By connecting your Outlook Email Integration, you turn iClosed into a unified communications hub.
Every email sent via iClosed routes securely through your actual Microsoft mail servers, ensuring premium deliverability while logging opens and clicks straight to your dashboard.
Pro Tips
Outlook Email is on personal-level, because it links to a specific individual’s inbox, and it cannot be configured globally by an Admin for the whole team.
Every individual iClosed user must connect their own Outlook account and complete this authorization step independently.
Integration is available with all subscription plans.
Step-By-Step Guide
Navigate to 
Integrations page and locate Microsoft Outlook Inbox integration to start.
Click on the "Integrate" button and proceed by clicking on Connect with Microsoft button
Microsoft Login modal will open where you will need to enter email address and password - make sure to accept all permissions for successful integration.
After verification is passed, you will be redirected back to the Integrations screen where successful integration will show
Check out the step by step video below:
Post-Integration Email Configuration
Once you have everything integrated properly, the final step is to customize how your email presents itself to leads and how incoming cold traffic is handled.
Pro Tips
Both Outlook and Gmail are completely free, and iClosed won't count emails against active conversations processed through your linked Google or Microsoft mail servers.
If the communication channel changes in a chat that was started as a Gmail/Outlook chat, credits will be applied (e.g., iMessages, Social networks, or WhatsApp).
Here are the options available in your management panel:
Copy Your Chat Link
A dedicated unique link tied directly to your integrated mailbox (e.g., mailto:johnny.iclosed@outlook.com).
Simply click the Copy Icon next to the chat link field and paste this email routing link into external profiles, personal social media bios, or team resource documents to ensure cold prospects can launch an email thread with you in a single click.
Set Your Sender Name
iClosed does not manage or override the display sender name for Outlook email channels.
Unlike Gmail, which provides a specific "Send mail as" text input in certain custom API layouts, iClosed routes Outlook data directly through your authenticated Microsoft Exchange server and automatically inherits whatever display name is configured inside your primary Microsoft account.
Pro Tips
Here's how you can configure sender name in Outlook:
Go to Outlook.com or open the New Outlook app and click the gear icon (Settings) in the top-right corner.
Go to Accounts > Email accounts (or Sync email in some versions).
Locate your email address, look for the Manage or Edit option, and update your display name in the Your Name field.
Use your first name or full name combined with your brand name
for example: Johnny @ iClosed or Johnny | iClosed.
This ensures immediate brand recognition, boosting both email open rates and your meeting show-up rates.
Click Save once you're done and the changes will immediately sync across to your iClosed outbound emails.
Note: If you are using a Microsoft Exchange work or school account, the display name may be locked by your IT administrator. You will need to contact your IT department to make changes.
Configure Your Email Signature (ON / OFF)
Toggle to automatically append a professional closing block to the bottom of every outbound email.
When the Signature is turned on ON you will be able to use the built-in rich-text editor to draft your signing block.
You can bold text, use italics, format paragraphs, or insert hyperlinked text (such as a link to your support documentation or website).
If you turn the signature setting OFF, your outbound emails will be sent without any signature block at all as iClosed does not automatically pull or mirror the native signature layouts saved inside your primary Outlook accounts.
Therefore, if you want your professional contact details appended to your messages, we highly recommend toggling this setting ON and to design your layout directly inside the provided editor box.
Pro Tips
If you turn your Signature ON inside this panel, make sure you don't accidentally double-sign your emails when using Message Presets.
Best practice is to always have email signature turned ON in the email configuration and not in Email presets. If your pre-saved templates already include a signature closing block, edit your presets to end cleanly right at your pitch.
Create Chats For Non-Contacts
With this option you can manage inbound email traffic. It's a unique gatekeeping rule that determines how iClosed handles inbound emails from email addresses that are not already registered inside your iClosed Global Data.
When this checkbox is selected and you receive an email from a lead, that is not in iClosed Global Data already, iClosed will automatically create a live chat card inside your Unified Inbox for everyone to see and so the setters never miss an opportunity.
Along with the chat, iClosed will create a new contact inside of the Global Data in the Potential scheduling status.
When the box is Unchecked (Disabled), the inbound emails from non-existing contacts will be ignored or filtered, only logging the messages if the lead's email matches an existing Global Data contect profile.
Pro Tips
Create chats for non-contacts ON vs. OFF, pros and cons:
When it's ON:
Always keeping an eye on all email inbound communication in one place
Great option when you're do direct inbound prospecting (e.g. If you drop your Chat Link into your social media bios, personal profiles, or newsletters, people who aren't yet in your CRM will email you.
Handling referral traffic, If an existing client introduction emails you out of nowhere and loops in a business partner, this setting catches that partner's cold address, creating an open line of communication immediately.
When it's OFF:
Prevents emails from internal team members, software receipts, newsletters, or personal contacts from showing in your Inbox.
Blocking random, unqualified cold inquiries from cluttering up your active pipeline if your team relies strictly on structured opt-in forms.
Keeping your iClosed Conversation Hub clean if your inbox receives general promotional or junk mail.
Disconnecting Email Integration
If you need to switch your linked email address, refresh an expired security token, or permanently revoke iClosed’s access to your mailbox, you can remove the email channel instantly from your dashboard. Here's how to do it:
Navigate to your connected account panel under Settings → Integrations → Outlook
Locate your active email address under the Connected Account(s) section.
Click the red Disconnect button on the right-hand side of the account row.
When you click disconnect, a system confirmation modal will appear asking: "Are you sure you want to delete this channel?". Press the "Delete" button to confirm.
If you are deleting an old channel to replace it with a new email address, remember to jump back into your Workflows to re-map your automated email steps to your newly connected inbox.
Important Notes
What happens when you delete the channel?
All historical messages, email threads, and contact files already pulled into your unified sales timeline will remain intact inside your iClosed database. No historical logs are lost.
You will instantly lose the ability to read, reply to, or interact with contacts through this specific email address from the iClosed interface.
Any live, delay-timed Workflow Automation Sequences utilizing this channel as an active step will immediately halt execution for that step.
How to Use Outlook Inside the Composer
Once connected, executing an email touchpoint inside the live feed takes moments:
Open any lead thread inside the Unified Inbox.
Look at the selector tabs at the top or bottom of your Smart Message Composer.
Select Email as your active channel.
The composer workspace will dynamically adapt, opening up mandatory Subject Line and Preheader input blocks alongside standard rich-text formatting tools.
Type your email manually, or use your
#shortcut to pull up a high-converting message preset.Press Send. The message will route immediately through your Outlook outbox.
Messaging Costs and Conversation Cap
Your monthly active conversation allowance and chat history retention scale directly with your subscription tier.
Social channels like Gmail or Outlook are available with all subscription plans. Your monthly active conversation limits (100 on Startup / 300 on Growth / 1,000 on Business) and history retention lengths are determined strictly by your active plan.
A conversation is counted as active once it registers messaging activity within that calendar month.
Closing or deleting a chat will not lower your count for the current month. Once a contact messages you (or you message them) and uses up one of your monthly slots (e.g., 100 on Startup, 300 on Growth or 1,000 on Business), that slot is locked in until the counter resets next month.
It does not operate like a phone line where you can just hang up on one person to talk to another. It tracks the total unique volume of conversations handled across the entire month and rollover of unused conversations is not available.
Extra monthly conversations available upon inquiry to the support team.
Learn More