16 Microsoft Outlook Connector
Microsoft Outlook in the current customer flow is a personal live connection. It answers questions from the signed-in member’s mailbox at request time.
16.1 What is indexed or searched live
Outlook messages are searched live through the signed-in member’s /me mailbox. Mail is not copied into the workspace search index, Knowledge Search, or document sets. Each member who needs mailbox search connects their own Microsoft 365 or Outlook.com account.
16.2 Administrator role and authentication
Sophea manages the Microsoft OAuth app. The mailbox owner authorizes the grant. A Microsoft 365 administrator may need to approve the app under the tenant’s consent policy.
The delegated grant requests openid, profile, offline_access, User.Read, and Mail.Read. You do not create or paste a Microsoft client secret for the standard path.
16.3 Provider setup and permissions
The mailbox owner must sign in to the correct account and approve read-only mail access. Ask a Microsoft 365 administrator to grant consent when user consent is blocked. Personal Outlook.com accounts follow the same member-owned flow.
16.4 Setup form fields
The current personal setup has no editable form fields. It shows Connect, Reconnect, and Disconnect actions. The member selects the account in the Microsoft consent flow. There is no workspace access or refresh setting for this personal connection.
16.5 Workspace and Team access
Workspace and Team access do not apply. Other members must connect their own mailboxes. An admin cannot make a personal Outlook connection public or add it to a document set.
16.6 Test the connection
- Ask a question whose answer exists only in the connected mailbox.
- Confirm that the answer includes an Outlook message citation.
- Confirm that the message does not appear in Knowledge Search or a document set.
- Disconnect the account and confirm that live search no longer returns mail.
16.7 Common errors
| Error | Action |
|---|---|
| Admin approval is required | Ask a Microsoft 365 administrator to approve the managed app. |
| The wrong account is connected | Disconnect it, then connect the correct Microsoft account. |
| No message is found | Check the mailbox search terms and that the member can open the message. |
| A Team member expects the mail | Explain that Outlook is personal and live only. Each member must connect their own mailbox. |
16.8 Reconnect, rotate, and remove
Use Reconnect when the Microsoft grant expires. To change accounts, disconnect the old account first. Sophea manages OAuth app rotation. Disconnect removes the local personal connection.