If you are manually creating folders for each customer or project, the more cases you have, the greater the burden tends to be. Therefore, this time we will introduce automation that creates a folder in Google Drive when a specific message is sent in Microsoft Teams by linking Microsoft Teams and Google Drive. By implementing this automation, you may be able to manage data smoothly as folders can be created based on messages. Furthermore, it seems that data sharing between different departments will also become easier. It can be easily set up with no code, so please give it a try!
Recommended for
Those who want to automate folder creation by utilizing Microsoft Teams and Google Drive
Those who want to organize folders for each customer or project
Those who want to facilitate smooth data sharing between departments
For those who want to try it immediately
This article introduces the integration method using the no-code tool "Yoom".
No complicated settings or operations are required, and even non-engineers can easily achieve it.
You can also start immediately from the template below, so please give it a try!
Create a folder in Google Drive when a specific message is sent in Microsoft Teams
This flow creates a folder in Google Drive when a specific message is sent on Microsoft Teams.
■Notes ・Please link Microsoft Teams and Google Drive with Yoom respectively. ・Microsoft365 (formerly Office365) has plans for households and general businesses (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail. ・The 'Branching' operation is a feature (operation) available in the Mini Plan or higher plans. In the case of the Free Plan, the flowbot operations set will result in an error, so please be careful. ・Paid plans such as the Mini Plan can offer a 2-week free trial. During the free trial, you can use apps and features (operations) that are subject to restrictions. ・You can choose the trigger activation interval at 5, 10, 15, 30, or 60 minutes. ・Please be aware that the shortest activation interval varies depending on the plan.
Now, let's explain how to use the no-code tool Yoom to "create a folder in Google Drive when a specific message is sent in Microsoft Teams."
How to Create a Flow for Integrating Microsoft Teams and Google Drive
By receiving specific messages in Microsoft Teams via API and creating folders in Google Drive through its API, automation can be achieved. Generally, programming knowledge is required to achieve this, but with the no-code tool Yoom, it can be easily accomplished without programming knowledge.
The integration flow is created through the following main processes:
Register Microsoft Teams and Google Drive as My Apps
Copy the template
Set the Microsoft Teams trigger that initiates the flow and the subsequent Google Drive operation settings
Turn on the trigger button and verify the integration operation between Microsoft Teams and Google Drive
If you haven't used Yoom yet, please register for free from here. If you are already using Yoom, please log in.
Step 1: Register Microsoft Teams and Google Drive as My Apps
Register Microsoft Teams and Google Drive as My Apps to connect them to Yoom. Pre-registering as My Apps makes automation settings easier.
First, register Microsoft Teams as a My App. Click "My Apps" → "Add" on the left side of the Yoom screen.
Find Microsoft Teams from the list of apps below or use the search bar.
The following screen will appear, so log in to Microsoft Teams.
*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.
Next, register Google Drive as a My App. Similarly, search for Google Drive using the search function or find it from the list. Once the following screen appears, log in to Google Drive.
Once Microsoft Teams and Google Drive are displayed in My Apps, the registration is complete.
Step 2: Copy the Template
To set up automation, click "Try it" on the banner below.
Create a folder in Google Drive when a specific message is sent in Microsoft Teams
This flow creates a folder in Google Drive when a specific message is sent on Microsoft Teams.
■Notes ・Please link Microsoft Teams and Google Drive with Yoom respectively. ・Microsoft365 (formerly Office365) has plans for households and general businesses (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail. ・The 'Branching' operation is a feature (operation) available in the Mini Plan or higher plans. In the case of the Free Plan, the flowbot operations set will result in an error, so please be careful. ・Paid plans such as the Mini Plan can offer a 2-week free trial. During the free trial, you can use apps and features (operations) that are subject to restrictions. ・You can choose the trigger activation interval at 5, 10, 15, 30, or 60 minutes. ・Please be aware that the shortest activation interval varies depending on the plan.
When the following screen is displayed, check the "Title" and "Description". If changes are needed, click the relevant section to make changes. First, set up Microsoft Teams by clicking "When a message is sent to the channel".
Step 3: Set up the Microsoft Teams trigger that initiates the flow and the subsequent Google Drive operation
Check the settings on the following screen.
"Title" → Can be changed by yourself
"Account information connected to Microsoft Teams" → Verify if the account is correct
"Trigger action" → When a message is sent to a channel
When the following screen is displayed, select the "Trigger interval" from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ※ The trigger interval varies depending on the plan, but a shorter setting is generally recommended.
Next, set the "Team ID". Click inside the box to display the candidates, and select the Team ID from there. Similarly, set the "Channel ID". Once set, click "Test" → "Test Successful" → "Save".
Next, set up branching based on the presence of specific phrases by clicking "Branch | Presence of specific phrases". ※ The "Branch" operation is available in some paid plans. In other plans, the operations set in the Flowbot will result in an error, so please be careful. A 2-week free trial is available for paid plans. During the free trial, you can use restricted apps and features (operations), so please give it a try. Check the settings on the following screen. This time, we will set it up to automatically create a folder in Google Drive when a message with "New Customer Report" is received.
"Title" → Can be changed by yourself
Branch target values
"Operation" → When a message is sent to the channel
"Retrieved value" → Message content
Branch condition
"Message content", "Contains", "New Customer Report"
Once set, click "Save".
Next, set up extracting messages from Microsoft Teams using AI by clicking "Extract data from text". Check the settings on the following screen.
"Title" → Can be changed by yourself
"Conversion type" → Extract text from data within 3,500 characters (2 tasks)
Please check the following precautions.
Scroll and set the "Target text". Select "Message content" from the retrieved values from Microsoft Teams. The retrieved values will be displayed by clicking the arrow in the red frame.
Next, set the "Items to extract". Here, we will set it up to extract the customer name. The following is an example, so feel free to set it as you like. Once set, click "Test" → "Test Successful" → "Save".
Next, set up Google Drive by clicking "Create a folder". Check the settings on the following screen.
"Title" → Can be changed by yourself
"Linked Account" → Verify if the account is correct
"Action" → Create folder
When the following screen is displayed, set the "Folder name". If you use the retrieved value from "Extract data from text", the folder name will be created automatically. Set it as you like.
Finally, set the "Parent Folder ID". Set it according to the instructions. Once set, click "Test" → "Test Successful" → "Save".
Step 4: Turn on the trigger button and verify the integration between Microsoft Teams and Google Drive
Finally, click "Turn on trigger" to complete the automation setup. Check if the Flowbot is operating correctly.
Here is the template used this time.
Create a folder in Google Drive when a specific message is sent in Microsoft Teams
This flow creates a folder in Google Drive when a specific message is sent on Microsoft Teams.
■Notes ・Please link Microsoft Teams and Google Drive with Yoom respectively. ・Microsoft365 (formerly Office365) has plans for households and general businesses (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail. ・The 'Branching' operation is a feature (operation) available in the Mini Plan or higher plans. In the case of the Free Plan, the flowbot operations set will result in an error, so please be careful. ・Paid plans such as the Mini Plan can offer a 2-week free trial. During the free trial, you can use apps and features (operations) that are subject to restrictions. ・You can choose the trigger activation interval at 5, 10, 15, 30, or 60 minutes. ・Please be aware that the shortest activation interval varies depending on the plan.
Other Automation Examples Using Microsoft Teams and Google Drive
In addition to the integrations introduced today, various automations can be achieved by utilizing the APIs of Microsoft Teams and Google Drive.
If you find something interesting, please give it a try!
Automation Examples Integrating Microsoft Teams and Google Drive
You can set up notifications in Microsoft Teams when a new file is uploaded to Google Drive or when a folder is created in Google Drive. Additionally, it's possible to regularly retrieve a list of files in a Google Drive folder and post it to Microsoft Teams.
Notify Microsoft Teams when a new file is uploaded to Google Drive™.
■Overview The flow "Notify Microsoft Teams when a new file is uploaded to Google Drive™" is a business workflow that facilitates file sharing and team communication. Whenever a new file is added to Google Drive™, a notification is automatically sent to Microsoft Teams, allowing all team members to keep track of the latest file status in real-time. This reduces information sharing omissions and the effort of confirmation tasks, enabling efficient collaboration.
■Recommended for - Team leaders who use Google Drive™ and Microsoft Teams on a daily basis - IT personnel who want to automate file management and team communication - Business owners who want to enhance real-time information sharing and improve work efficiency - Business persons who feel that manual notification tasks are taking up time and preventing them from focusing on other tasks
■Cautions - Please integrate Yoom with both Google Drive and Microsoft Teams. - You can select a trigger interval from 5, 10, 15, 30, or 60 minutes. - Please note that the shortest trigger interval varies depending on the plan. - 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. - Branching is a feature (operation) available with the Mini Plan or higher. With the Free Plan, operations set in the flowbot will result in an error, so please be careful. - A two-week free trial is available for paid plans like the Mini Plan. During the free trial, you can use restricted apps and features (operations).
■Overview The workflow "Periodically retrieve a list of files in a Google Drive folder and post it to Microsoft Teams" is an automation tool to streamline team file management and sharing. By regularly retrieving the latest file information stored in Google Drive and automatically posting it to a designated Microsoft Teams channel, all team members can grasp the latest file status in real-time. This reduces the hassle of information sharing and enhances the transparency of work.
■Recommended for ・Team leaders who use Google Drive daily and find file management cumbersome ・Those using Microsoft Teams for communication but find manually updating the latest file sharing information burdensome ・Project managers who want to constantly keep track of the file status of the entire team ・IT personnel who want to automate business workflows using Yoom for efficiency
■Notes ・Please link Google Drive, Microsoft Teams, and Yoom respectively. ・There are home plans and general business plans (Microsoft365 Business) for Microsoft365 (formerly Office365), and there may be authentication failures if you are not subscribed to the general business plan.
■Overview The "Notify Microsoft Teams when a folder is created in Google Drive" flow seamlessly integrates file management and team communication. Every time a new folder is created in Google Drive, a notification is automatically sent to Microsoft Teams, facilitating smooth information sharing across the team. This allows for quick understanding of project progress and the addition of new materials, contributing to improved work efficiency.
■Recommended for - Team leaders who use Google Drive regularly and find file or folder management cumbersome - Managers who use Microsoft Teams for communication but feel that information sharing is lagging - IT personnel who want to automate notifications to everyone when a new folder is created, eliminating the need for manual communication - Project managers who want to enhance team transparency and quickly grasp project progress
■Notes - Please integrate Yoom with both Google Drive and Microsoft Teams. - Microsoft365 (formerly Office365) has both home and business plans (Microsoft365 Business), and authentication may fail if you are not subscribed to the business plan. - 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 'Summarize Discord Post Message and Notify Microsoft Teams' workflow contributes to quicker information sharing. By summarizing the content on Discord before notifying, it improves the readability of the information.
■Recommended for ・Those who use Discord for team communication ・Those who use Discord for team information sharing but often miss important messages ・Those who want to quickly grasp necessary information by utilizing message summaries ・Companies using Microsoft Teams for internal communication ・Those who want to use Microsoft Teams for efficient information sharing ・Those who find manual forwarding tedious and aim for operational efficiency through automation
■Notes ・Please connect both Discord and Microsoft Teams with Yoom. ・You can select the trigger interval from 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan. ・Microsoft365 (formerly Office365) has plans for both home and general corporate (Microsoft365 Business). If you are not subscribed to the general corporate plan, authentication may fail.
■Overview Isn't it a tedious task to manually check and transcribe inquiries and survey responses collected via Google Forms into Microsoft Teams each time? This task can also lead to issues such as missed responses and delays in sharing. By utilizing this workflow, you can automatically notify a specified Microsoft Teams channel of the content when a response is submitted to Google Forms, solving these information-sharing issues.
■Recommended for ・Those who want to quickly share inquiries and requests received via Google Forms with their team ・Those who feel challenged by missed notifications and delays in response due to manual information sharing ・Those who want to automate the confirmation and transcription of form responses to improve work efficiency
■Notes ・Please link both Google Forms 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. ・For information on how to obtain response content when using Google Forms as a trigger, please refer to the following: https://intercom.help/yoom/en/articles/6807133 ・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 "workflow of notifying transcript and summary to Microsoft Teams after Google Meet meeting ends" automates the creation and sharing of meeting minutes after a meeting ends. Utilizing Yoom's API integration, AI, OCR, and RPA features, it swiftly and accurately transcribes and summarizes the Google Meet content, then automatically posts it to Microsoft Teams.
■Who We Recommend This Template To ・Frequent Google Meet users who spend a lot of time creating meeting minutes afterward ・Business users who want to quickly share meeting content on Microsoft Teams ・IT personnel looking to utilize API integration and automation to streamline business processes ・Project managers seeking accurate meeting minutes ・Executives who want speedy information sharing within teams
■Notes ・Make sure to integrate each of Google Meet, Google Drive, and Microsoft Teams with Yoom. ・Microsoft365 (formerly Office365) has both consumer and business plans (Microsoft365 Business). Authentication may fail if you are not subscribed to a business plan. ・AI operations for OCR or speech transcription are available only with the Team Plan and Success Plan. If you use the Free Plan or Mini Plan, operations of the configured flow bots will result in an error, so please note that. ・Paid plans like the Team Plan or Success Plan come with a 2-week free trial. During the free trial, you can use restricted apps and AI functions (operations).
This flow automatically transcribes and summarizes the meeting content and notifies Microsoft Teams of the transcription results when a Zoom meeting ends.
■Overview Are you finding it cumbersome to manually save to Google Drive the attachments of invoices and important documents received in Gmail? Handling them one by one takes time and can lead to mistakes such as forgetting to save. By using this workflow, when an email with a specific label is received in Gmail, attachments can be automatically uploaded to Google Drive, streamlining file management tasks.
■Recommended for - Those who spend time downloading and organizing attachments received in Gmail - Accounting personnel who want to centrally manage items such as invoices from business partners in Google Drive - Those who want to prevent mistakes such as omissions in manually saving files or putting them in the wrong location
■Notes - Please connect both Gmail and Google Drive with Yoom. - For the trigger, you can select an execution interval of 5, 10, 15, 30, or 60 minutes. - The minimum execution interval varies depending on your plan. - Branching is a feature (operation) available with the Mini plan or higher. With the Free plan, operations of the configured flow bot will result in an error. - Paid plans such as the Mini plan offer a two-week free trial. During the free trial, you can use apps and features (operations) that are otherwise restricted.
Benefits and Examples of Integrating Microsoft Teams with Google Drive
Benefit 1: Organize Folders by Project or Client
Being able to organize folders by project or client is convenient when checking data. However, if you are creating folders manually, there is a higher chance of making mistakes or omissions. By integrating Microsoft Teams with Google Drive and utilizing automation to create dedicated folders upon receiving specific messages, you might be able to solve this issue. For example, when a sales representative posts a message like "Contract" in Microsoft Teams, a folder can be automatically created in Google Drive. This way, you can organize folders by project or client, making it easier to find documents.
Benefit 2: Smooth Folder Creation
In customer support or sales settings, managing documents in response to customer inquiries or negotiations is common. However, manually creating folders can be time-consuming and may prevent you from saving important documents immediately. For instance, when you send "New Client" to Microsoft Teams, a folder is automatically created in Google Drive, making document storage and folder creation smoother. This ensures that the storage location for necessary documents is secured quickly, potentially preventing the risk of document loss.
Benefit 3: Easier Data Sharing Between Departments
There are cases where data sharing across departments is necessary, but if data is not shared properly, it can hinder operations. Especially in tasks involving multiple departments, quickly creating folders is crucial. For example, when a message like "Project A" is received in Microsoft Teams, a folder can be automatically created in Google Drive, facilitating easier data sharing. This way, there is no need to confirm where necessary documents are stored between departments, potentially enabling smoother communication.
Conclusion
The task of creating folders that arises in daily operations can be burdensome and prone to human error when done manually. However, by integrating Microsoft Teams with Google Drive and implementing automation to create folders upon receiving specific messages, you might be able to resolve this issue. If folders are created automatically, it becomes easier to manage information in dedicated folders by project or client. Moreover, when data sharing across departments is necessary, it can be done smoothly, potentially minimizing communication.
With Yoom, you can easily implement automation without coding, so please refer to this article and give it a try!
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
Having transitioned from a career in child welfare to working as a writer, I am currently blogging for Yoom. I am continually amazed by the efficiency improvements Yoom enables and am eager to share this excitement with others to contribute to society. I will be sharing insights on app integrations and automation that even someone like me, with zero programming knowledge, can accomplish.
