About the Microsoft Outlook Integration

This article gives an overview of the Microsoft Outlook integration for Alpine.

Linked Articles:

Connect Your Microsoft Outlook Account to Alpine

Sync Emails from Microsoft Outlook into Alpine

About

With the Microsoft Outlook integration, you can automatically log emails from your inbox to your Alpine database. You can also set up filter rules to make sure that sensitive emails are not recorded.

How it works

On a nightly basis, Alpine will pull all emails from Outlook since the last time it synced—meaning that Alpine will be at most only 24 hours behind the latest data within Microsoft Outlook. Emails synced from Microsoft Outlook are recorded in the Constituent profile as an Action.

Emails will show:

Who the email was From
Who the email was To
The Body of the email message
The Action date - the date the email was sent/received

What happens when emails are synced?

Sent Emails

Emails will only sync if both the Alpine Admin sending the email and the Constituent receiving the emails are found in the database. Email recipients are defined as anyone in the To, CC, or BCC fields. Outgoing emails to anyone in those three fields will have that email recorded as an Action in their Constituent profile.

This means that one email in the Microsoft Outlook Sent Items folder could equal 2–3 Email Sent Actions created in Alpine across multiple Constituent profiles.

Received Emails

Emails received in Microsoft Outlook also show up in a Constituent profile based on the email address in the From field.

The following folders will be ignored and not synced into Alpine: Conversation History, Drafts, Junk Email, Outbox, RSS Feeds, and Sync Issues.

What happens if I send an email to someone that does not already have a Constituent profile in Alpine?

The Outlook integration will only sync emails if both the Alpine Admin sending the email and the Constituent receiving the email already exist in the Alpine database. The email address in the Constituent profile must match the email address in Outlook since this is how the two systems verify that it is the same person.

If you send an email to someone who does not already have a profile in Alpine, then that email will not be logged. If you receive an email from someone that does not already exist in Alpine, then that email will not be logged.

What happens if I BCC someone on an email in Outlook?

If you BCC an existing Constituent on an email in Outlook, that email will be logged in the Constituent’s profile as an Email Action with the date it was sent, who sent it, and the contents of the email.

What happens if I respond to an email in Outlook?

If you respond to an email in Outlook and the receiver already exists in the Alpine database, your email response will be logged on both your profile and the recipient's profile. Email responses will appear as Email Actions in a Constituent profile.

Will outgoing emails that have attachments also be logged in Alpine?

Yes, email attachments will be attached to the Email Sent Action in Alpine.

Do I need to use any specific keywords to make sure that my emails are synced?

Your Administrator should set up subject line keywords when Outlook is connected to Alpine. Please refer to your Administrator on what keywords should be used in your email subject lines to ensure that emails are successfully logged into the database.