I recently worked with a client who needed a way to instantly notify their team about critical updates from their project management system. Instead of relying on emails, they wanted to send targeted Microsoft Teams messages directly to specific team members or channels. To do this in Power Automate, we will use the Post messages in a chat or channel action, a Microsoft Teams Connector.
In this tutorial, I will tell you how to send Teams messages using Power Automate. Whether it’s notifying your team about high-priority updates, sending task assignments to specific users, or creating clickable links for easy access to SharePoint items.
What is Post Messages in a Chat or Channel Action in Power Automate
The Post a message in a chat or channel action in Power Automate is part of the Microsoft Teams connector. It allows you to send messages programmatically to either a Teams channel or a private chat. This action is commonly used to automatically send notifications, share updates, or communicate important information to team members.
Power Automate Post Messages in a Chat or Channel action accepts parameters:
- Post As:
- Flow bot: The message is sent by the Flow bot.
- User: The message is sent on behalf of a specific user. This requires additional permissions.
- Power Virtual Agents (Preview): This allows messages to be sent as if they are coming from a Power Virtual Agent (PVA) bot.
- Post In:
- Chat with Flow bot: Sends the message to a chat with the Flow bot, including a conversation with a single user or group.
- Channel: Sends the message to a specific channel in a Microsoft Teams team.
- Group Chat: Sends the message to a group chat with multiple users.
Check out How to Mention Multiple Users in a Microsoft Teams Message using Power Automate
Send Teams Messages Using Power Automate
Imagine you are managing a support team and want to notify the entire team in Microsoft Teams whenever a high-priority support ticket is created or escalated in your system. You are using a SharePoint list called Support Tickets to track tickets, with columns like Ticket ID, Client Name, Priority, and Status.
Whenever a ticket’s Priority is set to “High,” I want to automatically send a message to a Microsoft Teams channel, notifying the team of the ticket details.
Now follow the steps below:
1. Create an automated cloud flow. Give the flow a name and select the trigger When an item is created. Also, provide the Site Address and List Name.
2. Add a condition action to check whether the Priority column from the SharePoint list is high.
In this Condition action, select the Priority column from the SharePoint list. Set the condition to equal and type High.
3. To send a notification to the teams, inside the true section, add Post Messages in a Chat or Channel Action and provide the below parameters:
- Post As: Select User. This allows you to post the message as the logged-in user (you or another user in your organization).
- Post In: Choose Channel (since you want to post the message in a Teams channel, not a chat).
- Team: Select the Team where you want to post the message.
- Channel: Select the Channel within the team where you want the message to appear.
- Message: Customize the Message field with dynamic content from your SharePoint list.
New High-Priority Ticket:
Ticket ID: @{triggerBody()?['TicketID']}
Client: @{triggerBody()?['ClientName']}
Status: @{triggerBody()?['Status/Value']}
Priority: @{triggerBody()?['Priority/Value']}
Now, it’s time to save the flow. Click on Test -> Select Manually. Add an item to the SharePoint list and select Priority as High.
After the flow runs successfully, you can check that the message is posted to the selected Teams channel as the user who configured the flow.
Check out Unable To Join Microsoft Teams Meeting As Guest
Send Teams Messages to Individual Users in Power Automate
Suppose you have a SharePoint list of project tasks with columns unique ID, task name, description, assigned to, due date, status, and priority.
Now you want When a new task is added to a SharePoint list (e.g., a task in a “Project Tasks” list), Power Automate sends a Teams message to the person assigned to the task.
To do this, follow the steps below:
1. Create an automated cloud flow. Give the flow a name and select the trigger When an item is created. Also, provide the Site Address and List Name.
2. Add Create a chat action and provide the below parameter:
- Members to add: Select Assigned To Email from dynamic content.
3. Next, add the ‘Post message in a chat or channel‘ action and provide the below parameters:
- Post as: Select the User from the drop-down.
- Post in: Select the Group chat.
- Group chat: Select the conversational ID from the dynamic content.
- Message: write a personalized message using dynamic content.
Hi @{triggerBody()?['AssignedTo/DisplayName']}, a new task has been assigned to you: @{triggerBody()?['TaskName']}. Please review the task details in the SharePoint list.
Now, it’s time to save the flow. Click on Test -> Select Manually. Add an item to the SharePoint list.
After the flow runs successfully, the assigned person will receive a direct Teams message notifying them of the new task.
Send Teams Messages to Multiple Recipients in Power Automate
In the example above, we see how to send a team message to an assigned person when the assigned person is an individual. But what if the assigned persons are multiple recipients?
Before I explain how to create the flow, you must enable “Allow multiple selections” in the “Assigned To” column.
Now follow the below steps:
1. Create an automated cloud flow When an item is created, trigger. Then, add a Select action and provide the below parameters:
- From: Select the Assigned To column from dynamic content.
- Map: Sele the Assigned To Email from dynamic content.
2. Add Join action and provide the below parameters:
- From: Select the output of the selected action from the dynamic content.
- Join With: Here, provide the comma ‘,’.
3. Next, add Create a chat action and provide the below parameter:
- Members to add: Select the output of Join the action from dynamic content.
- Title: Provide task name from dynamic content.
4. Next, add the ‘Post message in a chat or channel‘ action and provide the below parameters:
- Post as: Select the User from the drop-down.
- Post in: Select the Group chat.
- Group chat: Select the conversational ID from the dynamic content.
- Message: write a personalized message using dynamic content.
Hi, a new task has been assigned to you: @{triggerBody()?['TaskName']}. Please review the task details in the SharePoint list.
Now, it’s time to save the flow. Click on Test -> Select Manually. Add an item to the SharePoint list with more than one assigned to the person.
After the flow runs successfully, the assigned person will receive a direct Teams message notifying them of the new task.
Send Teams Messages to Me Using Power Automate
Suppose you want whenever a new support ticket is added to a SharePoint list (e.g., Support Tickets), Power Automate sends a Teams message to you to review the ticket.
When an item is created, use the trigger from the SharePoint connector. Choose your SharePoint site and the Support Tickets list.
Add ‘Post message in a chat or channel‘ action and provide below parameters:
- Post as: Select the User from the dropdown.
- Post in: Select the Group chat
- Group chat: Provide the custom value as 48:notes.
- Message: Select Message from dynamic content.
New Ticket Added:
Ticket ID: @{triggerBody()?['TicketID']}
Client: @{triggerBody()?['ClientName']}
Status: @{triggerBody()?['Status/Value']}
Priority: @{triggerBody()?['Priority/Value']}
Now, it’s time to save the flow. Click on Test -> Select Manually. Add an item to the SharePoint list.
After the flow runs successfully, go to Microsoft Teams, and you will see the message.
Send Teams Message With a Link using Power Automate
When a new item is added to a SharePoint list (e.g., Project Tasks), send a Microsoft Teams message to the assigned person, including a clickable link to the SharePoint item for easy access.
Create an automated cloud flow When an item is created, trigger. Then, add a Create a chat action and provide Assigned To Email from dynamic content.
Add the ‘Post message in a chat or channel‘ action and provide the below parameters:
- Post as: Select the User from the drop-down.
- Post in: Select the Group chat.
- Group chat: Select the conversational ID from the dynamic content.
- Message: Select this HTML tag ‘</>’ and then provide the below code:
<p class="editor-paragraph"><b><strong class="editor-text-bold">New Task Added:</strong></b></p>
<ul class="editor-list-ul">
<li class="editor-listitem"><b><strong class="editor-text-bold">Unique ID:</strong></b> @{triggerBody()?['Title']}
</li>
<li class="editor-listitem"><b><strong class="editor-text-bold">Task Name:</strong></b>
@{triggerBody()?['TaskName']}</li>
<li class="editor-listitem"><b><strong class="editor-text-bold">Description:</strong></b>
@{triggerBody()?['Description']}</li>
<li class="editor-listitem"><b><strong class="editor-text-bold">Assigned To:</strong></b>
@{triggerBody()?['AssignedTo/DisplayName']}</li>
<li class="editor-listitem"><b><strong class="editor-text-bold">Due Date:</strong></b> @{triggerBody()?['DueDate']}
</li>
<li class="editor-listitem"><b><strong class="editor-text-bold">Status:</strong></b>
@{triggerBody()?['Status/Value']}</li>
</ul>
<p class="editor-paragraph">Click <a href="@{triggerBody()?['{Link}']}" class="editor-link">here</a> to view the task
details.</p><br>
Now, it’s time to save the flow. Click on Test -> Select Manually. Add an item to the SharePoint list.
After the flow runs successfully, go to Microsoft Teams, and you will see the message with the link.
Conclusion
This tutorial covered how to use Power Automate’s Post a message in a chat or channel action in Microsoft Teams to send targeted messages. We explored sending messages to Teams channels for high-priority SharePoint list items, notifying individual users about assigned tasks, sending messages to multiple recipients, and even notifying yourself about updates.
Additionally, we explained how to send teams messages with a link using Power Automate.
Also, we cover below examples:
- Set Microsoft Teams Status Using Power Automate
- Add Members to Microsoft Teams using Power Automate
- Post Image to Microsoft Teams Channel Using Power Automate
- Create an Array From SharePoint List Items Using Power Automate
- Post an Adaptive Card to Microsoft Teams Using Power Automate
- Send Approval Requests to Outlook and Teams Using Power Automate
After working for more than 18 years in Microsoft technologies like SharePoint, Microsoft 365, and Power Platform (Power Apps, Power Automate, and Power BI), I thought will share my SharePoint expertise knowledge with the world. Our audiences are from the United States, Canada, the United Kingdom, Australia, New Zealand, etc. For my expertise knowledge and SharePoint tutorials, Microsoft has been awarded a Microsoft SharePoint MVP (12 times). I have also worked in companies like HP, TCS, KPIT, etc.
