Integrate WhatsApp Business with Microsoft Teams

Linking WhatsApp Business with Microsoft Teams opens up innovative ways for businesses to communicate and collaborate. By integrating WhatsApp with Microsoft Teams, you enable a seamless connection between intra-team collaboration and external customer communication. Instead of switching back and forth between different tools, teams can communicate with customers, partners and prospects via WhatsApp directly from their familiar working environment.
This integration centralizes your business communication and bundles all essential dialogs and data streams in one central location. This not only facilitates handling and clarity, but also response time and efficiency in customer interactions.

In this article, we will show you step by step how to successfully link WhatsApp Business with Microsoft Teams and thus take your business communication to the next level.

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What is Microsoft Teams?

Microsoft Teams is a communication and collaboration tool integrated into the Office 365 suite, developed by Microsoft. Since its launch in 2017, it has rapidly become one of the preferred tools for teamwork and remote communication, especially in times of increasing telecommuting and distributed teams.

At its core, Microsoft Teams offers features for chats, video and audio conferencing, teamwork in channels, and integration with third-party apps and services. Teams enables users to collaborate in real time, whether they are working in the same office or on different continents.

Some of the key features of Microsoft Teams are:
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Chat function: Allows individual and group chats, with files, notes and calendar integrated.
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Team channels: Here, teams can collaborate on a topic-specific basis. Each channel can contain files, apps, and other resources relevant to the project or topic.
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Meetings & video conferencing: Teams supports both scheduled and ad-hoc meetings, with participants sharing notes, presenting screens, and even interacting virtually in large groups.
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Integration: One of the strengths of Microsoft Teams is its deep integration with other Office products such as Word, Excel, PowerPoint and SharePoint. But third-party apps can also be added easily.
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Security: Microsoft has equipped Teams with advanced security measures to ensure that data and communications are safe. These include data encryption, multi-factor authentication and advanced threat detection.

MS Teams has proven to be an invaluable tool for organizations of all sizes looking for a robust, secure and flexible communication solution. Whether for quick arrangements, scheduled meetings, or comprehensive projects, Microsoft Teams provides the resources needed to work efficiently and effectively. Given this versatility and flexibility, it is natural to also integrate the globally used messaging service WhatsApp Business with Microsoft Teams to create an end-to-end and consistent communication and collaboration environment.

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What is the WhatsApp Business API?

In order to offer larger companies a secure, scalable and DSGVO-compliant solution tailored to their needs, WhatsApp parent company Meta launched the WhatsApp Business API in August 2018. This application programming interface (API) enables businesses to receive and reply to WhatsApp messages from their customers.

Unlike the WhatsApp Business app, the API itself comes without a user interface. The API connects WhatsApp to a professional messaging tool, such as the one offered by Mateo. Enterprises integrate the WhatsApp API endpoint with the software of an official WhatsApp Business Solution provider. Mateo offers enterprise customers the corresponding integration in a clear user interface with its in-house software.

The WhatsApp Business API can be distinguished from the normal WhatsApp Business App by the following functions. Which functions are actually usable depends on your WhatsApp API provider. With Mateo, all the functions mentioned are available:

DSGVO compliant use
WhatsApp Newsletter Marketing
Unlimited number of users per account
Unlimited number of devices per account
Integration with thousands of other software programs (e.g. Shopify, Hubspot, Salesforce, Zendesk, etc.)
Fully automated messaging possible (e.g. shipping information, order confirmations, invoice documents)
In-depth statistics

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How to: Integrate WhatsApp with Microsoft Teams

Unfortunately, the integration of WhatsApp in Microsoft Teams is not possible for every company. This is because it is a prerequisite that you use WhatsApp via the API interface and that your WhatsApp API provider provides a web app that is compatible with MS Teams. With Mateo, you can use this feature. The setup is very simple and only takes about 1 minute:
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1. Open the Microsoft Teams desktop app or web app
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2. in the "Teams" tab, click on the "+" icon in the upper bar

Step 1 of the guide to integrate WhatsApp Business with Microsoft Teams — You can start the setup by clicking on the "+" symbol

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3. click on "web page

Step 2 of the guide to integrate WhatsApp Business with Microsoft Teams — To use WhatsApp Business in Microsoft Teams, you need to add Mateo's website in a new tab

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4. create any tab name and paste the following URL: https://app.getmateo.com/conversations

Step 3 of the guide to integrate WhatsApp Business with Microsoft Teams — Paste the link https://app.getmateo.com/conversations to the Mateo user interface and save this operation

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Click on "Save" or "Save".

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A new tab has been created in MS Teams. Log in with your Mateo credentials and use all the features of the Mateo web app (such as WhatsApp) in Microsoft Teams.

Step 4 of the guide to integrate WhatsApp Business with Microsoft Teams — As shown in this screenshot, once set up, you will have full access to your inbox in Mateo, allowing you to send and receive WhatsApp messages from within MS Teams.

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Benefits of integrating WhatsApp with MS Teams

WhatsApp integration with Microsoft Teams brings a number of benefits that can significantly improve both communication and collaboration in organizations:
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Centralized communication: By linking WhatsApp and MS Teams, companies can bundle all their communication streams in one place. This means teams no longer need to switch between different platforms to review and respond to messages from customers, prospects, partners or colleagues.
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Improved customer satisfaction: The rapid response time enabled by integration means that customer inquiries or problems can be resolved quickly and efficiently, resulting in higher customer satisfaction.
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GDPR compliance: WhatsApp Business API can ensure that all customer data and communications are handled in a GDPR compliant manner while seamlessly integrating with MS Teams.
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Real-time updates: Every team member is always aware of the latest interactions or messages received via WhatsApp, reducing response times and avoiding communication delays.
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Important note: Integration of external sites (such as Mateo) with Microsoft Teams is not available in all versions of Teams. In the Teams web app, this functionality is not available. Depending on the version of the desktop app, you may also experience isolated login issues.

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In summary, integrating WhatsApp with MS Teams helps companies optimize their communications, automate workflows, and ultimately increase customer satisfaction. It is an investment in the efficiency and future-proofing of the company.

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Use Mateo and easily integrate WhatsApp with Microsoft Teams

If you are a Mateo customer, you can easily follow the steps in the tutorial and thus integrate Mateo with MS Teams in no time and receive and send WhatsApp messages directly from the Teams user interface. Not a Mateo customer yet? Feel free to schedule a free consultation and learn how Mateo can help your company revolutionize customer communication, increase revenue and reduce workload.

At Mateo, we are your messaging experts when it comes to customer communication and the right marketing. Hundreds of companies are already using Mateo and are enthusiastic about it. Our customers particularly appreciate the following advantages of Mateo:
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Central user interface

In addition to WhatsApp Business API, Mateo bundles many other communication channels such as email, Instagram, SMS or Facebook Messenger in a central inbox. On the intuitive and clear user interface, you will find various helpful tools for particularly efficient customer communication. A web widget with the message channels you support is available for your customers for particularly easy contact.
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Custom Message Templates

Thanks to various message templates that can be created individually, the amount of paperwork is minimized and the efficiency of customer communication is increased. This means that personnel resources in the service area can be used elsewhere.
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With Mateo's WhatsApp API solution, newsletters can be sent in a DSGVO-compliant manner. Due to the first-class open rate of 98% for WhatsApp messages, marketing can thus be carried out significantly better than via email or other channels.

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More positive Google reviews

With Mateo, you create an outstanding customer experience. Mateo can automatically request online reviews from your customers. The more reviews you have, the better you will be found on Google, for example. Reviews also create trust in your company.
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Privacy

Mateo's messaging tool is compatible with all German and European legally binding data protection requirements. If the law changes, the software will be revised accordingly. For absolutely secure customer communication, all messages are encrypted end-to-end. You can read all the info about the DSGVO when using WhatsApp in our article"WhatsApp Business and DSGVO". This will help you avoid the warnings, severe penalties and expensive legal costs that often occur in the event of non-compliance with the DSGVO (= use of the standard WhatsApp Business app).
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Scalability for all company sizes

The scalability of the messaging tool has been confirmed by the large number of companies already using Mateo with high satisfaction. Whether customers have just a few employees or many hundreds, the software works smoothly and, depending on the package, with an unlimited number of end devices, users and phone numbers. The fact that Mateo significantly reduces the workload in the customer service area opens up new growth opportunities for many companies.
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Low cost provider for WhatsApp Business API

With an entry-level price of just 79 euros per month, Mateo is a cost-effective provider of WhatsApp Business API solutions on the German market. Combined with the integration of additional communication channels and various helpful tools, Mateo offers excellent value for money. Mateo's personal customer support assists companies with every step of the integration, ensuring very low barriers to entry.

Link WhatsApp Business with Microsoft Teams - How to [October 2023].