Learn Mokapen

Microsoft Outlook Contacts

Connect your Microsoft Outlook Contacts address book to your organization's contacts in Mokapen. Import customers and leads already on Outlook, keep data aligned, or export contacts created in the CRM to Outlook — according to the rules you choose.

General overview: Integrations.

Requirements

• Microsoft account with a contacts address book.
• Permission to authorize Mokapen to read and write contacts on Outlook.
• Mokapen permissions on contacts in the org (see Roles and permissions).

Connect Outlook Contacts

1. User menu → Integrations → Microsoft Outlook Contacts.
2. Click Sync Microsoft Outlook Contacts.
3. Choose your Microsoft account (it may differ from your Mokapen email).
4. Accept permissions for the contacts address book.
5. Return to Mokapen: verify Connected account and configure the options below.

If you do not accept, no contacts will be imported or exported. The page will remain without active sync.

What Mokapen requests from Microsoft

Profile (name, email) and full access to the contacts address book: read existing contacts, create new ones, update them. Required for bidirectional sync or bulk import.

Settings to configure

Sync direction

• To Mokapen only — Outlook → CRM.
• To Outlook only — CRM → Outlook.
• Both — alignment in both directions.

If you use a shared connection in certain modes, Mokapen may limit the direction: follow what you see on the page.

Contact lists

• Main list — by default «Contacts» (not editable: the Microsoft API does not expose a different main list).
• Other lists — additional contact folders or lists created in Outlook; select those to include in the sync.

Visibility

• All members — imported contacts visible in the org (shared CRM).
• Only me — imported address book limited to your access (personal contacts).

Duplicates and conflicts

• Email comparison — in Outlook Contacts it is always active (checkbox cannot be disabled): avoids creating a second contact if the email already exists in Mokapen.
• Conflict handling — when data differs, choose whether Mokapen or Outlook Contacts takes precedence.

Field mapping

Link Outlook fields (name, phone, address…) to Mokapen columns. The primary email stays on the contact email field.

Each Mokapen column can be used only once: do not assign the same Mokapen field to two different Outlook columns.

Automatic or manual sync

Choose whether sync runs automatically when you change data, or only when you click Sync (manual sync).

Share sync

With an appropriate plan, other members can use your connection without signing in to Microsoft again.

Mandatory authorization

Check «I authorize Mokapen to create a copy…» — without that checkbox, the Save and Sync buttons remain disabled.

Then click Sync. Sync may take time on large address books.

Behavior in Mokapen

• From the contacts list you can re-run sync from the menu (if permitted).
• With export active, creating or editing a contact in Mokapen may update Outlook.
• When merging duplicates in the address book, Mokapen may update or remove the contact on Outlook — test first with sample data.

Common issues

• Too many duplicates — enable email comparison; use the Duplicates tool after the first import.
• Sync blocked — verify the authorization checkbox; disconnect and reconnect.
• Contacts not visible to the team — «only me» visibility or role permissions.

Disconnect

Click Disconnect: a confirmation window opens with the Keep section. There you decide what to do with data already imported into Mokapen with this sync.

Options in Mokapen (checked boxes = keep, default):

• Contacts — if you leave the box checked, contacts imported from Outlook remain in Mokapen but no longer sync. If you uncheck it, Mokapen removes from the org contacts linked to this Outlook Contacts integration.
• Companies — same logic for company records imported via sync (keep or remove from Mokapen).

In both cases, disconnecting does not automatically delete contacts on Outlook Contacts: they remain in the Outlook address book unless you delete them there.

After choosing, type the confirmation word and confirm Disconnect. Removing many contacts may take a few minutes.

Learn more: Contacts guide.