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Microsoft Outlook Enterprise: How to Connect and Collect 

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Microsoft Outlook Enterprise Overview

Connector Features
Authorized Connection Required? Yes Is identity mapping supported? No
Audit logs available? Yes Admin Access? Yes
Supports a full archive? Yes Custodian based collections? Yes
In-place preservations supported? No Resumable sync supported? Yes
Supports Onna preservation? No Syncs future users automatically? Yes
Sync modes supported: 
  • One-time sync
  • Auto-sync
  • Auto-sync and archive
 Is file versioning supported? No
 
Types of Data Collected Metadata Collected
  • Email messages
  • Attachments (embedded in the emails) 
  • Labels
  • Date received- The date when an email was received by the recipient(s)
  • Date sent- The date when an email was sent
  • Email Bcc- The blind carbon copy email address recipient(s)
  • Email Cc- The carbon copy email address recipient(s)
  • Email from- The from email address that sent the email
  • Email ID- The unique message ID used to identify the email. Note: This is not available in Gmail.
  • Email subject- The subject text of the sent email
  • Email to- The to email address recipient(s)
  • Important- Severity level to prioritize emails, applies to email conversations
  • Starred- Marker to identify important emails applies to individual email messages

 

Microsoft Outlook Enterprise Considerations

  • In order to connect and collect from Microsoft Outlook Enterprise an Onna admin must also enable the non-enterprise connector in the ‘Sources’ section of ‘Admin preferences’.The non-enterprise connector can be enabled in the ‘Enabled sources’ section of that page. For more information visit the user guide How to Manage Admin Preferences in our Help Center. 

 

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Microsoft Outlook Enterprise Requirements

  • Onna uses the Microsoft Graph APIs to collect all your Microsoft Outlook user data. For this, Onna requires organization-wide Graph API access. Only Microsoft users accounts with an Administrative Role can consent to this access. The user role with the least privileges that can consent to this is the Privileged Role Administrator. You can also use a role with greater privileges, such as Global Administrator.

  • Before setting up a new sync using the Microsoft Outlook Enterprise connector you will need to have access to authorized connection credentials in Onna. To learn more about how to set up and share an authorized connection visit the article, Creating and Managing Authorized Connections in Onna.

In order to set up an authorized connection for Microsoft Outlook Enterprise you will need the following information: 

  • For the purpose of setting up Onna with your Microsoft Outlook account, we recommend creating a service account with the appropriate privileges instead of using an existing personal user account. When assigning new privileges to an account, it may take up to 24 hours for the changes to take effect.

    Check out Microsoft documentation about admin roles and on how to assign these roles.

 

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How to Connect and Collect Using Microsoft Outlook Enterprise

Once you have the authorized connection credentials necessary you can set up a new sync by following the steps below:

Step 1

Navigate to the workspace where you want to set up your sync.

Inside that workspace click on the ‘+’ icon in the upper right corner of the screen to ‘Add source’.

 

 

Step 2

You will now see a list of all sources enabled for your organization. Find and select the ‘Microsoft Outlook Enterprise’ source.

 

 

Step 3

You’ll now define the basic information for your new sync, including: 

a. The name of your sync (We will autofill this field with the name of your source, but you can change it) 

b. They sync mode you’d like to use

c. The start date for your sync (Note: If you’re choosing a one-time sync you’ll enter an start and end date for your sync)

d. To collect Spam and Trash check the box next to ‘Enable Spam and Trash labels from Microsoft Outlook’. If you don’t want to collect spam and trash, leave this box unchecked.

e. Optional: If you need to, you can switch the authorized connection credentials you want to use to set up the sync by clicking switch account

f. Once you’ve selected the right account select the blue ‘Continue as...’ button

Step 4

You’ll now add the users you’d like to include in your sync. You can do this by either: 

a. Manually adding users' email addresses. Or, 

b. Loading users via a list or from a CSV by clicking ‘Load users’.

 

 

Step 5

If you select users from a list you will be directed to a screen where you will

a. select the users you want to include or click ‘Select all’ to include all users.

b. Check the box next to ‘Sync any user created in the future’ to sync new users. Leave this box unchecked if you don’t want to sync future users. 

c. Click the blue ‘Next’ button. 

Step 6

Your sync is now in progress and visible inside the workspace you added it to. Learn more about How to Monitor Your Source Sync Status 

 

 

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