Outlook

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Overview

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Authentication

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How to configure and enable the Outlook Connector

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Step 1: Register Application in Azure Portal

1. Sign in to Azure Portal:
   Navigate to portal.azure.com and sign in with your Microsoft 365 administrator account.
2. Access App Registrations:
   • Search for “App registrations” in the top search bar
   • Or navigate to Microsoft Entra ID → App registrations
3. Create New Registration:
   • Click “New registration”
   
   • Enter application details:
     • Name: Enter a meaningful name (e.g., “PipesHub Outlook Connector”)
     • Supported account types: Select “Accounts in this organizational directory only (Single tenant)”
     • Select a platform: Web
     • Redirect URI: (Get the redirect uri from pipeshub configure outlook dialog in connector settings)
   
   • Click “Register”
   

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Step 2: Copy Application Credentials

1. After registration, you’ll see the Overview page
2. Copy the following values (you’ll need these later):
   • Application (client) ID: Found under “Essentials” section
   • Directory (tenant) ID: Found under “Essentials” section

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Step 3: Create Client Secret

1. In the left sidebar, click “Certificates & secrets”
2. Click “New client secret”
3. Configure the secret:
   • Description: Enter a description (e.g., “PipesHub Connector Secret”)
   • Expires: Choose expiration period (recommended: 24 months)
4. Click “Add”
5. Immediately copy the secret value from the “Value” column

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Step 4: Configure API Permissions

1. In the left sidebar, click “API permissions”
2. Click “Add a permission” → “Microsoft Graph”
3. Choose “Application permissions” (not Delegated permissions)
4. Add the following permissions:
   • User.Read.All
   • Mail.Read
   • MailboxSettings.Read
5. Click “Add permissions”

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Step 5: Grant Admin Consent

1. On the API permissions page, click “Grant admin consent for [Your Organization]”
2. Confirm by clicking “Yes”
3. Wait for the status to show green checkmarks

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Step 6: Configure Connector in PipesHub

1. Navigate to Settings → Connectors in PipesHub
2. Find the Outlook connector and click “Configure”
3. Enter the following details:
   • Application (Client) ID: From Step 2
   • Client Secret: From Step 3
   • Directory (Tenant) ID: From Step 2
   • Redirect URI: Pre-filled (verify it matches your environment)
4. Check the “Has Admin Consent” checkbox
5. Click “Next” or “Save”

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Step 7: Configure Filters (Optional)

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Sync Filters

1. Received Date - Filter emails by received date
   • Operators: Is After, Is Before, or Is Between
   • Use cases:
     • Sync only recent emails (e.g., last 6 months)
     • Focus on specific time period
   • Example: Operator: Is After, Date: 2024-01-01 → Only syncs emails from 2024 onwards
2. Mail Folders - Filter by specific Outlook folders
   • Operator: In (include only) or Not In (exclude)
   • Value: Enter one or more folder names (e.g., Inbox, Sent Items, Important)
   • Note: Folder names are case-sensitive
   How to identify Mail Folders: The connector syncs from standard Outlook folders and any custom folders you’ve created:
   • Standard folders: Inbox, Sent Items, Drafts, Deleted Items, Junk Email, Archive
   • Custom folders: Any folders you’ve created in Outlook
   
   Example Configurations:
   • Sync only Inbox and Sent Items: Operator: In, Values: Inbox, Sent Items
   • Exclude Junk and Deleted folders: Operator: Not In, Values: Junk Email, Deleted Items

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Indexing Filters

• Email Section:
  • Index Emails (default: enabled)
  • Index Email Attachments (default: enabled)
• Calendar Section:
  • Index Calendar Events (default: enabled)

• Sync last year’s emails: Received Date → Operator: Is After, Date: 2024-01-01
• Sync specific project period: Received Date → Operator: Is Between, Start: 2024-03-01, End: 2024-06-30
• Sync future events only: Start Date → Operator: Is After, Date: 2024-12-09
• Index emails but not attachments: Disable “Index Email Attachments” toggle

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Step 8: Enable the Connector

1. After saving the configuration, toggle the connector to “Enable”
2. The connector will verify credentials and begin initial sync
3. Wait for the status to show “Connected” or “Syncing”

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Supported Features

• Users: User profiles and mailbox information
• Emails: All messages from organizational mailboxes
• Attachments: Files attached to emails
• Mail Folders: Folder structure (Inbox, Sent, Drafts, custom folders)

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Data Sync Behavior

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Initial Sync

• Processes all existing emails and folders from all user mailboxes
• Duration depends on mailbox sizes
• Runs in the background without affecting mailbox performance

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Incremental Sync

• Polling-based: Checks for new/updated emails at regular intervals
• Uses Microsoft Graph delta queries for efficient updates
• Only syncs new or modified emails after initial sync

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Troubleshooting

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Common Issues

• Verify Client ID, Client Secret, and Tenant ID are correct
• Ensure Client Secret hasn’t expired
• Create new Client Secret if needed

• Check all three API permissions are added: User.Read.All, Mail.Read, MailboxSettings.Read
• Grant admin consent if status shows “Not granted”
• Wait 5-10 minutes for permissions to propagate

• This connector only works with Work or School accounts (Microsoft 365)
• Personal accounts (outlook.com, hotmail.com) are not supported

• Create new Client Secret in Azure Portal
• Update configuration in PipesHub
• Set reminders to rotate secrets before expiration