monday.com <> Outlook integration

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

Important notes before you start

Before you start, there are a few things to consider:

• To use this integration, you need a Microsoft 365 Business premium—license. If you don't have this license, you'll receive an error message when you set up the integration.
• This integration only works with a microsoft Online Exchange—inbox and not with a local post office box. 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 get an error message, you don't have an online Exchange account and can't use the integration.
• The integration synchronized not retroactively. Only meetings and events that are created after the integration is set up are synced.

Integrate Outlook with your monday.com workflow

To add the integration, go to the board you want to create an integration for, click the Integration button at the top right of your screen, then select Outlook*. Now you can see all recipes that are possible with this integration.

Connect your Outlook account

Note: To add Outlook integration, your email domain must not be hosted by another email provider. To verify that, visit this webpage, enter your email domain and check the “MX” for the domain.

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

Select an email account

Next, select the email account you'd like to connect to monday.com. After you've selected your Outlook account, a permission screen appears. Click Accept to continue with the setup. After that, your account should be connected and you can create various automations by creating.

Can my Outlook account be integrated with monday.com?

In Outlook, click Account Settings and look for the email provider icon at the top of the account screen. If there is an Outlook icon, the email account can be integrated with monday.com. Below is an example of an Outlook account that isn't hosted by Outlook.

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Does email integration support files?

Email integration doesn't currently 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 email addresses?

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 spatula for the email content:

You can define the values (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.

How to remove synchronization with Outlook

Complete the following steps to revoke third-party access to your Outlook account:

1. Go to account.microsoft.com/account and sign in to your account
2. At the top of the page, click on the” tabData protection”. You might need your identity via an email code validate.
3. Scroll down to the” sectionOther privacy settings”.
4. Go to”Apps and services“> “Apps and services that can access your data.”
5. Check which list The apps And decide which one you want access Would like to revoke.
6. Under the name of the corresponding app, click”Edit”.
7. Select “This permissions removing“off.

What to do if integration doesn't work

If you can't set up the integration and get the following error message: “Microsoft hasn't activated your Outlook mailbox for integrations”:
It's likely that your account can't be integrated right now. This error can occur if the mailbox is on a dedicated Microsoft Exchange server and is not a valid Office 365 mailbox. Read Microsoft's documentation for this issue for steps to fix the issue.
If you don't get an error message, read on to discover some troubleshooting steps that can solve common Outlook integration issues.

Option 1 — Update your automation

If your integration doesn't work, you can re-create the integration with a new connection. To do this, click on the integration button at the top right of your screen on monday.com. In the middle, select “Board automations.”
Navigate to the Connections tab and click on it. Then click on the three-dot menu on the right side of your Outlook integration (see image 2).
From there, you can select “Reconnect.” From here, you can reconnect your account or switch to another account if needed.

Option 2 — Unsync the integration

Note: This option is only useful if someone has made changes to authorization settings in Outlook. In that case, you can remove the integration by following these steps.

Follow these steps to unsync your Outlook integration:

1. Go to account.microsoft.com/account and sign in to your account
2. At the top of the page, click on the” tabData protection”. You might need your identity via an email code validate.
3. Scroll down to the” sectionOther privacy settings”.
4. Go to”Apps and services“> “Apps and services that can access your data.”
5. Check which list The apps and decide which one you want to revoke access to.
6. Under the name of the corresponding app, click”Edit”.
7. Select”Remove these permissions“off.

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Go back to your board and click the integration button at the top right of your screen. Select in the middle”Board automations“off. Then click on the plug icon alongside one of your Outlook integrations.

Then click on”Use another account”.

Note: This step is very important. You must select “Use another account” as this will update the connection. Don't worry, you can use the same login credentials with this option.

Option 3 — Integration creates multiple items

Does your integration create multiple elements and you don't know why? When you manually move an email to another folder in Outlook, the integration is triggered. As a result, the integration may create multiple elements. 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 anywhere, contact us and we'll be happy to help you integrate Outlook into your monday.com environment.

Why was my Outlook integration disabled?

Your Outlook integration is disabled in the following situations:

Using a private account

Outlook integration only works with a work account, not a personal account. If you've connected to a personal account by mistake, you'll receive the following notification:

Followed by this error message in the integration tab:

To reactivate the integration, please re-create it with your work account.

2. Your business account doesn't have an online Exchange inbox

If your business account doesn't have an online Exchange inbox, you can't sign up at https://outlook.office365.com/mail/inbox sign in. If you have a paid business account that doesn't have an online Exchange inbox, you'll see the following message:

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

If an administrator subsequently enforces 2FA (two-factor authentication) after you've already set up a connection, your integration will be disabled because the connection is no longer authorized. To fix this issue, set up the Outlook integration again to make a new connection.

4. The connection to monday.com was revoked 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've done this by mistake, simply set up a new integration with your account credentials. If an administrator on your Outlook account made the change, you'll need to contact the Outlook administrator or IT department.

5. Connection expired

It's also possible that your connection was cut off accidentally:

This can happen if your token hasn't been updated and the connection expires. It can also happen if your Outlook account password 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 explanations, please let us know via our contact form. Be sure to send us a screenshot of the error message that appears on both monday.com and https://outlook.office365.com/mail/inbox.

Email automation loop

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

To stop the automation loop, you must deactivate the automation recipe in the automation center. At the top of the automation center, select”Board automations“, find the automation recipe that is causing the loop and turn it on”Off”.

conclusion

Outlook integration with monday.com enables seamless automation of email-based workflows. From turning emails into tasks to managing email addresses across multiple columns of text, the integration provides flexibility and efficiency for teams that want to seamlessly connect their communications and tasks. As an official monday.com partner, we are happy to answer any further information and questions you may have. Contact us if you need help setting up and automating your workflows — we'll help you make your processes more efficient and utilize the full potential of your integration!

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