linking Hubspot to Outlook calendar and emails

[LHowarth5]

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

[ChrisChin_LLF · Accepted solution]

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

Local Leaf Marketing

Book a call with Chris

https://knowledge.hubspot.com/connected-email/how-to-install-hubspot-sales

[RubenBurdin · Accepted solution]

@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

1. 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

2. 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

3. 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.

[ChrisChin_LLF · Accepted solution]

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

Local Leaf Marketing

Book a call with Chris

https://knowledge.hubspot.com/connected-email/how-to-install-hubspot-sales

[BérangèreL]

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