Would you like to integrate your inbox into your monday.com workflows? With Outlook integration , you can turn emails into tasksemails into tasks and keep everything up to date automatically, so you stay seamlessly connected.

Important information before starting

Before you start, there are a few things you should bear in mind:

• To be able to use this integration, you need a Microsoft 365 Business Premium licence. If you do not have this licence, you will receive an error message when setting up the integration.
• This integration only works with a Microsoft Online Exchangeinbox and not with a local mailbox. To find out what type of inbox you have, you can visit this website. If you can connect, you have an online Exchange account. However, if you receive an error message, you do not have an Online Exchange account and cannot use the integration.
• The integration does not synchronise retroactively. Only meetings and events that are created after the integration has been set up are synchronised.

Integrate Outlook into your monday.com workflow

To add the integration, go to the board for which you want to create an integration, and click on the “Integration” button at the top right of your screen, then select”Outlook*. You will now see all the recipes that are possible with this integration.

Connect your Outlook account

As soon as you click on one of the recipes, you will be asked to connect your monday.com account with your Outlook account.

Select e-mail account

Next, select the email account you want to link to monday.com. Once you have selected your Outlook account, an authorisation screen will appear. Click on “Accept” to continue with the setup. Your account should then be connected and you can start creating various automations .

Can my Outlook account be integrated into monday.com?

Click on “Account settings” in Outlook and look for the email provider icon at the top of the account screen. If an Outlook icon is present, the email account can be integrated with monday.com. Below you can see an example of an Outlook account that is not hosted by Outlook.

Does the e-mail integration support files?

Currently the email integration does not support files. However, if you want to send files to your monday.com account, we have a workaround. You can send a file to a board or to an item (in the “Updates” section ). Read this article to learn the step-by-step process.

Does the integration support multiple e-mail addresses?

The email integration supports multiple emails! There is an extension that supports both Outlook and Gmail integrations. You can define multiple emails in a text column, separated by “;”. The email is then sent to each of these addresses separately.
For example, in this recipe:

In the menu that appears, you can select the “Email (column)” option and then add a text label, for the email content:

You can define the values (the email addresses) of the “Text” column as follows:“example@monday.com; example.monday@gmail.com”.
The integration sends an email to both example@monday.com and example.monday@gmail.com.

Instructions for removing synchronisation with Outlook

Follow the steps below to revoke third-party access to your Outlook account:

1. Go to account.microsoft.com/account and sign in to your account.
2. Click on the “Privacy” tab at the top of the page. You may need to confirm your identity using an email code.
3. Scroll down to the “Other privacy settings” section.
4. Go to “Apps and services” > “Apps and services that can access your data “.
5. Check the list of apps and decide, which ones you want to revoke access to.
6. Click on “Edit” under the name of the corresponding app.
7. Select ” Remove these permissions “.

What to do if integration does not work

If you are unable to set up the integration and receive the following error message: “Microsoft has not enabled your Outlook mailbox for integrations “:
It is likely that your account cannot be integrated at this time. This error can occur if the mailbox is located on a dedicated Microsoft Exchange server and is not a valid Office 365 mailbox . mailbox. Read the Microsoft documentation on this problem to find out how to fix the error.
If you do not receive an error message, read on, to discover some troubleshooting steps, that can solve common problems with Outlook integration.

Option 1 – Update your automation

If your integration does not work, you can recreate the integration with a new connection. To do this, click on the integration button at the top right of your screen. Select”Board automations” in the centre, as shown in the first image below.
Navigate to the “Connections” tab and click on it. Then click on the three-dot menu on the right-hand side of your Outlook integration (see image 2).
There you can select ” Reconnect”. From here you can reconnect your account or switch to another account if required.

Option 2 – Cancel synchronisation of the integration

Follow these steps to unsynchronise your Outlook integration:

1. Go to account.microsoft.com/account and sign in to your account.
2. Click on the “Privacy” tab at the top of the page. You may need to confirm your identity using an email code.
3. Scroll down to the “Other privacy settings” section.
4. Go to “Apps and services” > “Apps and services that can access your data “.
5. Check the list of apps and decide, which ones you want to revoke access to.
6. Click on “Edit” under the name of the corresponding app.
7. Select”Remove these permissions“.

Go back to your board and click on the integration button at the top right of your screen. Select”Board automations” in the centre, as shown in image 1 below. Then click on the plug symbol next to one of your Outlook integrations (image 2).

Then click on “ Use another account“.

Option 3 – Integration creates multiple elements

Is your integration creating multiple items and you don’t know why? If you manually move an email to another folder in Outlook, the integration is triggered. This can cause the integration to create multiple items. The solution is to create a rule in Outlook, that automatically moves the email instead of moving it manually.

Option 4 – Contact us

If you have a problem somewhere and can ‘t get any further, please contact us, we will be happy to help you integrate Outlook into your monday.com environment.

Why has my Outlook integration been deactivated?

Your Outlook integration will be deactivated in the following situations:
Using a private account
Outlook integration only works with a work account, not with a private account. If you have inadvertently connected to a private account, you will receive the following notification:

Followed by this error message in the integration tab:

To reactivate the integration, please recreate it with your work account.

2. your business account does not have an online exchange inbox

If your business account does not have an online Exchange inbox , you cannot log in at https://outlook.office365.com/mail/inbox. If you have a paid business account, that does not have an online Exchange inbox, the following message will be displayed:

You can find more information about this scenario at this link. You will receive the following notification on your monday.com:

Followed by the following error message in the Integration tab.

3. an administrator has set up two-factor authentication (2FA)

If an administrator subsequently enforces 2FA (two-factor authentication) after you have already set up a connection, your integration will be deactivated because the connection is no longer authorised. To resolve this problem, set up the Outlook integration again to establish a new connection.

4. the connection to monday.com was cancelled in Outlook

You or an administrator can revoke permission for monday.com to interact with your Outlook account. This is done via Outlook. If you have done this by mistake, simply set up a new integration with your account login details. If an administrator of your Outlook account has made the change, you will need to contact the Outlook administrator or the IT department.

5. connection expired

It is also possible that your connection has been accidentally interrupted:

This can happen if your token has not been updated and the connection expires. It can also happen if the password of your Outlook account is changed. The solution is to reconnect to Outlook, by setting up a new integration and reconnecting your accounts.
Note: If you have any further questions or need additional clarification, please let us know via our contact form. Be sure to send us a screenshot of the error message displayed on both monday.com as well as on https://outlook.office365.com/mail/inbox.

E-mail automation loop

When you send an email within monday. com, an update is automatically created in your board. If you have set up an automation such as “When update is created, Sendemail to someone “, an automation loop may occur. The sent email automatically creates an update for the item in your board, which in turn triggers the automation recipe.

To stop the automation loop, you must deactivate the automation recipe in the Automation Centre. Select “Board automations” at the top of the Automation Centre, find the automation recipe that is causing the loop and switch it to “Off“.

Conclusion

The Outlook integration in monday.com enables smooth automation of email-based workflows. From converting emails into tasks to managing email addresses in multiple text columns, the integration offers flexibility and efficiency for teams.addresses in multiple text columns, the integration provides flexibility and efficiency for teams who want to seamlessly link their communication and tasks. As an official monday.com partner , we are happy to provide you with further information and answer any questions you may have. Please contact us, if you need support with setting up and automating your workflows – we’ll help you do it, make your processes more efficient and realise the full potential of your integration!

Source: monday.com