Help & Support » Guides » Integrations Guide » Microsoft 365

Integrating your Microsoft 365 and Accelo Accounts

The Microsoft 365 integration is currently available as a part of a beta trial.  To access the integration, please contact beta@accelo.com 

Accelo's Microsoft 365 integration makes it easy for you and your team to stay up to date by syncing all of your work automatically. 

Using the Office 365 integration guide, you can:

Understand everything that syncs between Accelo and Microsoft365


Email

Accelo Field

Microsoft 365 Field

Email Subject

Subject

Email Body

Body

Email Attachments

Attachments

Email "TO" recipients

"TO" recipients

Email "CC" recipients

"CC" recipients

Email "BCC" recipients

"BCC" recipients

 

Calendar Events

Accelo Field

Microsoft 365 Field

Meeting Subject

Title

Meeting Body

Description

Meeting Location

Location

Start Date & Time

Start Date & Time

End Date & Time

End Date & Time

Attendee Email Addresses

Attendee Email Addresses

Visibility

Visibility

Priority

Priority

 

Contacts

Accelo Field

Microsoft 365 Field

First Name

First Name

Middle Name

Middle Name

Last Name

Surname

Title

Title

Company Name

Company

Contact Comments

Notes

Email

Email Address

Phone

Phone

Mobile

Mobile/Cell

Physical Address

Business Address


Tasks

Accelo Field

Microsoft 365 Field

Task Title

Subject

Task Description

Description

Planned Due Date

Due Date

Status

Status (Complete or Incomplete)

Start Date

Started Date

Completed Date

Completed Date





Connecting your Accelo and Microsoft 365 accounts

 To connect your Microsoft 365 account to Accelo, follow these simple steps:

  1. Open your Integrations page. This can be found in the dropdown menu after clicking on your User Profile Icon, which is located in the top right-hand corner of every page in Accelo.


    integrations link4
  2. Click the Office 365 tab, and click Connect your Office 365 account.

    Office 365 new 3

  3. Log in to your Microsoft 365 account. You're all done!

Transitioning from the Exchange Integration to Using Microsoft 365

If you use Microsoft 365 to host your email, then you may have previously connected your account to Accelo using our Exchange integration method. You'll want to move across to the newer connection method.

To make the transition, follow these simple steps:

  1. Open your Integrations page - located under your icon in the top right-hand corner of every page in Accelo
  2. It’s likely that your user account is still connected to Exchange. If so, select that tab from the left and hit disconnect.
  3. Select the newly-available Office 365 tab, and click Connect.

    Important note: An admin user must be the first to integrate with Office365 whilst your team are also using the older Exchange connection method. Once you connect, this will trigger the older Exchange users to be disconnected.
  4. To complete the connection, you will need to login to your Office 365 account in the same browser.
  5. As per the note above, you’ll want to ask the rest of your team to now re-connect using the new Office365 option.   

A few more important details to be aware of:

  • Only administrators can begin the transition

    For companies which have previously used the Exchange integration, only an Accelo administrator can begin the transition to the Microsoft 365 integration.  Once an administrator has begun the process by connecting their Microsoft 365 account, the integration will become available to all users.  For companies which have not previously used the Exchange integration, there is no restriction on who can connect the Microsoft 365 integration.

  • The transition from Exchange to the Office 365 integration is a one-way process
    The Exchange and Microsoft 365 integrations offer similar tools for syncing your calendar with Accelo to make it easy to manage your schedule and log your time. However, the structure that the integrations use to keep track of those events is different. When you connect the Microsoft 365 integration, any meetings which were previously synced via the Exchange integration will be converted into the new Microsoft 365-friendly format, ensuring that your existing meetings continue to sync now and in the future. However, these meetings can not be converted back from the Microsoft 365 to Exchange format. It is therefore not possible to transition back from the Microsoft 365 integration to using Exchange.

  • Your entire team must make the transition
    In addition to your meetings with clients, the Exchange and Microsoft 365 integrations also offer the ability to sync your internal meetings to make it easy to keep track of the internal work that you do. That means that you'll often have meetings synced with Accelo that include your colleagues and integrates with their calendar as well as yours.  Because the transition from Exchange to Microsoft 365 automatically converts your meetings into an Microsoft 365-friendly format, these meetings will no longer sync with your team's calendar via the Exchange integration. 

    To prevent this process from creating duplicate meetings, the Exchange integration will automatically stop syncing calendars with any of your team once the Microsoft 365 integration is connected. In order to continue syncing calendars, your team will need to make the transition from Exchange to the Microsoft 365 integration. 

Syncing your incoming and outgoing emails with Accelo

Connecting your Microsoft 365 account allows you to automatically sync your Microsoft 365 emails with Accelo. The integration will automatically sync emails in your Inbox and Sent Items folders with Accelo.

To begin syncing your email, simply enable these two settings:

Incoming outgoing sync 234

 

  • Email Incoming Sync: Syncs emails from your Inbox folder in Microsoft 365 with Accelo.

  • Email Outgoing Sync: Syncs emails from your Sent Items folder in Microsoft 365 with Accelo.

How often does Accelo sync emails?

Accelo polls Microsoft 365 for new emails on a regular basis. Typical sync time is 15 minutes.

To significantly reduce the amount of time which it takes to sync your email with Accelo, we recommend forwarding your email through Accelo.

What if I have sensitive emails that I don't want to sync?

Accelo offers a robust set of email privacy tools to ensure that your private messages remain private.  Check out our email privacy guide for more information.

Where can I view my emails in Accelo?

Accelo will automatically store your emails under the relevant company and contact, in their Stream.  The easiest way to view all of your messages is via the Inbox.

 

Setting up forwarding rules in Microsoft 365

Using forwarding rules is recommended if you plan to manage your email from Accelo.

While the use of forwarding rules aren't necessary for the Microsoft 365 integration to sync emails, they are a great way to speed up the syncing process. This is critical if you plan to use Accelo as your primary tool for sending and reading email, to ensure that your email appears in real-time.

There are two types of rules that we'll need to set up: outbound rules and inbound rules.

Forwarding your outgoing, sent email:

To instantly capture your sent emails in Accelo, you'll be setting up outbound routing rules in Microsoft 365.  To set up these rules, you must first have access to an Microsoft 365 Global Administrator account, as you will need access to the Admin Portal.

  1. From the Admin Portal, scroll down in the left-hand navigation, then click on the Exchange tab.

    Exchange 4

  2. This will direct you to the Exchange Admin Center. From here, navigate to the mail flow section, then select the rules option.

    rules 234

  3. Next, click the plus sign to open a dropdown, then select the Create a new rule... option.

    create rule 2

  4. After giving the rule a name, select the dropdown in the *Apply this rule if... section. Here, select The sender is a member of... option, then select the members of your staff who this rule will be applied to.

    Sender is a member of

  5. Next, in the *Do the following... dropdown, select the BCC the message to... option. Here, you will add your specific log@deployment.accelo.com address as the recipient.

    bcc the message 2

  6. Click Save on the modal.

Forwarding your incoming, received email:

A similar process can be used to capture your incoming email by creating inbound forwarding rules in Microsoft 365. Any Microsoft 365 user can set up these forwarding rules for their own account, or a Global Administrator can create inbound forwarding rules on behalf of all users, via the Admin Portal.

For Administrators:

  1. From the Admin Portal, scroll down in the left-hand navigation, then click on the Exchange tab.

  2. This will direct you to the Exchange Admin Center. From here, navigate to the mail flow section, then select the rules option.

  3. Next, click the plus sign to open a dropdown, then select the Create a new rule... option.

  4. After giving the rule a name, select the dropdown in the *Apply this rule if... section. Here, select The recipient is a member of... option, then select the members of your staff who this rule will be applied to.

  5. Next, in the *Do the following... dropdown, select the BCC the message to... option. Here, you will add your specific log@deployment.accelo.com address as the recipient.

  6. Click Save on the modal.

 For end users:

  1. From your Microsoft 365 account, access your Outlook account by clicking on the Outlook option.

  2. Once in Outlook, click the gear icon in the top navigation, then click the View all Outlook settings option.


    Outlook settings 2
  3. On the Settings window, click the Rules tab. Next, click + Add New Rule.

    Add new rule 123
  4. After giving the rule a name, select the dropdown in the Add a condition section, then select the Apply to all messages option.

  5. In the Add an action dropdown, select the Forward to option, then add your specific log@deployment.accelo.com capture address.


    Rules 2345
  6. When complete, click Save.


Syncing your Microsoft 365 calendar with Accelo

Bill your clients for all of your meetings, ensure that your schedule is accurate when planning new projects and never miss another meeting using the calendar sync. The calendar sync will pull all of your meetings and appointments from Microsoft 365, displaying them on your schedule in Accelo and automatically linking client meetings to the relevant company and contact.

To enable the calendar sync, simply switch the Calendar Sync setting on.

Calendar Sync 2

Where can I view my calendar?

Accelo will automatically store your meetings under the relevant company and contact.  You can view your full schedule in the My Schedule tool.

What does Accelo do with internal meetings?

Internal meetings or meetings which only include you (such as reminders you've created for yourself) will be imported as External Events. External Events are only visible to you, but can be easily converted into meetings which you can log your notes and time for. Check out our guide to External Events for more information.

What's the difference between Calendar Sync and Calendar External Sync?

When your Calendar Sync option is enabled, any calendar items related to your contacts in Accelo will be synced to your deployment. When Calendar External Sync is also enabled, all calendar events will also be synced to your deployment, including external meetings and appointments. Turning off the Calendar External Sync option will prevent the automatic syncing of these external events.

Can I schedule meetings from Accelo?

Yes!  Simply create a Meeting in Accelo with your clients and colleagues as normal, and it will appear in your Microsoft 365 calendar.

How often does Accelo sync with my calendar?

Accelo polls your Microsoft 365 calendar on a regular basis. Typical sync time is 15 minutes.

 

Syncing your contacts with Accelo

The Contact sync makes it easy to keep your contact records in sync between Accelo and Microsoft 365, and with your colleagues.  The sync is bi-directional, automatically syncing all new and updated contacts between your Accelo and Microsoft 365 accounts.

When enabled, the contact sync will automatically begin syncing contacts in Accelo with Microsoft 365 as they're created or updated.  

Accelo will automatically import all contacts from Microsoft 365 which match an existing Accelo contact, and sync updates to their information moving forward. Contacts are matched based on their First Name, Last Name, and Email Address.

To enable the calendar sync, simply switch the Contact Sync setting on.

Contact sync 123

What contact information syncs between Accelo and Microsoft 365?

The contact sync includes the following information:

Accelo Field

Microsoft 365 Field

First Name

First Name

Middle Name

Middle Name

Last Name

Surname

Title

Title

Company Name

Company

Contact Comments

Notes

Email

Email Address

How can I sync my contacts with my colleagues?

The contact sync automatically syncs all new and updated contacts with all users who have enabled the contact sync, ensuring that all users have access to the same contacts in Accelo and in Microsoft 365.

How often does Accelo sync my contacts?

Contacts are synced in real-time.

 

Syncing your tasks with Accelo

 The task sync makes it easy to keep track of your work both in and out of Accelo by pushing all of the tasks assigned to you in Accelo to Microsoft 365.

To enable the sync of tasks, simply switch the Task Sync setting to on.

Task Sync 2

What information is included in the task sync?

The task sync includes the following task details:

Accelo Field

Microsoft 365 Field

Task Title

Subject

Task Description

Description

Planned Due Date

Due Date

Status

Status (Complete or Incomplete) 

Can I create tasks in Microsoft 365 and push them to Accelo?

No.  The task sync does not pull new tasks in from Microsoft 365.

How often does Accelo sync my tasks?

Accelo automatically polls Microsoft 365 for new tasks on a regular basis. Typical sync time is 15 minutes.

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