Outlook Integration - Setup Guide
Connect your Outlook mailbox to Civic IQ in minutes.
When you connect Outlook to Civic IQ, you authorize the connection once through Microsoft. This lets Civic IQ send emails on your behalf, from your own mailbox, using your sender name. We never see or store your password, and you can disconnect at any time.
Your credentials are never shared with or stored by Civic IQ. The connection uses Microsoft's standard OAuth2 authorization — the same method used by tools like Salesforce and HubSpot. You can revoke access at any time from within Civic IQ or directly in your Microsoft account.
For Users: Connecting Your Account
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Go to Settings In Civic IQ, navigate to Settings → Integrations → Email → Outlook.
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Check if admin approval is needed If your organization requires it, you'll see a dialog with a Microsoft Admin Consent link. Copy it and send it to your IT administrator. This is a one-time action for your whole organization.
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Connect your account Once approval is in place (or if it isn't required), click Connect Account, sign in with your work account, and accept the requested permissions.
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Send a test email The account will show as connected. Send yourself a test email to confirm everything works end to end.
The account you connect must have a working Outlook / Exchange Online mailbox. If it doesn't, connecting will appear to succeed but sending will fail. See the troubleshooting table below if this happens.
For IT Administrators: One-Time Setup
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Grant admin consent Open the Microsoft Admin Consent link shared by your user and approve the Civic IQ application for your organization. This authorizes the delegated permissions org-wide so individual users don't each hit a consent prompt. One-time action.
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Ensure the user has an Exchange Online mailbox The connected account must have a Microsoft 365 license that includes Exchange Online (e.g. Business Basic/Standard/Premium, or Enterprise E1/E3/E5). Accounts that are unlicensed, on-premises only, or are non-mailbox identities can sign in but cannot send.
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Check access policies if sending still fails Confirm no Conditional Access policy or mailbox application access policy is blocking Civic IQ for the affected user.
Once admin consent and licensing are confirmed, any user in your organization can connect without further administrator action.
Permissions Requested
All permissions are delegated — they apply only to the connected user's own mailbox and calendar.
| Permission | Why it's needed |
|---|---|
| Send mail | Send sequence and outreach emails from your mailbox |
| Read/write mail | Detect replies and keep sequence status accurate |
| Read/write calendar | Create and manage meetings booked through Civic IQ |
| Read user profile | Identify which mailbox is connected and show the correct sender name |
| Offline access | Refresh access automatically so you aren't repeatedly asked to sign in |
Troubleshooting
| Symptom | Likely Cause | Fix |
|---|---|---|
| Connect succeeds, but test email fails | No Exchange Online mailbox on the account | Assign a Microsoft 365 license that includes Exchange Online, or connect a mailbox-enabled account |
| Stuck on consent screen | App not yet admin-approved | Admin opens the Microsoft Admin Consent link and approves it |
| Worked before, then stopped | License removed or new Conditional Access policy | Restore the license or review Conditional Access policies |
| Repeatedly asked to reconnect | Access was revoked or refresh failed | Reconnect the account; if it recurs, check org policies limiting token lifetime |
Questions? Reply to your onboarding email or reach out to [email protected] and we'll help you get connected.