Outlook Online + Shape Software Email & Calendar Integration

Shape Software
  • February 8, 2022
  • 4 min read
  • How to connect Gmail or Outlook Online to Shape

    Work efficiently with your Gmail/GSuite or Outlook email and calendar in Shape Software CRM—together in one place. This email integration lets you send emails and share calendar events within your Shape Software system.

    Click your profile picture in the top right and select “Profile Settings” to be taken to your personal profile. Once here, click the tab labeled “Email & Calendar” where you will integrate your Gmail or Outlook.

    You will be prompted to enter the login credentials for the email you are wanting to connect.


    Once connected, there are 3 options for the email calendar sync:

    • Sync calendar bi-directionally (From CRM to Calendar and from Calendar to CRM)
    • One-Way Calendar Sync (From CRM to Calendar Only)
    • One-Way Calendar Sync (From Calendar to CRM Only)

    How does the integration work?

    Click the blue "Click to Connect" icon
    Select your email provider and sign in!

    After connecting your Gmail or Outlook Online account, your manually sent emails will be sent through your connected email account. (Drip Campaign and Triggered Emails are not sent via your email server but instead are sent through Shape’s server.)

    Manually Syncing your Connected Calendar

    Email Forwarding

    You also have the option to have your emails forwarded into Shape as well! Only emails received by your connected email will forward into the system. It is also important to note that only emails received in your connected email, with a matching email address in Shape, will be forwarded. Emails unrelated to the contacts in your CRM will not be forwarded.

    Simply log into your email account outside of Shape and navigate to your account settings.

    Each email provider is different but there will be a section titled “Email forwarding” or something similar. If you are unable to find this section in your email, reach out to your email provider for direction.


    Back in your profile in Shape, copy the email forwarding address and paste it into your forwarding settings in your email and follow the instructions provided by your email to complete the forwarding if any.


    Once complete, you will find the forwarded emails in your Shape system by clicking on the “Inbox” icon!

    Frequently Asked Questions

    This can be due to the following reasons:

    • A username and password reset
    • An email service provider outage
    • An expired API token
    • A change in your email settings that affects APIs

    The fix for this is simply disconnecting your integrated email and re-connecting!

    This could be caused by a number of settings outside of Shape. DMARC settings controlled within your email settings are typically the main issue when it comes to email deliverability.

    Outgoing emails from your system are tracked in the Outgoing email report


    This report tracks the metrics for successful/failed emails, opened rate, click through rate, bounced rate, and total unsubscribes.

    Keywords: email, outlook, integration, sync, email sync, calendar, email calendar, outlook calendar, google, gsuite

    Still need help? Contact Shape experts!