How to Set Up 2-Way Email Sync for Outlook in Sparkforge

By Sparkforge Support Team ·Last reviewed May 3, 2026

2-Way Email Sync links your Outlook inbox to Sparkforge so emails sent from either platform mirror in real time. Inbound and outbound threads stay synced with the contact record.

2-Way Email Sync connects your Outlook inbox to Sparkforge. Emails sent from either side mirror to the other, and thread history stays attached to the contact record. Use it to keep CRM history complete without forwarding or BCC'ing manually.

Connect Outlook

Open the sub-account, go to Settings → My Profile.
Scroll to Email (2-way sync).
Pick Outlook and click Connect.
Sign in with your Outlook credentials and approve the requested permissions.
Confirm the connection appears as connected in My Profile.

How the sync works

Emails sent from Sparkforge to a contact appear in Outlook. Replies and subsequent thread messages sync back into Sparkforge.
Emails received in Outlook from an existing contact sync into Sparkforge automatically.
Emails sent from Outlook to a non-contact will only sync if you add the Sparkforge BCC address to the Cc or Bcc field. Sparkforge then creates a new contact and syncs the thread.
Emails between sub-account users are not synced. Sparkforge skips these to avoid syncing internal messages even when a teammate is also stored as a contact.

Enable Outlook 2-way Sync in Labs for the auto-BCC contact creation and full thread sync to work. Without Labs enabled, only emails initiated from Sparkforge will sync.

Attachments and file types

Attachments up to 3 MB sync. Larger attachments cause the message to skip the sync.

Supported file types: JPG, JPEG, PNG, MP4, MPEG, ZIP, RAR, PDF, DOC, DOCX, TXT.

Other actions

Update Email: Switch the connected email address without disconnecting first. New outbound emails sync from the new address; old threads on the previous address stop syncing.
Disconnect Email: Stops sync entirely. Emails on either side no longer mirror.

Sender domain by email type

Individual emails: Sender is your connected Outlook address.
Bulk emails: If you set the From field to your Outlook address, that's the sender. If left blank, the sub-account email provider is used.
Bulk emails with a different From address: Sub-account provider is used.
Workflows and automations: Always sent through the sub-account provider. These don't sync to your Outlook inbox.

Frequently Asked Questions

Will my workflow emails appear in my Outlook Sent folder?

No. Workflow and automation emails always send through the sub-account provider and don't sync to your personal inbox.

Why aren't my Outlook emails to non-contacts syncing?

You need to add the Sparkforge BCC address to the Cc or Bcc field, and have Outlook 2-way Sync enabled in Labs. Without those, Sparkforge can't pick up the thread.

What's the attachment size limit?

3 MB per attachment. Anything larger blocks the message from syncing entirely.

Can I sync more than one Outlook account?

Each Sparkforge user syncs one Outlook account. To switch accounts, use Update Email or Disconnect and reconnect.

Are emails between teammates synced?

No. Emails where the recipient is also a sub-account user are skipped to keep internal communication out of the CRM.