Connect Microsoft 365 (Outlook mail + Calendar)

Connect your Microsoft 365 account once and NextCRM keeps every lead's email history and meetings up to date: emails you exchange with leads in Outlook appear on the lead, meetings with leads in your Outlook calendar become lead meetings, and meetings you plan in NextCRM show up in your calendar. This connection is separate from signing in with Microsoft.

What NextCRM syncs

• Emails with your leads only. NextCRM asks Microsoft only for messages in which an email address of a lead or contact in your workspace takes part (optionally also anyone at a B2B lead's company domain). Each email is stored on the matching lead with sender, recipients, subject, date, text and attachment names, and the lead timeline shows "Email received via Outlook" or "Email sent via Outlook".
• Attachments on demand. Attachments stay in Outlook until someone clicks them on the lead.
• Calendar events with leads. Events that have a lead as attendee are imported as lead meetings. Meetings you create in NextCRM are added to your Outlook calendar with a link back to the lead; the lead is invited only if you tick Invite lead.
• Busy time. All other events are only used as busy blocks (start and end, no title) so NextCRM and Lora can suggest free times.
• Lora suggestions. For new emails from leads, Lora can write a short summary and suggest a reply, a task or a stage. Nothing changes until you click.

What NextCRM never reads

• Emails that do not involve one of your leads are never requested from Microsoft, never downloaded and never stored.
• Newsletters, mailing lists, no-reply senders, automatic replies and meeting requests are skipped even when they come from a lead. You can change these filters per account.
• Titles, descriptions and attendees of events without a lead are never stored.
• Your Microsoft password is never seen by NextCRM. Access tokens are encrypted and never shown to anyone, including workspace admins.

Note: Workspace admins only see emails that belong to leads, like every other lead activity. They never see your mailbox, your other emails or your tokens.

Where to get each value

There is nothing to copy or paste: you only choose Email, Calendar or both, click Connect Microsoft 365 and allow the access at Microsoft 365. NextCRM never asks for your password or an app password.

For the NextCRM platform administrator (self-hosted installations only): the connection uses one OAuth client of the platform. Register it in the Microsoft Entra admin center > App registrations > New registration (https://entra.microsoft.com, guide: https://learn.microsoft.com/en-us/entra/identity-platform/quickstart-register-app), add the Web redirect URI https://<your NextCRM address>/api/integrations/oauth/callback/microsoft, create a client secret under Certificates & secrets, add the delegated Microsoft Graph permissions Mail.Read, Calendars.ReadWrite, User.Read and offline_access, and set MICROSOFT_CLIENT_ID and MICROSOFT_CLIENT_SECRET on the server.

Connect your Microsoft account

1. Open Profile > Connections (open Profile) in the workspace the emails should go to. You can also open Settings in the profile card menu and click the card Mailbox & calendar.
2. In Microsoft 365 (Outlook mail + Calendar), choose Email, Calendar or both and click Connect Microsoft 365.
3. Sign in with your work or personal Microsoft account and accept the permissions (read your mail, read and write your calendars, keep access).
4. Back in NextCRM the account shows Active and the first sync starts. It covers the last 30 days by default; new emails follow about every 5 minutes.

A mailbox syncs into exactly one workspace. To use it in another workspace, disconnect it first and connect it there.

Settings

Click Settings on the connected account to change:

• Sync emails since: how far back emails are fetched (at most one year).
• Exclude Outlook folders: folders whose emails are never synced, for example Private.
• Also match company domains, Fetch earlier emails of new leads and Lora summaries and next steps.
• Skip automated mail: the newsletter, no-reply, invitation and auto-reply filters.
• Working hours and Invite the lead by default for meetings.

Use Pause sync to stop syncing for a while and Sync now to sync immediately.

Disconnect

1. Open Profile > Connections and click Disconnect on the account.
2. Confirm. NextCRM deletes the stored tokens and stops all syncing.
3. Choose whether the emails already synced should stay on the leads (Keep emails) or be removed (Remove synced emails). Emails sent from NextCRM are never removed.

Microsoft has no way for an app to withdraw its own permission, so also remove NextCRM in your account: work accounts at https://myapplications.microsoft.com (or ask your admin), personal accounts at https://account.live.com/consent/Manage.

Notes for Microsoft 365 admins

• NextCRM uses the delegated Microsoft Graph permissions Mail.Read, Calendars.ReadWrite, User.Read and offline_access. Sign-in with Microsoft only uses your name and email address.
• In many tenants users may not consent to mail and calendar permissions themselves. An admin (Cloud Application Administrator or Application Administrator) can grant consent once for the whole organization in the Microsoft Entra admin center under Enterprise applications > NextCRM > Permissions > Grant admin consent. See https://learn.microsoft.com/en-us/entra/identity/enterprise-apps/grant-admin-consent
• If the "Need admin approval" screen appears, the tenant's consent policy requires an admin. Nothing was synced.

Warning: "Need admin approval" or error AADSTS65001 means your Microsoft 365 admin has to approve NextCRM first. After the admin consented, click Connect Microsoft 365 again.

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