How to Forward Outlook Emails to monday.com

When you forward emails from your Outlook inbox to Hipporello, each incoming message becomes an item in the group you picked on your monday.com board.

Teams that run a shared inbox such as support@, help@ or sales@ get the most out of this. Every message turns into an item that can be assigned, tracked and resolved on the board, so nobody has to dig through separate email threads.

Once an item is created, your team can:

• Assign it to the right board member

• Discuss it in the item's Updates

• Reply to the requester from the item

• Move it between groups as the work progresses

How It Works

After setup, the process runs in the background:

1. Hipporello gives you a unique inbound email address

2. Outlook forwards the emails you select to this address

3. Each forwarded email becomes a monday.com item

4. Your team manages and answers the request on the board

Email remains the entry point, and the requests live on your monday.com board.

Step 1: Copy Your Hipporello Email Address

Before you touch Outlook, get your Hipporello email address.

1. Go to admin.hipporello.com

2. Open the Emails section

3. Connect your inbox or open your existing email configuration

4. Copy the Hipporello inbound email address

Outlook will forward emails to this address to create monday.com items. If you haven't set up an email channel yet, see How to Collect Requests Through Emails in monday.com.

Step 2: Enable Email Forwarding in Outlook

Now set Outlook to forward emails automatically.

1. Open Outlook (web or Office 365)

2. Click the Settings (⚙️) icon

3. Select View all Outlook settings

4. Go to Mail → Forwarding

5. Enable forwarding

6. Paste your Hipporello email address

7. (Optional) Enable Keep a copy of forwarded messages

8. Click Save

Your inbox now forwards incoming mail to Hipporello.

Step 3: Create a Rule to Forward Specific Emails

If you don't want every incoming email to become an item, forward only the relevant ones with a rule.

1. Go to Mail → Rules in Outlook settings

2. Click Add new rule

3. Name the rule (e.g., Forward support emails)

4. Define conditions such as:

   • Emails sent to support@yourcompany.com

   • Emails containing specific keywords

5. Under Actions:

   • Select Forward to

   • Enter your Hipporello email address

6. Click Save

With the rule in place, only the emails it matches are turned into monday.com items.

Step 4: Items Are Created Automatically

Once this is configured, nothing else has to be done by hand. When an email matches your rule:

• A new item is created in the monday.com group you selected

• The email subject is used in the item name

• The email content is added to the item

• Attachments can be added to the item (the Add email attachments to Monday item option)

Your team can then:

• Assign the item

• Post updates for teammates

• Reply to the requester

The requester's answers come back to the same request, so the conversation stays in one thread.

Example Workflow

Here’s what the process looks like in practice:

1. A customer sends an email to support@company.com

2. Outlook forwards the email to Hipporello

3. Hipporello creates an item on your monday.com board (for example, in a group called Incoming Requests)

4. A board member reviews the item and assigns it

5. They reply from the item

6. The requester receives the reply by email

Benefits

With Outlook forwarding connected to Hipporello and monday.com, you can:

• Capture every incoming request as an item

• Give each request an owner on the board

• Work on requests together with the other board members

• Keep the full conversation in one place