# Sync your email and calendar

URL: https://attio.com/help/reference/email-calendar/email-and-calendar-syncing
Breadcrumbs: [Help](https://attio.com/help) > [Reference](https://attio.com/help/reference) > [Email & calendar](https://attio.com/help/reference/email-calendar)

Set up email and calendar sync for relationship insights.

> Available on all plans.
>
> Available for **all** workspace members.
>
> The number of synced accounts per member depends on [your Attio plan](https://attio.com/pricing).

Email and calendar sync connects your inbox and calendar to Attio and automatically brings in your past and future emails and events. It effectively imports your existing email and calendar history and keeps new emails and meetings synced going forward.

> For an overview of email sync, see the **Email sync, People and Company** video in Attio Academy.

## Why sync your email and calendar

Syncing your email and calendar is essential to getting the most out of Attio. Here are the benefits to syncing your email and calendar with Attio.

#### View emails and optionally share them with your team

Attio [brings emails to your record pages](https://attio.com/help/reference/email-calendar/view-emails-and-meetings) so you can easily [share them with your team](https://attio.com/help/reference/email-calendar/sharing-emails). You have full control over visibility. By default, email bodies remain private unless you choose to share them.

#### Records are created automatically

With default settings, Attio creates records for every person you email and every person on your calendar, along with their associated companies. It automatically links people to companies when their email domain matches the company domain. [Learn more about automatic record creation](https://attio.com/help/reference/email-calendar/email-and-calendar-syncing#control-automatic-record-creation).

#### Data is auto-enriched

All synced contacts become records, enriched with useful data to help you better understand your network:

- See at a glance which teammates have the strongest relationships with each contact, and when email and calendar interactions took place (depending on your [plan](https://attio.com/pricing)).
- Attio also automatically provides useful data points like domains, social media handles, and company descriptions. [Learn more about enriched data in Attio](https://attio.com/help/reference/managing-your-data/enriched-data).

#### ⁠Send emails in Attio

With a synced account, you can send emails directly from Attio using Gmail or Microsoft 365. When mass sending emails, you can personalize each one using variables based on your Attio data. [Learn more about sending emails in Attio](https://attio.com/help/reference/email-calendar/send-emails-in-attio).

If you use email aliases, you’ll be able to send from those as well. Learn how to [add a Gmail alias](https://support.google.com/a/answer/33327?hl=en) or [set one up in Microsoft 365](https://learn.microsoft.com/en-us/microsoft-365/admin/email/add-another-email-alias-for-a-user?view=o365-worldwide).

#### Record calls with Attio

With calendar sync, Pro and Enterprise users can record meetings using Attio’s call recorder. [Learn more about call recording](https://attio.com/help/reference/productivity-collaborating/call-intelligence/recording-calls-with-attio).

> **Note: **Attio takes the security of your data and our infrastructure very seriously. We are committed to providing an environment that is safe, secure, and available to all of our customers all the time. Learn more about how Attio keeps your data safe in Attio's [Privacy Policy](https://attio.com/legal/privacy) and [Data Processing Addendum](https://attio.com/legal/attio-data-processing-addendum).

## Set up email and calendar sync

### Which accounts can sync with Attio?

Attio supports sync with Gmail, Google Calendar, Microsoft 365 Outlook, and Outlook Calendar.

If you use another provider, you can still bring emails into Attio via [email forwarding](https://attio.com/help/reference/email-calendar/email-forwarding).

#### Microsoft 365 accounts

- Only Outlook accounts hosted by Microsoft 365 can sync.
- On-premise Exchange and third-party-hosted accounts are not supported.
- Microsoft 365 shared inboxes are not able to be synced.
- Only Inbox and Sent folders are synced.
- Private calendar events are not synced.
- If you see a "Need admin approval**"** message, refer to [Attio and Microsoft Entra ID](https://attio.com/help/reference/workspace-settings-billing/attio-and-microsoft-entra-id).

#### Google accounts

- You need to use Google Mail (Gmail) to sync emails.
- All emails that have not been deleted are synced.
- Private Google Calendar events are not synced.
- If your admin restricts app installations, [learn how to add Attio to your trusted apps](https://attio.com/help/reference/workspace-settings-billing/attio-and-google-workspace).

### What happens when an email and calendar account is synced?

With default settings, Attio will automatically create people and companies for everyone you’ve sent emails to or had calendar events with. [Learn more about automatic record creation](https://attio.com/help/reference/email-calendar/email-and-calendar-syncing#control-automatic-record-creation).

Your emails will be [visible to you on the ](https://attio.com/help/reference/email-calendar/view-emails-and-meetings)**[Emails](https://attio.com/help/reference/email-calendar/view-emails-and-meetings)**[ tabs](https://attio.com/help/reference/email-calendar/view-emails-and-meetings) of record pages. Attio defaults to sharing metadata (timestamps and participants) and subject lines with your team. By default, internal emails and calendar events are hidden. [Learn how to share your emails](https://attio.com/help/reference/email-calendar/sharing-emails), and [how to keep emails private](https://attio.com/help/reference/email-calendar/keep-emails-and-calendar-events-private).

Any calendar events that are not private will show on the **Activity** tab of each person and company record on the calendar event, and they will be visible to your team members. Private calendar events do not sync to Attio.

Attio will automatically populate [communication intelligence attributes](https://attio.com/help/reference/managing-your-data/enriched-data#communication-intelligence) such as **Last interaction** and **Next calendar event** with information from your email and calendar accounts.

### Sync a new account

Each team member can follow these steps to sync their email and calendar:

- Click your workspace name in the top left, then **Account settings**.
- Select **Email and calendar accounts** on the left.
- Click **Connect Account** for your provider.
- Authorize Attio to sync your data.

After syncing, [configure your default email sharing settings](https://attio.com/help/reference/email-calendar/sharing-emails). Learn [how to share emails](https://attio.com/help/reference/email-calendar/sharing-emails) and [how to keep emails private in Attio](https://attio.com/help/reference/email-calendar/keep-emails-and-calendar-events-private).

![Email and calendar accounts page with Connect Google Account button highlighted](https://a.storyblok.com/f/234930/2465x1579/65f7142e20/connect-email-account.png)

### Track sync progress and access your emails

The initial sync can take some time depending on how much email history you have. While it's running, Attio shows a progress tracker on the **[Email and calendar accounts](https://app.attio.com/_/settings/email-and-calendar-accounts)** page.

When the sync is complete, the **[Email and calendar accounts](https://app.attio.com/_/settings/email-and-calendar-accounts)** page will show **In sync** and Attio will send you a confirmation email. Once it's done, your emails appear on the **Emails** tab of each relevant record page rather than in a central inbox. Learn [how to view emails and meetings on records](https://attio.com/help/reference/email-calendar/view-emails-and-meetings).

### How many accounts can I sync?

The number of accounts you can sync to Attio depends on your [Attio plan](https://attio.com/pricing):

- **Free and Plus plans**: Each workspace member can sync one account.
- **Pro plan**: Each workspace member can sync two accounts.
- **Enterprise plan**: Each workspace member can sync any number of accounts.

## Control automatic record creation

Admins can control what records Attio creates automatically by managing record creation settings in workspace settings.

![Email and calendar workspace settings page showing record creation settings](https://a.storyblok.com/f/234930/3012x1302/d0580ebd15/automatic-record-creation-settings.png)

These settings work together:

- **Record creation from email and calendar sync** controls what people records are created from synced emails and calendar events.
- **Automatically create company records** controls whether companies are created from people's email domains across the entire workspace.

### Record creation from email and calendar sync

Choose what records are created from synced emails and calendar events. This setting applies workspace-wide to all team members' synced email and calendar accounts.

> **Note:** This setting also applies to [email forwarding](https://attio.com/help/reference/email-calendar/email-forwarding).

Admins can update the setting with these steps:

- Click your workspace name in the top left.
- Click **Workspace settings**.
- Click **[Email and calendar](https://app.attio.com/_/settings/workspace-email-and-calendar)** under **Workspace** in the sidebar.
- Click the **Record creation** tab.
- Under **Default record creation**, choose one of the following:

  - **All contacts**: Creates people records for all contacts who send emails to or receive emails from workspace members, and all people found in their calendars.
  - **Selective contact creation (default)**: Creates people records only for contacts your team has emailed or had calendar events with. Records are not created for people who email you if you have not emailed them back. This is to prevent things like spam, notifications, and newsletters from cluttering your workspace.
  - **None**: No people records are created automatically. However, if you manually create a person, all related emails and events will still be synced.

When records are created from email and calendar sync, Attio creates a person record for every email address involved, including people cc'd on emails. Companies are also automatically created from those people's email domains if **Automatically create company records** is enabled. Attio may also [auto-enrich](https://attio.com/help/reference/managing-your-data/enriched-data) records and merge duplicate people when enriched data overlaps.

If you select **None**, company records you create manually may still show past emails and events from matching domains, even if people records were never created.

> **Note: **Changes to your **Default record creation** setting are not retroactive. Reducing it will not remove existing records, and emails and calendar events will continue syncing to existing records. Increasing record creation affects new data only. To retroactively apply the All contacts setting to your workspace, update your record creation setting and then [reconnect](https://attio.com/help/reference/email-calendar/email-and-calendar-syncing#reconnect-a-synced-account) all synced mailboxes.

### Automatic company record creation

Choose whether Attio automatically creates company records from people’s email domains. This setting applies workspace-wide to all people records, regardless of how they are created (via sync, imports, manual creation, integrations, etc.).

Admins can update the setting with these steps:

- Click your workspace name in the top left.
- Click **Workspace settings**.
- Click **[Email and calendar](https://app.attio.com/_/settings/workspace-email-and-calendar)** under **Workspace** in the sidebar.
- Click the **Record creation** tab.
- Under **Default record creation**, toggle **Automatically create company records** on or off.

When enabled (default), Attio creates a company record for each non-public email domain and links people to companies automatically when domains match. Public email providers (such as gmail.com, outlook.com, or icloud.com) are excluded. Attio will not create or link company records using public domains unless the person also has a non-public work email.

When disabled, Attio will stop creating new company records from domains. People are still linked to existing companies when domains match.

### Suppress record creation

> Available on pro, enterprise plans.
>
> **Admins** can manage record suppression for the workspace.

Record suppression lets admins prevent Attio from automatically creating people and company records for specific email addresses or domains. The records can still be created manually, and it does not hide any emails or calendar events. Use it for email addresses that should never become records, such as newsletters, no-reply addresses, or products you use that would never become customers.

Record suppression applies regardless of your default record creation setting. Suppressed emails and domains are skipped even when **All contacts** is selected.

> **Note:** Record suppression only prevents new records from being created. It does not affect related information, such as emails, that is already visible in your workspace. To hide communications, use the [workspace protected and blocked contact list or mailbox-only blocklist](https://attio.com/help/reference/email-calendar/keep-emails-and-calendar-events-private) instead.

Admins can add emails or domains to the record suppression list:

- Click your workspace name then **Workspace settings**.
- Open the **Email and calendar** page, then the **Record creation** tab.
- Under **Record suppression**, click **Add recipients**.
- Enter one or more email addresses or domains, separated by a comma or space.
- Click **Confirm**.

![Email and calendar workspace settings page, highlighting button to add record suppression recipients](https://a.storyblok.com/f/234930/2438x1649/c7b059ea1a/record-suppression-setting.png)

To remove an entry, click the ⋮ icon next to it, then remove it.

Record suppression is not retroactive. Adding an address or domain stops future record creation but does not remove records that already exist. If you suppress a record then delete it, it will not be recreated by Attio.

## Reconnect a synced account

If your synced account becomes disconnected or you need to grant additional permissions (for example, if you're seeing a "No sending permissions" message), follow these steps:

- Go to **Account settings**, then click **Email and calendar accounts**.
- Select **Options** to the right of the account.
- Click **Reconnect**.

![Synced Google account showing option to reconnect](https://a.storyblok.com/f/234930/2462x1001/2b410169df/reconnect-email-account.png)

You’ll go through the connection flow again. For Gmail, ensure you check all appropriate permission boxes during the "Attio wants to access your Google Account" step.

If you have trouble resolving errors with your sync, [reach out to Attio’s Support team](https://attio.com/help/reference/support/contact-attio-support).

## Remove a synced account

To remove a synced account:

- Click your workspace name in the top left, then **Account settings**.
- Select **Email and calendar accounts** on the left.
- Select **Options** to the right of the account.
- Click **Remove mailbox**.

![](https://a.storyblok.com/f/234930/2472x999/357affb805/remove-email-account.png)

### What happens when a synced account is removed?

- All emails and calendar events synced from the account or forwarded into Attio are removed from your workspace, except any calendar events associated with call recordings, which will remain.
- Calendar events will also be removed from any linked notes. If you sync the same account in the future, you would have to link events to notes again.
- All companies and people records that were created from the synced account will remain in your workspace.
- [Communication intelligence data](https://attio.com/help/reference/managing-your-data/enriched-data#communication-intelligence) (such as **Last interaction** and **Connection strength**) will stop including data from that account.
- If the account was the sender for an email sequence, any active recipients scheduled to receive emails from that sender will be exited from the sequence.

## Related resources

- [Send emails in Attio](https://attio.com/help/reference/email-calendar/send-emails-in-attio) -- learn how to compose and send emails, including how to add an email signature.
- [Share emails with your team](https://attio.com/help/reference/email-calendar/sharing-emails) -- configure your default sharing setting and learn how to share emails manually.
- [Keep emails and calendar events private](https://attio.com/help/reference/email-calendar/keep-emails-and-calendar-events-private) -- limit visibility for sensitive conversations and meetings.

## FAQ

### How can I prevent transactional emails (such as receipts or notifications), newsletters, and spam from showing in Attio?

By default, Attio will only [automatically create records](https://attio.com/help/reference/email-calendar/email-and-calendar-syncing#control-automatic-record-creation) when you've sent an email to someone or had a calendar event with them, but not if someone has only emailed you and you've never responded. This should prevent most spam from showing in Attio.

However, if you receive transactional emails and newsletters from domains you also meet with or send emails to, you may notice those on your record pages and want to hide them to reduce the clutter. For these cases, if the emails come from a specific sender, you can [add that email address to your blocklist](https://attio.com/help/reference/email-calendar/keep-emails-and-calendar-events-private#blocklist-emails-and-domains). That will hide all your email communications involving the email address from Attio.

### Does Attio sync emails that are received as a BCC?

Yes, Attio will sync emails received as a BCC when the mailbox is set up to sync with Attio.

### Can I use my email with Attio if it's not a Google or Microsoft 365 email? Can I connect using SMTP or IMAP?

Attio only supports direct email syncing with Gmail and Microsoft 365 accounts. It is not possible to connect other email providers or to sync email using standard protocols like SMTP or IMAP.

If you use a different email provider, you can still bring emails into Attio by using our email forwarding feature. Forward emails to your unique inbound Attio address to:

- Create records for everyone in the email thread (as long as [automatic record creation](https://attio.com/help/reference/email-calendar/email-and-calendar-syncing#control-automatic-record-creation) is enabled)
- Display the emails on each person's record page under the **Emails** tab

[Learn more about email forwarding](https://attio.com/help/reference/email-calendar/email-forwarding).

### Does Attio automatically sync email deletions? If I delete an email in my email client, will it also be deleted in Attio?

Once synced through your connected mailbox, emails are stored on Attio's servers. Emails will not be deleted from Attio if they are deleted from your synced Gmail or Microsoft account.  Emails are only deleted from Attio when the [synced mailbox is removed](https://attio.com/help/reference/email-calendar/email-and-calendar-syncing#what-happens-when-a-synced-account-is-removed).

### Is anything lost if I remove a synced account, then sync it again?

Yes, a few things will be lost if you remove a synced account and then sync it again:

1. Calendar events that were connected to notes will be removed and will not be reconnected automatically.
2. Emails that were manually shared before removing the account will no longer be shared.
3. Emails or calendar events that were deleted from the mailbox or calendar will not show in Attio after re-syncing.

### What happens if a former teammate’s email address is added as an alias for another user?

Adding a former teammate’s email address as an alias to an active user does not restore or transfer historical emails. Any emails that were previously synced from the former teammate’s mailbox are removed when their account is suspended or removed.

Going forward, if new emails sent to that address arrive in the active user’s connected mailbox, those emails will appear in Attio. They will be attributed to the active user whose mailbox is synced, not to the removed teammate.

Aliases only affect how new emails are detected and attributed. They do not cause Attio to resync or recover past emails.

### Can I choose to only sync certain emails?

With [default automatic record creation settings](https://attio.com/help/reference/email-calendar/email-and-calendar-syncing#control-automatic-record-creation), Attio will only create records and sync in emails when you've sent an email to someone or had a calendar event with them. If someone has only emailed you and you’ve never replied, no record is created.

You can also [add emails or domains to your blocklist](https://attio.com/help/reference/email-calendar/keep-emails-and-calendar-events-private#blocklist-emails-and-domains) for any records where communications should never be synced.

Beyond this, there aren’t additional options for selectively syncing or filtering which emails sync.

It can help to think of People and Companies as a representation of your broader network rather than something you manage record by record. With email sync enabled, Attio captures context automatically so nothing is missed and conversations are available whenever you need them.

Day to day work typically happens in deals, lists, [filtered views](https://attio.com/help/reference/managing-your-data/views/filter-and-sort-views), and custom objects that turn this dynamic data into ordered, relevant context. Older or irrelevant records can stay out of sight unless you search for them directly.

The result is less manual upkeep, better context across your workspace, and a system that stays focused on the records that matter.

### How do I update my email when our company domain has changed? 

If you are syncing your previous email with Attio, the next steps depend on how your domain change is being handled. Check with your IT team or workspace admin if you are unsure.

**If you are being given a new mailbox**

On Pro and Enterprise plans, you can sync more than one mailbox and calendar. Simply add your new email address as an additional synced account.

On Free and Plus plans, only one email can be synced per workspace member. You'll need to remove the old email to sync the new one. Removing the email will also remove its synced messages from Attio, though any people or companies created from the sync will remain.

**If your existing Google Workspace mailbox is being renamed**

If your Google Workspace admin is renaming your mailbox and keeping the old address as an alias with [this process](https://knowledge.workspace.google.com/admin/domains/change-your-primary-domain-for-google-workspace?hl=en&visit_id=639070284485827337-586988024&rd=1#zippy=%2Cstep-add-your-new-domain-and-set-up-email%2Cstep-add-your-new-domain-set-up-email%2Cstep-prepare-for-the-switch), both the old and new email addresses will continue syncing automatically. No changes are required in Attio.

---

To update the email address you use to log in, go to [your Profile](https://app.attio.com/_/settings/account) and change your primary email address.

### Can I use Attio as a shared inbox or sync a shared email address like team@?

Attio works best for giving your team a shared view of relationships and communication history, rather than managing a collaborative team mailbox.

Shared inbox platforms are designed to help multiple teammates manage a single email address with features like assignment, internal notes, and workflow rules. In Attio, each user connects their own mailbox and can choose to share email visibility with teammates, but sending and receiving always happens through an individual’s connected mailbox.

You can sync a shared email address only if it has its own login credentials. For example, a Gmail-based shared mailbox with its own username and password can be connected by one Attio user. Only that user will be able to send from it, and communication insights such as last interaction and connection strength will be tied to their account. Microsoft 365 shared mailboxes cannot be synced directly because they do not have separate login credentials.