Send MS Teams message Action
  • 14 Sep 2022
  • 3 Minutes to read
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Send MS Teams message Action

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When building an Automation, you may choose the "Send MS Teams message" action. When the automation runs successfully, a corresponding Microsoft Teams message will be sent, containing the customizable information of your choosing during the automation configuration process.

Setup

NOTE

This automation is not available for personal accounts due to limitations from Microsoft. Additionally, the current message size limit for an MS Teams message is 28KB.

After you have configured your base in the manner you choose, you can then begin configuring your automation. To start creating a new automation, click on “Automations” in the upper right corner of your screen. Then, click “Create an automation” to begin the setup process. For this example, we will be setting up an automation that sends a notification to a team in MS Teams when a project in our Project Tracker template is completed.

Choose a trigger

First, we will set up a trigger to fire when a project enters a "Completed" view. In our Project Tracker base, we have previously created a filter that only allows projects from a completed checkbox field to enter the "Completed" view. To do this, choose the corresponding table and view within the base and test the trigger.

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Add an action

After testing successfully, we can move onto setting up the action. To set up the "Send MS Teams message" action click the blue "+ Add Action" button. Then, click on the "Send MS Teams message" option. This will bring up a window with configuration options. If it is your first time creating this action, then you may need to "Manage connected accounts" or "Connect new account" before proceeding.

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This will bring you to a "Connected Accounts" configuration window within Airtable.

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If you encounter an error during login, you may need to get in touch with your IT department or check your MS Teams account settings to enable this integration. More on that process in our MS Teams admin approval support article.

If the computer you are working on is a trusted personal (not shared ) computer, then it may be worth staying signed in, by clicking "Don't show this again" during the setup process.

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After successfully connecting your MS Teams account to Airtable you can proceed with configuring the action. Choose the preferred Microsoft Teams account, specific Team, and specific Channel that you would like the message to be sent to.

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You can now set up your message to include custom information including emojis, information from records in Airtable, as well as some XML (HTML) tags. After your message looks the way you want it to you must click "Run test" to ensure the action is working properly.

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If the test runs successfully, then at this point it's a good idea to check your MS Teams Channel to make sure everything looks the way you want it to. If so, you can now turn on the automation so that your custom notification sends out each time a project is completed.

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FAQs

CAN I MENTION SOMEONE IN A TEAMS MESSAGE?

No, we do not currently support @mentioning a specific channel or team member in MS Teams.

CAN I DM A TEAM MEMBER?

No, we do not currently support directly messaging an individual user. Only channels can receive the automated message from Airtable.

CAN I INCLUDE A CLICKABLE LINK IN MY MS TEAMS MESSAGE?

Yes, it is possible. You can use this tag formatting to send a clickable link: <a href="URL">link</a>. Other examples of XML/HTML formatting are listed below.

WHICH XML (HTML) TAGS CAN I USE IN AN MS TEAMS MESSAGE AUTOMATION?

As we gather more information on which tags work you can reference this support article from Microsoft. The following are tags that we have verified. The HTML code blocks are followed by an image of what the formatting will look like in MS Teams.

<h1>Heading level 1</h1>
<h2>Heading level 2</h2>
<h3>Heading level 3</h3>
<h4>Heading level 4</h4>(**Appears larger than the other headings and is not technically supported by Microsoft )

360095807054MSTeamsHeadings.png

<p>Paragraph</p>
<br>(Shows as the blank section below )
<strong>bold text</strong>
<em>italicized text</em>
<strong><em>bold and italicized text</em></strong>

360095807234MSTeamsParagraphBreakFontOptions.png

<ol>
<li>First item</li>
<li>Second item</li>
<li>Third item</li>
<li>Fourth item</li>
</ol>

360095807374MSTeamsNumberedList.png

<ul>
<li>First item</li>
<li>Second item</li>
<li>Third item</li>
<li>Fourth item</li>
</ul>

360098103873MSTeamsBulletList.png

<code>code span/block text</code>
<a href="https://support.airtable.com">link</a>

360098104153MSTeamscodelink.png

CAN I DYNAMICALLY SEND MESSAGES TO DIFFERENT CHANNELS?

Not at this time. Currently, the MS Teams channel where the automated message will be sent is only available as a static choice in the "Channel" field during the setup process.


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