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Approving Email and Calendar Sync in Microsoft 365

How your Microsoft 365 admin approves Proton once so every rep can connect their email and calendar.

Written by Support Team

Proton's Email Sync and Calendar Sync connect each rep's Outlook mailbox and calendar to Proton. Customer conversations appear in the Activity hub, and tasks created in Proton show up as events on the rep's calendar.

Some Microsoft 365 organizations require an IT admin to approve new apps before users can connect them. This article shows how your admin approves Proton once for the whole organization.

Time needed: about 5 minutes.

Do you need admin approval?

  • Yes, if your reps see a "Need admin approval" screen when they connect their email or calendar.

  • No, if your reps can connect without that screen. You can stop here.

💡 Google Workspace organizations do not need this step.

Before you start

The person approving Proton needs:

  • Microsoft 365 admin rights: Global Administrator or Cloud Application Administrator.

  • A Proton login. If you don't have one, ask your Proton admin to invite you.

How to approve Proton

There are two approvals: one for email and one for calendar. Each takes about a minute.

Step 1: Approve Email Sync

  1. In Proton, open the Activity hub.

  2. Click Sync email with Proton.

  3. Choose a sync method and click Sync emails.

  4. A new tab opens with a Microsoft sign-in. Sign in with your Microsoft 365 admin account.

  5. On the permissions screen, check Consent on behalf of your organization.

  6. Click Accept.

⚠️ Important: If you do not check Consent on behalf of your organization, the approval covers only your own account. Your reps will still see the admin approval screen.

Step 2: Approve Calendar Sync

Calendar Sync asks for different permissions than Email Sync, so it needs its own approval.

  1. Click Tasks in the navigation bar.

  2. In the upper right corner, click Sync with calendar.

  3. Sign in with your Microsoft 365 admin account.

  4. Check Consent on behalf of your organization, then click Accept.

Step 3 (optional): Disconnect your own account

Approving Proton also connects your own mailbox and calendar. If you do not want them synced:

  • In the Activity hub, click Turn off sync.

  • On the Tasks page, click Turn off calendar sync.

The organization-wide approval stays in place.

What happens next

  • Your reps can connect their own email and calendar without the admin approval screen. Each rep still connects once.

  • No other setup is needed in Azure.

  • Proton now appears under Enterprise applications in Microsoft Entra ID. There you can review the permissions, see which users connected, and remove access at any time.

Troubleshooting

My reps are still blocked

  1. In the Microsoft Entra admin center, go to Monitoring and health → Sign-in logs.

  2. Open the failed sign-in for the rep.

  3. Read the error code. It starts with AADSTS and tells you the cause.

  4. If a Conditional Access policy blocks Proton, the policy is named on the Conditional Access tab. Add an exception for the Proton application ID:

d49490fd-cf26-48f2-b29f-978be44aa949

Need help?

Reach out to your CSM or help@proton.ai.

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