Outlook

Documentation Index

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Use this file to discover all available pages before exploring further.

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Overview

The Microsoft Outlook connector provides access to organizational email data through Microsoft Graph. It syncs users, messages, attachments, and mail folders across your Microsoft 365 organization for search and retrieval in PipesHub.

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What gets synced

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Authentication

The connector uses OAuth 2.0 with Microsoft Graph application permissions (client credentials plus admin consent). It runs as a background integration—no per-user interactive sign-in inside PipesHub for this connector.

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Configuration Guide

Follow the steps below: first register an app in Azure and grant permissions, then add the Outlook connector under Workspace Settings in PipesHub.

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How to configure and enable the Outlook connector

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Step 1: Register an 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 go to Microsoft Entra ID → App registrations
3. Create a new registration:
   • Click New registration

4. Enter application details:
   • Name — A meaningful name (e.g. PipesHub Outlook Connector)
   • Supported account types — Accounts in this organizational directory only (Single tenant)
5. You do not need a Redirect URI for this connector; it uses application credentials and admin consent, not an interactive redirect flow in PipesHub.
6. Click Register

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Step 2: Copy application credentials

1. After registration, open the app Overview page.
2. Copy (you will paste these into PipesHub later):
   • Application (client) ID — in Essentials
   • Directory (tenant) ID — in Essentials

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Step 3: Create a client secret

1. In the left sidebar, open Certificates & secrets.
2. Click New client secret.
3. Set Description (e.g. PipesHub Connector Secret) and Expires (24 months is a common choice).
4. Click Add, then copy the secret Value immediately from the table (not the Secret ID).

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Step 4: Configure API permissions

1. Open API permissions → Add a permission → Microsoft Graph.
2. Choose Application permissions (not Delegated).
3. Add:
   • User.Read.All
   • Mail.Read
   • MailboxSettings.Read
4. Click Add permissions.

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Step 5: Grant admin consent

1. On API permissions, click Grant admin consent for [your organization] and confirm Yes.
2. Wait until each permission shows Granted for [organization] with a green state.

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Step 6: Open Connectors and start Outlook setup

1. In the main app, open your user profile menu at the bottom of the left sidebar → Workspace Settings.
2. Under Workspace, select Connectors.
3. Find Outlook and start setup (+ Setup on the card), or open an existing instance to edit.

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Step 7: Authenticate the Outlook instance

1. In Outlook Configuration, open the Authenticate Instance tab.
2. Set Instance name (e.g. Outlook connector).
3. Under OAuth (Admin Consent) Credentials, enter:
   • Application (Client) ID — from Step 2
   • Client Secret — from Step 3
   • Directory (Tenant) ID — from Step 2
4. Enable Has Admin Consent if consent was granted in Azure (Step 5).
5. Click Next →. Use the in-product Setup Documentation links if you want Azure steps side-by-side.

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Step 8: Configure records (sync strategy and filters)

On Configure Records, you control sync cadence and scope. Indexing filters always apply; sync filters are optional—add only the constraints you need (each filter uses an operator and value where applicable). Sync settings

• Sync Strategy — e.g. Scheduled or Manual (exact options depend on your workspace).
• Sync Interval — When scheduled, set the refresh interval (e.g. 1 Hour).

Enable Manual Indexing When on, automatic indexing is disabled for synced records so you control indexing separately. Leave off for normal automatic indexing. Sync filters Use + Add filter to limit what is synced. Types include Users, Standard Folders, Custom Folders, Groups, and Received Date. Remove a constraint with Clear. Indexing filters

• Index Emails — Message bodies and metadata for search.
• Index Attachments — Attachment content where supported.
• Index Group Conversations — Microsoft 365 group mail threads.

Click Save Configuration when finished, or ← Back to return to Authenticate Instance. Examples

• Recent mail only — Received Date with an operator such as Is After and your cutoff date.
• Specific mailboxes — Users with operator In and selected users (leave empty for all).
• Fewer attachments in search — Turn off Index Attachments, keep Index Emails on.

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Step 9: Enable sync and monitor

After saving, you may see Instance is configured and ready to sync — choose Start Syncing Now or I’ll do it later. On the Outlook connector page, turn Sync Enabled on when ready. Use Sync, Full sync, or Retry failed on the instance card as needed. Open the instance (Overview) for counts such as Total, Completed, Failed, and types like MAIL / GROUP_MAIL.

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Supported Features

The Outlook connector syncs the following data:

• Users — User profiles and mailbox context used for the integration
• Emails — Messages from organizational mailboxes (within sync filter scope)
• Attachments — Files attached to messages (when attachment indexing is enabled)
• Mail folders — Standard and custom folder hierarchy
• Group conversations — When Index Group Conversations is enabled

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Useful Links

• Azure Portal: portal.azure.com
• Register an app (Microsoft Entra): Quickstart: Register an app
• Application permissions: Microsoft Graph permissions reference
• Admin consent: Grant tenant-wide admin consent

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Troubleshooting

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Data sync behavior

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FAQ

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