How to Save Outlook Emails to Notion

Most email-to-Notion tools focus on Gmail, but plenty of people use Outlook — especially in professional settings. The good news: Quicktion's email forwarding works with any email client, including all versions of Outlook.

Why Email Forwarding Works for Outlook

Unlike Gmail, Outlook doesn't have a wide marketplace of add-ons for Notion integration. Most Notion tools either don't support Outlook at all or require complex workarounds.

Email forwarding sidesteps this entirely. You forward an email to your Quicktion address, and it appears in Notion. The sending email client doesn't matter — Outlook, Gmail, Apple Mail, Thunderbird — they all work the same way. For a general overview of all methods, see our guide on how to save emails to Notion.

Manual Forwarding

The simplest way to start: forward individual emails by hand.

Outlook Desktop (Windows/Mac)

1. Open the email you want to save
2. Click Forward
3. In the To field, paste your Quicktion forwarding address
4. Click Send

Outlook Web (outlook.com / Office 365)

1. Open the email
2. Click the Forward button (or press Ctrl+F)
3. Enter your Quicktion address
4. Click Send

Outlook Mobile

1. Open the email
2. Tap the Forward icon
3. Enter your Quicktion address
4. Tap Send

Automatic Forwarding with Outlook Rules

For hands-off email-to-Notion, set up Outlook rules to auto-forward matching emails.

Outlook Desktop Rules

1. Go to File > Manage Rules & Alerts
2. Click New Rule
3. Choose Apply rule on messages I receive
4. Set conditions:
   • From specific people or groups
   • With specific words in the subject
   • Sent to a specific address (e.g., your support@ address)
5. Set action: Forward it to and enter your Quicktion address
6. Click Finish

Outlook Web / Office 365 Rules

1. Click the Settings gear icon
2. Go to Mail > Rules
3. Click Add new rule
4. Name your rule
5. Add conditions (from, subject contains, etc.)
6. Add action: Forward to and enter your Quicktion address
7. Click Save

Example Rules

Forward all emails from a client:

• Condition: From = *@clientdomain.com
• Action: Forward to your CRM Quicktion address

Forward emails with "invoice" in the subject:

• Condition: Subject contains "invoice"
• Action: Forward to your Receipts Quicktion address

Forward emails to your support address:

• Condition: Sent to support@yourcompany.com
• Action: Forward to your Support Quicktion address

Setting Up the Notion Side

Step 1: Create a Quicktion Destination

1. Sign up at quicktion.io
2. Connect your Notion workspace
3. Create a destination and choose your target database
4. Map email properties (subject → title, sender → from, etc.)
5. Copy your unique Quicktion forwarding address

Step 2: Configure Your Database

A good Outlook-to-Notion database might include:

Step 3: Test It

Forward a test email from Outlook to your Quicktion address. Check that it appears in Notion with the correct properties.

Outlook-Specific Tips

1. Use categories in Outlook — Before forwarding, categorize emails in Outlook. While the category doesn't transfer to Notion, it helps you decide which emails to forward.
2. Shared mailboxes — If your team uses a shared Outlook mailbox, set up a rule on the shared mailbox to auto-forward to Notion. Everyone on the team can see the emails in the Notion database.
3. Calendar invites — Email forwarding works for regular emails, not calendar invites or meeting requests. For those, use Notion's calendar integrations.
4. Exchange Online — If your organization uses Exchange Online (Office 365), rules created in Outlook Web work server-side, meaning they run even when your desktop client is closed.
5. Retention policies — Some organizations have email retention policies. Forwarding to Notion creates an external copy, which may have compliance implications. Check with your IT team if needed.

Limitations

• No Outlook add-on — Unlike Gmail, there's no Quicktion sidebar in Outlook. All saving is done through forwarding.
• Manual property editing — You can't edit Notion properties before saving (unlike the Gmail add-on). Properties are mapped automatically based on your destination configuration.
• Attachments — Email attachments are handled by Quicktion and saved to Notion, but very large attachments may be subject to size limits.

Get Started

Sign up for Quicktion and create your first destination. Then set up an Outlook rule to start forwarding emails to Notion automatically. The whole setup takes about 5 minutes.