Outlook Mail sync

Outlook Mail emails sync automatically to your Notion database through 2sync. New emails matching your filters create pages in Notion within minutes. You choose which folders and categories to include, how fields map to Notion properties, and which emails to archive.

How do I get started?

Connect Outlook Mail

1. Go to the Outlook Mail & Notion Sync onboarding
2. Click Connect Outlook Mail
3. Sign in with your Microsoft account
4. Grant permissions for 2sync to access your emails
5. Select which folders to sync

Connect Notion

You can connect Notion in two ways:

Using the 2sync template:

1. Click Connect with Notion
2. Select Use a template provided by the developer
3. Click Allow access

Notion duplicates the default Email Archive template to your workspace, and 2sync automatically detects the database. See setting up a Notion database for more options.

Using your own database:

1. Make sure your database is connected to 2sync: click (•••) > Add connections > 2sync on the database page
2. Copy the database link from (•••) > Copy link
3. Paste the link when prompted

Choose folders

Select which Outlook folders to sync during setup:

• Inbox: All incoming emails
• Sent Items: Your sent emails
• Focused Inbox: Only focused emails (if enabled in Outlook)
• Custom folders: Any folders you've created in Outlook

How do I map fields between Outlook Mail and Notion?

Field mapping controls how email data transfers from Outlook Mail to Notion. Since Outlook Mail sync is one-way, all fields flow from Outlook to Notion only. For a complete reference of every supported field, see Outlook Mail fields.

Available fields

Adding fields

Click + Add Field in the Field Mapping section to add additional fields. Not all fields are shown by default.

Email body

The email body syncs to the Notion page content (not a property). The full email appears when you open the page, preserving basic formatting like bold, italic, links, and lists.

How do I filter which emails sync?

Filters let you sync only specific emails. In the Filters section:

1. Choose your filter strategy: No filtering, All conditions, or Any condition
2. Click + Add Condition
3. Pick a field, an operator, and a value
4. Add more conditions as needed
5. Save your automation

By folder

Select specific Outlook folders during setup to control what syncs:

1. Toggle on only the folders you want
2. Exclude Junk, Spam, and Deleted Items
3. Create custom folders in Outlook for targeted syncing

By category

Sync only emails with specific Outlook categories:

1. Go to the Filters section in your automation
2. Add a condition: Categories contains [Category Name]
3. Only emails with that category sync to Notion

By sender

Sync emails from specific senders or domains:

1. Add a filter condition: From contains [email or domain]
2. Only matching emails sync to Notion
3. Combine with folders or categories for precise filtering

By attachments

Sync only emails that contain files:

1. Add a filter condition: Has Attachments is checked
2. Focus your Notion database on emails with documents, receipts, or files

How do email conversations work?

Conversation relations

Map Conversation (Relation) to group related emails from the same thread:

1. Create a Conversations database (or use self-relation on the same database)
2. Map Conversation (Relation) to link related emails
3. View entire email threads grouped together in Notion
4. Use Notion rollups to count messages per conversation

Conversation ID

Map Conversation ID to a Text property for a simpler approach. Filter or group by Conversation ID in Notion views to see email threads without a separate database.

Categories

Outlook categories (color-coded tags) sync as a Multi-select property in Notion. Unlike Gmail labels, Outlook categories are applied across all email folders.

• Category names sync to Notion (colors don't transfer; Notion uses its own)
• Use categories to filter which emails sync
• Create categories in Outlook for organization (e.g., "Client", "Invoice", "Follow Up")
• Multiple categories per email are supported

Attachments

Attachment names and links sync, but files are not copied to Notion storage:

1. Map Attachments to a Files & Media or Text property
2. Attachment names and links appear in the mapped property
3. Click to open or download from Outlook directly
4. Use the Outlook Link to access the full email with all attachments

How do I link emails to other data?

Connect to contacts

If you use Outlook Contacts sync:

1. Set up an Outlook Contacts automation to a separate Notion database
2. Map From to a Relation property linking to your contacts database
3. Open any contact page in Notion to see all emails from that person

Connect to calendar events

Link meeting-related emails to calendar events:

1. Set up an Outlook Calendar automation
2. Create Notion relations between your email and calendar databases
3. Use Conversation ID or subject matching to connect related items

Connect to projects

Link emails to project pages:

1. Add a Relation property to your email database pointing to a projects database
2. Tag emails with the relevant project in Notion
3. Use Notion rollups to see all emails related to a project

What is the delete behavior?

Outlook Mail sync uses conservative deletion by default. For more details, see delete behavior.

• Deleting in Outlook: The email is un-synced from Notion (Notion page remains unless deletion is enabled)
• Deleting in Notion: No effect on Outlook. Your emails are always safe
• Enabling deletion: Removes Notion pages when emails leave your sync criteria

Common scenarios

Client communication archive

Track all client correspondence in Notion:

1. Create an Outlook folder per client (or use categories)
2. Set up an Outlook Mail automation filtered to those folders
3. Link emails to your contacts database using a Relation property
4. Add Notion-only properties like "Follow-up Date" and "Action Required"
5. Create a view grouped by client to see all communications

Project inbox

Sync project-related emails to Notion:

1. Create Outlook categories for each project (e.g., "Project Alpha")
2. Set up an Outlook Mail automation filtered to that category
3. Map Conversation (Relation) to group email threads
4. Link emails to project pages using Notion relations
5. Add status properties to track which emails need action

Important email log

Archive key communications for reference:

1. Mark important emails in Outlook (or apply a "Priority" category)
2. Set up an Outlook Mail automation filtered by importance or category
3. Map Subject, From, Date, and Categories fields
4. Add Notion-only properties like "Summary" and "Notes"
5. Create Notion views filtered by date or category

Meeting follow-ups

Combine with Outlook Calendar sync for complete meeting records:

1. Set up both an Outlook Calendar and Outlook Mail automation
2. Create Notion relations between your email and calendar databases
3. Link pre-meeting and post-meeting emails to the calendar event
4. Track communication alongside agenda items and attendees
5. Use Notion rollups to see all related emails per meeting

Shared mailbox emails

If you have access to shared mailboxes in your organization:

1. Shared mailbox folders appear in the folder selection during setup
2. Toggle on shared mailbox folders to sync those emails
3. Use folder names to identify the source of each email in Notion
4. Combine with shared connections to give team members access

Tips and best practices

Sync frequency

• Solo plan: Syncs every 5 minutes
• Premium plan: Syncs every 3 minutes
• Pro plan: Syncs every 2 minutes

Click Sync Now on your automation to trigger an immediate sync.

Folder strategy

Organize Outlook folders strategically for syncing:

1. Create folders for content worth archiving (e.g., "Clients", "Receipts", "Projects")
2. Move relevant emails to those folders manually or with Outlook rules
3. Set up your automation to sync only those folders
4. Keep your Notion database focused on relevant emails

Category strategy

Use Outlook categories to tag emails for Notion:

1. Create categories in Outlook (e.g., "Notion Archive", "Follow Up")
2. Apply categories manually or with Outlook rules
3. Filter your automation to sync only categorized emails
4. Use categories as a Multi-select in Notion for organization

Avoid full inbox sync

Syncing your entire inbox creates noise. Instead:

• Sync specific folders or categories
• Filter by sender or subject for focused databases
• Use Outlook rules to auto-categorize emails for syncing
• Combine multiple conditions for precise filtering

What should I do next?

Now that your Outlook Mail sync is set up:

1. See every field that syncs between Outlook Mail and Notion
2. Set up filters to sync only the emails you need
3. Link emails to contacts and projects
4. Set default values for empty fields

Related

• Outlook Mail fields for a complete reference of every supported field
• Archive emails to Notion for a detailed email archive workflow
• Outlook Contacts sync for linking emails to contact pages
• Outlook Calendar sync for combining emails with calendar events
• Relations for connecting emails to contacts and projects
• Filters overview for controlling which emails sync
• Delete behavior for understanding what happens when emails are removed
• Default values for setting fallback values on empty fields
• Notion property types for choosing the right property for each field

FAQ