Follow up with real estate leads in Outlook

Connect Outlook or Microsoft 365, review a reply to an existing inquiry, and check calendar availability before offering a showing. Brokerage accounts may need administrator approval first.

By the Real Extent team · Updated October 21, 2026

Personal Outlook or a brokerage Microsoft 365 account?

For a personal Outlook.com, Hotmail, or Live account, you review the permissions yourself. For a work account, your organization decides whether you can consent or whether an administrator must approve the app.

If you see “Need admin approval,” use the request option if your organization provides one, or contact your administrator. Microsoft explains this in its user and admin consent guide. Do not assume one approval grants access to every mailbox.

Real Extent requires a paid plan for your own inbox. Resolve account-access questions before subscribing, and request setup help if you need it.

Connect and confirm your inbox

1
Choose Outlook
In Integrations, or during setup, choose Outlook and sign in with the Microsoft account where your lead inquiries arrive.
2
Review access
Check the account and permissions. If an administrator must approve, wait for that decision before continuing.
3
Find one conversation
Confirm the connected address and open an inquiry in the Inbox. Ask the assistant for a short draft that addresses the question and gives one next step.

Real Extent inbox sorting new lead emails from Zillow and an open house inquiry to the top, each marked as needing a reply — Sample data: choose a lead conversation and review its context.

Check the reply and the calendar separately

Keep sending on Ask before sending in Settings → How my assistant works → Approvals. Check the recipient and property facts before approving the draft. After sending, confirm the message in your Outlook Sent folder and Real Extent’s Activity log.

If you want help scheduling a showing, check which calendar is connected and whether it contains all your busy times. You can connect a different calendar from Integrations. Calendar availability alone does not confirm that a property is available to show.

Real Extent calendar with the booking link turned on, so clients can pick a showing time that fits the agent's calendar — Sample calendar: check the selected calendar and working hours before using a booking link.

After a viewing, use the after-showing templates to ask about the buyer’s actual response.

Questions agents ask

Can I use Outlook for email and Google for my calendar?: Yes. Connect the calendar separately from Integrations, then check that it includes the commitments you want the assistant to respect.
Does this synchronize with my existing CRM?: No direct CRM synchronization is available. Use the CRM guide to choose where records and follow-up schedules live.
What should I share when asking for help?: Share whether it is a personal or work account, the step that failed, and the error wording. Do not send passwords, access tokens, or screenshots containing client messages.

Get one useful reply ready for approval

Begin with one existing inquiry. Add a follow-up schedule only after you have checked the first reply and your other automations.

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Plans from $19/month, billed when you subscribe. Sending starts on Ask first. Need setup help?

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