This article includes functionality released in the 2025.3 update and enhanced in the 2025.4 release.
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.
For emails to properly sync:
- The address the email was sent to must match the account or contact email in Enterprise. If the recipient does not have an account or contact with the same email address in Enterprise, the activity will not be created.
- The Enterprise user must have a Personnel Account linked to their Enterprise user, and the email address on their personnel account must match their Outlook email. To add a personnel account, see Manage Users in Momentus Payments.
In Outlook, draft an email or create the meeting invitation as usual:
- To add the email as an account or contact activity, ensure any recipients or meeting attendees have an account or contact with a matching email address in Momentus Enterprise. Emails will not sync with inactive accounts or contacts.
- To add the email to an event, event opportunity, or exhibitor, add the event, event opportunity, or exhibitor ID with prefix to the email/meeting subject in brackets:
- Events:
[12345] Meeting Follow-up - Event Opportunity:
[EO:12345] Proposal Discussion - Exhibitors:
[EX:12345] Booth Proposal Follow-Up
- Events:
- Notes:
- Emails cannot be synced to events with a status of 50 or above.
- Only Events, Event Opportunities, and Exhibitors are supported at this time; the first iteration of the integration is focused on sales and event planning. Be sure to send us feedback about other subjects you would like to use with the integration!
- Any attachments will be added to the activity's Documents tab.
- Once an email is synchronized as an activity, it remains in the system even if the original email is deleted from Outlook.
Send! An activity will be created on the associated account, contact, and event or event opportunity (if the ID was included in the subject). One activity is created, no matter how many recipients/attendees. Email information is mapped to the activity fields as below:
| Email Field | Activity Field | Notes |
|---|---|---|
| Email Body | Activity Text | Full email body |
| Email Subject | Activity Subject | Complete subject line |
| Send Time | Activity Due Date/Time | |
| Email Priority | Activity Priority | If the email is flagged, priority will be set to high |
| Attachments | Documents tab | All attachments will be included |
| Sender | Activity Recipient | |
| Recipients | Contact/Account Association | Linked to appropriate records |
| Status | Activity Status | The activity status will be set to Completed. This cannot be customized. |
| Email Signature | Not mapped | We do not include email signatures in the activity body or documents. |
| Based on type of email | Activity Type | Must be configured in Momentus Connect. Only available in Enterprise 2025.4 and higher. |
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.