Learn how to set up the Microsoft and Google integration for outbound recruiting messages. 

For this integration, you must be using Microsoft (Office365 or Exchange with Microsoft Entra ID) or Google as your email provider. The email address must have a mailbox and a license assigned. Shared mailboxes are not supported.

Note
Google no longer supports new SMTP connections. You need to switch to the integration outlined in this article.

Integration functionalities

This feature lets you send messages from Personio to candidates with your custom email address. The authentication with your email server will use modern authentication (OAuth protocol).

Set up the integration in your account

To authenticate via OAuth, you need to have Microsoft (Office365 or Exchange with Microsoft Entra ID) or Google as your email provider. Depending on which setup you are currently using, the steps will be as follows: 

You are using SMTP settings 

1. Navigate to Settings > Recruiting > General > Recruiting email settings and click on Edit.
2. Under Custom email address, enter the email address that you want to use for candidate communication. 
3. Go to Sending emails, and select Microsoft or Google.
4. Click Enable Microsoft integration or Enable Google integration. 
5. A new browser tab will open, where you have to provide the login credentials of the email account to use to send emails. This email address must be the same as the one used in step 2.
6. Grant Personio permission to send emails on your behalf. You will then be redirected to Personio. If you have no such right, a permission request will be sent for the Microsoft or Google Account.

   A Microsoft administrator or a Google administrator must accept it before you continue with the setup.

7. To finalize the integration setup, click Activate integration. This will disable the current setup with SMTP.  
8. Optional: Under Sending test email, you can test how emails will look for candidates. To do so, insert your email address under Sending test email. Click Send test email and review the email in your inbox.

Notes
▶︎ The email address used to authenticate with your email server must be the one that will be used for sending emails to candidates.
▶︎ The sender name will not be the Personio employee or company name, but the user's "display name" from Microsoft. For Google, the sender name can be either the employee or the company.
▶︎ If you need to edit or update the currently selected email communication channel, you must temporarily activate another option first. We recommend enabling the Personio email service temporarily until you make the changes.

You are using the company recruiting email address

1. Navigate to Settings > Recruiting > General > Recruiting email settings and click on Edit.
2. Under Custom email address, enter the email address that you want to use for candidate communication. 
3. Go to Sending emails, and select Microsoft or Google.
4. Click Enable Microsoft integration or Enable Google integration. 

5. A new browser tab will open for authentication. You must provide the login credentials of the email account to use to send emails. Note: This email address must be the same as the one used in step 2. 

6. Grant Personio the required permissions. Tick the box "Consent on behalf of your organization" and click Accept. You will then be redirected to Personio.

7. To finalize the integration setup, click Activate integration.
8. Optional: Under Sending test email, you can test how emails will look for candidates. To do so, insert your email address under Sending test email. Click Send test email and review the email in your inbox.

Notes
▶︎ You can always switch back to using the SMTP connection with basic authentication again. To do so, follow these instructions.
▶︎ The sender name will not be the Personio employee or company name, but the user's "display name" from Microsoft. For Google, the sender name can be either the employee or the company.
▶︎ If you need to edit or update the currently selected email communication channel, you must temporarily activate another option first. We recommend enabling the Personio email service temporarily until you make the changes. 

Feedback

If you have any feedback or questions about the integration, you can reach out to our Support Team through Help & Feedback.