# Outlook integration: quote requests to draft loads

> Roadmark reads quote requests and rate confirmations from a connected Outlook or Exchange Online mailbox and turns them into drafts for a person to approve.

URL: https://roadmark.ai/integrations/outlook
Language: en
Last updated: 2026-10-01

**TL;DR:** Roadmark reads quote requests and rate confirmations from a connected Outlook or Exchange Online mailbox, and the Inbox and Quoting agents turn them into a draft quote or load. A person approves, edits or rejects each draft; Roadmark doesn't send mail on its own.

## What syncs

One row for each kind of record: which way it moves, and when.

| What | Direction | When |
| --- | --- | --- |
| Quote request emails | Outlook to Roadmark | As they arrive in the connected mailbox |
| Rate confirmations | Outlook to Roadmark | As they arrive, matched to the load they reference |

## Setting up Outlook

1. **Connect Outlook or Exchange Online:** A Microsoft 365 admin adds Roadmark to the tenant from Microsoft Entra ID. Roadmark reads mail through Microsoft Graph's Mail.Read permission, on the mailbox where quote requests and rate confirmations arrive, often a shared inbox for sales or dispatch rather than one person's own mail.
2. **Scope it to that mailbox:** Consented in Microsoft Entra ID, Mail.Read as an application permission reaches every mailbox in the tenant. To limit Roadmark to the connected mailbox, an Exchange admin instead assigns the Application Mail.Read role with Exchange Online's RBAC for Applications, scoped to that mailbox. The two grants add up, so a tenant-wide Mail.Read consent in Entra has to be left out or removed for the scope to hold.
3. **Test with a real email:** Send one quote request through the connected mailbox and check the draft it becomes before turning it on for everything that arrives there.

### Before you start

- A Microsoft 365 or Exchange Online mailbox to connect, individual or shared.
- A Microsoft Entra admin who can add Roadmark to the tenant, and an Exchange admin (the Exchange Administrator role, or a member of the Organization Management role group) to assign the scoped Mail.Read role.

Prairie Foods emails Ashgrove Logistics from the address on file: "Need a
53' dry van, Mississauga ON to Joliet IL, pickup Tuesday 06:00." Nobody
retypes that into a quote form. The [Inbox agent](https://roadmark.ai/ai-agents) reads it from
the connected mailbox, opens the request, and hands it to the Quoting agent,
which prices Q-20931 in US dollars: $4,980.00, a 14.2% margin, and notes what it passed
on: the spot market average of $5,150.00, because 11 loads in 90 days on
this lane give a firmer price than the day's number. Prairie Foods' quoting
limit is $4,500.00, so a draft above it waits for a person instead of going
out on its own. A rep sees the price and the reasons together and approves
it, edits it, or asks for something different.

Rate confirmations move the same way. When one lands in the mailbox, matched
to the load it references, it's read into that load's record instead of
becoming a PDF someone has to open, re-key and file by hand.

## What Roadmark reads, and what it doesn't

Connecting Outlook or Exchange Online gives Roadmark read access to one
mailbox, through [Microsoft Graph's mail API](https://learn.microsoft.com/en-us/graph/api/resources/mail-api-overview).
An admin adds Roadmark to the tenant from Microsoft Entra ID, and Roadmark
reads with the
[Mail.Read permission](https://learn.microsoft.com/en-us/graph/permissions-reference#mail-permissions).
Consented in Entra as an application permission, Mail.Read is built to read
mail in every mailbox in the tenant without a signed-in user. Most teams
don't want that: they want Roadmark reading the one shared inbox quote
requests and rate confirmations arrive at, and nothing else. Exchange
Online's
[RBAC for Applications](https://learn.microsoft.com/en-us/exchange/permissions-exo/application-rbac),
which replaces the older application access policies, does that: an Exchange
admin assigns Roadmark the Application Mail.Read role with a resource scope,
a management scope or an administrative unit, that covers only the connected
inbox. Grants from Entra and from Exchange add up rather than narrow each
other, so the scoped role only holds if Mail.Read isn't also consented
tenant-wide in Entra. A rep who wants Roadmark reading their own mail
instead of a shared inbox can connect it as delegated access to just their
mailbox, no tenant-wide grant involved.

Reading is where it stops. Roadmark doesn't send, delete or reorganize
anything in the connected mailbox, and it doesn't touch calendars or
contacts. A reply still goes out from a person's own Outlook, the way it
does today.

## What becomes a draft, and what doesn't

Two kinds of email turn into work: a quote request, which becomes a priced
draft the way Q-20931 did, and a rate confirmation, which attaches itself to
the load it belongs to. Everything else, a question about an old invoice, a
sender Roadmark hasn't seen before, a reply in a thread that's already
closed, goes to a person rather than being guessed at. That's also why the
Inbox agent's numbers on the [AI agents](https://roadmark.ai/ai-agents) page show messages
routed, not messages acted on alone: 1,140 read, with anything it couldn't
place left for someone on the team.

## Turning it off, and what's recorded

The connection works the same as any other integration on [Security](https://roadmark.ai/security):
every draft it produces is recorded, who or what made it and when, and the
connection itself can be turned off for a person, a team or the whole
company at any time, from Roadmark rather than from Microsoft Entra. Nothing
about the mailbox connection changes how sign-in works either; your team
still signs in with the identity provider you already run.

See [Quoting](https://roadmark.ai/quoting) for how a price is built once the request is read,
and [Billing](https://roadmark.ai/billing) for what happens to a rate confirmation once it's
attached to a load.

## Questions about Outlook and Roadmark

### Does Roadmark read every mailbox in our Microsoft 365 tenant?

No. Roadmark reads the mailbox you connect, usually a shared inbox for quote requests and rate confirmations. Microsoft Graph's Mail.Read application permission reaches every mailbox in a tenant when it's consented in Microsoft Entra ID, so an admin grants it through Exchange Online's RBAC for Applications instead, scoped to that one mailbox, and leaves the tenant-wide consent out.

### Does it send email on our behalf?

No. Roadmark reads quote requests and rate confirmations and drafts what should happen next, a quote or a load, but a person sends any reply from their own Outlook. Nothing goes out through the connected mailbox that a person didn't send.

### What happens to an email that isn't a quote request or a rate confirmation?

It's left alone. The Inbox agent opens what looks like a quote request or a rate confirmation and drafts the next step; anything else, including a sender it hasn't seen before, is routed to a person instead of guessed at.

### Can a rep connect their own mailbox instead of a shared one?

Yes. A rep can connect their own Outlook mailbox with delegated access rather than an application-wide grant, so Roadmark reads only what that person's mailbox receives.

## Related pages

- [Quoting and CRM](https://roadmark.ai/quoting): Customers, lanes, rates and RFQs
- [Roadmark AI agents](https://roadmark.ai/ai-agents): Specialized agents for quoting, planning and more
- [Billing and settlements](https://roadmark.ai/billing): Invoices, driver pay and carrier pay
- [Gmail integration: quote requests to draft loads](https://roadmark.ai/integrations/gmail): Roadmark reads quote requests and rate confirmations from a connected Gmail or Google Workspace mailbox and turns them into drafts for a person to approve.

Companies, people and shipment figures in product examples are fictional. They illustrate workflows and are not customer testimonials or measured results.