How to send (or forward) an Email to a Microsoft Teams Channel

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In our 2nd Microsoft Teams Tip, we’re going to show something really cool around Email…

Imagine you are a sales person out on the road and you get an Email from a potential customer. The customer is asking for a special deal which requires you to discuss it further with your sales team. Normally, you’d forward the Email to your colleagues and then Email tennis would continue for the next few hours. Then, after a few days it gets lost in the abyss of your inbox…

One of the main drivers behind teams is to try to replace these all too common use cases where Email has often been used.

In fact, I think an MS Teams Channel also has several several advantages over Email namely:

  • Allows instant chat to happen around pretty much anything.
  • Stores files / attachments directly into SharePoint so nothing gets lost / deleted in your inboxes.
  • More structure collaboration with the introduction of tabs for things like Planner, Office Docs, Files and so much more.
  • You can add a ‘connector’ allowing you to bring in data messages from tons of apps (e.g. Trello, Twitter, CRM’s, News, Market etc).

There are loads more advantages but these are the big wins where a Teams Channel would work better than a “CC all” via Email. Emails are dead 🙂

So back to the point of the post – let me show you how easy it is for that sales guy to send the Email to his channel …

Step 1 – Find out the Email address of your Microsoft Teams Tab

In order to forward / send an Email to an MS Teams Tab you need to know what the Email address is. This is pretty simple, just find the Tab that you’d like to Email, find the ellipsis and then select “Get Email address”.

Step 2 – Make a copy of your Email address

Once you’ve clicked “Get Email address”, just make a copy of it and you are ready to rock ‘n’ roll.

Step 3 – Now it’s time to test it out and send an Email to your Channel

To do this, pull up your favorite Email client and simply send a message to the Email address we discovered above.

Step 4 – Let’s see what it looks like within Teams

The screenshot below shows how the Email looks. Few things to note:

  • It shows up in the “Conversations” Tab.
  • Any attachments (the photo I attached) are extracted and saved to the SharePoint document library for the channel.

Step 5 – See how the Email and the Attachment is stored within the “Files” Tab.

One very cool process happening underneath is that the Email along with the attachments get stored in the SharePoint site that’s created when you create the channel. Look at the image below to show how the Email is stored in a document library called “Documents” within a folder called “Email Messages”.

This gives these benefits:

  • No data is lost 🙂
  • It’s searchable and organised in one place.
  • You’ve got the power of SharePoint at your disposal so you can provide some further workflow to the Email (perhaps using MS Flow).

Step 6 – Finally, this is how the Email looks within Microsoft Teams.

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How to send (or forward) an Email to a Microsoft Teams Channel

| Microsoft Teams | 6 Comments
About The Author
- I have spent many hours working as a SharePoint Developer, Architect and Consultant for lots of organisations in the UK such as the NHS, Tarmac, O2, Lloyds of London, Lloyds TSB, BT etc.In 2007 I co-founded Collaboris, which is a SharePoint Software company that is committed to building well-crafted SharePoint and Office 365 solutions. Our flagship product is DocRead for SharePoint that allows you to request that staff, read, pass a test and confirm your key content.  I am also very active in the community and founded this community as well as running 7 virtual conferences that have had over 25,000 attendees.

6 Comments

  • Daniel Westerdale

    I have been using this approach to collate requirements related a project. The Outlook Web App isn’t exactly great when you are sifting though attachments in a conversation thread. One thing that would be neat be embed a @mention in the email sent to the thread…

  • Stefan

    I´m thinking about moving from O365 groups to Teams, BUT…there is one big issue.
    I use the group email adress for giving external contacts a way to communicate with the group, like “[email protected]” . When I switch the O365 group to a team website, how can I make sure, that an external contact can reach the team? And the team can answer out of the team window?
    Because at the moment, I need one browser window for the O365 grou view – to check the emails , and a second window with the “Team View” where I share all the other content.
    The O365 group gives me the email thread, but the “files”-view show all documents without its folder structure — not nice and bad handling with lots of documents.

    The “Team” gives me channels (for better project separation) and a nice “files” view with the sharepoint folder structure BUT no email.

    Any plan to include the “good readable” external mail adress to a group? Would be great to have a admin panel, that lets you set aliases to the team channels 😉