Outlook Integration: Send Lead Emails From Your Inbox

If your team runs on Microsoft, your conference follow-up should too. Conference Hero sends every lead-facing email from the rep's own connected Outlook or Microsoft 365 mailbox, so the prospect hears from a person and replies come back where you will see them.

Connect your own mailbox

Each user connects their Outlook or Microsoft 365 account with OAuth from the integrations page. You authorize your own mailbox - no shared alias, no admin ticket - and it is ready to send. Every team member connects individually and sends as themselves.

Emails send as you, replies come back to you

Send a follow-up or a one-to-one lead email and it goes out through your Outlook. It lands in your Sent folder, threads normally, and replies come straight back to your inbox instead of a platform catch-all. To the prospect it reads as an ordinary email from the person they met at the booth.

Deliverability, handled

Sending real volume from any mailbox needs pacing, or deliverability suffers. The integration manages it:

• Warm-up ramps a newly connected inbox gradually over its first ten days, so a fresh mailbox does not spike to a hundred sends overnight.
• Business hours can keep emails inside your working day in your timezone.
• Staggering spaces sends out at natural intervals rather than one deterministic burst.

Limits are per user, so each connected mailbox carries its own capacity - a team of five is not sharing a single cap.

Why a real inbox beats a platform address

A prospect who gets mail from a noreply address knows it came from a machine, and treats it accordingly. Mail from the rep they met, in a normal thread they can reply to, gets read and answered. Sending through your own Outlook also keeps follow-up where the rest of your work email lives: searchable in your mailbox, visible next to the reply, consistent with how you already correspond. No shared alias to babysit and no reply lost to a catch-all nobody owns.

Your Outlook calendar, too

Connect your Outlook calendar under My Calendar and meetings you schedule with leads send a real Outlook invite from you. Your booking link offers only the times your calendar shows as free, and when a lead accepts or declines, their reply shows up on the meeting. Admins can also sync the team's meetings, booth shifts, and sessions into a shared Outlook calendar. Each person connects one mailbox and one calendar, so a Microsoft team can run entirely on Microsoft.

The same follow-up flow, on Microsoft

AI follow-up campaigns work identically whichever provider you use: each rep reviews their own AI drafts, then sends from their own Outlook. The morning-after batch goes out from real people, on the mail platform your company already runs, each email an ordinary message a prospect can just reply to. On Google instead? The Gmail integration is the same story - connect the mailbox, and follow-up sends as the person who had the conversation.

For setup steps, see the integrations help articles. Ready to connect? Start free or see pricing.