Getting Started
Onna connects directly with the Microsoft Graph API to extract all data and metadata found on Outlook accounts in O365 organizations. This integration is offered to enterprise accounts through the admin dashboard, as part of the enterprise license, either cloud or on-premise.
Integration Features - What is collected from Outlook?
Embedded in the email:
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subject
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body_preview
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importance
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parentFolderId
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isDeliveryReceiptRequested
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hasAttachments
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webLink
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isDraft
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Attachments: pictures/audio/text
What are your sync modes?
Onna Sync Modes
We currently support 3 sync modes - one-time, auto, and auto-sync & archive.
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One-time: One-way sync that collects information only once.
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Auto-sync: Onna will perform a full sync first and will keep the data source and Onna in mirrored sync.
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Auto-sync and archive: Onna will perform a full sync first and continuously pull any changes into an archive.
The synchronization scope for the enterprise sync for Outlook currently encompasses all emails from all folders regarding all users within a given company domain. Specific user accounts can be selected to sync.
Note: Pay As You Go users and Free Trial users can only create one-time sync datasources. If you would like to upgrade your account for archive collections please contact our customer success team.
Can you export the data?
Yes, you can export data and metadata in eDiscovery ready format. Load files are available in a dat, CSV, or custom text file.
How-to Guide
Click on "Add source" and select Microsoft Outlook Enterprise:
Then, you'll be asked to name your source. This is the source's title on the Onna platform. If you're naming for eDiscovery purposes a common convention is to name it after the company or account individual.
The next section allows you to select your synchronization mode and any optional starting date you wish. For One Time Sync, you can enter an optional start and end date.
When dates are selected, emails with their attachments in the selected date range based on the source metadata DateTimeSent, DateTimeReceived, or DateTimeModified will be synchronized.
You can also choose to Exclude Spam and Trash labels. Once you've named your source and added dates if needed, click Connect:
On the following screen, you'll be asked to input the domain of the account that you're trying to collect from:
Once you've entered the domain, click Connect. This will start the OAuth flow, taking you to sign in to an 0365 account. If you aren't already signed in, Microsoft will ask you to input credentials.
Note: O365 Outlook collections can only be completed with an admin account.
After signing in, you'll be asked to give Onna permission to access the account.
After you click 'Accept' you'll be taken back to Onna. You will then have the option to manually add users by copying and pasting a list of emails or you can click 'Load users list' in the upper right-hand corner.
Here you have the option to load a list of all the accounts available or you can also upload a CSV file with the email addresses of the users you would like to collect.
Note: The CSV file should not include column headers. The CSV file should only have one column that includes the email addresses of the users as seen below.
Selecting to load all users may take a few minutes, depending on the size of your organization.
You will no longer be limited to syncing 100 mailboxes when setting up a new source. You can select as many accounts as desired when setting up the collection.
Note that syncing more user accounts will take more time than when fewer accounts are selected.
Once the list is loaded, you'll be able to select the user accounts for collection. Once you've selected the desired user accounts, click Done to start the collection. The integration will collect the user's entire account.
Outlook files in Onna
Results will begin populating in your workspace as soon as the first files are collected and processed.
The image below demonstrates a list of emails from an account.
Emails in Onna have been formatted to mirror the original. Metadata is shown on the right-hand side of the viewer.
If the email contains attachments, Onna will demonstrate them as links that can be clicked through to the original file. Onna processes and indexes all attachments separately. Below is the sample email with multiple attachments:
Opening any of the PDFs attached will open the original file.
FAQs
Does the O365 connection support the discovery and transfer of Teams data?
For the support of Teams data, we have Microsoft Teams available as a separate integration for Onna. For more information on Teams, collections click here.
Why do I see "Selected user account does not exist in tenant..." error when connecting to the data source?
You may provide an incorrect domain of the Outlook site or provided Outlook account does not have the appropriate admin access within the organization. If you still encounter the error after verifying both the domain and account access, please reach out to support.
Why do I need a Microsoft privileged role admin user account?
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, this is the Privileged Role Administrator. You can also use a role with greater privileges, such as Global Administrator.
We recommend using a service account with the appropriate Administrator Role to grant Onna access to your account.
For the purpose of setting up Onna with your Microsoft Outlook account, we recommend creating a user 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.
Does having the data encrypted with Azure information Protection affect how emails are collected and processed into Onna?
Yes, at this time Onna is unable decrypt and process the contents of the email.