The Outlook 365 integration connects your company's Microsoft 365 (Exchange Online) calendars and mailboxes to Four/Four. Calendar lets the notetaker find and join your team's meetings; Mail imports customer email threads as conversations. Connecting Outlook Calendar also enables single sign-on with Microsoft Entra ID. Four/Four only reads calendars and mail and never changes or sends anything.
How access is granted
A Microsoft administrator grants admin consent once for your whole Microsoft 365 organisation. Four/Four then reads each user's calendar or mailbox on their behalf, so individual users approve nothing. Outlook Calendar and Outlook Mail are separate cards under Productivity services, each approved separately. Every active Four/Four user with a matching Microsoft 365 account is synced.
Connect Outlook
You need a Microsoft 365 administrator who can grant admin consent. For Mail, connect your CRM first and let its initial sync finish, and check that Internal email domains are set under Settings > Company so your own domain is not treated as a customer.
Go to Settings > Connections and find Outlook Calendar and Outlook Mail under Productivity services.
Click Connect on the card you want. You are taken to Microsoft.
Sign in as a Microsoft 365 administrator and approve the permissions request for your organisation.
Repeat for the other card if you want both.
Calendar
Four/Four syncs each user's main calendar (only one per user), from the last 2 days to the next 14 days.
Changes are picked up through change notifications. Calendars are also re-checked every two hours, with a full refresh every two to three days.
Notetaker modes
If your plan includes the notetaker, each user chooses how it joins meetings, in their profile settings. New users are asked for their preference when invited.
Mode | Behaviour |
Manual | Joins only meetings where you invited [email protected]. |
Organizer | Auto-joins external meetings you organised. Four/Four recognises which meetings have outside guests. |
All external meetings | Joins any external meeting you are invited to, including those set up by customers. |
Four/Four joins only meetings with external participants unless you request otherwise. For a one-off meeting, invite [email protected] or use a join link at any time.
Frequency: mailboxes are checked every hour. The first sync goes back 90 days; after that only new messages are read.
Folders skipped: Drafts, Sent Items, Deleted Items, Junk Email, Outbox and Conversation History. Your Inbox and other top-level folders are read; subfolders nested inside other folders are not. Because Sent Items is skipped, a thread is picked up from the messages received in other folders.
Only customer emails are kept. A message is imported only when someone outside your company is on it (sender, To, Cc or Bcc) and that person matches a lead in your CRM, or a contact in your CRM who belongs to an account. Internal-only messages and people not found in your CRM are ignored, and internal email domains are not counted as external people.
Automated email is skipped: out-of-office replies, bounces, mailing lists and no-reply senders.
Threads are combined into one email conversation.
CRM dependency: email is imported only once a CRM is connected and its first sync has finished.
Sign in with Microsoft
Once Outlook Calendar is connected, Microsoft is offered as a sign-in option to everyone in your team. The sign-in page offers Microsoft together with an email sign-in link; password sign-in is offered only to teams with no single sign-on method connected.
Troubleshooting
Authentication failed: Microsoft no longer accepts the admin consent, for example because the app was removed or consent revoked in Microsoft Entra. Click Disconnect, then Connect and ask your Microsoft administrator to approve again.
Setup error: setup did not finish. Click Connect to run it again.
Authentication error banner at the top of Connections: Microsoft returned an error during consent, and the banner shows its message. A common cause is signing in with an account that cannot grant admin consent.
One user's meetings or email are missing: they must be an active Four/Four user whose email address matches a mailbox in your Microsoft 365 organisation.
No emails appearing: check your CRM is connected and has finished its first sync, that the email is not only in a skipped folder, and that the people on it exist in your CRM.
Permissions
Connecting Outlook Calendar or Outlook Mail requires the Manage connections permission, which is normally held by admins.