The Outlook Email Integration enables automatic synchronization of emails and meeting invites from Microsoft Outlook to activity records in Momentus Enterprise. It automatically creates activity records from sent emails, replies, and meeting invites. Attachments are handled automatically, with documents added to activity records.
This integration streamlines communication tracking for Sales teams, Event Planners, and more, ensuring all customer interactions are captured without manual data entry.
The attached technical document explains in detail the architecture of the integration, including what permissions the integration needs and why they are needed. This document may answer questions your IT team or Microsoft Administrator has.
Details about Activity Creation and Mapping:
- You can select specific types of emails to sync: Sent Emails, Replies, and/or Meeting Invites.
- Outbound emails sent from Outlook sync to Enterprise as activity records if the recipient exists as an Account or Contact in Enterprise.
- Inbound emails received in Outlook sync to Enterprise as activity records if the sender exists as an Account or Contact in Enterprise.
- Emails with multiple recipients (To, CC, or BCC) sync if at least one recipient exists as an Account or Contact in Enterprise.
- A single activity is created per email, no matter how many recipients.
- Create activities for Events, Event Opportunities, Accounts, Contacts, and Exhibitors. Add the Event ID [EventID], Event Opportunity ID [EO:12345], or Exhibitor ID [EX:12345] in the email subject to create the activity under a specific record.
- Email content is mapped automatically to activity fields:
- Email body to Activity Text
- Email Subject to Activity Subject
- Attachments to Activity Documents
- Activity Status is set to Completed
- Priority is set based on email priority flags
- Activity Types based on type of email (sent email, received email, meeting invite) as configured in Momentus Connect. This requires Enterprise version 2025.4 and higher.
Choose whose emails are synced:
- Only users who are specified in the integration configuration will have emails synced. Specify users by either selecting a role in the integration configuration or select individual email accounts.
- For the role, you can use an existing role (such as Sales Manager) or create a dedicated "Outlook Email Integration" role to assign to the relevant users.
- You can also filter out certain email domains, such as your organization domain. When all participants in an email thread belong to excluded domains, those communications are automatically filtered out, preventing internal communications from cluttering the activity feed.
The Outlook Email Integration is available to all Momentus Enterprise packages. Request access through Momentus Connect.
For more about the Outlook Email Integration see: