Gmail and Outlook integration

Connect your Gmail or Microsoft Outlook account to send and receive emails directly within OneSuite 

Overview  #

OneSuite’s Email Inbox integration allows you to connect your Gmail or Microsoft Outlook account to the platform. Once connected, you can send and receive emails from within OneSuite’s CRM – directly from People, Companies, and Clients records – without switching to an external inbox. 

This eliminates the need to leave OneSuite to search for client emails by address. All correspondence is accessible in context, alongside the rest of your client data. 

Connecting Gmail  #

To integrate your Gmail account with OneSuite: 

1. Go to Integrations from the main menu. 
2. Locate Email Inbox and click on it. 
3. Click Gmail Account, then click Connect. 
4. When prompted to select a provider, choose Gmail. 
5. Enter your Gmail address and your App Password. 
6. Click Save to complete the connection. 

Note: Gmail requires an App Password rather than your regular account password for third-party integrations. See the section below for instructions on generating one. 

Creating a Gmail App Password  #

To generate an App Password for OneSuite: 

1. Go to your Google Account at myaccount.google.com. 
2. In the search bar, type App Passwords and select it. 
3. Sign in if prompted. 
4. In the App name field, enter a name such as OneSuite Inbox. 
5. Click Generate. 
6. Copy the 16-character password that appears. 
7. Paste this password into the App Password field in OneSuite’s Gmail integration settings. 
8. Click Save to complete the setup. 

Note: Store this App Password securely. You will not be able to view it again after closing the generation screen. If lost, generate a new one and update it in OneSuite’s integration settings. 

Connecting Microsoft Outlook  #

To integrate your Microsoft Outlook account with OneSuite: 

1. Go to Integrations from the main menu. 
2. Locate Email Inbox and click on it. 
3. Select Microsoft Outlook, then click Connect with Microsoft. 
4. You will be redirected to Microsoft’s authorisation page. Sign in with your Outlook account and grant the requested permissions. 
5. Once authorised, your Outlook account will be connected to OneSuite. 

Importing Outlook Contacts into the CRM  #

During the Outlook connection process, you will see an option to import your existing contacts into OneSuite’s CRM. 

• Enable the checkbox labeled Import All Contacts in Your CRM to import contacts automatically. 
• When enabled, OneSuite will import up to your 3,000 most recent email contacts into the People and Companies sections of the CRM. 
• If a contact belongs to a company, OneSuite will automatically create a Company record and associate the relevant contacts with it. 

Note: Importing contacts is optional. You can connect Outlook without importing contacts by leaving the checkbox unchecked. 

Setting Up Email Templates  #

OneSuite supports reusable email templates with dynamic fields – variables that automatically populate with client or contact data when composing an email. To create a template: 

1. Go to General Settings from the main menu. 
2. Navigate to Inbox Space. 
3. Click on Email Templates. 
4. Click Create New Template. 
5. Enter a name for the template. 
6. Write the email body. Use the available dynamic fields to insert variables such as client name or company, which will auto-populate when the template is used. 
7. Click Save. 

Note: You must create at least one email template before the template option becomes available when composing emails. 

Sending an Email  #

To send an email from a CRM record: 

1. Open a record in People, Companies, or Clients. 
2. Click on the Emails tab on the right side of the record. 
3. Click Compose. 

1. From – Select which connected email address you want to send from. 
2. To – The recipient’s email address will be pre-filled. Add up to 5 CC recipients if needed.
3. To add contact, Business details, Owner details and other in subject, Click Insert field from the right side of Email body.
4. Subject – Enter a subject line. 
5. Body – Write your message directly, or select an Email Template from the dropdown to populate the content automatically. 
6. Click Send or Save as draft.
7. You can also send schedule. Set the date, time and timezone and then schedule send to the client.

Receiving Emails  #

Incoming emails from clients and contacts are automatically surfaced within their corresponding CRM records. When a contact sends a message to your connected inbox, it will appear in the Emails tab of their People, Companies, or Clients record in OneSuite. 

You do not need to search your external inbox to find client correspondence – all relevant emails are visible in context alongside the rest of the client’s information. 

Summary  #

This guide covers the complete Email Inbox workflow in OneSuite: 

• Connect Gmail via Integrations > Email Inbox using an App Password. 
• Connect Microsoft Outlook via Integrations > Email Inbox using Microsoft authorisation. 
• Optionally import up to 3,000 Outlook contacts into the CRM during setup. 
• Create reusable email templates from General Settings > Inbox Space > Email Templates. 
• Send and receive emails from any People, Companies, or Clients record via the Emails tab. 

If you have feedback or suggestions for improving this feature, please reach out to the OneSuite support team.