# Microsoft Outlook + Krokul CRM

Yes. Krokul CRM integrates with Microsoft Outlook. Each user signs in with a Microsoft work account, and every Outlook conversation with a known contact appears on that contact and the open deal. Email written in the deal card goes out from the user’s own Outlook mailbox, and a shared mailbox such as sales@ can open new deals. The link runs through the Krokul app in Zapier, Make, n8n or Albato, or through Microsoft Graph and the Krokul API with webhooks.

**Status:** Via API and webhooks. **Automation platforms:** Zapier, Make, n8n, Albato.

## What your team gets

### Every client conversation on the deal

A client answers a proposal in Outlook. Microsoft Graph notifies Krokul about the new message, Krokul matches the sender and recipients with contacts, and the message joins the Outlook conversation thread in the deal timeline. Messages a manager sends from Outlook on a laptop arrive the same way from Sent Items.

### Send from the deal card through Outlook

The manager writes in the deal, attaches the invoice PDF and presses Send. Krokul sends the message through Microsoft Graph as that user, so the client sees a normal Outlook email from a personal address and the reply returns to the same conversation and the same deal.

### Outlook contacts on the manager’s phone

When someone adds a contact in Krokul, the connector creates the Outlook Contact in the mailbox of the responsible manager, so the phone shows the client name on an incoming call. Changes to the contact in Krokul update that Outlook Contact.

## What moves between Microsoft Outlook and Krokul

| Microsoft Outlook | Krokul | Direction | When |
|---|---|---|---|
| Message in Inbox from a known address | Email on the contact and the open deal | Outlook → Krokul | Graph change notification on messages |
| Message in Sent Items to a known address | Outgoing email on the deal | Outlook → Krokul | Graph change notification |
| Conversation (conversationId) | Email thread in the deal timeline | Outlook ↔ Krokul | Every new message in the conversation |
| Sent message from the user mailbox | Email written in the deal card | Krokul → Outlook | The user presses Send |
| Message in a shared mailbox from a new address | Contact and deal in the inbound pipeline | Outlook → Krokul | Graph change notification on the shared mailbox |
| Contact in the manager mailbox | Contact | Krokul → Outlook | A contact is created or changed in Krokul |

## How to connect today

### Krokul app in Zapier, Make, n8n or Albato

1. Add the Krokul app on the platform and authorise it with a Krokul API key.
2. Mail into Krokul: start from the Outlook trigger New Email in Personal Inbox, New Email in Shared Mailbox or New Email Matching Search, look up the sender with the Krokul contact search and add the message to the deal as an activity.
3. Mail out of Krokul: the Krokul trigger Document Created feeds the Outlook action Create Draft Email, so a manager reviews the letter before it leaves. Contact Created can feed the Outlook action Create Contact.

### Custom flow through the Krokul API and webhooks

1. Issue a Krokul API key whose scopes cover contacts, deals and activities.
2. Register a webhook for contact.created and document.created. Check the x-crm-signature header of every delivery against your secret.
3. Read Outlook messages through Microsoft Graph, match each address with contact/api-find and write the message to the deal with activity/api-create.
4. Keep the Outlook Contact ID on the Krokul contact with externalRef/api-upsert, so later changes reach the same record.

**Triggers:** New Email in Personal Inbox; New Email Matching Search; New Email in Shared Mailbox; New Flagged Email; New Contact.

**Actions:** Send Email; Create Draft Email; Reply to Email; Create Contact; Find Contacts.

### For integrators

The connector stores each Microsoft token encrypted and renews Graph subscriptions before they lapse. For your own service, the Krokul public API finds a contact by email or phone, adds activities to deals and sends eleven signed webhook events with a delivery log and replay. A sandbox company with an API key is available for tests.

[API documentation](https://app.krokul.com/api/v1/docs)

## Questions and answers

### Does Krokul CRM integrate with Microsoft Outlook?

Yes. Krokul integrates with Microsoft Outlook through the Krokul app in Zapier, Make, n8n and Albato, and through its API and webhooks.

### Does it work with a shared mailbox?

Yes. Krokul watches shared mailboxes you choose and creates contacts and deals from new requests in the pipeline you set.

### Which Microsoft accounts are supported?

Work and school accounts in Microsoft 365 with Exchange Online. An organisation administrator can approve the Krokul app once for all users in Microsoft Entra.

### Do colleagues see my whole mailbox?

No. Colleagues see only conversations linked to contacts and deals they can open in Krokul.

## Limits

The mailbox stays in Outlook and Exchange Online. Krokul keeps only the client conversations it links to contacts and deals. Microsoft Graph subscriptions on mail expire within days, so the connector renews them on its own and catches up with a delta query after any pause.

## Related services

- [Outlook Calendar](https://krokul.com/en/integrations/outlook-calendar/index.md)
- [Microsoft Teams](https://krokul.com/en/integrations/microsoft-teams/index.md)
- [Gmail](https://krokul.com/en/integrations/gmail/index.md)
- [OneDrive and SharePoint](https://krokul.com/en/integrations/onedrive-sharepoint/index.md)
- [Microsoft Excel](https://krokul.com/en/integrations/microsoft-excel/index.md)

[Email and calendar](https://krokul.com/en/integrations/category/email-calendar/index.md)

Microsoft Outlook is a trademark of Microsoft Corporation. Krokul is not affiliated with Microsoft.

Updated: 2026-10-12

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App: https://app.krokul.com/ · API: https://app.krokul.com/api/v1/docs