How to integrate Unify with Microsoft Outlook
Unify connects directly to Microsoft 365 and Exchange Online work or school mailboxes. Authorize Microsoft Outlook in Settings → Deliverability → Mailboxes to send Sequence emails from your work address and sync replies back into Unify.[1]
- Connection
- Direct mailbox connection
- Tool
- Microsoft Outlook
- Microsoft 365 / Exchange Online
- Data flow
- Unify ↔ Microsoft Outlook
- Account-specific configuration
At a glance
- Connect an existing Microsoft 365 or Exchange Online work mailbox directly
- Each user signs in and consents; tenant policy may also require administrator approval
- Validate sending, Sent Items, reply sync, and Sequence stop behavior
When this workflow makes sense
Start with the decision your team needs to make, then choose the connection that supports it.
A rep’s existing work address can be the right sender when the team wants a conversation to remain tied to that person. The direct Outlook connection makes mailbox authorization the starting point. Decide which Sequence uses the sender, who handles the reply, and what the receiving rep should inspect before continuing the conversation. Test those decisions with a controlled recipient before enabling a larger audience.
A good fit when
Teams using Microsoft 365 or Exchange Online work mailboxes who want to send Sequences and track replies directly in Unify.
Reconsider the plan when
A personal Outlook account, a shared team mailbox, or a calendar-sync requirement needs a different supported path. Check the account type before troubleshooting OAuth or changing tenant settings.
Design the handoff
Use this framework to agree on the input, the next action, and who owns the result.
Suggested workflow design, based on the documented capabilities below.
| Stage | Decision to make |
|---|---|
| Account type | Confirm an individually owned work or school mailbox on Microsoft 365 or Exchange Online. |
| Authorization | Have that user sign in and obtain administrator approval only if the tenant requires it. |
| Conversation | Choose the sender, the Sequence audience, and the person who owns replies. |
| Validation | Inspect the sent message, synced reply, and Sequence stop behavior with a controlled recipient. |
Explore the scenarios
Choose the situation that fits your team and work through the proposed plan.
Open a scenario to explore its plan. Checklists track your selections in this page only.
Start outbound from an existing work mailbox
A Microsoft 365 rep wants a reviewed Sequence to use their usual work address.
Use the individual sender account and validate the entire conversation before expanding outreach.
- Connect the supported work mailbox from Unify settings
- Review the intended Sequence and send to a controlled recipient
- Reply from that recipient and inspect Sent Items, Unify replies, and Sequence state
Unblock a team whose tenant requires approval
Microsoft displays Need admin approval when a rep tries to connect.
Separate tenant consent from each person’s mailbox authorization.
- Have an authorized administrator review Unify’s delegated permissions
- Complete the documented consent process
- Ask an eligible rep to connect their own mailbox and run a controlled conversation check
Illustrative workflow, not a preconfigured automation. Complete these checks in your own account.
Define success before launch
Inspect the data and the intended outcome separately. Connection status is only the first check.
Expected, not tested
A controlled Sequence email sends from the selected work address, appears in Outlook Sent Items, and its reply syncs back into Unify and stops further Sequence sending for that reply.
Check sender identity, Sent Items, the received reply, and Sequence state together. A connected status alone does not confirm the complete conversation. If CRM logging is required, inspect it separately under the CRM integration’s rules.
Documentation-based reference. This workflow has not been tested end to end. Use a record or event you control before enabling live activity.
Questions answered
Common decisions when connecting Unify and Microsoft Outlook.
Can I connect an existing Outlook mailbox directly to Unify?
Yes. In Settings → Deliverability → Mailboxes, choose + Add mailbox and Connect Microsoft Outlook, then sign in with your Microsoft 365 work account. The direct integration also supports Exchange Online work and school accounts.[1]
Does Unify support personal Outlook.com accounts or shared mailboxes?
The current Outlook-specific Unify guide says personal outlook.com, hotmail.com, and live.com accounts and shared mailboxes are not supported yet. This article follows that specific guide where older general mailbox guidance differs.[1][2]
What permissions does Unify request for Outlook?
Unify documents delegated permissions: Mail.Send, Mail.ReadWrite, offline_access, User.Read, Mail.Send.Shared, and MailboxSettings.ReadWrite. Review the actual consent screen. The Mail.Send.Shared scope does not override the documented exclusion of shared mailboxes.[1]
Does administrator consent connect every employee’s mailbox?
No. Tenant consent can remove the approval barrier, but each person still needs to sign in and authorize their own mailbox.[1][3]
Can Unify Chat use the connected Outlook mailbox?
Yes. Unify’s mailbox guide says Chat can use Outlook after it is connected from Settings. It distinguishes that setup from Gmail authorization initiated inside Chat.[2]
Do all emails sent from Outlook sync to Salesforce through Unify?
No. Unify’s Salesforce guidance distinguishes emails sent from Unify and direct replies from emails sent independently in an external email client. Check the separate CRM connection and origin rules.[4]
Limits & decisions
Check these boundaries before designing a live workflow around the connection.
- Personal Outlook accounts and shared mailboxes are excluded by the current Outlook-specific guide[1]
- Each user authorizes their own mailbox even when an administrator has approved the application[1]
- The reviewed mailbox integration does not establish calendar or contact synchronization[1]
- No live mailbox connection, send, or reply test has been performed
What the connection supports
Understand the connection, the data involved, and the behavior that matters for a Unify + Microsoft Outlook workflow.
Authorize your own Microsoft 365 mailbox. Messages use your work address and replies return to Unify.
| Decision | What to know |
|---|---|
| Supported accounts | Microsoft 365 and Exchange Online work and school accounts[1] |
| Connection | Microsoft sign-in with delegated permissions for the connecting user[1] |
| Sending | Sequence emails use the real work address and appear in Outlook Sent Items[1] |
| Replies | Replies sync to Unify and stop sequences[1] |
| Tenant approval | Some tenants require administrator consent before users can connect[1][3] |
| Excluded mailbox types | Personal Outlook accounts and shared mailboxes are not yet supported in the Outlook-specific guide[1] |
Choose the sender mailbox and Sequence intentionally. This setup authorizes an existing mailbox; it does not require a custom webhook, a new sending domain, or a JSON field mapping. Configure any CRM email-activity integration separately.
Technical setup reference
References and requirements for the Microsoft Outlook connection.
Connection requirements and setup checklist
Before connecting
- A Microsoft 365 or Exchange Online work or school mailbox belonging to the connecting user
- Access to Unify mailbox settings and permission to authorize the Microsoft connection
- A Microsoft administrator if your tenant requires approval for third-party apps
- A controlled recipient for a send-and-reply check
Choose a supported mailbox
Use your Microsoft 365 or Exchange Online work or school account. The current Outlook-specific Unify guide excludes personal outlook.com, hotmail.com, and live.com accounts, as well as shared mailboxes.[1]
Resolve administrator consent if requested
If Microsoft shows Need admin approval, ask an authorized Microsoft Entra administrator to review Unify and grant consent. The Unify enterprise application appears after someone attempts to connect. Administrator approval does not replace each person’s individual mailbox sign-in.[1][3]
Check a controlled conversation
Use the connected sender in a controlled Sequence. Inspect the message in Outlook Sent Items, reply from the test recipient, and verify the reply in Unify and the resulting Sequence stop behavior before expanding the audience.[1]
Troubleshooting
Start with the stage where the expected data or action stops appearing.
Microsoft asks for admin approval
Ask your tenant administrator to review the requested delegated permissions and grant the required consent. Unify documents the connection-screen route and the Microsoft Entra Enterprise applications route.[1][3]
The wrong mailbox is connected
Disconnect and reconnect, choosing the intended work account in Microsoft’s sign-in screen. Each person must authorize their own mailbox.[1]
Authorization breaks after a password change
If Microsoft revoked the credentials, reconnect the mailbox from Unify settings. Confirm that it is active before resuming the controlled test.[1]
Sequence sending continues after a reply
Check that the mailbox is still connected and active in Settings. Inspect the controlled reply in Unify and contact support with that message context if the documented stop behavior is not observed.[1]
Sources & review
Official documentation reviewed on September 16, 2026.
Technical claims link to primary documentation from Unify and the destination tool. Scenarios, field choices, and recovery plans are editorial implementation examples. Documentation review is separate from execution testing.
Documentation reviewed; end-to-end execution not tested. No named technical reviewer has signed off on these articles yet.
Content updated: . Report a correction to Unify with the tool name, source URL, and behavior you observed.
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