Configure the Outlook Email Integration

The Outlook Email Integration enables automatic synchronization of emails and meeting invites from Microsoft Outlook to create activity records in Momentus Enterprise. For more details about the integration, see About the Outlook Email Integration.

Configuring the Outlook Email Integration includes adding the integration to your Entra instance, granting permissions to the integration, and adding the users whose emails you would like to sync. 

• Configure the Outlook Email Integration
  • Configure Entra to include the Outlook Email Integration
  • Complete the Microsoft Outlook / Momentus Enterprise Connection
  • Validation
• Troubleshooting
• Permission FAQs

Notes for configurations with multiple organizations:

• Each user must be unique to a single organization. Having one user active across multiple organizations is not supported.
• If an account or contact exists in more than one organization, duplicate activities may be created. 
• There is also a risk of activities being logged against the wrong Event or Exhibitor, as two organizations can share the same ID for different records.

Configure the Outlook Email Integration

Configure Entra to include the Outlook Email Integration

A Microsoft Admin with permission to approve apps must complete this process.

1. Retrieve your Entra Tenant ID:
   1. Log in to the Microsoft Entra Admin Center.
   2. Click Overview in the left navigation. The Tenant ID is in the Basic Information section.
2. Navigate to https://login.microsoftonline.com/{Your Tenant ID}/adminconsent?client_id=398c8533-3d15-41f3-b864-6c5c5416ce09
   • Replace {Your Tenant ID} with the tenant ID from step 1.
   • Do not replace the client id! That is the ID for the Outlook Email Integration.
3. When prompted, log in to Microsoft and approve the requested permissions for the app.
4. After approval, you will be redirected to a page that currently displays “Authorization Failed.” Don't worry! The authorization has actually succeeded, but the page does not handle the redirect properly at this time.
5. Once complete, log back in to the Microsoft Entra Admin Center and click Enterprise Apps in the left navigation. The Outlook Email Integration should be listed.

Complete the Microsoft Outlook / Momentus Enterprise Connection 

You must have Admin access to Connect to complete this process.

1. Go to Momentus Connect and click on the card for the Outlook Email Integration.
2. On the Configuration tab, click Configure.
3. In the Tenant ID field, add your Microsoft Entra Tenant ID. Steps to get this ID are in the section above.
4. Click Next.
5. Add Roles to sync:
   1. Click Add to Role Setup. 
   2. In the Role field, select the user role to sync from the dropdown.
   3. In the Subscriptions field, select they types of communication to sync: Sent Emails, Received Emails, and Meeting Invitations.
   4. Repeat the steps above for all roles.
6. Add individual Outlook accounts to sync with Momentus Enterprise. The Outlook account must be associated with an internal user in Enterprise back office, and the Enterprise user must have a personnel account.
   1. Click Add to Account Setup.
   2. In the Account field, add the user's email address.
   3. In the Subscriptions field, select they types of communication to sync: Sent Emails, Received Emails, and Meeting Invitations.
   4. Repeat the steps above for all users.
7. Add any domains to filter. Emails whose senders and recipients only include this domain will not be created as activities in Enterprise. For example, filter your own company domain to prevent internal emails from syncing to Enterprise.
   1. Click Add Value. 

   2. Add the domain or subdomain to filter.

      Domain filtering uses partial matching, so excluding "company.com" also excludes "subdomain.company.com". Enter more specific domain strings to exclude only exact matches.

8. For each email type, select an activity type from the dropdown. If no activity type is selected for an email type, those activities will not be assigned a type.

   Enterprise 2025.4 or higher is required for this setting.
9. When all users have been added, click Finish. The integration validates the connection and the email addresses against the connected Outlook directory. If an address is not found, an error will display in the Momentus Connect activity log.

Validation

To confirm that everything is configured correctly, go to the Activity Log tab on the Outlook Email Integration card in Momentus Connect. There should be logs tracking the subscriptions you created in the last step. This page is also useful for troubleshooting if you see any issues when using the integration.

Troubleshooting

Enterprise users with Admin access to Momentus Connect can review activity logs in the Outlook Email Integration card. When troubleshooting sync issues, this is an invaluable resource to understand what is happening.

Users who are added or removed from a role in Enterprise that is being synced will be updated in the integration on a daily basis. You can force the synchronization by going to Connect and making any configuration change to force a refresh (you can always make a change and then change it back!).

When reporting issues to our support team, please provide this information from the log:

• The log error
• Log error date and time
• Log error
• Sender of Email
• Recipients
• Who the configured user is

Permissions FAQs

• What Microsoft permissions are required?  
  • The integration requires Microsoft Graph API permissions configured through Azure App Registration with administrator consent. Please see the Enterprise Outlook Email Integration Architecture PDF attached at the top of About the Outlook Email Integration for details.
• Why are these permissions needed?
  • There are app level permissions and individual user permissions. We need these permissions to use the relevant Microsoft Graph API to determine if:
    • the user is subscribed to be synced with Enterprise
    • the sender or recipient exists in enterprise as an account or contact
    • to import the artifact into Momentus
  • Any information that is unused or not need is not stored. We only sync emails and invites that match the syncing criteria.
  • The permissions we require are similar to other software with integrations, such as Salesforce Einstein.
• Can I modify the permissions that are shared?
  • You can modify the subscription the user is subscribed to, therefore we do not retrieve that information.
  • While the Microsoft Admin can remove individual permissions for the Outlook Email Integration from the Entra Admin Center, we do not advise this as it will cause issues with this integration. Our support team is not able to troubleshoot permission issues caused by Admins modifying individual permissions.