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Microsoft Teams Zapier integrationAutomate Microsoft Teams with Zapier.

The Microsoft Teams Zapier integration gives you 7 triggers, 16 actions and 6 searches. Every trigger is checked on a timer, not pushed. Read this before you open the editor: what each one does, what it costs, and the Teams Store app many of them need.

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Overview

What the Microsoft Teams Zapier integration does for you

It links your Teams account to Zapier so that something happening in Teams (a new channel, a mention, a reply, a new member) starts an automation, and so that other steps can post, edit or approve things in Teams for you. No code: you pick events from lists and map fields between steps.

Three things people usually get out of it.

Mentions that don't get lost. New Channel Mention catches the moment someone tags you or a highlight word in a busy channel, and Send Chat Message drops it into a chat you check first.

Approvals inside Teams. Send Approval Request and Wait posts a card with Approve and Decline buttons, pauses the Zap, then hands back the decision and the name of whoever clicked. A manager signs off without leaving Teams.

Channels that set themselves up. Create Channel and Create Private Channel open a fresh space in a team, and, in a standard channel, Send Bot Message posts the first note.

Now the part the app page skips. No trigger here is instant: all seven are polled, so on the free plan a new message can wait up to 15 minutes before anything moves. The Zapier bot only posts in public channels. You can edit, update or delete only the messages you sent yourself. And most team-level operations refuse to list a team until the Zapier app is installed in it from the Teams Store.

If you are weighing other tools, the same app has its own pages on this site: the Microsoft Teams n8n integration and the Microsoft Teams Make integration.

Vocabulary

Zapier vocabulary in one minute

Eight words come back on every line of this page. Here they are in plain English, once.

Zap
The automation you build on Zapier: one trigger, then one or more actions that run each time that trigger event happens.
Trigger
The event in an app that starts the Zap. Once the Zap is switched on, Zapier waits for that event and nothing else.
Action
What the Zap does after it starts: the step that writes, posts or moves something on your behalf, here usually in Teams.
Task
The unit Zapier bills. One task is one action that your Zap finished successfully; your plan counts those and only those.
Polling vs instant
A polling trigger is checked on a timer for new items. An instant one is reported by the app itself the moment it happens.
Filter
A step that lets the Zap continue only when what arrived meets your condition, and quietly stops it the rest of the time.
Search step
A step that looks up something already in an app, a chat or a channel for example, so later steps can reuse what it found.
Connection
Your Teams account linked to Zapier once, then reused by every step of every Zap that talks to Teams. You set it up one time.
Cost

What a Teams Zap really costs

Microsoft Teams is not a premium app on Zapier, so it runs on the free plan. The catch is elsewhere.

  • Premium appNo, works on the free plan
  • Free plan100 tasks a month, two-step Zaps only
  • Trigger checksFree, whatever the frequency
  • Failed actionNot counted

The trigger never costs a task, and neither does Zapier checking Teams for new messages, however often it looks. You pay for each action that succeeds: a Zap that posts a reply and then sets your status uses two tasks per run, while an action that fails is not counted. The free plan gives 100 tasks a month, unlimited Zaps, and a check every 15 minutes. It also stops at two steps, one trigger and one action. Add a filter, a search or a second action and the Zap becomes multi-step, which needs a paid plan.

Connect

Connect your Teams account in three steps

  1. 01

    Open your connections

    In Zapier, go to the Apps page of your account and click + Add connection. A dialog opens with a search box: type Microsoft Teams and pick it from the results.

  2. 02

    Sign in on the Microsoft side

    Click Add connection. A new tab opens on the Microsoft sign-in screen. Log in with the Microsoft account that belongs to the teams and chats you want the Zap to read or write.

  3. 03

    Grant access and check

    Accept the access Zapier asks for on that account. The connection then shows on your Apps page and every Teams step reuses it. For teams you do not own, you need read or write rights there too.

First Zap

Your first Zap: route mentions to a private chat

GoalEvery time someone mentions you or a highlight word in a channel, a short line appears in a chat you keep for follow-ups.

  1. 01

    Create the Zap

    Start a new Zap and pick Microsoft Teams as the app that starts it. Choose New Channel Mention as the event, then select your Teams connection.

  2. 02

    Set the trigger

    Pick the team to watch. It only appears if the Zapier app sits in that team. Run the test: Zapier brings back the three latest mentions so you can map a real one.

  3. 03

    Add a filter if you need one

    Add a Filter step from the plus icon, pick the field, the rule and the value. Keep in mind that this filter makes the Zap multi-step, so it needs a paid plan.

  4. 04

    Add the action

    Add Microsoft Teams again and choose Send Chat Message. Pick the chat, then build the message text from the fields the trigger returned during the test.

  5. 05

    Test, then publish

    Run the action test once and check the message really lands in the chat. Then click Publish. From now on, only new mentions count, nothing older.

Triggers

The 7 Microsoft Teams triggers

7 events start a Zap when something happens in Microsoft Teams. Zapier checks for them at the interval your plan allows.

1

New Channel

Polling trigger

In Zapier“Triggers when a new channel is created within a team.”

Whenever someone opens a new channel inside a team you picked, this starts the Zap with that channel's details. Handy to keep a register of every channel, or to greet a project space the day it appears.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
an operations lead who wants each new project channel logged without asking anyone.
Watch out
the Team field only offers teams where the Zapier app is installed from the Teams Store.
2

New Channel Mention

Polling trigger

In Zapier“Triggers when a member or highlight word is mentioned in a channel. Requires installation of the Zapier app from the Teams Store.”

A tag aimed at you, or a highlight word you care about, appearing in a channel message is what wakes this one up. It turns the noise of a large team into the few lines that actually need you.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
an account manager tagged across ten client channels who wants every mention collected in one place.
Watch out
it needs the Zapier app from the Teams Store in the team you watch.
3

New Chat Message

Polling trigger

In Zapier“Triggers when a new message is received in a chat.”

Pick one chat, one-on-one or group, and each new message received there runs the Zap. It is the chat-side twin of the channel triggers, for conversations that never touch a channel.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
a freelancer who keeps a group chat with a client and wants each request copied to a follow-up chat.
Watch out
the Exclude messages by you? option decides whether your own messages start the Zap too; check it before testing.
4

New Chat

Polling trigger

In Zapier“Triggers when a new chat is created.”

Fires when a brand-new chat is created on your account. The Zap gets the chat itself, which is what later chat steps need to point at the right place.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
a recruiter who wants a short checklist message posted into every new chat opened with a candidate.
Watch out
it reacts to new chats only, not to new messages inside chats that already exist.
5

New Team Member

Polling trigger

In Zapier“Triggers when a new member is added to a team. Requires installation of the Zapier app from the Teams Store.”

Someone joins a team and this trigger hands the new member to the Zap. It is the natural starting point for onboarding: a welcome, a first chat, a status check, all without a reminder in anyone's calendar.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
a team lead who wants every newcomer to receive the same welcome chat on day one.
Watch out
the team needs the Zapier app installed from the Teams Store, or it never shows in the list.
6

New Channel Message

Polling trigger

In Zapier“Triggers when a new message is posted in a channel. Requires installation of the Zapier app from the Teams Store.”

Watches one channel of one team and starts the Zap for each fresh post. You choose both the team and the channel, so the scope stays narrow and predictable.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
a support channel where every new post should open a follow-up somewhere else, or ask a manager for approval.
Watch out
if your Zap posts back into that same channel, its own message can start it again, and the loop burns tasks.
7

New Reply to Message

Polling trigger

In Zapier“Triggers when a new reply is added to a message in a channel. Requires installation of the Zapier app from the Teams Store.”

Threads matter in Teams, and this is the trigger that reads them: it runs when someone answers an existing post in the channel you picked, rather than on top-level posts.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
an announcements channel where you only want to hear about the replies, questions included, to a post you made.
Watch out
the team and the channel are both required, and the team needs the Zapier app from the Teams Store.
Actions

The 16 Microsoft Teams actions

Microsoft Teams gives you 16 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Channel

Action

In Zapier“Creates a new channel within a team. Requires installation of the Zapier app from the Teams Store.”

Opens a standard channel in the team you pick, under the name you map from an earlier step. You can also mark it as a favorite for every member so nobody misses it.

When to use it
a new client signed in your CRM gets its own channel straight away.
Watch out
the team needs the Zapier app from the Teams Store.
2

Create One-on-One Chat

Action

In Zapier“Creates a new one-on-one chat between you and a team member.”

Starts a direct chat between you and one team member, with no message yet. You pick the person from a dropdown or map them from the trigger.

When to use it
preparing a private line with each new hire before you write anything to them.
Watch out
it only opens the chat; send the first message in a separate step.
3

Create Chat and Send Message

Action

In Zapier“Creates a new chat (one-on-one or group) and sends an initial message. If you select only yourself, no chat is created — the message is sent to your own Teams chat (shown as "(You)" in the Chat dropdown).”

Opens a chat, one-on-one or group depending on how many members you select, and posts a first message in the same step. One action, one task.

When to use it
gathering the three people of a new project in a group chat with a kickoff line.
Watch out
select only yourself and no chat is created; the message goes to your own chat, the one marked (You).
4

Edit Chat Message

Action

In Zapier“Edit an existing message in a chat.”

Replaces the text of a message already posted in a chat. You point at the chat, then the message, then write the new content.

When to use it
a status line in a chat that should read "done" once a task closes elsewhere.
Watch out
only messages you sent can be edited; anyone else's stays untouched.
5

Create Private Channel

Action

In Zapier“Creates a new private channel within a team. Requires installation of the Zapier app from the Teams Store.”

Same move as the standard channel, but the space it opens is a private channel. Only two fields count: the team and the channel name.

When to use it
a confidential deal or an HR case that should not sit in a public channel.
Watch out
the Zapier bot cannot post there later, since it only writes in public channels.
6

Reply to Channel Message

Action

In Zapier“Creates a reply to a channel message.”

Adds a reply under a specific channel post, which keeps the follow-up in the thread. You give it the team, the channel, the message ID and the reply text.

When to use it
answering under an alert once its ticket is closed.
Watch out
to reply to a post made by Send Channel Message, use the Activity ID that step returned as the message ID.
7

Send Approval Request and Wait

Action

In Zapier“Posts an approval card to a chat or public channel and waits for someone to approve or decline it. Returns the decision, who responded, and any form inputs they filled in. Requires installation of the Zapier app from the Teams Store.”

Posts an approval card in a chat or public channel, then holds the Zap until someone approves or declines. The next steps receive the decision, who answered and any inputs they filled in.

When to use it
a purchase request that needs a manager's yes before an order goes out.
Watch out
don't add your own buttons to the card; Approve and Decline are added for you.
8

Send Bot Message

Action

In Zapier“Sends a message to a public channel from the Zapier bot. Requires installation of the Zapier app from the Teams Store.”

Posts in a public channel as the Zapier bot, so the message is clearly automated. You can mention people by putting their display name, email or ID between at tags.

When to use it
alerts from a monitoring tool that nobody should mistake for a human message.
Watch out
public channels only, and it requires the Zapier app from the Teams Store.
9

Send Channel Message

Action

In Zapier“Sends a message to an existing channel.”

Writes in an existing channel under your own name, not the bot's. Mentions of people, channels or teams go between their own tags in the message text.

When to use it
posting a project status in a channel where a message from a real colleague reads better.
Watch out
mentions do not work if the message is in plain text format.
10

Send Chat Message

Action

In Zapier“Sends a message to an existing chat.”

Posts a message into a chat that already exists. The only required field is the text, which you can build from anything earlier steps returned.

When to use it
each new form answer sent to the chat your sales pair already uses.
Watch out
it does not create the chat; pair it with a chat creation step if the chat may not exist yet.
11

Send Message with Card

Action

In Zapier“Sends a message with an adaptive card to a Teams chat or channel. Cards can include rich content, buttons, and interactive elements.”

Sends a richer message to a chat or a channel: an adaptive card, built from a template or your own design, with buttons and interactive elements.

When to use it
a new lead summary with a button that opens the record.
Watch out
the option that adds message and chat details to each button link only works in chats, not in channels.
12

Set Status

Action

In Zapier“Sets your availability status.”

Changes your availability status in Teams from a Zap, without opening the app. Useful when another tool already knows whether you are free.

When to use it
switching to a busy state when a client call starts in your calendar tool.
Watch out
it sets your own status, not a colleague's.
13

Delete Chat Message

Action

In Zapier“Soft-deletes a message in a chat. You can only delete messages you sent.”

Removes a message from a chat using a soft delete. You give the chat and the ID of the message to remove.

When to use it
clearing a temporary reminder once it has done its job.
Watch out
you can only delete messages you sent, never a colleague's.
14

Update Message with Card

Action

In Zapier“Updates an existing chat message that contains an adaptive card. You can replace the card, or disable its buttons to mark a decision (for example, after an approval).”

Changes a chat message that carries an adaptive card: swap the card for a new one, or strip its buttons so nobody clicks twice.

When to use it
locking an approval card once the decision is in.
Watch out
it only works on chat messages you sent yourself.
15

Update My Profile

Action

In Zapier“Updates your profile information including name, phone numbers, about me, and birthday. Note: Phone fields require admin-approved User-Phone.ReadWrite.All permission.”

Rewrites parts of your own Teams profile: name, phone numbers, the about section and your birthday.

When to use it
keeping your profile in line with the contact card your HR tool holds.
Watch out
phone fields need the User-Phone.ReadWrite.All permission, approved by an admin, or they will not go through.
16

API Request (Beta)

Action

In Zapier“This is an advanced action which makes a raw HTTP request that includes this integration's authentication.”

The escape hatch: a raw request to Microsoft's service that reuses your Teams connection, for anything the list above does not cover.

When to use it
a developer on your team needs one call that no action offers.
Watch out
requests only go to domains tied to this app, and Stop on error decides whether a failure halts the Zap.
Searches

The 6 Microsoft Teams searches

6 search steps look for data that already exists in Microsoft Teams, so a later step can use it.

A search step finds something that already exists in Teams and passes it to the next steps. In the editor, searches sit at the bottom of the Action event list, under SEARCH. Three settings decide what happens when the result is not what you expected.

1

Get Channel by ID

Search

In Zapier“Finds a channel by its ID within a specified team and returns the channel details.”

Looks up one channel in a team from its ID and returns its details. The ID itself usually comes from another Teams trigger.

When to use it
a Zap that only kept a channel ID and now needs the channel's name for a message.
Watch out
it wants the exact ID, not the channel name.
2

Get Channel Message

Search

In Zapier“Finds a channel message by its ID within a specified team and channel and returns the message details including any attachments.”

Retrieves a single channel post from its ID, along with any attachments it carried. You give the team, the channel and the message ID.

When to use it
re-reading the original post before replying to it in the thread.
Watch out
the message ID comes from another Teams trigger, so plan for that upstream.
3

Get Chat by ID

Search

In Zapier“Finds a chat by its ID and returns the chat details including the member list.”

Brings back a chat and its member list from the chat ID. Good for checking who is in a conversation before writing to it.

When to use it
making sure a client chat still includes the right people before sending a file link.
Watch out
without a chat ID from an earlier step, there is nothing to look up.
4

Get Chat Message

Search

In Zapier“Finds a chat message by its ID within a specified chat and returns the message details including any attachments.”

Fetches one message from a chat by its ID, attachments included, so later steps can use its content.

When to use it
copying the exact wording of a client request into a ticket.
Watch out
both the chat ID and the message ID are required; other Teams triggers are where you get them.
5

Find Team Member

Search

In Zapier“Finds a team member by name or email.”

Finds a member of a team by name or by email, depending on the option you choose, and returns them for the next steps.

When to use it
turning an email address from a form into a person you can open a chat with.
Watch out
pick the right search mode first; it is a required field.
6

Find Public Channels

Search

In Zapier“Finds public channels by name within a team.”

Searches the public channels of a team by name. Archived channels stay out unless you include them.

When to use it
posting into a client channel whose name matches the client name in your CRM.
Watch out
it only searches teams that have the Zapier app from the Teams Store.

The three settings every search exposes

  1. Successful if no search results are found?
    Left as is, a search that finds nothing stops the Zap and skips the steps that relied on it. Switch it on and the Zap goes on with empty hands.
  2. Create X if it doesn't exist yet?
    This box turns a search into find-or-create. None of the Teams searches offers it, so a missing chat or channel is never created by a search here.
  3. If multiple search results are found?
    Several matches: keep the first one (the default), stop the Zap, or pass all of them to the next steps at once.
When it breaks

When a Teams Zap breaks

Zapier's help center keeps an article called Common Problems with Microsoft Teams on Zapier. Below are the traps the operations themselves spell out.

Most broken Teams Zaps come down to permissions or ownership: a team without the Zapier app, a private channel the bot cannot reach, a message someone else wrote. The rest are the general habits of Zapier. If a run fails and you cannot see why, the Zapier troubleshooting guide walks through the usual checks.

  • The team is missing from the list

    Team fields only show teams where the Zapier app is installed from the Teams Store. Install it in that team, and the team becomes available in the field.

  • The bot cannot post in a private channel

    Send Bot Message only writes in public channels. For a private one, use Send Channel Message, which posts under your own name.

  • Editing someone else's message

    Edit, update and delete steps only touch messages you sent. A message posted by a colleague, or by another account, cannot be changed by your Zap.

  • Phone numbers that never update

    The profile update action needs the User-Phone.ReadWrite.All permission approved by an admin for phone fields. Without it, those fields fail.

  • A Zap that triggers itself

    If your Zap posts in the very channel its trigger watches, its own message can start it again, and each loop eats tasks fast.

  • Old messages are not picked up

    A Zap only reacts to what happens after you publish it. Anything posted before stays where it is; moving that backlog is a separate job.
Need help

Need help automating Microsoft Teams with Zapier?

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FAQ

Microsoft Teams and Zapier: your questions

01Is the Microsoft Teams Zapier integration free?
Yes, as long as your Zap stays simple. Microsoft Teams is not a premium app on Zapier, so the free plan can use it. That plan gives 100 tasks a month and unlimited Zaps, but each Zap is limited to two steps: one trigger and one action. As soon as you add a filter, a search step or a second action, the Zap becomes multi-step and needs a paid plan. Checks happen every 15 minutes on the free plan, which is slow for chat but fine for logging or onboarding.
02How many tasks does a Teams Zap use?
One per successful action, per run. The trigger costs nothing, and Zapier looking for new messages costs nothing either, however often it checks. So a Zap that watches a channel and posts one reply uses one task each time it runs. Add a second action, such as setting your status, and it uses two. An action that fails is not counted against your plan. Watch for loops: a Zap posting into the channel it watches can restart itself and use tasks quickly.
03Is the Teams integration real time?
No. All seven Microsoft Teams triggers are polling triggers: Zapier checks Teams on a timer instead of Teams telling Zapier. The timer depends on your plan: 15 minutes on Free, 2 on Professional, 1 on Team and Enterprise. On paid plans you can also run a check by hand from the editor. Between two checks, a new mention or message simply waits. If minutes matter, plan for a paid plan rather than expecting the free one to feel instant.
04What does it take to connect Microsoft Teams to Zapier?
A Microsoft Teams account, a Zapier account, and access rights to whatever the Zap will read or write. You add the connection from the Apps page with + Add connection, sign in to Microsoft in the tab that opens, and grant access. For most team-level triggers and actions, there is one more step: the Zapier app must be installed in that team from the Teams Store, otherwise the team never appears in the dropdown.
05Why won't the Zapier bot post in a channel?
Most likely because the channel is private. Send Bot Message only posts in public channels, and it also requires the Zapier app from the Teams Store in that team. Two ways out: move the message to a public channel, or switch to Send Channel Message, which writes under your own name in an existing channel. A private channel created by Create Private Channel is a typical case: the bot will never reach it, so plan for Send Channel Message from the start. If the team itself is missing from the dropdown, the Teams Store app is the cause, not the channel.
06What if the Teams operation you need is not in the list?
Use API Request (Beta). It sends a raw request to Microsoft's service while reusing your existing Teams connection, so there is no extra login to handle. It is an advanced step: requests only go to domains linked to this app, and a setting called Stop on error decides whether a failure stops the Zap or lets it carry on. If that sounds too technical, the 29 visible operations on this page are the safer starting point.
07Zapier, Make or n8n for Microsoft Teams?
It depends on your criteria, not on a ranking. Check three things: whether the exact operation you need exists in each tool's catalog, how each tool bills a run, and who on your team will maintain the workflow. On Zapier, the facts are on this page: 29 visible operations, polling triggers only, a free plan capped at two steps. Make and n8n each have their own Microsoft Teams page on this site, with their own catalogs and limits, so you can compare line by line.
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