Microsoft 365 Integration — Synchronize Outlook emails and calendars

What is Microsoft 365 integration?

With Microsoft 365 integration, you can connect your Outlook account to Proyex and sync emails and calendar appointments directly to the CRM. This way, you have all your customer communications and appointments in one place—without having to switch between Outlook and Proyex.

Connect your Microsoft account

1. Open the integration settings in the CRM area.
2. Click Connect to Microsoft on the Microsoft Outlook card.
3. You’ll be redirected to the Microsoft sign-in page. Sign in with your Microsoft 365 business account.
4. Confirm the requested permissions (access to emails and calendar).
5. You will be redirected back to Proyex — the initial synchronization will start automatically and retrieve your emails from the last 12 months as well as your calendar.

Note for companies: Depending on your Microsoft 365 account settings, your IT administration may need to approve Proyex once. If a message such as “Your Microsoft administrator must first approve Proyex” appears when connecting, please contact your IT department briefly—once approved, the connection will work for everyone in the company.

Outlook — Emails in the CRM

After connecting, you’ll find your Outlook inbox in the Emails section of the CRM:

• Automatic assignment: Emails from people who exist as contacts in the CRM are automatically assigned to the contact and their deals and appear there in the activity overview.
• Reply & Send: You can reply to emails or compose new ones directly from Proyex—including attachments. Replies appear neatly in the same thread in Outlook, and sent emails land in your “Sent Items” folder as usual.
• Always up to date: New emails usually appear automatically in the CRM within about a minute.

Outlook Calendar — Sync Appointments

In the integration settings, you can select which of your Outlook calendars to sync. After that:

• Your Outlook appointments appear in the CRM calendar alongside your CRM activities.
• CRM activities of the types Call, Meeting, and Follow-up are automatically entered into your Outlook calendar.
• Synchronization works both ways: If you reschedule an appointment created this way in Outlook, the activity in Proyex updates. If you cancel it in Outlook, the activity is marked as completed. If you mark the activity as completed or delete it in Proyex, the appointment disappears from Outlook.

Google or Microsoft?

Each person in the same team can have one active email connection: either Google or Microsoft. If you want to switch, first disconnect the existing connection and then connect to the other provider. Your teammates decide independently—so within the same team, some can use Gmail and others can use Outlook. To learn how the Google connection works, read the article “Google Integration—Synchronize Emails and Calendars.”

Renew connection

Microsoft accesses may expire or be revoked by your IT administration. In that case, the integration card displays a notification with the "Reconnect" button—one click, log in once, and synchronization continues. Your existing data is preserved.

Disconnect

You can disconnect from Microsoft at any time in the integration settings. The synced emails will then be removed from Proyex. Your data in Outlook itself remains fully intact.

Permissions

Connecting and disconnecting the integration, as well as sending emails, requires the CRM Admin permission. To view the synced emails and appointments, the CRM View permission is sufficient.

Frequently Asked Questions

Which Microsoft accounts can I connect?

Microsoft 365 business accounts (work or school accounts). Personal outlook.com or hotmail accounts are not currently supported.

Can my teammates see my inbox?

The email overview shows each person only their own connected inbox. However, emails assigned to contacts or deals are visible to the entire team there—so everyone has the complete communication history with the customer.

Does Proyex make any changes to my Outlook inbox?

Proyex reads and sends emails on your behalf. No emails are deleted or moved in Outlook.

What happens when the connection is disconnected?

The synced emails are removed from Proyex. Your data in Outlook remains intact.

How many calendars can I sync?

You can select and sync as many of your Outlook calendars as you like.