Overview
Power Automate seamlessly integrates with Microsoft Teams, allowing users to automate tasks such as sending messages, managing approvals, and monitoring activities. By integrating Power Automate with Teams, businesses can enhance collaboration, notifications, and workflow automation within their organization.
1️⃣ Benefits of Power Automate and Teams Integration
Automate Notifications – Send alerts for new tasks, meetings, or file uploads.
Streamline Approvals – Automate approval requests and status updates.
Manage Teams Channels & Messages – Post messages, create channels, and schedule reminders.
Sync with Other Microsoft 365 Apps – Connect Teams with Outlook, SharePoint, Planner, and more.
Reduce Manual Work – Automate routine communication and workflow processes.
2️⃣ Setting Up Power Automate for Teams
Requirements
✔ Microsoft 365 Account with access to Teams
✔ Power Automate license (included in most Microsoft 365 plans)
✔ Admin permissions (if creating or managing Teams)
Steps to Create a Teams Automation in Power Automate
1️⃣ Go to Power Automate
2️⃣ Click “Create” → Select “Automated cloud flow”
3️⃣ Choose a Teams trigger (e.g., “When a new message is posted to a channel”)
4️⃣ Sign in to Microsoft Teams and select the relevant team and channel
5️⃣ Add additional actions based on your workflow
6️⃣ Click “Save” and test the flow
Example: Automatically notify a channel when a new document is uploaded to SharePoint.
3️⃣ Microsoft Teams Triggers in Power Automate
| Trigger Name | When It Runs | Example Use Case |
|---|---|---|
| When a new channel message is posted | New message in a channel | Notify a manager when an urgent request is posted |
| When a new team member is added | A user joins a team | Send a welcome message to new employees |
| When a new chat message is received | Direct message is sent | Log important messages in OneNote |
| When a meeting is scheduled | A meeting is added to the calendar | Auto-post meeting details to a channel |
| For a selected message | A user selects a Teams message | Create a task in Planner from a message |
Example:
Trigger: “When a new message is posted in a channel”
Flow: Post a follow-up message if a customer support request is marked “Urgent”.
4️⃣ Microsoft Teams Actions in Power Automate
| Action Name | Purpose | Example Use Case |
|---|---|---|
| Post a message in a chat or channel | Send a message to a user or channel | Notify a team when a new lead is added to CRM |
| Create a team | Set up a new Microsoft Teams group | Auto-create a project team when a new project starts |
| Create a channel | Add a channel to an existing team | Auto-create a “Finance” channel when a new team is made |
| Add a member to a team | Invite users to a team | Automatically add new hires to the HR team |
| Update a channel message | Edit a previously posted message | Change status updates in a project channel |
| Post an adaptive card | Send an interactive card to a chat/channel | Request approvals via Teams message |
Example:
Action: “Post a message in a channel”
Flow: Send a Teams message when a high-priority email arrives in Outlook.
5️⃣ Automating Workflows with Power Automate & Teams
Example 1: Auto-Notify Teams for SharePoint File Uploads
Scenario: When a file is uploaded to SharePoint, notify a Teams channel.
1️⃣ Trigger: When a file is created in SharePoint
2️⃣ Action: Post a message in a Teams channel
3️⃣ Action: Send an email notification
Use Case: File collaboration and tracking document uploads.
Example 2: Automating Approval Requests in Teams
Scenario: Send an approval request in Teams when a new expense report is submitted.
1️⃣ Trigger: When an item is created in a SharePoint list
2️⃣ Action: Start an approval process
3️⃣ Action: Post an adaptive card in Teams for manager approval
4️⃣ Action: Update SharePoint list with approval decision
Use Case: Expense approval, leave request approvals, purchase order approvals.
Example 3: Automatically Welcome New Team Members
Scenario: Send a welcome message when a user joins a Teams group.
1️⃣ Trigger: When a new member is added to a team
2️⃣ Action: Post a welcome message in the general channel
3️⃣ Action: Send an onboarding checklist via email
Use Case: Onboarding automation for HR teams.