Connect Outlook / Microsoft 365

Connect an Outlook.com or Microsoft 365 work mailbox with Microsoft sign-in. Prosyo sends your email steps from it and syncs replies into your Inbox.

Who can connect one#

Gmail and Outlook connect on a paid plan with an email seat, or with an extra LinkedIn/email seat:

• Multichannel: your plan's email seat. It holds one mailbox, Gmail/Outlook or SMTP/IMAP, whichever you connect.
• Agency / Team: one email seat per billed seat, each holding one mailbox.
• Enterprise and Penny SDR All-in: the plan's email seats.
• Extra LinkedIn/email seats, bought on Settings → Billing on Multichannel, Agency / Team and AppSumo plans. Each one holds a Gmail/Outlook mailbox or a LinkedIn account. (AppSumo tiers 5 and 6 include Gmail/Outlook for the first 30 days.)

Starter and the Starter trial don't include Gmail/Outlook. During the trial you can use its one custom SMTP/IMAP mailbox instead. Paid Starter is LinkedIn-only.

Owners, admins and members can connect an Outlook account. Owners and admins see every account. Members and viewers see only their own: the accounts they connected or that were assigned to them. Viewers can't connect or change accounts.

Connect#

1. Go to Settings → Accounts.
2. In the Gmail / Outlook card, click Connect account (or Connect another mailbox if you already have one), then choose Outlook in the connection window.
3. Sign in with the Microsoft account you want to send from.
4. Review the permissions and click Accept.
5. You're returned to Settings → Accounts. The mailbox shows Connecting, then Healthy.

If the card shows Purchase extra seat instead, your email seats are all in use (an SMTP/IMAP mailbox uses one too). Upgrade to unlock means your plan has no email seat, and Choose a plan means the workspace has no paid plan right now (for example a trial without autopay, or a plan that has ended).

Personal Outlook.com, Hotmail and Live accounts usually connect straight away. Work and school accounts may need an admin to approve the app first, as described below. If you cancel or the sign-in fails, Settings → Accounts says "Your mailbox wasn't connected". Fix the cause below, then try again.

Error: "Need admin approval"#

Most Microsoft 365 organizations only let admins approve apps that read and send mail. If yours does, you'll see a screen like this instead of the permission prompt:

Need admin approval [App name] needs permission to access resources in your organization that only an admin can grant. Please ask an admin to grant permission to this app before you can use it.

You may also see an error code:

Before you close the error, write down:

1. The app name shown on the screen.
2. The Application (client) ID. Click Show details or Having trouble? → Details on the Microsoft screen to see it.

Your admin needs these to find the app.

Option A: Ask for approval from the error screen#

If the screen shows a Request approval button, fill in why you need it (for example "Sales outreach via Prosyo") and click Request approval. Your admin gets an email. Once they approve it, go back to Prosyo and click Connect account → Outlook again.

Option B: Your admin grants consent in Microsoft Entra#

A Global Administrator, Cloud Application Administrator or Application Administrator does this:

1. Trigger the app once. Ask the user to try connecting in Prosyo so the app is registered in your tenant. Or the admin can try connecting themselves.
2. Sign in to the Microsoft Entra admin center at https://entra.microsoft.com.
3. Go to Identity → Applications → Enterprise applications → All applications (in newer versions of the admin center: Entra ID → Enterprise apps).
4. Search for the app name or Application (client) ID from the error message and open it.
5. Go to Security → Permissions.
6. Click Grant admin consent for [your organization].
7. Sign in with the admin account and click Accept.
8. Ask the user to go back to Prosyo and click Connect account → Outlook again.

If the app doesn't appear in step 4, the admin can sign in to Prosyo, start the Outlook connection themselves, and tick Consent on behalf of your organization on the permission screen before clicking Accept.

Option C: Allow users to consent to this kind of app#

If your organization wants users to connect approved mail apps on their own:

1. In Microsoft Entra admin center, go to Identity → Applications → Enterprise applications → Consent and permissions → User consent settings (in newer versions of the admin center: Entra ID → Enterprise apps → Consent and permissions → User consent settings).
2. Choose Allow user consent for apps from verified publishers, for selected permissions (or the policy your security team prefers).

This is an organization-wide change. Most teams should use Option B instead.

Still blocked after consent?#

Alternative: connect with SMTP/IMAP#

If your organization won't approve the app, a custom SMTP/IMAP mailbox works only if your admin still allows password sign-in for IMAP and SMTP on that mailbox. Most Microsoft 365 organizations can't.

Good habits#

• Warm up a new mailbox: start near 25 emails per day.
• Make sure SPF, DKIM and DMARC are set for your domain. In Microsoft 365, DKIM is under Microsoft Defender → Email & collaboration → Policies → Email authentication settings.

Disconnect#

An owner or admin clicks Disconnect next to the mailbox on Settings → Accounts. Campaigns that send from it move their prospects to another email account selected in the campaign, or pause until you choose one. Conversations already in your Inbox are kept. You can also remove access at https://myapps.microsoft.com or https://account.live.com/consent/Manage for personal accounts.

When your plan ends, Prosyo disconnects Outlook mailboxes. After you renew, connect them again. See When your plan ends.