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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.
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.
■Overview
This is a flow where ChatGPT responds to posts made in a Microsoft Teams channel.
When a new message is posted in a Microsoft Teams channel, the workflow is triggered, and ChatGPT automatically generates a response to the post and replies in the Microsoft Teams channel.
By constantly obtaining the latest information and efficiently handling important interactions, you can effectively improve communication within the team.
Additionally, by utilizing AI for automatic responses, you can also streamline responses to internal inquiries that were previously handled manually.
■Notes
・Please integrate both Microsoft Teams and ChatGPT with Yoom.
・Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.
・Using ChatGPT or OpenAI's API may incur additional costs payable to OpenAI. Please check OpenAI's official website for details.
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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.
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
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.
After logging into Yoom, go to "My Apps" from the left side menu, and click the "+ Add" button.
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".
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.
Click the "Try It" button to copy the pre-built template into your project.
■Overview
This is a flow where ChatGPT responds to posts made in a Microsoft Teams channel.
When a new message is posted in a Microsoft Teams channel, the workflow is triggered, and ChatGPT automatically generates a response to the post and replies in the Microsoft Teams channel.
By constantly obtaining the latest information and efficiently handling important interactions, you can effectively improve communication within the team.
Additionally, by utilizing AI for automatic responses, you can also streamline responses to internal inquiries that were previously handled manually.
■Notes
・Please integrate both Microsoft Teams and ChatGPT with Yoom.
・Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.
・Using ChatGPT or OpenAI's API may incur additional costs payable to OpenAI. Please check OpenAI's official website for details.
Click "Try this template".
Click "OK" and give the Flowbot a name to recognize.
This template will be copied to your “My Project”.
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".
Click on the ChatGPT action.
Give your action a title (anything you like), and select your account.
Make sure the action "Generate text" 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".
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 "Response Content" 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".
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!
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!
■Overview
The workflow "Analyze Outlook Incoming Content with ChatGPT and Notify Alerts to Microsoft Teams" automatically analyzes email content and shares important information with the team.
It extracts necessary information from the large volume of emails received daily and strengthens team collaboration through alert notifications in Microsoft Teams.
■Recommended for
■Benefits of using this template
■Overview
The flow of "Organizing form content with ChatGPT and notifying it in Microsoft Teams chat" is a business workflow that facilitates smooth internal communication.
By having ChatGPT organize and notify the content of form responses, it becomes possible to enhance the efficiency of information sharing and strengthen the support system.
This allows employees to obtain clearer information and quickly determine what to do next.
■Recommended for
■Benefits of using this template
■Overview
The flow "Generate a draft with ChatGPT based on Microsoft Teams messages and create a PDF" is a business workflow that automates document creation by leveraging communication within the team.
In this flow, ChatGPT automatically generates drafts based on the message content collected from Microsoft Teams and creates PDFs in Google Docs, achieving efficient and consistent document creation.
■Recommended for
■Benefits of using this template
● 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.
■Overview
This is a flow where when a new email is received in Outlook, its content is summarized by ChatGPT, and the summarized text is notified to Microsoft Teams.
Customization of the notification destination in Microsoft Teams and the summary content is possible.
■Notes
・Please integrate Outlook, ChatGPT, and Microsoft Teams with Yoom.
・Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.
・Using ChatGPT or OpenAI's API may incur additional costs with OpenAI. Please check OpenAI's official website for details.
・For the summary operation of the YoomAI feature, please check here.
● 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.
■Overview
This is a flow that creates a channel in Microsoft Teams when a new deal is created in HubSpot.
■Recommended for
1. Those who manage deals and other tasks in HubSpot
・Sales assistants and accounting staff
・Administrative staff and office managers
2. Those who use Microsoft Teams for meetings and messaging
・Department heads using it for internal communication
・Sales assistants responsible for communication with client companies
・Sales representatives using it for web meetings with customer companies
3. Those who want to reduce manual input and automate processes
・Owners of small and medium-sized enterprises aiming for business automation
・Administrative staff who want to improve data accuracy
■Benefits of using this template
・By automatically creating a channel in Microsoft Teams triggered by the creation of a deal in HubSpot, it reduces manual work and improves business efficiency.
・Automatically creating a channel in Microsoft Teams allows projects to be initiated immediately.
・Following the creation of a channel in Microsoft Teams, it is also possible to invite members via chat or email notifications.
■Notes
・Please integrate both HubSpot and Microsoft Teams 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.
● Translate Slack Messages and Post Translated Messages to Microsoft Teams
Streamline communication by automatically translating messages from Slack and posting the translated version on Microsoft Teams.
■Overview
This is a flow that translates messages posted on Microsoft Teams and posts the translated version on Slack.
■Recommended for
1. Multilingual teams using both Microsoft Teams and Slack
・Those who feel communication challenges due to team members using different languages
2. Companies with frequent collaboration with global enterprises or overseas offices
・Those who want to facilitate communication with team members or partners using different languages
■Benefits of using this template
Both Microsoft Teams and Slack are essential tools for team communication, but when there are members using different languages, communication barriers can arise, hindering smooth information sharing and collaboration.
By utilizing this flow, messages posted on Microsoft Teams can be automatically translated and the translated version posted on a Slack channel, enabling all team members to communicate smoothly across language barriers.
■Notes
・Please integrate Yoom with both Microsoft Teams and Slack.
・AI operations are only available with the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operation of the flow bot you set will result in an error, so please be careful.
・Paid plans such as the Team Plan and Success Plan offer a two-week free trial. During the free trial, you can use restricted apps and AI features (operations).
・Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.
● Create & Send Meeting Minutes with ChatGPT After a Zoom Meeting
Automatically create meeting minutes and send them to participants through email, saving time and making follow-ups more efficient.
■Overview
The flow of "Creating meeting minutes with ChatGPT and emailing them to participants after a Zoom meeting" automates the process of recording and sharing meeting details.
This workflow is ideal for teams that frequently hold meetings or organizations that prioritize accuracy in record-keeping.
■Recommended for
■Benefits of using this template
● Create and Send Emails from Google Sheets List Using ChatGPT
Automatically create and send personalized emails using ChatGPT based on the data in Google Sheets.
■Overview
The flow of "Automatically generating and sending guidance emails using ChatGPT from a list in Google Sheets" is a business workflow that streamlines the creation of guidance emails for customers and team members.
■Recommended for
■Benefits of using this template
● Organize Form Data with ChatGPT and Create WordPress Drafts
Automatically organize form responses and create a draft in WordPress, saving time on creating articles and improving content management.
■Overview
The workflow "Organize form content with ChatGPT and create a draft in WordPress" is a business workflow that reduces the hassle of content creation.
This makes the content creation process smoother.
■Recommended for
■Benefits of using this template
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.
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.
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.
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!
