Microsoft Teams provides seamless email integration that enables you to share information between your Team workspace and Outlook email effectively. This integration is particularly useful if you often need to update Teams’ channels and chats with data from your emails. To configure email integration from Microsoft Teams, you need to tinker with the Teams settings.
Setting up Email Integration in Microsoft Teams Channels
- Finding the Channel Email Address: Every channel in Microsoft Teams has a dedicated email address, and you can send emails to this address to forward the information to the whole team. To find the email address of a particular channel, navigate to the desired channel, click on the ellipsis (…) beside the channel’s name, and select “Get email address”.
- Emailing from Outlook: Once you have the channel’s email address, forward the desired email from your Outlook inbox to that address. The email content, including the attachments (up to 10MB), will be posted in the channel’s conversation tab for everyone to see and discuss. Note that you need the proper permission to send emails to a channel. In most cases, team members can send emails to open channels, while sending to the private channels may require permissions that only admins can grant.
Setting up Email Integration in Microsoft Teams Chats
Unfortunately, direct email integration is not available for Microsoft Teams chats at this moment. However, you can use Microsoft Power Automate (formerly known as Microsoft Flow) to create a flow that sends an email to a specific person or group when a message is posted in a Teams chat.
Here is a sample Power Automate Flow for this purpose:
Flow Name: Send Email for Teams Chat
Trigger: When a new channel message is added
Inputs:
Team: <Team Name>
Channel: <Channel Name>
Action: Send an email (V2)
Inputs:
To: <Recipient’s Email>
Subject: New Microsoft Teams Chat Message
Body: Message Body from Teams chat
Now, you can enjoy the benefits of email integration in your Teams workspace, enhancing communication and data sharing amongst your team members.
Remember that, as powerful as these integrations are, they also come with responsibilities. Ensure that you use these features responsibly to maintain the privacy and security of your team’s data. Use Teams settings to manage who can send emails to the channels, and remove unnecessary email addresses when they are no longer needed.
As the MS-700 Managing Microsoft Teams exam delves deeper into Microsoft Teams’ advanced features, understanding channel and chat email integrations will certainly be beneficial.
Practice Test
True or False: Microsoft Teams supports email integration.
- True
- False
Answer: True
Explanation: Microsoft Teams does allow email integration so that Teams and channels can be easily connected with email for threaded conversations.
What is the first step to configure email integration from Microsoft Teams settings?
- a) Open the Teams app
- b) Open the Settings menu
- c) Navigate to the Teams and channels page
- d) Generate an email address
Answer: a) Open the Teams app
Explanation: To configure email integration, you first need to open the Microsoft Teams application.
True or False: You can email a channel in Microsoft Teams.
- True
- False
Answer: True
Explanation: Yes, you can email a channel in Microsoft Teams. Each channel has a unique email address that you can use to forward emails.
What does email integration in Microsoft Teams allow you to do?
- a) Send emails from Teams
- b) Receive emails in Teams
- c) Convert emails into threaded conversations in Teams
- d) All of the above
Answer: d) All of the above
Explanation: Email integration in Microsoft Teams allows sending and receiving emails, which can be converted into threaded conversations in Teams for better tracking and continued discussions.
True or False: You need administrative privileges to configure email integration from Microsoft Teams settings.
- True
- False
Answer: True
Explanation: Configuration settings in Microsoft Teams, including email integration, mostly require administrative credentials for modifications and configurations.
Where can you find the email address of a channel in Microsoft Teams?
- a) In channel details
- b) In Teams settings
- c) In user profile settings
- d) In Teams app version details
Answer: a) In channel details
Explanation: Each channel’s unique email address can be found in the channel details page in Microsoft Teams.
True or False: You cannot customize the email subject when sending an email to a channel in Microsoft Teams.
- True
- False
Answer: False
Explanation: While emailing a channel, you can customize the subject of the email. This subject will become the start of a new conversation thread in the channel.
Who can email a channel in Microsoft Teams?
- a) Only team members
- b) Only team owners
- c) Anyone with the channel’s email address
- d) Only Microsoft Teams’ administrators
Answer: c) Anyone with the channel’s email address
Explanation: Anyone who has the email address for a Microsoft Teams channel can send an email to that channel, regardless of whether or not they are a member of the team.
True or False: Teams supports .eml attachments in emails.
- True
- False
Answer: True
Explanation: Teams does support .eml attachments, allowing users to keep the format of the original email when sending it to a channel.
What cannot be included while emailing a channel in Teams?
- a) Images
- b) Files
- c) Links
- d) BCC recipients
Answer: d) BCC recipients
Explanation: While emailing a channel in Teams, users can include images, files, and links. However, BCC recipients cannot be included as Teams does not support this function.
Interview Questions
How can you access the email integration settings in Microsoft Teams?
You can access the email integration settings by opening Microsoft Teams, navigating to the desired channel you want to integrate with email, and selecting the ‘Get Email Address’ option.
What actions are required to configure email integration for a particular channel in Microsoft Teams?
The user needs to navigate to the specific channel, click on the ellipsis (…) and select ‘Get Email Address’. This will provide the email address that can be used to send emails to this channel.
Can emails sent to the email integrated channel be viewed by all the members of that channel?
Yes, any email sent to the channel’s email address will be posted in the channel’s conversation tab and can be viewed by all members of the channel.
Can files sent to a Microsoft Teams channel through email be accessed by all channel members?
Yes, files sent through email to a specific channel will be stored on the channel’s files tab and are accessible to all channel members.
Are there any limits to the size or type of files that can be sent to a Microsoft Teams channel through email?
The maximum file size is 10GB, the maximum file path length is 400 characters, and blocked file types are dependent on what SharePoint Online or OneDrive for Business blocks.
Is it possible to customize the email address of a channel in Microsoft Teams?
No, the email address of a Microsoft Teams channel is generated automatically by Microsoft and cannot be customized.
Can all channels in Microsoft Teams have their own email address?
Yes, each channel in Microsoft Teams can have a unique, automatically generated email address.
Can you change the email address of a channel in Microsoft Teams?
No, the email address for the channel is automatically created by Microsoft and cannot be manually changed.
What options are available for copying emails sent to a Teams channel?
You can select ‘Copy’ after selecting ‘Get Email Address’. This will copy the channel’s email address to your clipboard.
What happens to emails sent to a Teams channel from individuals who are not members of the Team?
The emails sent from non-members are still posted to the channel, unless the channel is configured to only receive emails from members of the Teams organization.
What is the role of connectors in email integration in Microsoft Teams?
Connectors in Microsoft Teams can be used to receive contents from services like Twitter, Trello, etc., and post them into channels, including formatted email processed through a connector.
Is there a way to filter emails sent to the email integrated channel in Teams?
Yes, you can use Microsoft 365 Security & Compliance Center to create a data loss prevention (DLP) policy, thus filtering the content of the emails sent to the Teams channel.
Can you disable email integration for a specific channel in MS Teams?
Yes, email integration can be disabled for a specific channel through the settings of that respective channel.
If a Teams channel is deleted, what happens to its associated email address?
If a Teams channel is deleted, its associated email address is also deleted and any attempts to send email on the address will fail.
Can you use the same email for multiple channels in Microsoft Teams?
No, each channel uses a unique email address that cannot be shared with other channels.