Email integration Outlook Extension

[zkuun8]

Hi,

I'm trying to configure my emails in EspoCRM but I'm encountering issues.

1. I'm using the Outlook integration extension.
2. I'm working with an "organization" in Outlook 365 that includes two users.
3. In this organization, I also have shared email addresses (e.g., no-reply@....).
4. In my other apps (other than EspoCRM), I managed to configure email sending (so it's working there).
5. Currently, in EspoCRM, I have successfully set up the emails for my two users, but I can't get the shared email address (shared at the Office level, not linked to a specific user) to work.

Is this a limitation? Does an email address necessarily need to have a Microsoft user account to authenticate via OAuth?

[victor]

Hi zkuun8,

There is already a topic on the forum about setting up Shared Email for Outlook: https://forum.espocrm.com/forum/exte...tion-extension.

[item]

Hi @victor,

do you think there can be a "mistake? issue?" when the user have :
- all microsoft account, in computer (windows, live, hotmail, ..) opened or active in computer or web browser ?

Sample :
- computer have "abc@live.com" account,
- user have "myprivate@hotmail.com" account

and espoCrm have :
- "user@domain.com" as professional account on Office365

I think, there are a potential issue with "token" or "?" or "OAuth?".

Just my 2 cent question.

[victor]

@item,

I honestly didn't understand your question and how it relates to Outlook Shared Email setup.

[zkuun8]

For the tutorial a paid license is required, so that is not a real "shared mailbox". It is generally possible to use a real "shared mailbox" with O365, without a additional paid licence.
You have to login to Espo with a working (Microsoft licenced) account and connect that one to the shared (Espo-group) mailbox.

The SMTP Login is the account from the Microsoft licenced one (that is not the shared E-Mail) Best way should be to login with a privacy Browsertab and login to the paid licenced account to Microsoft.
The IMAP Login is the shared E-Mail box adress, that the correct Mailbox is checked. Works only with empty password at EspoCRM.

Disadvantage is that the E-Mail send from Espo via the Group-Mailbox are placed in "Sended objects" to the Microsoft licenced account.
To place the send E-Mails to the right Mailbox we programed a cronjob via a python script and Microsoft EWS to move the E-Mails to the correct shared mailbox send objects.

I feel this workaround a bit strange and don't understand why we need to send item in SMTP using paid licence account. I mean, with Powershell, , I'm able to send email in Oauth (with a free shared email account) without the need to use the SMTP from a paid licence account.
My question is : do you plan to modify this point in a near future? or are you ok with this process?

The other point I wonder about is the security :
- the paid account licence is my main email adress, with very critical datas.
- the shareemail is designed to be used by all my EspoCRM users.
- as we said the shared email needs an SMTP configuration using my main email adress (paid account licence).
I wonder if any of these users could hack my main email adresse (paid licence) which used for sending mail, or to read my sent email ?

Last point : I don't really undestand this part :

Best way should be to login with a privacy Browsertab and login to the paid licenced account to Microsoft.

[eeeessseee]

Hi,
I'm setting up the Outlook integration (Outlook 365, IMAP outlook.office365.com:993 SSL, OAuth connected) and I'd appreciate a short manual.
Goal: I don't want all incoming mail imported. I want users to manually move selected emails into a dedicated "CRM" folder in Outlook, and have EspoCRM fetch only that folder — ignoring INBOX entirely.
A few questions:

1. Is it enough to set Monitored Folders to only CRM (removing INBOX)? Should the name be CRM, INBOX/CRM, or the full IMAP path?
2. For this manual-move workflow, do you recommend a Personal or Group Email Account to keep emails isolated from unintended users?
3. With OAuth connected, do I still need the IMAP username/password, or does fetching run through the Graph/OAuth connection?
4. Does Fetch Since filter by the email's date or by when it was moved into the folder.

In short: what's the recommended config so that only emails filed into the "CRM" folder get imported?

Thanks in advance!

[victor]

Hieeeessseee,

To resolve your request, I suggest the following:

1. Create a Private Email Account and select the desired Fetch Since (this option is based on the date of creation of the email on the Outlook side or some other service). But create this Private Email Account immediately with the status "Inactive". This is important, because during creation you will not be able to connect immediately, and the Inbox folder will be selected by default.
2. Add the email address of his Private Email Account to the profile of the User who will use this Private Email Account.
3. Check the correctness of the settings for IMAP connection and let this User connect. After connecting in edit mode in the IMAP tab, let him select the desired folder, as in the screenshot below.



After completing the steps, here's how it will work:
- An email arrives at the email address, but EspoCRM will not fetch it until the user moves the email to the "crm for" folder on the Outlook side.
- After that, the email will be created in EspoCRM and will be displayed for your User in the Inbox and the All folders (on Espo side).

If necessary, you can create a Private Email Folder + Email Filter, which will redirect this email to a specific Private Email Folder. And the new email will not be displayed in the Inbox folder (on Espo side), but will be displayed in the All folder and in the Private Email Folder (on Espo side).