The Outlook integration connects your Outlook or Microsoft 365 account to the Mailbox module via OAuth, so emails are synced automatically and matched to contacts in your CRM. This guide covers setup, sync, and best practices.
Introduction
What is the Outlook Integration?
The Outlook integration lets you connect your Outlook or Microsoft 365 account to the Mailbox Module using OAuth. Once connected, emails are synced automatically and matched to individuals and organizations in your CRM. Each captured email appears in the activity log, so you get a complete communication history without manual logging.
The integration is part of the Mailbox module and is designed for teams that use Outlook or Microsoft 365 for business. By connecting Outlook via OAuth, you avoid forwarding setup and benefit from automatic sync and entity matching.
Why It's Essential for Email Tracking
Automatic email sync is crucial for keeping a complete record of customer communications. Without it, teams often rely on manual logging, miss emails, or lose context. The Outlook integration addresses this by syncing emails automatically and linking them to the right contacts, so your activity history stays accurate and up to date.
Key Capabilities:
- Connect Outlook or Microsoft 365 via OAuth (no app passwords or forwarding required)
- Automatic sync of emails into the Mailbox module
- Matching of emails to individuals and organizations in the CRM
- Activity log entries for all synced emails
- Real-time sync when using the connected account
Who Should Use This Integration?
The Outlook integration is useful for:
- Sales and support teams using Outlook or Microsoft 365 who want automatic email tracking
- Account managers who need a full history of client communications
- Any team that relies on Outlook and wants emails linked to CRM contacts without manual work
Core Features
OAuth Connection
The integration uses Microsoft OAuth so you sign in once and grant the CRM permission to read and sync your email. No forwarding addresses or app passwords are required. Access is revocable from your Microsoft account settings at any time.
Connection features:
- One-time OAuth setup
- Secure token storage
- No need to share your password
- Revocable from Microsoft account
Automatic Email Sync
Once connected, the Mailbox module syncs emails from your Outlook account. Synced messages are parsed, stored, and matched to contacts using email address, domain, or name. Each email appears as an activity log entry linked to the relevant individual or organization.
Sync features:
- Automatic sync of incoming and sent emails
- Parsing of headers, body, and attachments
- Thread grouping where supported
- Activity log creation per email
Entity Matching
Emails are matched to CRM contacts using the sender and recipient addresses. The system tries exact email match, domain match, and name-based matching so that conversations are linked to the right individuals and organizations. You can also assign emails to contacts manually when needed.
Getting Started
Prerequisites
- Mailbox module enabled for your business (Outlook is an integration within Mailbox)
- An Outlook or Microsoft 365 account that you use for CRM-related email
Connecting Your Outlook Account
Step 1: Open Mailbox settings
- Go to Modules and open the Mailbox module
- Open the integration or settings area where email providers are configured
Step 2: Connect Outlook
- Choose Outlook (or "Connect Outlook")
- You will be redirected to Microsoft to sign in and authorize the CRM to access your email
- Review the requested permissions and approve
- You will be redirected back to the CRM once authorization is complete
Step 3: Verify sync
- Confirm that the Outlook account is shown as connected
- Send or receive a test email and check that it appears in the Mailbox module and is linked to the correct contact (if applicable)
For more detail on the Mailbox module, forwarding options, and entity matching, see the Mailbox Module: Complete Guide to Email Management.
Best Practices
Use a Dedicated or Shared Mailbox When Appropriate
If possible, connect a mailbox that is used mainly for CRM-related communication. This keeps the activity log relevant and makes it easier to match emails to the right contacts.
Keep Contact Data Up to Date
Entity matching works best when individuals and organizations have correct email addresses. Ensure contact records use the same email addresses that appear in your Outlook conversations.
Revoke Access When Needed
If you change roles or stop using a connected account, revoke the CRM's access in your Microsoft account settings. You can reconnect a different Outlook account later if needed.
Frequently Asked Questions
Do I need to set up email forwarding for Outlook?
No. When you connect Outlook via OAuth, the integration syncs email directly. Forwarding is only needed if you use the Mailbox module's forwarding option instead of connecting an account.
Can I connect more than one Outlook account?
Typically the integration connects one Outlook account per Mailbox configuration. If you need to track multiple accounts, check the Mailbox module settings or contact support for your plan.
How do I disconnect Outlook?
Use the Mailbox module settings to disconnect the Outlook integration. You can also revoke access from your Microsoft account. Existing synced emails remain in the CRM; new emails will no longer be synced after disconnect.
Where do synced emails appear?
Synced emails appear in the Mailbox module and as activity log entries on the related individuals and organizations.
Who can I contact for help?
For setup or sync issues, contact support at support@piraja.io or use the support options in your account.
Conclusion
The Outlook integration connects your Outlook or Microsoft 365 account to the Mailbox module so that emails are synced automatically and linked to contacts in your CRM. After a one-time OAuth setup, you get continuous sync and activity logging without manual effort.
Next steps:
- Ensure the Mailbox module is enabled
- Connect your Outlook account via OAuth in the Mailbox settings
- Verify that emails appear in the Mailbox and activity log
- Read the Mailbox Module: Complete Guide to Email Management for more on matching, forwarding, and features.