Outlook + SalesCrew
Connect an Outlook or Microsoft 365 mailbox over IMAP and SMTP. Threads join the shared queue, replies send from your own address, and every message lands on the contact's timeline.
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- IMAP and SMTP, two-way
- Mix with Gmail and cPanel
- Credentials held in your vault
The short answer
- The mechanism is IMAP and SMTP against outlook.office365.com and smtp.office365.com, the same standard protocols any mail client uses.
- Microsoft 365 tenants that have disabled basic authentication need an alternative credential or an admin exception before an IMAP client can sign in. Check that before you plan a rollout, because it is the most common reason a connection fails.
- Once connected, an Outlook mailbox behaves like any other in SalesCrew: shared threads, snooze, SLA timers, AI drafts held in review, and suppression written from unsubscribes and bounces.
Mechanism
Each row names the actual connection method, not a category label.
| What | Mechanism | Direction | Objects | Status |
|---|---|---|---|---|
| Mailbox connection | IMAP (read) and SMTP (send) | Two-way | Threads, messages, drafts | Available |
| Thread to record | Matched on the sender or recipient address | Inbound | Contacts, companies, deals timeline | Available |
| Sending a reply | SMTP from the connected Outlook mailbox | Outbound | Messages, timeline | Available |
| Cadence sending | Native mailbox pool over SMTP with per-account caps and cooldowns | Outbound | Cadence steps, campaigns | Available |
| Suppression | Unsubscribe and bounce parsing on receipt | Inbound | Suppression entries | Available |
| Meetings | Bookings arrive from Calendly by webhook, or through meeting_create | Inbound | Meetings, timeline | Available |
Mechanisms read from the SalesCrew integration table, September 2026. Microsoft's own documentation is the authority on which authentication methods your tenant still allows.
Setup
The credential step is the one that varies by tenant. Everything else is the same as any mailbox.
- 1
Check IMAP is allowed
In Microsoft 365 admin, confirm IMAP is enabled for the mailbox and that your tenant permits the sign-in method you plan to use. This is a Microsoft setting.
- 2
Get the credential
A personal Outlook.com account with two-step verification uses an app password. A Microsoft 365 tenant may require an administrator to allow the connection.
- 3
Add the mailbox
Host outlook.office365.com on port 993 for IMAP and smtp.office365.com on port 587 for SMTP. Credentials go into your instance's Supabase Vault and are never shown again.
- 4
Sync and check the match rate
Run inbox_sync or press sync in the app. Threads attach to contacts by address; the ones that do not match are still readable and can be linked by hand.
- 5
Set classification rules
Regex rules label threads first, and an LLM fallback labels what they miss. Both are configuration, editable in the app or with inbox_category_upsert.
- 6
Leave the Inbox agent in review
It drafts, you approve. Guardrails hold sends to business hours and cap volume per mailbox and per domain per day.
Questions
- Our tenant blocks basic authentication. Can we still connect?
- Yes, once your administrator permits an IMAP and SMTP sign-in method for that mailbox. Test one mailbox before you plan the rollout.
- How do meetings reach SalesCrew?
- From Calendly's webhook, or created directly in the app or with the meeting_create tool. Either way the meeting lands on the contact's timeline.
- Can I mix Outlook and Gmail mailboxes?
- Yes. One instance can hold Gmail, Outlook and cPanel mailboxes at once, and the sender pool rotates across them with per-account daily caps and cooldown stamps.
- Where do the credentials live?
- In your own instance's Supabase Vault. Every client instance is a separate Supabase project, so one client's mailbox credentials are not stored beside another's.
Connect one Outlook mailbox and test the match rate
Fourteen days is long enough to see whether your threads land on the right records.
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