[Easy Setup] How to Automatically Integrate Microsoft Teams Data with Gmail

Let's Create a Flow to Integrate Microsoft Teams and Gmail

Let's get started by creating a flow that integrates Microsoft Teams and Gmail!
We'll use Yoom to proceed with the integration of Microsoft Teams and Gmail without any coding. If you don't have a Yoom account yet, please click this link to create one.

[What is Yoom]

This time, we will create a flow bot that sends an alert notification via Gmail when a specific keyword is posted in Microsoft Teams!
We will create it in the following major steps.

• Integrate Microsoft Teams and Gmail with My Apps
• Copy the template
• Set the trigger in Microsoft Teams and configure the operation in Gmail
• Turn on the trigger and verify the operation of the integration flow

Step 1: Connect Microsoft Teams and Gmail to My Apps

Let's register My Apps to connect Microsoft Teams and Gmail to Yoom.
By registering My Apps first, you can smoothly proceed with the automation settings.

Before connecting, make sure to post a message on Microsoft Teams!
※This time, we made a post like the image below.

1. Click on My Apps on the left side of the Yoom page and select "Add".
Enter "Microsoft Teams" in the search box at the top right and select the Microsoft Teams icon from the search results.

※There are personal and business plans (Microsoft 365 Business) for "Microsoft 365 (formerly Office 365)". If you do not have a business plan, authentication from Yoom may not work properly, so please be careful.

2. On the displayed screen, enter your email address and click "Next".

On the next screen, enter your password and click "Sign in".

3. Next, register Gmail to My Apps.
Search for Gmail in the same way as before.
On the displayed screen, click "Sign in with Google".

On the next screen, select your account and click "Continue" on the subsequent screen.

If Microsoft Teams and Gmail are displayed in My Apps, the registration is complete.

Step 2: Copy the Template

Let's create a flow from here! Since we are using a template, open the template page below and click 'Try this template'.

The template will be automatically copied to your workspace. Please click "OK" on the next screen.

Step 3: Setting Triggers for Microsoft Teams

※The following screen appears when you click "[Copy]When a specific keyword is posted on Microsoft Teams, send an alert notification via Gmail" in the flow bot under "My Projects" on the left side of the Yoom page screen.

1. Click "OK" on the previous screen, then click the app trigger "When a message is sent to the channel" on the displayed screen.

2. Check each item on the displayed screen. Keep the trigger action as is, and click "Next".

3. Set the details on the displayed screen.
Select the "Trigger Interval".
※It is generally recommended to set it to the shortest time!
※Triggers can be set to intervals of 5, 10, 15, 30, or 60 minutes. Please note that the shortest trigger interval varies depending on the plan.
※For detailed explanations of Yoom plans, please refer to here.

4. For "Team ID" and "Channel ID", click the input field and select from the displayed options.

5. Once you have finished entering, execute "Test" and if successful, click "Save".
※The  etrieved value can also be used in the next settings.

Step 4: Setting Branches

1. Click the branch "Command Operation".
※・The "Branch" operation is available for Mini plans and above. Please note that using it on a free plan will result in an error.
・Paid plans like the Mini plan offer a 2-week free trial. During the free trial, you can freely try out apps and features that are usually restricted, so please take advantage of it.

Set the operation to "When a message is sent to the channel", and configure the item you want to detect with the retrieved value.
The "Branch Condition" sets the condition for executing the process at the branch destination.

This time, we are using a template to set it up as shown in the image below.

How to set up "Branch"

Once the settings are complete, click "Save".

Step 5: Setting Up Gmail

1. Click "Send Email".

2. Set the email content.

Enter the email address where you want to receive alert notifications in "To".

Set the "Subject" as desired.

※You can also select from the retrieved value displayed by clicking the input field, as shown in the image below.

For "Body", select from the retrieved value displayed by clicking the input field.
Once you have finished entering each item, click "Next".

3. On the next screen, check the email sending details.
After confirming, execute "Test" and if successful, click "Save".

※Once the settings are complete, notifications will be sent via Gmail as shown in the image below.

Step 6: Turn ON the Trigger Button and Check the Operation of the Integration Flow

Click the "Turn ON Trigger" button on the screen below to automatically start the flow bot.

If You Want to Integrate Gmail Data with Microsoft Teams

This time, we introduced how to integrate data from Microsoft Teams to Gmail, but if you want to integrate data from Gmail to Microsoft Teams, please also use the template below.

When Receiving an Email with an Attachment in Gmail, Share the File in the Microsoft Teams Channel

This flow is recommended for those who use Gmail and Microsoft Teams and want to share attachments received in Gmail with Microsoft Teams.

Receive application emails from job boards in Gmail and notify Microsoft Teams

This flow is recommended for those who use Gmail for external communications and Microsoft Teams for internal information sharing, aiming to streamline application management and enhance team communication.

Other Automation Examples Using Microsoft Teams and Gmail APIs

It is possible to automate various tasks using the APIs of Microsoft Teams and Gmail.
If you find something interesting, please give it a try!

Automation Examples Using Microsoft Teams

You can notify about the database or flow bot activation status, create a folder in cloud storage when a message is posted, and automatically send it to chat tools or email.
It is also possible to register with other CRM tools or databases!

Automation Examples Using Gmail

You can automate sending template emails to leads, notifying other teams about the order phase after contract signing, and sending invoices!

Conclusion

In this article, we introduced an automation that sends alerts via Gmail when specific keywords are posted on Microsoft Teams.
<span class="mark-yellow">This time, we set the keyword to "lead," but you can freely choose keywords you want to be notified about, such as "customer" or "completed."
This way, you will be able to quickly catch the necessary information.</span>
Additionally, since you can automatically notify Microsoft Teams of files attached in Gmail, it can be utilized in various situations!

If you are considering implementing this or want to try it out, please create a free account from here.
Registration takes just 30 seconds, so you can quickly sign up during your work!

For those overwhelmed with work, this automation will be very effective.