How to send channel messages in Microsoft Teams via email on Windows 11/10

Microsoft Teams is one such application that has revolutionized the concept of online communication between teams. While the concept is more common in the professional world, it's also gaining popularity in personal communications in the wake of the pandemic. However, the Teams app has proven to be more useful for businesses, especially during the Covid-19 pandemic when people are forced to work from home.

The app is more popular than its competitors due to some useful features that help professionals improve their productivity and communication through smooth online collaboration. While it has a range of great features that help teams easily connect, communicate, send and share documents, it also has hidden features like the option to email channels in Microsoft Teams on Windows 11/10 PCs. Emails can be sent instantly to an entire channel, directly into a Teams chat, and emails can contain files, folders, and other attachments. This makes it easier for employees to connect with their entire department in one place, as well as connect with their teams and discuss projects in groups.

This article will detail how to email a channel in Microsoft Teams on your Windows 11/10 PC and how it can be useful for your organization.

Everything you need to know about Microsoft Teams

As mentioned above, Microsoft Teams is a communication platform that allows employees of an organization to collaborate online in one place. From video conferencing or webinars to meetings, calls, chats or shared files, it supports all teams to work smoothly and naturally. It not only helps you connect with colleagues within your organization, but also with customers outside.

The best thing about Teams app is that it helps organizations manage all the important aspects on a single platform, thereby providing a shared environment for everyone. Additionally, with the rise of remote work culture, the Teams app helps employees work from any location and on any device around the world. While they can hold video conferences to collaborate on projects, they can also easily chat, edit documents and even share files.

Thus, the Microsoft Teams app not only simplifies online team meetings and improves conferencing capabilities for enterprises, but also improves enterprise productivity and mobility through smooth integration capabilities with other Microsoft or 3rd party applications . Additionally, the app offers complete security for your conversations and files, is stable and reliable when making calls, and works flawlessly even for frontline workers.

Having said that, it has some very useful features, one of which is the option to directly email your entire team at once. Let’s take a look at some of its special email features.

Exclusive Features of Email Features of Microsoft Teams

As mentioned earlier, the Teams app not only helps you share important documents and discussions between groups or individuals, but also allows you to Send emails containing files and other attachments during the conversation. While online team communication has come a long way with other advanced features, email is still as important as ever. Therefore, Microsoft made sure that they kept the email feature for Teams while they can use other features at the same time.

In fact, Microsoft is making it easier to move conversations from email to Teams.

To that end, the tech giant has launched a new feature that allows Windows users to email an entire Teams channel at once. In addition, it supports raising flags, formatting text, and adding attachments needed to run your business.

However, before you can send email to a channel in Teams, you must enable this feature in the app. Let’s see how:

How to turn on email integration in Microsoft Teams

Enabling this feature will help you use an email address to send emails to specific channels in the Teams app. Best of all, you can use this feature to send emails to any channel of a specific team that has it. Here's how to enable email integration in the Teams app:

*Note -This is available for users who have access to the Microsoft Teams Admin Center.

Step 1: Launch Microsoft Teams Admin Center.

Step 2: Navigate to the square dot in the upper left corner of the pane (Menu).

Step 3: Now, select Org-wide Settings from the list.

Step 4:Next, go to the right side of the window, scroll down and click on "Email Integration" section, enable the option -Allow users to send emails to the channel email address.

#Once completed, you can now send an email to the channel on the Teams app.

How to Send a Channel Email in Microsoft Teams

Now that you know about this wonderful, hitherto hidden feature, follow these instructions to send an email to a channel in your Teams app:

Step 1: In the Teams app, navigate to the specific channel you want to send the email to.

Step 2: Now, on the left side of the screen, under the Your Team section, click on the three levels next to General Click ( ... ) and select Get Email Address.

You can now send emails to this channel.

*NOTE –Alternatively, you can send an email to a channel by following these instructions:

Step 1: Start your TeamsApply and identify the team channel you wish to share the email with.

*NOTE -Each channel is assigned its own email ID, so right click on the desired channel and copy the email address you see.

Step 2: Next, open Microsoft Outlook, you can now go to the previous message you have written and saved in drafts, or just write A new message.

Now, go to the "To" field and paste the email you copied in Step 1. Once done, hit the Send button just like you would with a normal email in any other email application.

*Note – Attachments from emails are automatically uploaded and saved in the Files tab named “Email” in the folder. If the folder does not exist by default, the Teams application creates it to save emails and attachments.

These files can be opened and edited directly in the Teams application or any other desktop application or SharePoint etc. It also allows you to add metadata to these files, synchronize them, and more. However, once you start editing these files, they become new copies of the actual attachments, so any changes you make to these files are not added to the original attachments of the email. So these will be completely separate copies.

This is how you can email a channel directly on the Teams app instead of manually emailing each team member individually. This way, you reduce the chance of errors and ensure that everyone from the channel-specific team is included in the email and no one is left out.

What Outlook does here is save the email address by default along with the email address you correspond with. It's like when you start typing an email address into the "To" field of a regular email and it starts autofilling with suggestions. This means that when you send an email to a channel, the app will automatically remember all email addresses for future use.

So, in the future, whenever you want to send an email to the same channel, you can select from the email addresses you saved in the To field and it will pop up automatically. This is what Microsoft has made Way to make your life easier.

How to open an email in a Microsoft Teams channel

After you send an email to a specific channel of your team in the Microsoft Teams app, the person who receives the email can open and view it in a variety of ways e-mail.

• They can open and read emails directly in the Teams app. This way, recipients don't need to open a separate app to view or download the email, making the overall experience very easy and smooth.
• Recipients of this channel can choose to download the actual email or even open it in the Outlook mail app and read it.
• Alternatively, the team that received the email can also click to open and download the attachment, and then view it.

Not only does this help you easily send emails to specific channels in the Teams app, but it also makes it easier for the recipients in the channel.

How to restrict posts on a channel using email

If you are a team admin, you can control who can post to Microsoft Teams using this email address (channel email address). Here's how to restrict posts on a channel using email:

Step 1: Open the Microsoft Teams app and navigate to the channel you want to control.

Step 2: Next, on the left side of the pane, click the three horizontal dots ( … ) and click Advanced Settings .

Step 3: Now, under the Get an email address section, select the option – Anyone can send emails to this address.

This will help you control who can post to the channel using this email address.

Reply to Channel Email

After receiving an email in a channel in the Teams app, team members can now have a conversation about it, connect any files related to the email matter, tag colleagues or other channels to include them in discussions, share documents, memes, GIFs, and more.

However, if you reply to the post, it will remain in the team and will not be sent as a reply to the original email. Therefore, if you try to reply to the original email, Teams will display an alert message: "This conversation is not in any way related to the email thread associated with this email."

The above is the detailed content of How to send channel messages in Microsoft Teams via email on Windows 11/10. For more information, please follow other related articles on the PHP Chinese website!