Can I connect Outlook and Gmail at the same time?

No. Only one email provider can be connected at a time. Disconnect one before connecting the other.

Does Sentra use AI to decide which emails are leads?

No. Capture is rule-based. You choose a dedicated or normal working inbox and set the rules.

Does Sentra send replies automatically?

Only if you switch automatic replies on. They are off by default and are sent only to a message that creates a new lead.

Does Sentra work with Outlook Calendar?

Not at the moment. Sentra creates events in Google Calendar when you schedule a call.

Connect Outlook and capture enquiries as leads

Connect your Outlook mailbox to capture new inbound enquiries as leads. Sentra checks for new messages about every minute, only looks at messages that arrive after you finish setup, and uses rules you control. You choose whether it is a dedicated enquiries inbox or a normal working inbox.

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Last updated 6 November 2026

What the Outlook connection does

Captures new inbound enquiries from one connected Outlook mailbox as leads.
Lets you send replies to enquiries from Sentra.
Can send an automatic reply to a new enquiry, if you switch that on. It is off by default.
Only looks at messages that arrive after you finish setup. Your existing email is not imported.

Before you start

You need a Sentra Sales account. Start a free 14-day trial if you do not have one.
Use the Microsoft account that receives your enquiries.
Only one email provider can be connected at a time. If Gmail is connected, disconnect it before connecting Outlook.
If your organisation needs an administrator to approve new apps, ask your IT administrator to approve Sentra Sales.

How to connect Outlook

In Sentra Sales, open Integrations and click Connect Outlook. Sign in with the Microsoft account that receives your enquiries.
Approve the permissions Microsoft asks for. If your organisation requires an administrator to approve them, ask your IT administrator to approve Sentra Sales, then reconnect.
Choose how you use this inbox: a dedicated enquiries inbox, or a normal working inbox.
If it is a normal working inbox, add at least one rule, such as a subject keyword or an allowed sender or domain.
Click Save capture settings. Sentra then looks at new messages that arrive after you finish setup.

Sentra checks for new messages about every minute.

Dedicated inbox or normal working inbox

Dedicated enquiries inbox

Use this when the mailbox only receives enquiries. New messages that pass the filters below become leads.

Normal working inbox

Use this when the mailbox is also used for other email. Only messages that match your rules become leads, so you need at least one rule.

What becomes a lead

Capture is rule-based. Sentra does not use AI to decide which emails are leads. It ignores messages from your own address and internal domains, no-reply senders, automatic replies, newsletters and bulk mail, and drafts. You can also add your own lists of senders, domains and subject keywords to include or exclude. Keywords are matched against the subject line only.

Automatic replies

Automatic replies are off by default. If you switch them on, Sentra sends your reply only to a message that creates a new lead, never to an existing lead or contact. Switching them on is your decision, and you can switch them off at any time.

If something does not work

Needs reconnecting. If the Outlook card in Integrations says Needs reconnecting, click Reconnect and sign in again.

Microsoft asks for administrator approval. Ask your IT administrator to approve Sentra Sales, then connect again.

A message did not appear as a lead. Check that you have finished setup and saved your capture settings, that the message arrived after setup, that it is not from a sender or domain you excluded, and, in a normal working inbox, that it matches one of your rules. Subject keywords match the subject line only. Then wait about a minute.

Disconnect or switch to Gmail

You can disconnect Outlook in Integrations at any time. Disconnecting switches off automatic replies. To use Gmail instead, disconnect Outlook first, then connect Gmail.

Outlook integration FAQ

Can I connect Outlook and Gmail at the same time?: No. Only one email provider can be connected at a time. Disconnect one before connecting the other.
Will Sentra import my old emails?: No. Sentra only looks at messages that arrive after you finish setup.
Does Sentra use AI to decide which emails are leads?: No. Capture is rule-based. You choose a dedicated or normal working inbox and set the rules.
Does Sentra send replies automatically?: Only if you switch automatic replies on. They are off by default and are sent only to a message that creates a new lead.
Does Sentra work with Outlook Calendar?: Not at the moment. Sentra creates events in Google Calendar when you schedule a call.
How often does Sentra check for new messages?: About every minute.