> ## Documentation Index
> Fetch the complete documentation index at: https://docs.letsflow.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Using Flow in Microsoft Teams

> How Flow replies, verifies identity, and handles requests in Microsoft Teams channels and personal conversations.

This page assumes a Microsoft Teams channel is connected or the tenant is connected for personal conversations.
See [Microsoft Teams](/setup/channels/microsoft-teams) to set up either surface.

## Personal conversations

Use a personal conversation when a request needs an ongoing private exchange. Flow can continue a
channel request privately, start a new conversation, and send later service-team replies in that
same personal conversation. You can add Flow personally and message it. Flow can send the first
message when your Microsoft 365 administrator has approved self-installation for the app. An
operator starts that first message by replying to the requester with **Microsoft Teams DM**. See
[Set up personal conversations](/setup/channels/microsoft-teams#set-up-personal-conversations).

For a new request, Flow asks you to choose a service team when more than one is available. Active
service teams are available when you meet their current request-access rules. An existing request
stays with its authorized service team. Flow keeps separate requests separate and asks which
request you mean when the context is ambiguous.

If Flow cannot find or access a request number, it asks you to check the number or choose how to
continue. You can start a new request or continue the request when you reply to Flow's message
about it. If Flow has one unanswered question, you can choose to continue that request.
Flow does not choose a different existing request for you.

If the question expires or the previous request is no longer available here, you can still choose
**New request** or view more services. Flow removes the unavailable continuation from later choice
cards. If the card expires or you lose access to this personal conversation, send your message again.

Private replies inside a channel remain available for short interactions. Approval cards continue
to show details and decision buttons only to eligible approvers. Starting a personal conversation
does not move or expose those approval details.

You can attach files in a personal conversation using the Teams file picker. Send files on their own
or with a message. Flow checks each file before using it. If Flow asks you to choose a request or
service team, it keeps downloaded files with your message and uses them only in that private request.
Send up to 10 files per message. Flow applies its file type and size limits. If a file cannot be
downloaded or used, Flow explains that its contents are unavailable. Attach the file again if needed.
See [Private delivery is unavailable](/setup/channels/microsoft-teams-troubleshooting#private-delivery-is-unavailable)
if Flow cannot send a private reply.

## When Flow replies in channels

For eligible messages delivered by Teams, Flow decides whether they need its attention. Teams and
Slack use the same timing policy for this check: one attempt, with at most three seconds after
the eligible conversation context is ready. Flow does not repeat the check or try a second model.
This limit covers the reply decision, not the time needed to answer.

If the check times out, encounters a temporary service problem, or returns an unusable decision,
Flow continues processing an otherwise eligible message. A valid decision that no response is
needed still leaves Flow silent. Identity, access, connection setup, and conversation-context
checks still apply; a canceled request does not resume through this path. This behavior does not
change which messages Teams delivers or the channel-type restrictions in
[Channel types](/setup/channels/microsoft-teams#channel-types).

## Identity matching

By default, people in the connected Microsoft Teams tenant can ask for help without signing in
to the Flow web app or being imported from a directory first. Flow verifies the sender through
the authenticated Teams conversation, then finds or creates their requester account. Future
messages use their Microsoft Entra identity within that tenant.

This does not grant browser login, a team role, or administrator access. Flow never trusts a Teams
display name or email supplied in message text, and it rejects conflicting identities or revoked
access.

If your organization enables **Require IdP-verified identities**, the sender must instead match
an active synced directory identity. An administrator can review this policy under
**Settings → Identity → Advanced identity settings**. If Flow rejects a sender, check the policy,
the person's access, and the tenant connected under **Settings → Chat**. See
[Identity and directory](/setup/administration/identity-and-directory) for the default
policy and the optional restriction.

### Mention a colleague

Use the Teams mention picker to include a colleague in your message. Flow keeps their name in
the conversation and can look them up in your organization's directory. If more than one person
matches, Flow asks you to clarify. A mention is not permission to act for that person: requests in Teams
still run for the person speaking to Flow.

## Published requests

Ask Flow to find an available automation or access request in a linked channel or personal
conversation. Flow shows only published requests that the current speaker can use in that
conversation. After you choose one, Flow collects only its declared inputs.

Flow follows the same confirmation policy as Slack: it proceeds when your intent and the required
details are clear. It asks for clarification or confirmation when the request is ambiguous or
broader than you described. You do not need to copy a confirmation code.

Before submitting, Flow checks your identity, conversation access, and permission to use the published
request. Any configured approval still applies. The reply includes a tracking number and states
whether the request started, completed, or is waiting for approval. Access requests are supported
only for the current speaker; requests for another person are not supported in Teams.

Ask for an update using the tracking number. Flow can report the latest automation run's status
separately from the request's status. A denied or failed automation can leave the request open for
the service team. Detailed run output and private approval information stay out of channel replies.

## Human follow-up

Ask Flow to send your request to the linked service team. Clarify or confirm if Flow asks. The reply
includes the team name and tracking number. Use that number in the same thread to ask for an update.

To help avoid duplicate work, Flow can suggest an existing open request by tracking number
and ask whether to use it or open a new one.
Confirm that you want a separate request before Flow creates another. Choosing the existing request
leaves it unchanged. Ask explicitly to add a note or attach a file.

Flow limits large batches before creating requests so every tracking number fits in the reply.
If Flow says it did not attempt additional requests, send only those remaining requests in a new message.

A thread receives ongoing replies for its first linked ticket. You can create additional requests
in that thread and receive their tracking numbers, but use separate threads to receive replies for each ticket.

You can also ask Flow to add a note or a file from the conversation to an existing request.
Include the tracking number and say what to add. Flow checks your access before saving the update.
This changes the request's history; it does not send a separate chat message or reveal private
request history to the channel. Flow can also investigate questions using connected knowledge
sources.

## Files, approvals, and progress

### Images and files

Both conversation modes support attachments. With **Mentions only**, include `@Flow` in the message
with the attachment. A file-access problem does not disable text conversations; ask an administrator
to resolve the attachment warning in Chat settings.

Flow can use up to 10 attachment entries in a message in either conversation mode.
Teams can represent a pasted image as both hosted content and a separate file reference; both
entries count toward this limit.
Pasted PNG, JPEG, GIF, and WebP images use the message's Teams-hosted content, with a combined
10 MB image limit. Each GIF must also be 5 MB or smaller. Flow scans the bytes before using them. A failed SharePoint file download does
not hide a pasted image that Flow can read safely.
A missing or deleted pasted image does not hide other attachments that Flow can read safely.
Include a question or mention Flow when posting only an image and you want a response.
In an active conversation, you can ask about a screenshot in a later message without uploading it
again. If you share another screenshot, say which one your question refers to.

Each SharePoint file must be 10 MB or smaller and stored in the exact channel folder of the linked channel's SharePoint site.
Use **Attach file → Upload from this device** and wait for the upload to finish before sending
your question. Flow checks the message for files even when Teams omits the file from its initial
notification. In an active conversation, Flow retains supported uploads for follow-up questions.
Flow keeps bounded text previews so large documents leave room for the conversation. If a file
takes too long to read, Flow keeps the other usable files and explains which file needs to be shared again.
For documents, use TXT, CSV, Markdown (`.md`), PDF, Word (`.docx`), PowerPoint (`.pptx`), or Excel (`.xlsx`). Flow reads Markdown
as text, not as executable instructions. CSV files must contain text even if Teams labels them
as Excel files. Use the exact filename or its position when several files have similar names.
For Excel workbooks up to 10 MB, Flow reads visible and hidden worksheets, cell positions and
values, and saved formula results. It does not recalculate formulas or fetch external references.
Dense workbooks may show only part of each worksheet; Flow marks omitted cells. If a formula
result is missing, recalculate and save the workbook, or export the relevant worksheet as CSV.
Flow cannot read password-protected or macro-enabled workbooks, or `.xls` and `.xlsb` files.
See [Request tracking](/setup/request-tracking#browser-chat-file-support) for workbook limits.
For PowerPoint, Flow extracts text from files up to 10 MB, including slide text, tables, links,
and authored image titles and descriptions. It does not interpret slide images or read speaker
notes, SmartArt, charts, or embedded objects. If the deck has no extractable text or links,
upload a text version or share the relevant slides as images.
Password-protected and macro-enabled presentations are not supported.
Standard and shared channels can store files on different SharePoint sites. The file-read permission
approved during app installation covers both within your tenant. Adding a supported channel needs no separate site grant.
Flow rejects files outside the channel folder, unsafe or
unsupported file types, oversize files, and content that does not match its declared type.
When you share an edited file again, Flow checks its current version instead of reusing an earlier copy.
When Microsoft reports a file reference as missing, Flow marks it unavailable and checks the other
files. Flow keeps that explanation in the conversation for follow-up questions, even when it does not
reply immediately. A failure to verify channel access still stops file processing.

While an earlier image remains in the conversation context, follow-up messages use a model that can
read images, even when the new message contains only text. If no compatible model is available,
Flow explains that it cannot read the image instead of guessing.
When attachments exceed the conversation's input limit, Flow prioritizes the current message,
then recent messages. It keeps an explanation for attachments that do not fit.

### Approval cards

With recommended message access, Flow posts approval cards in the originating conversation.
Other participants see **Waiting for approval**. Eligible approvers automatically see the automation
name, approval reference, requester, and linked request summary, with **Approve** and **Reject**
buttons. Flow checks the person's identity and current approval permissions before showing details
or accepting a decision.

When a review step is approved or rejected, its shared card shows **Approved** or **Rejected** with a
timestamp formatted by Teams for the viewer. Several review steps can produce more than one card. Approving one step
does not mean every required approval has been received or the automation has finished.

Teams supports automatic personalized views for up to 60 people per card. If your view does not update,
use **Refresh** in the Teams message menu. With mentions-only access, review approvals in Flow instead.

### Progress cards

While Flow works, it can post one progress card and replace that activity with the final answer.
The card stays visible while attached files are being scanned.
Microsoft's native token streaming is limited to personal chats, so channel text does not update a
token at a time.

If Microsoft cannot create a supported progress card or rate-limits it, Flow can still answer without the card.
If delivery is uncertain, Flow checks for the existing card before retrying to avoid duplicates.

## Related topics

* [Microsoft Teams](/setup/channels/microsoft-teams)
* [Troubleshoot Microsoft Teams](/setup/channels/microsoft-teams-troubleshooting)
* [Channels](/setup/channels/overview)


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