Microsoft Teams

The Microsoft Teams extension connects your Document360 knowledge base to Teams so your team can search for and share knowledge base articles directly in chats and channels — without leaving the Teams platform. Instead of switching between apps to find the right article and paste a link back into a conversation, team members can access your entire knowledge base from within Teams using the Document360 app embedded in the chat controls. Once connected, articles can be found and shared in seconds from any Teams chat or channel.

When to use the Microsoft Teams extension

• Your team uses Microsoft Teams as the primary communication platform and needs quick access to knowledge base articles during conversations without switching tabs.
• Support or operations staff frequently share the same articles with colleagues or customers and want a faster way to find and send them without leaving Teams.
• You want to reduce the time it takes to respond to internal queries by surfacing relevant knowledge base content directly inside team conversations.
• Your team works across multiple channels and needs consistent, accurate information available in any chat context without relying on individuals to remember where articles are stored.

Before you begin

• You must have a Microsoft Teams account with permission to add apps.
• Only an Admin or Owner in Document360 can generate the API token required for this setup.

How to connect Microsoft Teams to Document360

The setup involves three steps: adding the Document360 app in Teams, generating an API token in Document360, and configuring the API key in Teams.

Step 1 — Add the Document360 app to Teams

1. In Microsoft Teams, click Apps from the left navigation bar.
2. In the search bar, type Document360.
3. Click the app and select Add.

Once added, the Document360 logo appears in the bottom chat controls. You can also access it by typing @Document360 in the Teams search bar and pressing Enter.

Step 2 — Generate the API token in Document360

1. Navigate to Connections > Extensions in the left navigation bar of the Knowledge base portal.
2. Under the Team collaboration section, locate Microsoft Teams and click Connect. The Microsoft Teams details panel appears with a generated API token.
3. Copy the generated API token.

Step 3 — Configure the API key in Teams

1. In Microsoft Teams, go to any chat and click + in the text field.
2. Select Document360 from the listed apps, then click Add API key.
3. Paste the generated API token into the API key field. A success message confirms the integration is active.

How to search and share articles in Teams

Once connected, you can search for and share knowledge base articles from any Teams chat or channel using two methods.

Method 1 — Chat controls

This is the quickest method when you're already in an active conversation.

1. In a Teams chat or channel, click the Document360 logo from the chat controls.
2. Enter a keyword in the search bar.
3. Select the relevant articles from the search results.

Method 2 — Message field command

Use this method when you want to search before composing your message.

1. In the new message field at the bottom of a chat, type /Document360search and press Enter.
2. A search sub-field appears.
3. Enter your query — results are populated.
4. Click a result to add it to the conversation.

You can edit your response with a custom message before sending it.

How to remove the extension

To uninstall the Document360 app from Teams:

1. In Microsoft Teams, right-click on the Document360 app.
2. Click Uninstall.

Best practices

• Use the chat controls method when you're already mid-conversation — it's faster than typing a command and keeps you in the flow of the chat.
• Use the message field command (/Document360search) when you want to find and preview an article before you start composing, or when you want to browse several results before picking one.
• Add a short custom message before sending an article link so recipients understand why you're sharing it and what to focus on. A bare link without context is easy to overlook.
• Share article links rather than copying and pasting article content into the chat. Links always point to the latest version of the article; pasted content becomes outdated if the article is updated later.
• If team members report that the Document360 app isn't appearing in chat controls after setup, ask them to refresh Teams or sign out and back in — the app sometimes requires a session restart to appear.

FAQ