Hi I am using the Free Hubspot at the moment trialling it for a few months so I can report back to management. I have used Hubspot in the past and love it. With the free version I am trying to sync it to my outlook calendar and emails so that I can show how easily this can be done and report meetings a calls. When I try and do this I need approval from microsoft ? any suggestions
Depends on which approval you’re looking at. If it’s the “talk to a Microsoft admin” popup message, then your Outlook doesn’t allow 3rd party connections, and you need to talk to whoever owns your Outlook/Microsoft as an admin, most likely someone in IT or potentially the owner who set this up a long time ago. This config is all in Outlook’s admin portal, so would be something they need to do.
If my reply answered your question please mark it as a solution to make it easier for others to find.
Cheers!
Chris Chin
Hi @LHowarth5 and welcome, it’s a pleasure to have you here! 
Thanks for reaching out to the HubSpot Community!
I’d like to add to what @ChrisChin_LLF suggested (thanks so much for the help @ChrisChin_LLF). Here are some resources that might be of interest too:
- Use HubSpot’s calendar sync with Google Calendar or Outlook Calendar
- Outlook Calendar
- Connect your personal email
Regarding the approval from Microsoft:
1. Which steps did you already take? Did you try to install the Outlook calendar integration?
2. Can you please share a screenshot so that we can see which type of approval this is?
The more info, screenshots (without sensitive/confidential information), and details you can provide, the better the Community can assist.
Thanks and have a lovely weekend!
Bérangère
@LHowarth5 welcome
I feel your pain nothing kills a demo faster than the “Need admin approval” wall.
Here’s what’s happening and the quickest way to clear it:
Why Microsoft is blocking you
HubSpot’s Outlook / Office 365 integration uses Microsoft Graph scopes such as Mail.ReadWrite, Calendars.ReadWrite, and offline_access. Many Azure AD tenants disable end-user consent to any third-party app, so Microsoft pops that admin-approval screen the moment you try to connect. HubSpot documents the exact scopes and the three admin-side fixes in its troubleshooting guide. knowledge.hubspot.com
Prove the concept in three moves
- Ask your global admin for a 5-minute change (any of the three works):
• Turn on user consent for verified publishers (least friction)
• Enable the Azure “admin consent workflow” so admins just click Approve when you request
• Grant tenant-wide consent via the special URL Microsoft provides (listed in the article above)
Those steps come straight from HubSpot’s “Need admin approval” section.knowledge.hubspot.com - Connect your personal inbox (works on the Free tools):
Settings › General › Email › Connect inbox › Office 365 → finish the OAuth loop. Full how-to here. knowledge.hubspot.com - Sync your Outlook calendar for meetings & call logging:
Settings › General › Calendar › Connect your calendar › Office 365. Once the calendar is on, every meeting you book from HubSpot will hit Outlook (and vice-versa) with zero double-entry. knowledge.hubspot.com
No admin help? Two fallback options
- IMAP/SMTP connection – under Other mail accounts you can plug in the server creds and skip Graph altogether; you’ll be able to send, log, and track email, but calendar sync won’t work.
- Outlook desktop add-in – if your IT allows COM add-ins but blocks Graph apps, install the Outlook desktop add-in instead of the Office 365 add-in; it uses local APIs and doesn’t need Azure consent.knowledge.hubspot.com
Once the admin flip is done the connection takes under a minute then you can showcase real-time email logging, calendar events on contact timelines, and meeting booking links without a hitch.
Hope it helps.