Connect Outlook

Part 1: Admin setup (one-time)

Required role: Admin or Owner

This section is for administrators only. It needs to be done once for the whole workspace. If your admin has already done this, skip to Part 2.

Before anyone on your team can connect their Outlook account, you need to register an application in the Azure Portal.

Step 1: Register a new application

1. Go to Azure Portal > Azure Active Directory > App registrations
2. Click New registration
3. Fill in:
   • Name: Bobby CRM
   • Supported account types: Accounts in any organizational directory and personal Microsoft accounts
   • Redirect URI: Select “Web” and enter:

     https://<your-crm-api-domain>/api/v1/email/accounts/outlook/callback

4. Click Register
5. Copy the Application (client) ID from the overview page

Step 2: Create a client secret

1. Go to Certificates & secrets > Client secrets
2. Click New client secret
3. Add a description (e.g., “Bobby CRM”) and set an expiry
4. Click Add
5. Copy the Value immediately (it won’t be shown again)

Step 3: Set API permissions

1. Go to API permissions > Add a permission > Microsoft Graph
2. Select Delegated permissions and add:
   • Mail.Read
   • Mail.Send
   • Mail.ReadWrite
   • User.Read
   • offline_access
3. Click Add permissions
4. Click Grant admin consent (requires Azure AD admin)

Step 4: Configure Bobby CRM

Add these to your CRM’s environment configuration:

OUTLOOK_CLIENT_ID=<your_client_id>
OUTLOOK_CLIENT_SECRET=<your_client_secret>
EMAIL_ENCRYPTION_KEY=<generated_key>

If you haven’t already created an encryption key (e.g., from Gmail setup), generate one:

python -c "from cryptography.fernet import Fernet; print(Fernet.generate_key().decode())"

Restart the CRM backend after updating the environment.

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Part 2: Connect your account

All roles

Every team member connects their own Outlook account individually.

1. Go to Settings > Email Settings
2. Click Connect Outlook
3. A Microsoft sign-in window opens — log in to your Outlook/Microsoft 365 account
4. Review the permissions and click Accept
5. You’ll be redirected back to Bobby CRM
6. Your Outlook account now appears under Connected Accounts

Sync your emails

• Click Sync Now on your connected account
• Bobby CRM fetches up to 100 messages per sync
• Emails are automatically linked to matching contacts and companies

Troubleshooting

Problem	Solution
”AADSTS65001: The user or administrator has not consented”	Ask your Azure AD admin to grant admin consent for the app permissions
Redirect URI mismatch error	Verify the redirect URI in Azure matches exactly — including trailing slashes
No emails appearing after sync	Check that contacts exist in the CRM with matching email addresses
”OAuth credentials not configured”	Ask your admin to complete Part 1