How to Forward Outlook Emails to Notion Automatically (2025)

If you're using Outlook for work and Notion for project management, you're probably tired of manually copying emails between the two. Whether you're on Outlook.com, Office 365, or Microsoft 365, there's a better way to keep your workspace organized.

This guide shows you how to automatically forward Outlook emails to your Notion database in minutes. Perfect for tracking client communications, managing support requests, or organizing any email-based workflow.

Related: If you use Gmail, check out our Gmail to Notion guide for similar setup instructions.

Why Forward Outlook to Notion?

Outlook is great for email, but Notion is where work actually gets done. Here's why thousands of professionals are connecting them:

The Problem

Constantly switching between Outlook and Notion breaks your focus and creates workflow friction. Important emails get buried in your inbox, making it hard to find critical information when you need it. Client conversations aren't linked to projects, so you lose context about ongoing work. Attachments scatter across email threads, making it nearly impossible to find that contract or document from three months ago.

The Solution

When you connect Outlook to Notion, you create a centralized workspace where all communications live together. This enables better organization by linking emails directly to projects, clients, and tasks. You get faster search capabilities using Notion's powerful filters, and team visibility improves dramatically since everyone can see important communications in one place.

What You Need

You'll need an Outlook.com, Office 365, or Microsoft 365 account and a Notion workspace (free or paid). The entire setup process takes about 5 minutes, and we'll help you create a Notion database for emails if you don't have one ready yet.

Step 1: Prepare Your Notion Database

First, create a database in Notion to receive your Outlook emails.

Quick setup

Open Notion and type /database to create a new table. Name it something descriptive like "Emails" or "Outlook Inbox". You'll want to add these essential properties: Subject (Title type), From (Text), Date (Date), Body (Text), and Attachments (Files). The good news is that Mailsink can create these automatically for you during setup. You can create different databases for different purposes—like separate ones for clients, support tickets, or receipts—and forward specific emails to each one based on your workflow needs.

Step 2: Connect Notion to Mailsink

Here's where the magic happens. Mailsink connects Outlook to Notion without any code:

1. Sign up at mailsink.app.
2. Click "Connect Notion" from the dashboard.
3. Authorize Mailsink to access your workspace and choose the pages it can read/write.
4. Create an inbox from the Inboxes tab.
   • In the create form, select the Notion tab.
   • Decide whether to create a new database from inside Mailsink or link an existing one.
   • Keep Auto-create properties on so Mailsink adds Subject, Sender, Date, Body, and Attachment fields for you (you can adjust these later).
5. Click "Create inbox". Mailsink verifies the connection, autoconfigures the database, and generates a unique inbox address (like abc123@in.mailsink.app).
6. Copy the generated inbox address — you'll use this for Outlook forwarding rules.
7. Optional: Open the inbox drawer later to customize field mappings under the Email Content, Email Metadata, Attachments, and Thread Linking tabs. You can rerun autoconfigure when you add new properties in Notion.

That inbox address is what we'll use in Outlook forwarding rules.

Step 3: Set Up Outlook Forwarding

Now configure Outlook to automatically forward emails.

For Outlook.com (Personal)

1. Open Outlook.com settings (gear icon → "View all Outlook settings")
2. Go to "Mail" → "Forwarding"
3. Enable forwarding and enter your Mailsink address
4. Optional: Check "Keep a copy of forwarded messages"
5. Save your settings

For Office 365 / Microsoft 365

1. Open Outlook settings (gear icon → "View all Outlook settings")
2. Navigate to "Mail" → "Forwarding"
3. Start forwarding to your Mailsink address
4. Set up inbox rules (optional, for selective forwarding)

Create Inbox Rules (Selective Forwarding)

Instead of forwarding everything, use rules to forward specific emails:

1. Settings → "Mail" → "Rules"
2. Add new rule
3. Set conditions:
   • From specific senders
   • Contains specific words
   • Sent to specific addresses
4. Action: Forward to your Mailsink address
5. Save rule

Example rules:

• Forward emails from @client-company.com → Client CRM database
• Forward emails with "invoice" in subject → Finance database
• Forward emails to support@yourcompany.com → Support tickets database

Step 4: Test Your Setup

Send a test email to verify everything works:

1. Send an email to the address you set up forwarding for
2. Wait 10-30 seconds
3. Check your Notion database - Your email should appear!
4. Verify: Subject, sender, date, body, and attachments all captured

Troubleshooting:

• Email not appearing? Check your Outlook forwarding settings are enabled
• Missing data? Verify your Notion database properties match email fields
• Large attachments? Check your Mailsink plan for attachment size limits

Real-World Use Cases

1. Client Communication Tracking

Setup: Forward all client emails to a "Clients" database in Notion Auto-extracted: Mailsink automatically extracts typical email metadata (Subject, From, Date, Body, Attachments) and can use AI integration to enhance the data Custom properties: Add your own properties to link emails to projects and tasks Benefit: See full communication history per client

2. Support Ticket System

Setup: Forward support@yourcompany.com to a "Tickets" database Auto-extracted: Mailsink automatically extracts typical email metadata, and AI integration can help categorize and prioritize tickets Custom properties: Add your own properties for ticket status, assignments, and resolutions Team win: Everyone sees all support communications

3. Invoice & Receipt Management

Setup: Forward receipts and invoices to "Finance" database Auto-extracted: Mailsink automatically extracts typical email metadata and attachments, and AI integration can help identify vendors and extract key information Custom properties: Add your own properties for categorization and tracking Tax time: Everything organized and searchable

Outlook vs Gmail Integration

Both work great with Notion! Here's a quick comparison:

Need Gmail instead? Read our Gmail to Notion integration guide.

Advanced Tips

Multiple Inboxes

Create separate inboxes in Mailsink for different purposes. Each inbox gets a unique auto-generated address:

• abc123@in.mailsink.app → Client CRM
• xyz789@in.mailsink.app → Support tickets
• def456@in.mailsink.app → Receipts

Notion Database Views

Organize emails with different views:

• Board view: Group by status or client
• Calendar view: See emails by date
• Table view: List all emails
• Gallery view: Visual view with attachments

Integration with Microsoft Teams

If you use Teams, you can:

• Get notifications when important emails arrive in Notion
• Share Notion database pages in Teams channels
• Keep everything connected

Common Questions

Q: Does this work with Office 365 admin accounts? A: Yes! Works with personal Outlook.com and all Office 365/Microsoft 365 accounts.

Q: Will this delete emails from Outlook? A: No, Outlook keeps copies of all emails unless you specifically choose to delete forwarded emails.

Q: Can I stop forwarding later? A: Absolutely. Just disable the forwarding rule in Outlook settings.

Q: Can I forward from multiple Outlook accounts? A: Yes! Set up forwarding in each account, all pointing to the same or different Mailsink addresses.

Next Steps

Now that you have Outlook connected to Notion, consider:

1. Build a CRM - Check our Notion CRM guide
2. Manage attachments - See how to save email attachments to Notion
3. Try Airtable - Explore our email to Airtable guide

Ready to get started? Try Mailsink free →

Last updated: November 6, 2025