How to set up automatic Outlook email integration with Office 365
For Administrators Only: You need to make sure that the integration is enabled for your Pipeliner space before any of your users will be able to activate.
Enter the Admin Module — from the Pipeliner CRM Application, click on the App Switcher in the top left corner ⤵
Click on the "Automation Hub" tab and check that "Office 365 Email" is running in the "My Apps" section. If not, find it in the "Most Popular" section and click on "Add" to activate it.
NOTE: you need to choose between using the Exchange integration and the Office 365 integration. Only one of them can be running and, once you’ve chosen to use the Office 365, you cannot change back to Exchange ⤵
To proceed further, click on "Activate".
NOTE: this is currently a Beta integration so our team approves each activation request. Until approved, the integration will show as “Add Pending” and once approved will show as "Running"
How to connect each user’s Microsoft Office365 Outlook Email to Pipeliner
Once the integration is activated and running in the Automation Hub, it needs to be activated by each individual user.
Click on the "Avatar (Photo)" icon on the upper right corner & then click “Settings” ⤵
Click on the Apps tab and you’ll then be able to see the Office365 integrations and click “Activate” beside Outlook Email ⤵
Pick the Microsoft account you want to integrate to and enter your password, if prompted ⤵
You’ll then need to click on “Accept” to grant permission for the integration to work ⤵
NOTE: You may need to contact your IT team for additional information.
Next confirm your settings ⤵
Review the folder names to make sure you integrate to the correct folders within your Outlook (Inbox is typically your incoming email folder unless you have multiple Inboxes within your Outlook, you’ll usually need to select Sent Items as your Outlook outgoing email folder).
Emails are usually sent to and from the email addresses saved against Contacts you have in Pipeliner but sometimes you might also send emails to the email addresses you have saved on Account records. Have at least one of these options checked, however we suggest that you check both “Emails will be automatically linked with Accounts” and “Emails will be automatically linked with Contacts”.
Click "Close" to save your settings ⤵
Once the integration is setup. It will look like this. Click on "Configure" to change your selections or Deactivate to switch the integration off.
NOTE: if you deactivate the integration, it will only apply to your account — no other users will be affected ⤵
How to see your emails within Pipeliner CRM
When you send an email to or receive an email from a contact, a copy of the email is then stored under the "Feeds" tab for that Contact in Pipeliner.
NOTE: the email address must be exactly the same as on a Contact’s record in Pipeliner.
All emails are accessible in the "Feed" section of the account/contact in chronological order. This way you can track the email communication directly in Pipeliner.
Allow a few minutes for emails to appear in the Feed. Incoming copies of emails appear in Pipeliner after they have been transferred from your email client via the cloud server during synchronization of Pipeliner.
NOTE: you have to be the Owner of the Contact or be added to it as an Editor (by selecting your individual username) in order for your emails to be stored. If you send or receive an email from a Contact in Pipeliner where you are not the Owner or an Editor, the email will not be copied into Pipeliner.
All users in Pipeliner who have the rights to view the Contact (or Account) will also have rights to view all the emails linked to that Contact.
If you quickly move emails out of the Inbox and Sent Items folders that you linked to while setting up the Office365 integration, emails will not be able to be copied into Pipeliner. You’re fine to move emails into custom folders but make sure that you can see them in Pipeliner first or leave it a couple of hours before doing so to be sure!
No historical emails will be copied into Pipeliner - only those you send and receive after the integration has been activated for your Office 365 account.
How to test
Open a Contact record in Pipeliner & check it has the right email address and that you are the Owner of the record or have been added to it as a named Editor ⤵
Send an email to the email address saved against your Pipeliner Contact from Outlook. Within a few minutes, a copy of the email will appear in the Feeds section in your contact record. You will also be able to use your Feed options to make them visible on the Feed of any Leads or Opportunities that the Contact is related to.
NOTE: don’t send emails to your colleagues in order to test as the integration is not designed to capture internal emails. Create a contact with a personal email address instead and send your test messages to/from that address. Don’t forget to delete the emails and test contact from Pipeliner afterwards (if you have deletion rights!)