Your form emails already land in Outlook. Count them as leads, and answer from the same mailbox.
Connect the Outlook inbox your website forms send to, and each form email becomes a row on your Leads tab. Connect Outlook sending as well, and your team replies to a lead from the Leads tab: the email leaves from your own mailbox and sits in your Sent Items. Each is its own approval in Microsoft, and the inbox connection only reads.
What does TruLata read from my Outlook inbox?
The form emails in the one inbox you connect, such as info@ or office@. TruLata reads the messages in that inbox from the same window your Leads tab shows, newest first, and keeps the ones that look like a lead: a reply-to address from outside your own domain, or a subject a form sends, such as new submission, quote request or contact form. Everything else in the inbox is passed over.
From each lead email it reads the time it arrived and the fields a form writes on their own lines: name, email, phone, service, city and message. The row's source reads Email, then the subject line. Our team's own test submissions are filtered out before the list reaches you. A message is never moved, marked read, answered or deleted.
One form email, one lead row
- TimeWhen it arrived in the inbox
- WhoName, email and phone, as the form wrote them
- WhatService, city and message
- SourceEmail, then the subject line
- Your inboxNothing moved, marked read or deleted
The form emails already land in your inbox. Now they count.
How does replying from the Leads tab work?
Open a lead that has an email address and press Reply. A short message opens with the subject filled in. Write your answer and press Send, and the email leaves from your own Outlook and is saved in your Sent Items, so the conversation carries on in your inbox like any email you wrote. Nothing is sent until a person presses Send.
Sending is narrow on purpose. Only someone with a seat on your TruLata account can send. A reply can only go to an address that is on your Leads tab, one recipient at a time, in plain text, and your account sends at most 30 replies an hour. The sending connection never reads that mailbox.
- Open a leadAny lead with an email address
- Press ReplyThe subject is filled in
- Write and press SendNothing leaves before a person presses Send
- Saved in Sent ItemsThe thread carries on in your own Outlook
How do I connect Outlook?
Two cards on your Integrations tab, each with its own Connect button. Outlook opens Microsoft so the person who reads the leads inbox signs in and approves read access to that mailbox. Outlook sending opens Microsoft so the person who answers leads approves sending from their mailbox. They can be the same mailbox or two different ones, and connecting the inbox never asks for permission to send.
There is nothing to copy and nothing to paste. Microsoft 365 work accounts and personal Outlook.com accounts both work. TruLata never sees your Microsoft password; the token Microsoft issues is stored encrypted on our side and never sent to a browser, yours included.
Two approvals, two jobs
Outlook
- Reads the leads inbox
- Never sends
Outlook sending
- Sends the replies you write
- Never reads that mailbox
Can I connect Outlook today?
Microsoft connections are switched on one workspace at a time today. Ask for Outlook from the request card on your Integrations tab, or email support@trulata.com, and we switch it on for your account. On a work account your Microsoft 365 admin may need to approve TruLata once, and we do that with you.
Once it is on, the Outlook and Outlook sending cards appear on your Integrations tab with their Connect buttons.
How fresh are the inbox leads?
Within about 15 minutes. The Leads tab reads your inbox when it is asked for its leads and serves the last read for up to 15 minutes while a fresh one runs behind it. A form email that arrived this morning is on the tab the next time anyone opens it after that.
If Outlook does not answer, that read records Outlook as a source it could not reach rather than counting zero leads, because unknown is not zero. The live data page covers every other source on the screen.
How fresh the inbox leads are
- The last readServed at once
- A fresh read runs behind itNew form emails arrive
- Could not reachNever counted as zero
How do I stop it?
Disconnect either card on your Integrations tab whenever you choose. You can also remove TruLata from My Apps at myapplications.microsoft.com, or from your Microsoft account's app permissions on a personal account, and the access ends on Microsoft's side. We do not use your mail for advertising and we do not sell it.
Your inbox leads sit beside the rest: the Leads view merges them with your website forms and any other lead source you connect.
Stays yours in Outlook
- Every message, untouched
- What you send and when
- Removing TruLata in My Apps
Done by TruLata
- Reads form emails in one inbox
- Sends a reply only when a person presses Send
What the Outlook connections read and do.
| What | Where it comes from | How fresh |
|---|---|---|
| Inbox leads | Form and lead emails in the one inbox you connect | Within about 15 minutes |
| Each lead | Time, name, email, phone, service, city and message, as the form wrote them | Within about 15 minutes |
| Source | Email, then the subject line | Within about 15 minutes |
| Your inbox | Read only: nothing moved, marked read or deleted | Always |
| Replies | Sent from your own Outlook when a person presses Send, saved in Sent Items | On Send |
| Reply limits | Seat holders only, to addresses on your Leads tab, 30 an hour | Always |
| How it connects | Approve TruLata in Microsoft; switched on one workspace at a time today | On request |
The inbox connection reads the one mailbox you approve and changes nothing in it. The sending connection is a separate approval that only sends the reply a person on your team writes.
Questions, answered.
Does TruLata integrate with Outlook?
Yes. Connect the Outlook inbox your website forms send to and each form email becomes a row on your Leads tab. Connect Outlook sending and your team replies to a lead from your own mailbox.
Does TruLata read all my email?
It reads the one inbox you connect and keeps only form and lead emails. Other messages are passed over, and nothing in the inbox is moved, marked read or deleted.
Can TruLata send email without me?
No. A reply leaves only when a person with a seat presses Send, and only to an address that is on your Leads tab.
Do replies show in my Sent Items?
Yes. A reply is sent from your own Outlook and saved in your Sent Items, so the thread continues in your inbox.
Does it work with Outlook.com?
Yes. Microsoft 365 work accounts and personal Outlook.com accounts both connect.
Can I connect Outlook today?
Microsoft connections are switched on one workspace at a time today. Ask from the request card on your Integrations tab or email support@trulata.com, and we switch it on with you.
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- Refreshed when you open itLive data on page load, never a monthly PDF
- Counted from your own formsLeads recorded server-side, compared daily with Ads and GA4
- Seen in AI answersHow often ChatGPT, Gemini, Claude, Grok, Manus, Google AI Overviews, Perplexity, Meta AI and DeepSeek name you, measured
- Every send loggedProspect emails leave from a review-first queue, and every send is logged.