Microsoft Outlook integration enables recruiters to connect their inboxes with PeopleForce, allowing seamless email communication directly from the Recruit module.
Benefits of integration
Send emails to candidates using your Outlook account directly from PeopleForce.
Automatically sync all emails with a candidate and display them in their profile for quick access.
Build trust with candidates, as they will see your professional Outlook email address as the sender.
Reduce the risk of emails landing in Spam folders, ensuring reliable communication.
✨ This is user-level integration, therefore user performing integration will integrate only their work inbox. This will not affect other employees in the company.
Enable integration
Enable integration
To enable integration, navigate to your profile picture in the top right corner of the screen and click on it.
From the dropdown menu, select Account settings.
Scroll down the page until you see the section labeled Integration.
Click on the Connect button to the right of the Microsoft Outlook integration section.
Enter your Microsoft Outlook address and password to log in.
A pop-up window will appear asking you to confirm that you want to connect your account to Microsoft Outlook. Click Accept to proceed.
That's it!🔅Your account is now integrated with Microsoft Outlook and all changes or updates made to your emails, such as sending or receiving new emails, will be reflected in your PeopleForce account every 60 minutes.
Send emails from PeopleForce
Send emails from PeopleForce
With Microsoft Outlook integrated, sending emails to candidates is quick and simple.
From Outlook: Compose and send emails directly from your inbox as usual.
From PeopleForce: Send emails directly from the platform with ease.
How to Send an Email via PeopleForce:
Open the candidate's profile.
Go to the Emails tab.
Write your message in the text editor.
Click Send to deliver your email instantly.
If the candidate replies to your email, their response will automatically appear in the Emails tab, keeping everything organized and easy to access.
Set up automated email sending with pipeline automations
Set up automated email sending with pipeline automations
With pipeline automations, you can automatically send emails to candidates when they reach a specific stage in your recruitment pipeline. Here's how to set it up:
1. Access pipeline settings and select Pipelines from the settings menu.
2. Select the pipeline where you want to add automation.
3. Click on the specific stage where you want the email automation to trigger.
4. Choose the Send email action.
3. In the Send email as field, choose who the email will be sent from:
Recruiter performing the action: The email will be sent from the integrated Microsoft Outlook account of the recruiter who triggers the action.
Hiring lead for the vacancy: The email will come from the recruiter assigned as the hiring lead in the vacancy settings. Needs
Specific employee: Choose a specific employee, such as the CCO, to be the sender of the email.
Important! To send emails on behalf of a colleague, such as a hiring lead or specific employee, additional setup in your Microsoft Outlook 365 account is required. Otherwise, all emails will be sent from your own email address.
4. Customize the email
Select a pre-made template like "Application email" or "Rejection email," or use a custom template you've created in Recruit settings. Alternatively, write a new email from scratch.
5. Personalize with variables
Make your emails more engaging by using variables. For example:
Use {{candidate.full_name}} for the candidate’s name.
Use {{vacancy.title}} for the job title.
Give permissions to send email from another user's mailbox
Give permissions to send email from another user's mailbox
To send emails on behalf of a colleague, such as a hiring lead or specific employee, additional setup in your Microsoft 365 account is required. If this setup isn’t completed, emails will be sent from your own email address by default.
Steps for the Microsoft 365 administrator
Access the Admin Center and go to the Users section and select Active Users.
2. Select the name of the user (from whom you plan to give a sending permission) to open their properties pane.
3. Open the Mail tab in the user’s properties.
4. Select Add permissions, then choose the name of the person who you want this user to be able to send as.
5. Confirm by clicking Add to finalize the setup.
Learn more about sending Outlook messages on behalf of another user here.
Remove Microsoft Outlook integration
Remove Microsoft Outlook integration
To disconnect your PeopleForce account from Microsoft Outlook, follow these steps:
Click on your profile picture in the top-right corner of the screen.
Select "Account Settings" from the drop-down menu.
Scroll down to the "Integration" section.
Locate the Microsoft Outlook integration and click the "Disconnect" button.
Confirm the disconnection by clicking Confirm in the pop-up window.
Once these steps are completed, the integration between your PeopleForce account and Microsoft Outlook will be removed.