This article walks through connecting your Outlook mailbox, setting up your email signature, and composing emails directly from a lead's profile in Noteefy Lead Management.
NOTE: Microsoft Organization Administrators will need to approve access to your organization using Noteefy's Outlook integration. Please alert them to this and to approve when they receive the notification.
🧠 How Email in Lead Management Works
Noteefy Lead Management lets you send and receive emails directly from the platform — no switching between tabs or tools. Once you connect your Outlook mailbox, emails you send (or reply to) from a lead's profile are logged automatically as interactions, keeping your full communication history in one place. You can also set up a branded email signature that auto-populates every time you compose a new message.
⚙️ Step 1: Link Your Outlook Mailbox
Before you can send emails from Lead Management, you need to connect your Outlook account.
Log in to your Noteefy Admin Portal.
Navigate to Leads → User Settings → Link Outlook.
Under My Emails, you'll see your email address listed with a NOT LINKED status.
Click Link Mailbox next to your email address.
Follow the Microsoft authentication prompts to authorize the connection.
Once complete, your mailbox status will update to LINKED with a green badge.
Note: If your mailbox is showing as NOT LINKED after a period of time, your session may have expired. Click Link Mailbox again to reconnect.
⚙️ Step 2: Set Up Your Email Signature
Noteefy provides a pre-built signature template that you can customize with your name, title, and contact details.
In the left sidebar, click Email Signatures.
You'll see any existing signatures templates listed in the 'Signatures Shared with Me' section. Click Customize next to an existing signature to edit it and save for yourself, or + Add New Signature to create one.
In the Customize signature modal, give your signature a name in the Signature Name field (e.g., "Master Signature").
The signature editor will pre-populate with a Noteefy-created template matching your email signature and including placeholder fields for whatever your signature would deem you need to personalize.
Click into each placeholder and replace it with your actual information.
Use the formatting toolbar to adjust fonts, styling, or add any additional elements.
Click Add as my signature to save.
Your signature will now be available to select any time you compose a new email.
⚙️ Step 3: Compose and Send an Email from a Lead
Once your mailbox is linked and your signature is set, you can send emails directly from any lead's profile.
Open a lead's profile page in Lead Management.
Click the + New Interaction button in the Interactions section.
From the dropdown, select Compose New Email.
The Compose New Email modal will open. Fill in the following fields:
From — defaults to your linked personal mailbox
To — pre-populated with the lead's email address; add CC or BCC recipients as needed
Subject — pre-filled based on the lead's inquiry; edit as appropriate
Body — write your message in the rich-text editor
Signature — select your saved signature from the dropdown at the bottom
When ready, click Send Email.
The email will be sent from your linked Outlook mailbox and logged as an interaction on the lead's profile. As your leads reply to your messages, you can reply to them either in the lead profile in lead management or in your own outlook account and those replies will still be logged.
💡 Best Practices
Link your mailbox before your first lead interaction — Email history only logs once your mailbox is connected. Emails sent outside the platform won't appear in Lead Management.
Customize your signature before your first send — Set it up once and it'll be ready to select on every future email, saving you time and keeping your outreach on-brand.
Use the Subject line intentionally — The default subject references the lead's inquiry type, which is a useful conversation starter, but feel free to personalize it for follow-up emails.
Check your linked status periodically — Microsoft OAuth tokens can expire. If a colleague mentions they're not receiving your emails, verify your mailbox still shows as LINKED in User Settings.
📞 Need Help?
Reach out to your Noteefy Customer Success Manager or email [email protected] for hands-on support.