Published at: 2026-11-11

Configure the Outlook Add-in

Authorize Microsoft 365, link employee accounts, and deploy the add-in so employees can access ShareCRM and sync emails from Outlook.

Overview

First, connect Microsoft 365 in ShareCRM Setup, complete authorization, and link Microsoft organization users to their ShareCRM user accounts. Then install the ShareCRM add-in in the Microsoft 365 admin center and assign it to the appropriate users. Once configuration is complete, employees can open the add-in in Outlook and click Login to access their linked ShareCRM account without entering their username and password again.
There are two separate authorizations: one enables account binding between Microsoft organization users and CRM users; the other permits Outlook email reading and synchronization. Check both authorizations before testing email sync.

Before you begin

  • Have a ShareCRM administrator account with access to the Outlook settings in Setup.
  • Arrange for a Microsoft 365 administrator to complete organization-level authorization, install the add-in, and assign users.
  • Make sure the employees who will use the add-in have ShareCRM accounts, and have their Microsoft 365 account information ready.
  • Confirm that your organization has enabled the services required for Outlook integration. Contact your ShareCRM service representative if you need help confirming this.
  • Identify the employees or user groups that need access to the add-in.

Open the Outlook settings

  1. In ShareCRM, open Setup.
  2. In the left navigation, expand Company Settings.
  3. Select Outlook.
The Connect Microsoft 365 page opens. Before authorization, it shows two authorization items, each with an Authorize button. The account binding view provides the Account Binding and Authorization Configuration tabs.
Outlook settings in ShareCRM Setup, showing the two Microsoft 365 authorization items

Complete Microsoft 365 authorization

Understand the authorization items

Authorization item Purpose What to check
Microsoft Organization Users and CRM Account Authorization Authorizes the organization so Microsoft organization users can be linked to CRM user accounts Complete organization authorization before adding account bindings
Outlook Email Sync to CRM Authorization Grants Outlook email read permission in Microsoft 365 so emails can be synced to CRM Complete email authorization before testing email sync

Authorize Microsoft organization users and CRM accounts

  1. On the Connect Microsoft 365 page, find Microsoft Organization Users and CRM Account Authorization.
  2. Click Authorize next to that item.
  3. Have a Microsoft 365 administrator follow the Microsoft prompts to complete organization-level authorization.
  4. Return to the Outlook settings and check the authorization result.

Authorize Outlook email sync to CRM

  1. Find Outlook Email Sync to CRM Authorization. If you are viewing the account binding list, first open Authorization Configuration.
  2. Click Authorize next to that item.
  3. Have a Microsoft 365 administrator follow the Microsoft prompts to grant email read permission.
  4. Return to the Outlook settings and check the authorization result.
Note: Organization authorization, account binding, and email sync authorization serve different purposes. An existing account binding does not confirm that email sync authorization is complete.

Link Microsoft and ShareCRM accounts

  1. In the Outlook settings, open Account Binding.
  2. Click Add Binding at the upper right of the list.
  3. In the Add Binding dialog, click +Add Account under External Account and select the Microsoft organization user account to link.
  4. Under ShareCRM Account, click +Add Account and select the corresponding ShareCRM user account.
  5. Confirm that both accounts belong to the same employee.
  6. Click Save at the bottom of the dialog.
  7. Return to the account binding list and check the result.
Add Binding dialog with External Account and ShareCRM Account selectors, Save, and Cancel
Note: To abandon a new binding, click Cancel before saving. Verify the employee’s identity before saving so that their Microsoft account is linked to the correct ShareCRM account.

Find and verify account bindings

The Account Binding tab displays CRM user information and the corresponding external user information, including email address, mobile number, system name, department, user status, user IDs, and Binding Status.
  1. In the search field selector above the list, choose CRM StaffEmail.
  2. Enter the CRM user’s email address in the search box.
  3. Click Search.
  4. Compare the CRM user information with the external user information in the results, and check Binding Status.
Account Binding list with CRM user details, external user details, search, and Add Binding
Note: CRM Staff Status describes the CRM user’s status. Review Binding Status separately. Neither field, by itself, confirms Microsoft authorization or that the employee can access CRM through the add-in. Also check Authorization Configuration and test access through the add-in.

Install and deploy the ShareCRM add-in

After authorization and account binding are complete in ShareCRM, a Microsoft 365 administrator can deploy the add-in to employees.

Open the integrated apps page

  1. Sign in as a Microsoft 365 administrator and open the Integrated apps page in the Microsoft 365 admin center.
  2. In the left navigation, go to Settings > Integrated apps.
  3. Find Get apps and Upload custom apps. Choose one installation method according to your organization’s deployment requirements.
Microsoft 365 Integrated apps page with Get apps and Upload custom apps

Get the add-in from Microsoft Marketplace

  1. On the integrated apps page, click Get apps.
  2. Search for ShareCRM Add-in for Outlook, or open the ShareCRM Marketplace listing.
  3. Verify the app name and the publisher, ShareCRM, then click Get it now.
  4. Follow the prompts to assign users and complete deployment.
ShareCRM Add-in for Outlook in Microsoft Marketplace with the Get it now button

Upload a custom add-in using a manifest URL

Use this method if your organization deploys the add-in through a supplied installation URL.
  1. On the integrated apps page, click Upload custom apps.
  2. Under App type, select Office Add-in.
  3. Select Provide link to manifest file.
  4. Enter the add-in manifest URL.
  5. Click Validate to check the manifest.
  6. After validation succeeds, follow the prompts to assign users and complete deployment.
Custom app upload with Office Add-in selected and a link to the manifest file
Note: Marketplace installation and custom upload are alternative methods. Choose the method required by your organization. Check the app name to avoid assigning multiple example or test versions to the same employees.

Assign users and set the deployment method

During installation, specify which employees can use the add-in. After deployment, you can open the Microsoft 365 Add-ins page, select the relevant ShareCRM app, and review or change its settings. You can also reach this page through the Add-ins link near the top of Settings > Integrated apps.
The Assign Users, Deployment Method, and Status settings shown below are in the app configuration panel on the Add-ins page. The integrated apps page does not offer the three deployment methods listed below. If you use the integrated apps deployment wizard, complete user assignment there; open the Add-ins page when you need to change the deployment method. See the Microsoft centralized deployment FAQ.

Assign users

  1. In the ShareCRM app configuration panel, find Assign Users.
  2. To assign the add-in to all employees, select Everyone.
  3. To assign it to selected employees, select Specific users / groups, then search for and add the appropriate users or groups.

Set the deployment method

Under Deployment Method, select the option that meets your organization’s needs:
Deployment method Employee experience
Fixed (Default) The add-in is deployed automatically to assigned users. Users cannot remove it from their ribbon.
Available Assigned users can install the add-in in Outlook from the administrator-managed add-ins.
Optional The add-in is deployed automatically to assigned users. Users can remove it from their ribbon.
In the same panel, confirm the assigned users and deployment method, and make sure Status is On. Click Save after making changes.
ShareCRM app configuration showing user assignment, deployment methods, and enabled status
Note: User assignment determines who can use the add-in. Account binding determines which ShareCRM account an employee accesses after login. Check both settings. The app name may vary with your organization’s deployment.

Verify the configuration

  1. In ShareCRM Authorization Configuration, check both organization authorization and email sync authorization.
  2. In Account Binding, find a test employee and verify their ShareCRM and Microsoft organization user information.
  3. In the Microsoft 365 admin center, confirm that the ShareCRM app is deployed and enabled, and that the test employee is included in the user assignment.
  4. Ask the employee to sign in to Outlook with their linked Microsoft 365 account, then open or install the ShareCRM add-in according to the deployment method.
  5. On the add-in login page, click Login and confirm that it opens the employee’s own ShareCRM account.
  6. Open a test email, select the relevant CRM records, and sync it. In CRM, verify the email and its linked records.
Test email sync separately even if login succeeds. For detailed employee instructions, see Use the Outlook Add-in.
Note: New deployments and configuration changes may take time to appear for employees. If the add-in is not visible yet, reopen Outlook and check again. See Microsoft’s deployment guidance for information about deployment timing.

Update or remove the add-in

To maintain a deployed add-in, select the relevant ShareCRM app on the Microsoft 365 Add-ins page and open its configuration panel.
  • Update: For a custom deployment that requires an updated manifest, click Update add-in at the bottom of the panel and follow the prompts. Microsoft manages application updates for add-ins deployed through Microsoft Marketplace.
  • Remove: Confirm which app you want to stop distributing, click Remove add-in, and follow the prompts.
Update add-in and Remove add-in at the bottom of the ShareCRM configuration panel
Before proceeding, check the app name and assigned users to avoid changing another app that your organization still uses.

Frequently asked questions

Why does a Microsoft 365 administrator need to be involved?

A Microsoft 365 administrator must complete organization-level authorization and deploy the add-in to users in the admin center. Arrange for someone with the appropriate permissions to perform these steps.

Why do I need to check email sync authorization if an account binding already exists?

Account binding links a Microsoft user to a CRM user. Email sync also requires Outlook email read permission. Verify both authorizations separately.

What should I check if an employee cannot access CRM through the add-in?

If the employee cannot see the add-in, check that it is deployed and enabled, that the employee is included in the assigned users, and whether the deployment method requires them to install it themselves.
If the add-in opens but login fails, check the current Outlook account, the CRM account binding, the CRM user’s status, and organization authorization. Follow any prompts shown on the page.

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