action a title (anything you like), and select your account. Make sure the action "Generatetext" is selected and click "Next".
Message Content: Click on "Message Content" from the previous action in the "Retrieved Value" tab. Confirm that the message content gets added in the box as shown in the image below.
By setting it up as shown below, you can automatically send messages posted on Microsoft Teams to ChatGPT.
Role: Select "User".
Temperature: Set it as you like (it can be left blank).
Maximum token count: Set it as you like (it can be left blank).
Model ID: Select the AI model to be used from the displayed options.
Once everything is set, hit "Test". If the test is successful, click "Save".
Step 5: Set Up Microsoft Teams Action to Send the Response Back
Click on the Microsoft Teams action labeled "Respond to Channel".
Give your action a title (anything you like), and select your account. Make sure the action "Send Message to Channel" is selected and click "Next".
Select the Team ID and Channel ID from the displayed options. The channel ID will be something like 'C02U49NMLQ4'.
Click inside the message box and select "ResponseContent" from the previous action in the "Retrieved Value". Confirm that the message box gets updated as shown in the image below.
By setting it up as below, you can automatically send the response from ChatGPT to Microsoft Teams.
Perform a test and if successful, click "Save".
Step 6: Activate the Flowbot
Toggle the "Trigger On" button to activate your flow! Check if the Flowbot you set up is working properly.
That’s it! The 'Chatbot' is now complete!
💡 Other Automation Examples Using Microsoft Teams & ChatGPT
Besides the integration flow we've covered, you can automate various business tasks using Microsoft Teams and ChatGPT with Yoom. Here are some examples you can explore for your next automation!
Analyze the contents received in Outlook with ChatGPT and send alerts to Microsoft Teams.
■Overview The workflow 'Analyze Outlook received contents with ChatGPT and notify alerts to Microsoft Teams' is a business workflow that automatically analyzes email contents and shares important information with the team. It extracts necessary information from the large number of emails received daily and strengthens overall team collaboration through alert notifications in Microsoft Teams.
■Recommended for ・Business persons who want to efficiently manage the content of emails received in Outlook ・Microsoft Teams users aiming to optimize information sharing within the team ・IT personnel aiming to automate email analysis and improve business efficiency ・Those who want to enhance the accuracy of email content by utilizing ChatGPT's AI functions ・Project leaders who do not want to miss important information through alert notifications
■Notes ・Please link Outlook, ChatGPT, and Microsoft Teams with Yoom. ・Microsoft365 (formerly Office365) has a home plan and a general corporate plan (Microsoft365 Business), and authentication may fail if you do not subscribe to the general corporate plan. ・To execute ChatGPT (OpenAI) actions, a subscription to OpenAI's API paid plan is required. (Payment must be enabled when the API is used) https://openai.com/ja-JP/api/pricing/ ・ChatGPT API usage is offered by OpenAI on a paid basis, and it is charged on a pay-per-use basis due to tokens during API communication. Therefore, please note that errors will occur if payment cannot be made when using the API. ・The trigger can choose the activation interval at 5, 10, 15, 30, or 60-minute intervals. ・Please note that the shortest activation interval differs depending on the plan.
■Overview The "Organize form content with ChatGPT and notify in Microsoft Teams chat" flow is a business workflow that facilitates smooth internal communication. By having ChatGPT organize and notify the content of form responses, it becomes possible to improve information sharing efficiency and strengthen support systems. As a result, employees can obtain clearer information and quickly determine what to do next.
■Recommended for ・Those who regularly use Microsoft Teams and feel challenges with the notification content received in chats ・IT personnel or team leaders who want to improve work efficiency through integration with ChatGPT ・Executives or managers who want to strengthen internal and external support systems and quickly respond to customer and employee inquiries ■Notes ・Please integrate Yoom with both Microsoft Teams and ChatGPT. ・To execute ChatGPT (OpenAI) actions, a contract for OpenAI's API paid plan is required. (Payment must be possible when the API is used) https://openai.com/ja-JP/api/pricing/ ・The use of ChatGPT's API is provided by OpenAI for a fee, and it is charged on a pay-as-you-go basis with tokens during API communication. Therefore, please be aware that an error will occur if payment cannot be made when using the API. ・Microsoft365 (formerly Office365) has both a home plan and a general corporate plan (Microsoft365 Business), and if you are not subscribed to the general corporate plan
■Overview The "Generate a draft based on Microsoft Teams messages using ChatGPT and create a PDF" flow is a business workflow that automates document creation by utilizing communication within the team. In this flow, ChatGPT automatically generates a draft based on message content collected from Microsoft Teams and creates a PDF with Google Documents, achieving efficient and consistent document creation.
■Recommended for ・Team leaders who want to efficiently document exchanges on Microsoft Teams ・IT personnel who want to automate document creation using ChatGPT ・Employees aiming to improve work efficiency by compiling daily communication and converting it to PDF ■Notes ・Please link both Microsoft Teams and ChatGPT with Yoom. ・To execute ChatGPT (OpenAI) actions, a paid plan subscription for the OpenAI API is required. (Ensure you can make payments when the API is used) https://openai.com/api/pricing/ ・The use of ChatGPT's API is provided by OpenAI for a fee, with a pay-as-you-go system based on tokens during API communication. Therefore, please be aware that if you are not able to make payments when using the API, an error will occur. ・There are personal and general corporate plans (Microsoft365 Business) for Microsoft365 (formerly Office365), and if you have not subscribed to the general corporate plan, then
● Summarize Outlook Emails and Send to Microsoft Teams
Get a quick summary of your received emails instead of reading through the long content. You can also customize where to send the summary in Microsoft Teams.
When an email arrives in Outlook, summarize it and send it to Microsoft Teams.
● Create a Microsoft Teams Channel for New HubSpot Deals
Automatically create a channel in Microsoft Teams when a new deal is created in HubSpot. You can also send notifications to invite team members to the new channel.
When a new deal is created in HubSpot, create a channel in Microsoft Teams.
■Overview The "After Zoom meeting, create minutes with ChatGPT and send email to participants" flow is a business workflow that automates the creation and sharing of meeting records. It is an ideal workflow for teams that frequently hold meetings or organizations that prioritize the accuracy of records.
■Recommended for ・Business persons who frequently use Zoom and spend time creating minutes after meetings ・Project managers who want to accurately record meeting content and share it with the entire team ・IT personnel who want to improve work efficiency by utilizing ChatGPT ・Managers of companies who want to improve the quality of minutes and facilitate smooth information sharing ・Team leaders who find manual minute creation burdensome in meetings with many participants
■Notes ・Please link Zoom, ChatGPT, and Yoom respectively. ・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, and 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan. ・To obtain Zoom recording information, meeting data must be cloud recorded. ・Cloud recording is limited to specific Zoom plans, so please be careful. Please refer to here for details. ・The maximum downloadable file size is 300MB. Depending on the app's specifications, it may be less than 300MB, so please be careful. ・Please check below for details on the file size that can be handled by triggers and each operation. https://intercom.help/yoom/ja/articles/9413924 ・OCR or AI operations that transcribe audio to text are functions available only in the Team Plan and Success Plan. In the case of the Free Plan and Mini Plan, the operations of the flow bot set will result in an error, so please be careful. ・Paid plans such as Team Plan and Success Plan can be tried for free for two weeks. During the free trial, you can use restricted apps and AI functions (operations).
■Overview The flow 'Automatically generate and send guidance emails using ChatGPT from a Google Spreadsheet list' is a business workflow that streamlines the creation of guidance emails for customers or team members.
■Recommended for ・Those who want to send emails based on data managed in Google Spreadsheets ・Those who want to automatically generate email content using ChatGPT ・Sales or public relations personnel who spend time creating emails manually ・Owners of small and medium-sized enterprises who want to achieve efficient communication ・IT personnel who want to automate business workflows using Yoom
■Notes ・Please integrate Google Spreadsheets, ChatGPT, and Yoom. ・To execute ChatGPT (OpenAI) actions, a contract for OpenAI's API paid plan (a state where payment can be made when the API is used) is required. https://openai.com/ja-JP/api/pricing/ The use of ChatGPT's API is provided by OpenAI for a fee, and it is a pay-as-you-go system based on tokens during API communication. Therefore, please be aware that an error will occur if payment cannot be made when using the API. ・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan.
■Overview The "Organize form content with ChatGPT and create a draft in WordPress" workflow is a business workflow that reduces the effort of content creation. This makes the content creation process smoother.
■Recommended for ・Bloggers and content creators who tend to spend a lot of time creating blog posts ・Those who want to efficiently manage content by integrating ChatGPT and WordPress ・Those who regularly update blogs but struggle with coming up with article ideas ・Web marketers who want to improve efficiency by utilizing automation
■Notes ・Please integrate Yoom with both ChatGPT and WordPress. ・To execute ChatGPT (OpenAI) actions, a paid OpenAI API plan is required. (Payment must be possible when the API is used) https://openai.com/ja-JP/api/pricing/ ・The use of ChatGPT's API is provided by OpenAI for a fee, and it is a pay-as-you-go system based on tokens during API communication. Therefore, please be aware that an error will occur if payment cannot be made when using the API.
👏 Benefits & Use Cases of Integrating Microsoft Teams with ChatGPT
Benefit 1: Streamlined Internal Query Responses
By integrating Microsoft Teams with ChatGPT can automate internal query responses, especially useful for answering common internal questions from new employees or those transferred from other departments. By having the chatbot handle basic inquiries, you can reduce the workload of your team, provide faster responses, and improve operational efficiency.
Benefit 2: Efficient Knowledge Sharing
Creating a chatbot with Microsoft Teams with ChatGPT ensures instant and accurate responses based on a centralized knowledge base, past interactions, and FAQs aligned with company guidelines and updated policies. This prevents information discrepancies, ensuring everyone receives the same, reliable answers. Creating a chatbot not only saves time but also ensures uniformity in the information shared across the organization.
Benefit 3: Standardizing Business Processes
You can standardize how internal questions, tasks, and reports are handled. By receiving instant, reliable responses to inquiries about company processes or tools, everyone can stay on the same page, reducing confusion and inconsistencies.
This integration also helps streamline onboarding for new hires and employees transitioning from other departments, allowing them to quickly access the established rules and processes. It provides a smoother transition and contributes to better overall processes across the organization.
📖 Summary
Now you know how to create a 'chatbot' by integrating ChatGPT and Microsoft Teams :) By setting up this integration, your company and teams can boost productivity with automated responses, ensuring seamless knowledge sharing and quick access to essential information. No specialized knowledge is needed, and anyone can easily set it up!
Ready to simplify your workflows? Sign up for Yoom and try it today!
I have previously gained experience in sales and sales administration within the human resources industry. Based on my past experience, I have realized that the challenges faced by various companies can be alleviated through "automation of operations." Through Yoom, I will continue to share information daily to help address your concerns as much as possible.
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