Notion Documentation
How to forward Outlook emails to Notion
Forward Emails from Outlook to Hipporello to Create Notion Items
By forwarding emails from your Outlook inbox to Hipporello, each incoming message is automatically converted into a Notion item inside your selected database.
This setup is especially useful for teams managing requests through shared inboxes such as support@, help@, or sales@. Instead of handling conversations across multiple inboxes, every email becomes a structured item that your team can track and manage within Notion.
Once an item is created, your team can:
Assign ownership
Add internal notes
Communicate with the requester
Track progress until the request is resolved
Since each forwarded email becomes an item, you ensure that no request is missed.
How It Works
After setup, the workflow runs automatically:
Hipporello generates a unique inbound email address
Outlook forwards selected emails to this address
Each forwarded email is converted into a Notion item
Your team manages requests directly from the database
This allows you to keep email as your intake channel while organizing all requests inside Notion.
Step 1 — Copy Your Hipporello Email Address
Before configuring Outlook forwarding, you need your Hipporello email address.
Go to admin.hipporello.com
Navigate to the Emails section
Connect your inbox or open your existing email configuration
Copy the Hipporello email address
This address will be used by Outlook to forward emails and generate items.
Step 2 — Enable Email Forwarding in Outlook
Now configure Outlook to forward incoming emails.
Open Outlook (web or Office 365)
Click the Settings (⚙️) icon
Select View all Outlook settings
Go to Mail → Forwarding
Enable forwarding
Paste your Hipporello email address
(Optional) Enable Keep a copy of forwarded messages
Click Save
This step activates automatic forwarding for your inbox.
Step 3 — Create a Rule to Forward Specific Emails
To avoid sending all emails, create a rule to forward only relevant messages.
Go to Mail → Rules
Click Add new rule
Name your rule (e.g. Forward support emails)
Define conditions such as:
Emails sent to support@yourcompany.com
Emails containing specific keywords
Under Actions:
Select Forward to
Enter your Hipporello email address
Click Save
Rules ensure only selected emails are converted into Notion items.
Step 4 — Items Are Created Automatically
Once everything is configured, the system runs automatically.
When an email matches your rule:
A new Notion item is created
The email subject becomes the item title
The email body becomes the item content
Attachments are included
Your team can then:
Assign the item
Add internal comments
Respond to the requester
All communication stays organized within the item, providing full visibility.
Example Workflow
Here is how the process works in practice:
A customer emails support@company.com
Outlook forwards the email to Hipporello
Hipporello creates an item in Notion
A team member reviews and assigns the item
They respond directly from the item
The requester receives the reply via email
This creates a smooth transition from incoming email to structured request management.
Benefits
Using Outlook forwarding with Hipporello and Notion provides a more organized and efficient workflow.
With this setup, you can:
Capture every incoming request without missing anything
Convert emails into structured Notion items
Collaborate with your team in one centralized system
Maintain full visibility over all requests
Instead of managing scattered email threads, your team works within a single database, improving clarity, accountability, and response time.
Any other questions? Get in touch