How to integrate Microsoft Teams with Outlook to automatically send an email in Outlook when a post is made in a Microsoft Teams channel

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How to Automatically Send Emails in Outlook When a Post is Made in a Microsoft Teams Channel

You can receive content posted in a Microsoft Teams channel via the Microsoft Teams API and automatically send emails in Outlook through the API provided by Outlook. By utilizing a no-code tool called Yoom, you can easily achieve this automation without programming knowledge.

The steps for this integration flow are broadly as follows:

• Integrate Microsoft Teams and Outlook with My Apps
• Copy the template
• Set up triggers and actions
• Finally, verify if the trigger activates

Preparation

1) First, access the official Yoom website and create an account.
Yoom Account Registration Page
If you already have an account, please log in.

Step 1: Integrate Microsoft Teams and Outlook with My Apps

1) Once logged into your Yoom account, register the apps you will use next.
Click on "My Apps" and select "New Connection."

2) A list of apps that can be connected with Yoom will be displayed. Search for the two apps you will use this time, "Microsoft Teams" and "Outlook," one by one from the search box at the top.

After selecting Microsoft Teams, log in with the account you will use.

Similarly, after selecting Outlook, log in with the account you will use.
For more details, please check here.
My App Registration Procedure and Precautions in Microsoft365 Services | Yoom Help Center

3) Once registration is complete, an icon will be displayed in My Apps.
Please check if the app icon is displayed.

Step 2: Copy the Template

Click on this banner.

1) First, click on the "Try this template" icon.

2) The following confirmation screen will appear, so click "OK".

When this screen appears, the copy has been completed successfully.

After that, you can click on the title or details to edit them.
A "!" icon is displayed on the right side, so click them in order to set the operations.
The copied template will be saved in "My Projects".

Step 3: Set the Trigger

Click on "App Trigger: When a message is sent to the channel".

Step 4: Set Microsoft Teams Action

1) Select the action "When a message is sent to the channel" and click "Next".

2) Enter the required fields.
The trigger activation interval varies depending on the subscription plan.
Refer to this for details on each plan.
List of feature limitations and usage limits for each plan | Yoom Help Center (intercom.help)
Team ID and Channel ID can be selected from the options if the app registration is complete.
Once selection is complete, click "Test", and after a successful test, click "Save".

Step 5: Set Outlook Action

1) Return to the flow and click on the "Send Email" icon.

2) Select the action "Send Email" and enter the required information.

You can use the output information from Microsoft Teams to input data.

Select from the options as needed, and once input is complete, click "Save".

This completes the flow of 【Registering User Information Sent in Microsoft Teams to Outlook】.

Step 6: Test and Verify

Once the setup is complete, the following display will appear, so click "Turn on Trigger".
Start the flow bot and verify that it operates correctly.

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Here is the template used this time

Other Automation Examples Using Microsoft Teams and Outlook

There are many other examples of automation using Microsoft Teams and Outlook in Yoom, so here are a few introductions.

1. Create a response with Dify and notify Microsoft Teams when receiving an inquiry email in Outlook
This template is a process that automatically creates a response using Dify for inquiry emails received in Outlook and notifies Microsoft Teams.
For example, when the customer support department receives an inquiry that requires a prompt response, the automatic response creation with Dify and notification in Teams can improve response speed.
‍This can enhance customer satisfaction, reduce the burden on the team, and improve operational efficiency.

2. When an email arrives in Outlook, summarize it and send it to Microsoft Teams
This template is a process that automatically summarizes emails received in Outlook and sends them to Microsoft Teams.
For example, the corporate planning department can summarize important emails and share them on Teams, allowing the entire team to quickly grasp the content.
This can lead to more efficient information sharing.
By utilizing the summarized information, it is expected to reduce meeting preparation time and speed up operations.

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3. Add contracts received in Outlook to kintone via OCR and notify Microsoft Teams
This template is a process that reads contracts received in Outlook using OCR, automatically adds them to kintone, and notifies Microsoft Teams of the results.
For example, contracts received by the General Affairs Department can be quickly digitized and promptly notified to the Sales Department.
This reduces manual work and speeds up information sharing, leading to improved operational efficiency and accuracy.

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Summary

This time, we introduced a flow where an email is automatically sent in Outlook when there is a post in a Microsoft Teams channel.
By integrating Microsoft Teams and Outlook, you can expect improved efficiency in information transmission and enhanced work quality.
This not only speeds up communication and prevents human errors but also improves customer satisfaction and boosts the overall productivity of the team.
Additionally, by utilizing Yoom, you can easily implement automation without technical knowledge.
The introduction of automation creates an environment where employees can focus on more important tasks, leading to overall efficiency improvements in work.
Please refer to the steps in this blog and try integrating Microsoft Teams and Outlook.