Most teams using monday.com and Outlook together still switch between the two manually. A project status changes in monday.com, someone opens Outlook to notify the client. A deadline is updated, someone manually creates a calendar invite. A sales rep finishes a call and switches to Outlook to log the thread. Every one of those manual steps is an opportunity for something to be forgotten, done inconsistently, or simply not done at all.
The Microsoft 365 SharePoint & Outlook integration connects monday.com directly to Outlook — the same app that handles your SharePoint automation and document generation also automates your email and calendar workflows. There is no separate Outlook add-in to install and no different authentication to set up. It runs on monday.com's own hosting infrastructure (SOC 2 and ISO 27001 certified, GDPR and HIPAA compliant), and your Microsoft 365 permissions are respected throughout.
What the Outlook integration can do
At a practical level, the integration gives monday.com automations and workflows four Outlook capabilities:
- Send emails from Outlook — triggered from a board automation or workflow, with To, Cc, Bcc support and multi-line body content; sends from a real Outlook mailbox rather than a monday.com system address
- Send emails with iCalendar invites — attach a calendar invite directly to an outbound email so recipients can add the event to any calendar client (Outlook, Google Calendar, Apple Calendar)
- Create and update calendar events — create events in personal Outlook calendars or group/shared team calendars, triggered by status changes, date columns, or any other monday.com event; update or delete events when the item changes
- Import Outlook emails into monday CRM — pull email threads from any Outlook mailbox into the Emails & Activities feature, so the full client conversation lives alongside the board item
Each of these is implemented as a workflow block — a discrete action you attach to a trigger in the automation builder or workflow editor.
Sending emails from monday.com via Outlook
The core use case is straightforward: a trigger fires in monday.com — an item is created, a status changes, a date arrives — and an Outlook email is sent automatically. The email is sent from the Outlook account you authenticate with, which means it arrives from a real email address your recipients recognise, with full deliverability and reply-to behaviour.
Where the integration goes further than monday.com's native email automation is in the fields it supports. The Cc and Bcc fields are available, which the built-in monday.com send-email block does not provide. The To field, Cc, Bcc, Subject, and Body can all be populated with static text or dynamic values from monday.com columns — so an email to a client can be addressed to whatever email address is in the board's Email column, with a subject line that includes the item name and a body that includes relevant column values.
The body field supports multi-line content: pressing Enter inside it expands it to a multi-line input, so you can compose a properly formatted email rather than a single line. Emails can be sent via personal mailboxes or shared mailboxes that the authenticated Microsoft 365 account has access to.
→ Send Email with Outlook — full docs
Sending meeting invitations with iCalendar
The Send Email with iCalendar Invite block combines outbound email with an attached calendar invitation in the iCalendar format (.ics). When the recipient receives the email, they can accept the invite and the event is added directly to their own calendar — whether they use Outlook, Google Calendar, or Apple Calendar.
This is distinct from creating a calendar event directly in the recipient's Outlook calendar (which requires access to their calendar). The iCalendar approach works regardless of what calendar system the recipient uses, because the invite is delivered as an email attachment that any calendar client can handle. The confirmed results across both Outlook and Gmail are documented in the integration's help documentation.
One important behaviour to be aware of: the sender does not receive a calendar invite in their own calendar. The block sends the invite to the recipient only. If you also need an event in the sender's calendar, you would combine this block with the personal calendar block described below.
Practical applications include automating client meeting confirmations, sending interview invites to candidates when an item status changes to "Shortlisted", or dispatching event reminders when a date column reaches a set value.
→ Send Email with iCalendar Invite — full docs
Creating and managing Outlook calendar events
Personal calendars
The Create event in personal calendar block creates and updates events in Outlook personal calendars. You can target any calendar the authenticated user owns or has write access to. Calendars you own are listed first in the picker; calendars owned by others but writable by you are listed second, prefixed with ˣ to distinguish them. If the date column used for the event has no time associated, the event is automatically created as an all-day event.
The block supports three behaviours if an event already exists for the item: do nothing, create an additional event, or update the existing event. Updating the existing event is typically the right choice — it preserves the original meeting ID, keeps attendee accept/decline status intact, and sends only a minimal update notification rather than cancelling and resending the invite. Creating a new event and deleting the old one is the high-disruption path: attendees receive a cancellation and a brand-new invite, their tracking status resets, and any notes they added to the original meeting entry are lost.
→ Create event in personal calendar — full docs
Group calendars
The Create event in group calendar block works the same way but targets group calendars — shared team or resource calendars — rather than personal ones. This is useful for team schedules, resource booking, or any situation where the event should appear on a shared calendar visible to a group of people rather than an individual's personal calendar.
→ Create event in group calendar — full docs
Deleting calendar events
The Delete calendar events for item block removes all calendar events — across both personal and group calendars — that are associated with a monday.com item. This is designed for clean lifecycle management: when a project is cancelled, a deal is lost, or a meeting is no longer relevant, triggering this block on a status change ensures the calendar is cleaned up automatically without anyone needing to open Outlook.
→ Delete calendar events for item — full docs
Importing Outlook emails into monday CRM
The Import Outlook emails into activities block is the monday CRM use case: it pulls email threads from an Outlook mailbox into the Emails & Activities feature on a board item. The imported emails appear in the correct chronological order, with the exact date and time each email was sent preserved.
The block is idempotent — running it multiple times will not create duplicate activities. Only emails that have not previously been imported are added, so you can trigger it on a schedule or on status change without worrying about the CRM filling with duplicates. A configurable start date lets you filter which emails to import, so you can start fresh from the point the deal was opened rather than pulling in months of prior history.
This is particularly useful for shared mailboxes: emails received by a generic sales or support inbox can be imported into the relevant CRM item and made visible to the whole team, even for team members who don't have direct access to that Outlook mailbox. The email history also persists in monday CRM after the team member who handled it departs — no institutional knowledge is lost when someone leaves.
→ Import Outlook emails into activities — full docs
How authentication works
All Outlook blocks authenticate via the same Microsoft 365 credentials mechanism used for SharePoint automation. You connect once, and the credential can be reused across any automation or workflow on any board. Credentials can be scoped to individual users or set up as shared team credentials — useful for shared mailboxes, group calendars, or team-wide automation that should run from a consistent sender.
The app uses OAuth 2.0 with delegated permissions — the same standard your organisation's IT team will recognise from any other Microsoft 365 integration. No passwords are stored; tokens are issued and managed by Microsoft. An IT admin approves the app permissions once via the Microsoft admin consent flow, and individual users then authorise their own accounts without IT involvement.
→ Workflow Credentials — full docs
The Outlook integration is part of a broader Microsoft 365 app
If you found this page looking specifically for Outlook, it is worth knowing that the email and calendar automation described here is part of a single app that also handles SharePoint folder creation, document generation, file sync, Excel import/export, and Microsoft 365 file embedding in monday.com. There is no separate app to install for each capability — one install, one authentication, all Microsoft 365 automation.
The full picture of what the integration covers is in the complete guide to Microsoft 365 SharePoint integration with monday.com. The product page at /products/microsoft-365-sharepoint/ has pricing details and a free plan for teams up to 2 seats.
