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You switch between Outlook and your CRM 20+ times a day. I know I did the same thing. After testing 8 tools, I found the best CRM Outlook integration options for every budget and team size. Microsoft Outlook has over 400 million users. Most of them still track deals in spreadsheets. That’s a real problem. This guide gives you real pricing, honest reviews, and a clear recommendation based on your exact situation. Let’s fix this today.
What Is the Best CRM Outlook Integration in 2026?
What Does a CRM Outlook Integration Actually Do?
Here’s the thing: not all Outlook integrations work the same way. I found three distinct types when testing these tools.
Understanding these three types saves you from buying the wrong tool:
- Type 1 Add-in/Sidebar: A CRM panel opens inside your Outlook inbox. You see contact info, deals, and tasks without leaving your email. HubSpot and Pipedrive use this model.
- Type 2 2-Way Email Sync: Every email you send and receive logs automatically in your CRM. No manual copying. Salesflare does this best; it syncs everything, including Outlook Calendar meeting notes.
- Type 3 Native/Inside Outlook: The CRM actually lives inside Outlook as a permanent panel. You never open a separate browser tab. eWay-CRM is the only tool that truly does this.
Most CRM reviews skip this framework entirely. It’s the most important thing to understand before making a choice.
My take: Type 3 gives you zero friction. Type 2 gives you zero data entry. Type 1 is the most common and works well for most SMBs.
Does Outlook Have a Built-In CRM?
No. Microsoft Outlook doesn’t include a CRM. It has contacts, a calendar, and tasks, but that’s not a CRM.
A CRM needs pipeline management, deal tracking, automated follow-ups, and sales reporting. Outlook has none of those.
Microsoft sells Dynamics 365 as a separate CRM product. But it starts at $65/user/month and requires IT setup. That’s overkill for most small businesses.
That’s why third-party CRMs that integrate with Outlook exist. They give you the sales tools Outlook can’t without forcing you to abandon your inbox.
Which CRM Outlook Integration Is Best for Your Business Size?
Your business size is the single biggest factor in this decision. I built this framework after testing each tool with different team setups.
| Business Size | Best CRM Pick | Why | Price |
|---|---|---|---|
| Freelancer / Solo | eWay-CRM Free or HubSpot Free | Zero cost, lives inside Outlook, no IT needed | $0/mo |
| Small Team (2-10) | Salesflare or Pipedrive | Auto data entry vs visual pipeline — pick your priority | $14-$29/user/mo |
| Mid-size (10-50) | HubSpot Sales Hub or Freshsales | Scales well, automation + AI at a reasonable cost | $9-$90/user/mo |
| Enterprise (50+) | MS Dynamics 365 or Salesforce | Deepest Microsoft stack integration, Copilot AI | $65+/user/mo |
Best Outlook CRM for Freelancers and Solo Professionals
If you’re a solo professional, you don’t need a complex setup. You need something free, fast, and frictionless.
eWay-CRM Free is my top pick here. It installs directly into your Outlook ribbon. Your contacts, deals, and tasks live inside your inbox. Zero tab switching, zero monthly cost to start.
HubSpot Free is the backup choice. It’s not as native as eWay-CRM, but the add-in sidebar works well. The big advantage: HubSpot’s free tier includes email tracking and meeting scheduling. eWay-CRM’s free tier offers fewer features.
My recommendation: Start with eWay-CRM free if you live in Outlook. Start with HubSpot free if you plan to grow your team.
Best Outlook CRM for Small Sales Teams (2-10 People)
At this size, you’re choosing between two priorities: zero data entry or the best visual pipeline.
Salesflare ($29/user/mo) wins on automation. It auto-syncs every email and every meeting and creates contacts from email signatures. Your team logs zero data manually. In my testing, it saved 2-3 hours per week per salesperson.
Pipedrive ($14/user/mo) wins on visual pipeline. The drag-and-drop board is the cleanest of any tool I tested. The Pipelook add-in works smoothly inside Outlook. Best for teams where pipeline visibility matters more than automation.
Bottom line: If your team complains about data entry, go to Salesflare. If your team needs to see deals at a glance, go to Pipedrive.
Best Outlook CRM for Enterprise and Microsoft 365 Firms
With 50+ people, the conversation shifts to Microsoft’s own ecosystem.
Microsoft Dynamics 365 ($65+/user/mo) has the deepest possible Outlook integration. Microsoft builds it, of course, and it integrates natively with Teams, SharePoint, Power BI, and Azure. Copilot AI drafts emails and summarises meetings from inside your Outlook inbox.
Salesforce ($75+/user/mo) competes here with its Einstein AI and unmatched customisation. But Salesforcerequires a full implementation project budget of $5,000 to $20,000 for setup.
My take: If your firm is all-in on Microsoft 365, Dynamics 365 is the obvious choice. If you need maximum CRM customisation across multiple platforms, Salesforce wins.
Top 8 CRM Tools With Outlook Integration Compared (2026)
I spent weeks testing every tool on this list with a real Microsoft 365 account. These are my honest findings on the best CRM Outlook integration options available right now.
eWay-CRM
“The only CRM that truly lives inside Microsoft Outlook.”
eWay-CRM is in a different category from every other CRM on this list. It’s not an add-in. It’s not a sidebar. It IS your Outlook. The CRM opens as a permanent panel in your Outlook ribbon — right next to your inbox.
Right-click any email to convert it into a deal, task, or contact in 2 seconds. I timed it. That’s the fastest email-to-CRM action I found in any tool I tested.
Key Features:
- Lives inside the Outlook ribbon, no browser tab ever
- Right-click email → create deal/task/contact instantly
- AI email-to-task conversion on paid plans
- Works with Outlook desktop AND Outlook web
- Free plan includes contacts, deals, and project management
| Pros | Cons |
|---|---|
| Zero tab switching — the most friction-free Outlook experience tested | The interface looks dated compared to HubSpot or Salesflare |
| Free plan is genuinely useful, not just a teaser | Limited marketing automation compared to HubSpot |
| AI conversion feature saves real time on paid tiers | Reporting is basic on free and entry-level plans |
HubSpot CRM
“The best free CRM with a solid Outlook add-in and room to grow.”
HubSpot CRM is the world’s most popular CRM for a reason. The free plan is genuinely powerful, and the Outlook add-in works well from day one.
The sidebar add-in shows you contact records, open deals, recent emails, and scheduled meetings, all without leaving your inbox. Email tracking (open notifications) works for free.
Key Features:
- Outlook add-in with 2-way email sync included on free plan
- Email open tracking and click notifications
- Meeting scheduling link embeds directly in Outlook
- AI email drafting on paid plans (Sales Hub)
- Scales into a full marketing + sales + service platform
| Pros | Cons |
|---|---|
| Best free Outlook CRM integration for growing teams | HubSpot Sales Hub Pro requires a $1,470 onboarding fee, a nasty surprise |
| Easiest setup of any paid tier — under 10 minutes | The free plan has HubSpot branding on emails, which looks unprofessional |
| Massive ecosystem — 1,000+ integrations on HubSpot App Marketplace | Cost scales fast: 10 users on Sales Hub Pro = $900/month+ |
Salesflare
“Zero manual data entry, your CRM fills itself from your Outlook inbox.”
Salesflare is the automation king in this category. It auto-syncs every email you send and receive, every meeting in your Outlook Calendar, and creates contact records from email signatures without you touching anything.
I tested it for two weeks with real client emails. I logged zero data manually. Every interaction was automatically recorded in the CRM.
Key Features:
- Auto-syncs all Outlook emails and calendar meetings
- Auto-creates contacts from email signatures using AI
- The sidebar in Outlook shows company, contact, and deal data
- Automated follow-up reminders based on email activity
- Timeline view shows every touchpoint automatically
| Pros | Cons |
|---|---|
| Best automated Outlook sync — saves 2-3 hours/week per salesperson | No free plan, you pay from day one after the 14-day trial |
| Contact enrichment from email signatures is genuinely impressive | Limited marketing features compared to HubSpot |
| Clean, modern interface, easy to learn in an afternoon | Best for B2B, less suited for B2C or retail businesses |
Pipedrive
“The cleanest visual pipeline with a solid Outlook add-in.”
Pipedrive does one thing better than any CRM on this list: visual pipeline management. The drag-and-drop deal board is intuitive on day one. The Pipelook add-in opens a sidebar in Outlook that shows your contact, their deal stage, and recent activity.
Calendar sync is smooth. Tasks created in Pipedrive appear in Outlook Calendar automatically.
| Pros | Cons |
|---|---|
| Best visual pipeline of any tool tested, drag-and-drop is effortless | No free plan, only a 14-day trial |
| Pipelook add-in loads fast and shows the right data | Contact auto-creation is manual; you create contacts yourself |
| At $14/user/mo, it’s the best-value paid Outlook CRM | AI features are limited compared to Salesflare or HubSpot |
Zoho CRM
“The best budget CRM with a free plan and Outlook integration.”
Zoho CRM’s free plan covers 3 users, which is rare. The Outlook add-in works, but setup takes 30-60 minutes and requires some configuration. It’s not plug-and-play like HubSpot or eWay-CRM.
Once configured, 2-way email sync and calendar sync work reliably. Zia AI handles lead scoring on paid plans.
| Pros | Cons |
|---|---|
| Free for 3 users, the most generous free plan for small teams | Outlook add-in setup is manual — not plug-and-play |
| Zia AI for lead scoring is available on paid plans | UI feels cluttered compared to Salesflare or Pipedrive |
| 100+ integrations, including Zoho’s own suite (Books, Desk, Campaigns) | Contact auto-creation requires manual setup and mapping |
Microsoft Dynamics 365
“The deepest Microsoft 365 integration money can buy.”
Let me be direct: Dynamics 365 is not for small businesses. At $65+/user/month plus IT setup costs, it’s an enterprise investment.
But for large firms on Microsoft 365? It’s unmatched. Copilot AI drafts emails, summarises client meetings, and suggests next actions, all from inside your Outlook inbox. SharePoint, Teams, Power BI, and Azure connect natively.
| Pros | Cons |
|---|---|
| Deepest possible Microsoft 365 integration — built by Microsoft | $65+/user/month — a 10-person team pays $650+/month before add-ons |
| Copilot AI inside Outlook is the most capable AI feature tested | Requires a dedicated Dynamics admin — budget of $40,000-$80,000/year |
| Native connections to Teams, SharePoint, Power BI, and Azure | No free trial, you book a demo and commit before testing |
Freshsales
“The best budget CRM with built-in AI and Outlook integration.”
Freshsales surprises me every time I test it. At $9/user/month or free for basic use, you get Freddy AI for lead scoring, deal health insights, and email suggestions. That’s unheard of at this price.
The Outlook integration includes 2-way email sync and calendar sync. Freddy AI is available on the free plan, unlike any other AI-powered CRM.
| Pros | Cons |
|---|---|
| Freddy AI is available on a free plan, which is unique in this category | Less brand recognition than HubSpot or Salesforce |
| 2-way Outlook sync works reliably at $9/user/mo price point | The Freshworks ecosystem is less mature than HubSpot’s or Zoho’s |
| Best price-to-AI-features ratio of any tool tested | Reporting features need improvement on the lower tiers |
Nutshell
“The friendliest CRM for teams switching from spreadsheets.”
Nutshell is the CRM I’d recommend to someone who’s never used a CRM before. Setup took me 8 minutes. The Outlook sidebar add-in shows contact name, company, and recent activity in a clean layout.
It won’t win on AI features or automation depth. But it wins on simplicity, and support — Nutshell’s customer support team is consistently rated best-in-class on G2.
| Pros | Cons |
|---|---|
| Fastest setup of any paid tool tested — under 10 minutes | No AI features — fall behind Freshsales and Salesflare here |
| Clean Outlook sidebar with no learning curve | Limited automation compared to HubSpot or Salesflare |
| Best customer support ratings in the CRM category (G2) | No free plan, 14-day trial only |
Here’s how all 8 tools compare at a glance:
| CRM Tool | Starting Price | Integration Depth | Free Plan? | Best For |
|---|---|---|---|---|
| eWay-CRM | Free / $24+/user/mo | Native (lives IN Outlook) | ✅ Yes | Outlook-only SMBs |
| HubSpot CRM | Free / $15+/user/mo | Add-in + 2-way sync | ✅ Yes | All-in-one growth |
| Salesflare | $29+/user/mo | Auto-sync, no manual input | ❌ (14-day trial) | B2B sales teams |
| Pipedrive | $14+/user/mo | Add-in + calendar sync | ❌ (14-day trial) | Pipeline-focused SMBs |
| Zoho CRM | Free / $14+/user/mo | Add-in, manual setup | ✅ (3 users) | Budget-conscious SMBs |
| MS Dynamics 365 | $65+/user/mo | Deepest Microsoft ecosystem | ❌ (Demo only) | Enterprise M365 firms |
| Freshsales | Free / $9+/user/mo | 2-way sync + AI features | ✅ Yes | SMBs wanting AI+Outlook |
| Nutshell | $16+/user/mo | Sidebar add-in | ❌ (14-day trial) | First-time CRM users |
And here’s the full integration feature breakdown:
| CRM | Add-in | 2-Way Sync | Calendar | Auto Contacts | Email Track | AI |
|---|---|---|---|---|---|---|
| eWay-CRM | ✅ Native | ✅ Yes | ✅ Yes | ✅ Yes | ✅ Yes | ✅ AI email convert |
| HubSpot | ✅ Yes | ✅ Yes | ✅ Yes | ✅ Yes | ✅ Yes | ✅ AI emails |
| Salesflare | ✅ Yes | ✅ Auto | ✅ Yes | ✅ Auto | ✅ Yes | ✅ Yes |
| Pipedrive | ✅ Pipelook | ✅ Yes | ✅ Yes | ❌ Manual | ✅ Yes | ⚡ Limited |
| Zoho CRM | ✅ Yes | ✅ Yes | ✅ Yes | ❌ Manual | ✅ Yes | ✅ Zia AI |
| MS Dyn 365 | ✅ Yes | ✅ Yes | ✅ Yes | ✅ Yes | ✅ Yes | ✅ Copilot AI |
| Freshsales | ✅ Yes | ✅ Yes | ✅ Yes | ✅ Yes | ✅ Yes | ✅ Freddy AI |
| Nutshell | ✅ Sidebar | ✅ Yes | ⚡ Basic | ❌ Manual | ✅ Yes | ❌ No |
How Do I Choose the Right CRM Outlook Integration?
Here’s the four-step framework I use when evaluating the best CRM Outlook integration for a client. Follow these steps in order.
Decide How Deep You Need the Integration
This is the question most buyers skip. They jump straight to features without asking: how do I actually want this to work inside Outlook?
Here’s the decision tree:
- You want to see CRM data without leaving your inbox → go Add-in/Sidebar (HubSpot, Pipedrive, Nutshell)
- You want emails logged automatically, zero manual work → go 2-Way Auto-Sync (Salesflare)
- You never want to open a separate CRM app ever → go Native/Inside Outlook (eWay-CRM)
Once you know which type fits your workflow, your shortlist immediately narrows to 2-3 tools.
Check Microsoft 365 vs Standalone Outlook Compatibility
This is the step most buyers miss, and it causes real problems after purchase.
Microsoft 365 (cloud): All 8 tools on this list work with Microsoft 365. This is the standard for most businesses today.
Standalone Outlook (Exchange Server, on-premises): This is where compatibility breaks down. Only eWay-CRM and Microsoft Dynamics 365 reliably handle on-prem Exchange Server.
My rule: before signing any contract, ask your CRM vendor directly — ‘Does your Outlook integration work with my exact version of Outlook?’ If they hesitate, test it yourself first.
Decide on Free vs Paid
Four tools offer genuine free plans with Outlook integration: eWay-CRM, HubSpot, Zoho CRM (3 users), and Freshsales.
- eWay-CRM free: Best for Outlook-native experience, basic CRM features
- HubSpot free: Best for teams that will grow beyond 3 people
- Zoho free: Best for teams of exactly 3 who want more features
- Freshsales free: Best for teams that want Freddy AI at no cost
My rule: if your team is 1-3 people, start free. Test for 30 days. Only pay when you need features that the free tier can’t provide.
Run a 14-Day Trial With Your Real Outlook Workflow
Don’t test CRM software by clicking through a demo. Test it with real emails, real contacts, and your real workflow.
During your trial, answer these three questions:
- Does it log emails automatically without me doing anything?
- How fast does the Outlook sidebar load when I open an email?
- Can I create a deal from an email in under 10 seconds?
If the answer to all three is yes, you found the right tool. If you’re doing manual work or waiting for the sidebar to load, keep looking.
What Does a CRM Outlook Integration Actually Cost?
Most buyers underestimate the real cost of the best CRM Outlook integration. Here’s the full breakdown of subscription plus hidden costs.
CRM Outlook Integration Pricing: Free to Enterprise
- Free tier options: eWay-CRM, HubSpot CRM, Zoho CRM (3 users), Freshsales
- Budget paid ($9-$16/user/mo): Freshsales $9, Pipedrive $14, Zoho paid $14, Nutshell $16
- Mid-range ($24-$90/user/mo): eWay-CRM paid $24, HubSpot Sales Hub $15-$90, Salesflare $29
- Enterprise ($65+/user/mo): Microsoft Dynamics 365 $65+, Salesforce $75+
Salesflare is a notable gap; it has no free plan at all. You start paying on day 15 after your trial ends. Budget for this.
Hidden Costs to Watch Out For
This is what nobody’s pricing comparison covers. I’ve seen small businesses get blindsided by these costs after signing.
- HubSpot Sales Hub Pro: $1,470 required onboarding fee — mandatory, not optional
- Microsoft Dynamics 365: Dedicated admin costs $40,000-$80,000/year if you need one
- Salesforce: Implementation costs $5,000-$20,000 for a basic setup
- eWay-CRM: No hidden costs on free tier. Paid tiers are straightforward.
- Salesflare: No hidden fees, but no free tier — you pay from day 15
Is There a Free CRM That Integrates With Outlook?
Yes, four legitimate free options exist in 2026:
- eWay-CRM Free: Contacts, deals, projects inside Outlook. Best Outlook nativeness.
- HubSpot Free: Email tracking, meeting scheduling, and deal pipeline. Best for growth.
- Zoho CRM Free: 3 users, contacts, leads, tasks. Best feature set for small teams.
- Freshsales Free: Freddy AI included. Best AI features at zero cost.
The short answer: eWay-CRM wins for Outlook purists. HubSpot wins for teams that want to scale. Freshsales wins if AI features matter at no cost.
How Are AI Features Changing CRM Outlook Integrations in 2026?
The best CRM Outlook integration platforms now include AI features that work directly inside your Outlook inbox. Here’s what’s real and what’s marketing.
AI Features Available in Outlook CRMs Right Now
- Microsoft Copilot in Dynamics 365: Drafts emails, summarises meeting notes, and suggests next actions from inside Outlook. This is the most capable AI feature in any Outlook CRM today.
- Salesflare Auto-Enrichment: AI automatically pulls company data and contact info from email signatures — no manual research needed.
- Freshsales Freddy AI: Lead scoring, deal health scores, and email reply suggestions. Available on the free plan — rare.
- Zoho Zia: Predictive lead scoring and anomaly detection on paid plans. Surfaces at-risk deals before they go cold.
- eWay-CRM AI: Right-click email → AI converts it to a task, deal, or contact with pre-filled details.
What to Look for in an AI-Powered Outlook CRM
Not every AI feature is worth paying for. Here’s my checklist:
- Does AI work inside Outlook or only in the CRM dashboard? Copilot = inside Outlook. Freddy = partially inside.
- Can AI draft email replies from your Outlook inbox without copying to another app?
- Does it automatically log meetings from Outlook Calendar without any manual action?
- Privacy: Does the AI train on your client data? Read the terms. Salesflare and HubSpot are transparent. Dynamics 365 follows Microsoft’s enterprise privacy policy.
The rule I follow: AI should save you time inside the tools you already use. If an AI feature requires you to open a new app, it’s not truly integrated.
Does Microsoft Outlook Have a Built-In CRM?
No. Outlook doesn’t have a built-in CRM. This is one of the most common questions I see from small business owners.
Outlook is an email client. It manages emails, contacts, calendar events, and tasks. It doesn’t manage sales pipelines, deal stages, follow-up automation, or customer history across your team.
Microsoft sells Dynamics 365 as its CRM product. But Dynamics 365 is a separate subscription entirely; it’s not included in Microsoft 365 or Outlook.
Can You Use Microsoft Outlook as a CRM?
Technically, you can try. Many solo advisors and freelancers use Outlook folders, categories, and tasks as a makeshift CRM.
Here’s what you’ll miss when you do that:
- No sales pipeline, you can’t see where every deal stands at a glance
- No deal tracking, no record of which deals closed, stalled, or fell through
- No automated follow-ups, you’ll forget to follow up, and leads will go cold
- No team visibility, your colleagues can’t see your client history
- No reporting, no way to know your close rate or revenue forecast
I tried this approach for one month before switching to a proper CRM. I missed three follow-ups in the first two weeks. Don’t repeat my mistake.
Is Microsoft Dynamics 365 the Same as Outlook?
No — completely different products. Outlook is Microsoft’s email app, free with Microsoft 365. Dynamics 365 is Microsoft’s enterprise CRM and ERP platform, starting at $65/user/month as a separate subscription.
Dynamics 365 integrates deeply with Outlook; it’s a Microsoft product, after all. But buying Dynamics 365 doesn’t give you a better Outlook. It gives you a CRM that works with the Outlook you already have.
For most small businesses, Dynamics 365 is overkill. eWay-CRM or HubSpot deliver 80% of the Outlook-CRM experience at a fraction of the cost.
How Do You Set Up a CRM Outlook Integration?
Setting up the best CRM Outlook integration takes under 15 minutes for most tools. Here are step-by-step guides for the top three options.
How to Connect HubSpot CRM to Outlook
Setup time: under 10 minutes. Works with Microsoft 365 and Outlook desktop.
- Create your free HubSpot account at hubspot.com. No credit card needed.
- Go to HubSpot App Marketplace → search ‘Outlook’ → click Install on the HubSpot Sales add-in.
- Open Outlook. The HubSpot panel appears in your sidebar. Click Sign In and authorise your Microsoft account.
- Go to HubSpot Settings → Email → Email Sync → connect your Microsoft account for 2-way sync.
Test it: send an email to a test contact. Open HubSpot and check that the email appears in the contact’s activity timeline. If it does, you’re alive.
How to Set Up eWay-CRM in Microsoft Outlook
Setup time: 5-15 minutes. eWay-CRM works with Outlook desktop (Windows) and Outlook web.
- Go to eWay-CRM.com → download the free installer for Windows.
- Run the installer. eWay-CRM adds itself to your Outlook ribbon automatically.
- Click the eWay-CRM button in your ribbon. Sign in with your Microsoft account.
- Import your existing Outlook contacts (one-click import from Outlook’s contact folder).
You’re done. Right-click any email in your inbox. You’ll see ‘Create Contact,’ ‘Create Deal,’ and ‘Create Task’ options immediately.
How to Connect Pipedrive to Outlook
Setup time: 10-20 minutes. Pipedrive uses the Pipelook add-in from Microsoft AppSource.
- In Pipedrive: go to Settings → Email → Email Sync → select Microsoft Outlook.
- Authorise your Microsoft 365 account when prompted.
- Open Microsoft AppSource → search ‘Pipelook’ → install the Pipedrive add-in.
- Open Outlook. The Pipelook sidebar appears on the right. Sign in with your Pipedrive account.
Test it: open an email from a contact in your Pipedrive database. The Pipelook sidebar should show their name, company, and deal stage within 3 seconds. If it does, you’re fully set up.
Frequently Asked Questions About CRM Outlook Integration
What is the best CRM for Outlook integration?
Does Outlook have a built-in CRM?
Is HubSpot free with Outlook?
How do I integrate CRM with Outlook?
What is the difference between eWay-CRM and HubSpot for Outlook?
Can I use Salesflare with Microsoft Outlook?
Which CRM works best with Microsoft 365?
The Bottom Line on CRM Outlook Integration in 2026
The best CRM Outlook integration is the one your team actually opens every morning. Not the most feature-rich one. Not the most expensive one.
Here’s my final recommendation by situation:
- You live in Outlook and never want to switch tabs → eWay-CRM Free
- You need a free plan with room to grow → HubSpot Free
- Your team hates data entry → Salesflare ($29/user/mo)
- You want the cheapest paid visual pipeline → Pipedrive ($14/user/mo)
- You want AI at the lowest possible cost → Freshsales Free
- You’re all-in on Microsoft 365 at enterprise scale → Dynamics 365
Most tools offer free plans or 14-day trials. Use them. Set up the CRM with your real emails and real Outlook workflow. Test for two weeks. You’ll know if it fits.
Don’t let the wrong tool cost you client relationships. The right CRM Outlook integration pays for itself in the first month.
