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How to use Zapier within Microsoft Teams

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How to use Zapier within Microsoft Teams

Create automated workflows from within your team chat app

By Krystina Martinez · August 11, 2021
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If you've ever wanted to automate routine tasks in Microsoft Teams— for example, reminding coworkers to submit their expense reports, or getting channel notifications in a channel for new Salesforce leads—you're in luck. You can create Zaps—what we call automated workflows—without ever leaving the Teams app.

For those unaware, Microsoft Teams is a team chat app competing with the likes of Slack. It integrates seamlessly with Microsoft 365 products and also has video call features that give Zoom a run for its money.

Not sure what workflow would help you and your business the most? Check out these recommendations for things like bringing notifications into Microsoft Teams for activity on marketing or sales efforts, database changes, or new emails.

Here's how to set it up:

  1. Log in to your Zapier account (or sign up if you don't have an account yet).

  2. Install the Zapier app in your Microsoft Teams workspace.

  3. Connect your Microsoft Teams account to Zapier.

  4. Start making Zaps!

Zapier is a tool that helps you automate tasks between web apps. Our automatic workflows, which we call Zaps—send information from one app to another so you can stop worrying about copying and pasting and focus on more meaningful work. Check out this Zapier demo to learn more about how it works.

Before you get started: Install the Zapier app on Microsoft Teams

In your Microsoft Teams workspace, click on the three little dots located on the left-hand navigation bar. Type in Zapier in the search bar to find the app and click on it.

A screenshot of a Microsoft Teams workspace with a red box highlighting where to find the app directory.

Once you click on the Zapier app, it'll bring up a pop-up window allowing you to install the app for yourself. Click Add for me.

A screenshot of the Zapier app in the Microsoft Teams app directory.

If you're an admin for your team workspace, click on the upside-down triangle and click on Add for Team if you'd like to install the app for your entire workspace.

A screenshot of the Zapier app in the Microsoft Teams app directory. An option to install the app for a team is highlighted.

After you've added the Zapier app, it'll direct you to the app page, where you can start creating a Zap from scratch, or pick from suggested Zap templates—our pre-built automated workflows—to start automating tasks in Microsoft Teams.

A screenshot of the Zapier app homepage within Microsoft teams.

How to create Zaps within Microsoft Teams

If you've created Zaps before, making them within Microsoft Teams will look just like the Zap Editor on our site. You just don't have to exit the Teams app to do so.

If you're new to Zapier, keep reading to walk through how to create a Zap that will post a notification to a channel whenever there's a new Typeform submission.

Option 1: Get started quickly with a Zap template

We have a template to help you get started quickly. Click the Use this Zap button below and you'll be guided through setup. You'll need to create a Zapier account if you don't already have one.

Here's how it works:

  1. Click on the Use this Zap button to get started.

  2. Connect your Typeform and Microsoft Teams accounts.

  3. Select the form you want to use as your trigger.

  4. Select the channel where you'd like the alerts to appear and customize your message.

  5. Test your workflow and turn it on.

Option 2: Create a Zap from scratch

If you'd like more control over the information in your Zap or would like to add additional actions, you can click here to create a new Zap from scratch. 

Connect and customize Typeform

Click on the Zap template to get started. The trigger app and event has already been selected for us. A trigger is an event that starts your Zap. If you're starting from scratch, select Typeform as the App, New Submission as the Event, and click Continue.

You'll now need to connect your Typeform account. If you've already connected Typeform to Zapier before, just click on the dropdown menu to select your account.

A screenshot of the Zap Editor with a specific Typeform account selected.

If you haven't, you'll click Add New Account. You'll then be directed to your web browser to give Zapier permission to access your Typeform account. Once you've connected your account, click Continue.

For each app you connect, Zapier will ask for a general set of permissions which allows you to be flexible with your Zaps. The only actions Zapier takes on your app accounts are those a given Zap needs to accomplish what you've set up.

The great thing about the Zapier app is that you can continue building your Zap from your web browser—or go back to the Microsoft Teams app and continue where you left off.

A screenshot of the Zapier app from a Microsoft Teams workspace.
A screenshot of how the Zap Editor looks from a web browser.

Select the form you want to use, click Continue, and then test your trigger. Zapier will look for a recent form submission, which we'll use to create the rest of our Zap. Once your test is successful, click Continue to move on to the next step. 

Note: If you don't have an event on your calendar coming up within the time frame that you've set (e.g. 15 minutes from now), Zapier will not be able to find an event. You can create a fake event in your Google Calendar starting within your desired time frame and retest this step.

Connect Microsoft Teams

Now we'll create our action—the event our Zap will perform once it's triggered. If you're working off of a Zap template, the App and Action Event will be pre-selected. If you're building a Zap from scratch, select Microsoft Teams as your app and Send Channel Message as the event. Click Continue.

A screenshot of the app selection step in the Zap Editor.

If you've connected your Microsoft Teams account to Zapier before, you can select your workspace from the dropdown menu. (This is not the same as installing the app to your workspace.)

Since this is our first time connecting Teams to Zapier, we'll need to click on Add New Account. Again, Zapier will request permission access to Microsoft Teams. Click Accept.

A screenshot of how permission requests look like in Microsoft Teams.

Your Teams account will now be selected in the dropdown menu. Click Continue.

Customize your channel message

Click on the dropdown under Team to select your workspace.

A screenshot of selecting the correct Microsoft Teams workspace in the Zap Editor

Under Channel, click on the dropdown menu to select the channel you want your Zap to send messages to.

You have several options for Message Text Format: Plain, XML, and Markdown. If you don't need any special formatting, such as links or bolded text, Plain will be fine. Since we want to bold and hyperlink text, we're going to select Markdown.

A screenshot of message format options for Microsoft Teams in the Zap Editor. Markdown is selected.

Now it's time to customize our message text. Click inside the  Message Text field to start formatting your message.

Since we want to send the latest form submissions to our channel, we want some of the submission information from the form to show up in our message.

You can use Typeform information as placeholders or type in your own text that will appear each time your Zap runs, or a combination of the two.

Click on Show All Options to review all the data options Zapier found when it tested the Typeform trigger. Scroll down to select responses to individual questions. (The first Form Responses option will include all your form questions and answers on one line. Most people will want to select certain questions instead.)

A screenshot of selecting Typeform data in the Zap editor. The "Show all options" link is highlighted.

When you select data from the dropdown menu, it will act as a placeholder field; any time our Zap triggers before an event, Zapier will dynamically populate our chosen fields with the latest form responses.

You can also type in text that will show up every time your Zap runs. In our example, I added field text in a bulleted list—with some Markdown included.

A screenshot of what customizing the Microsoft Teams message looks like in the Zap Editor.

Markdown is a formatting language that's simpler to write and read than HTML code. New to Markdown? Check out our guide.

When you're done formatting your message, click Continue.

Test your Zap

It's time to test our Zap. Zapier will create a new message in Microsoft Teams, according to how you've set it up in previous steps.

You can always skip the test by clicking Skip Test in the top-right corner, but if you want to make sure your Markdown is showing up properly, you're better off testing. Click any of the test buttons to continue.

A screenshot of testing the Microsoft Teams message in the Zap editor. Buttons to start or skip the test are highlighted.

And this is how our message looks:

A screenshot of the message our Zap created in Microsoft Teams.

If something doesn't look right, you can go back, make changes, and re-test your Zap. Otherwise, don't forget to turn on your Zap—click Turn on Zap...

A screenshot of a successful Zap test in the Zap editor. Buttons to turn on the Zap are highlighted.

...or the slider at the bottom of the Zap editor.

A screenshot of the on and off slider in the Zap Editor.

Now you've created a Zap—within Microsoft Teams. Whenever you want to create a new Zap from your Teams workspace, just visit the Zapier app and start building.

This article was originally published in October 2020 and was updated in August 2021.

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Krystina Martinez picture

Krystina Martinez

Krystina writes about all things automation for the Zapier blog. Previously she was a public radio journalist, so she has a lot of opinions about microphones. When she's not writing or tinkering with Zapier, Krystina enjoys sewing her own clothes and taking long naps in between her many hobbies.

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