Microsoft Outlook integration

What it does

The Microsoft Outlook integration moves a client's mailbox, calendar, and address book into TaskJuice. Connect a client's Microsoft 365 work account or personal Outlook.com account once, then send email with attachments, reply to and forward conversations, draft messages for review, file mail into folders, flag and categorize it, book and update meetings, answer invitations, and keep contacts in sync with your other systems.

Connect a Microsoft Outlook account

1. Open your workspace in TaskJuice and go to Connections.
2. Choose Microsoft Outlook and click Connect.
3. Sign in with the Microsoft account whose mailbox you manage for your client.
4. Review and accept the permissions TaskJuice asks for: read and write mail, send mail, read and write calendars, read and write contacts, and read mailbox settings.
5. TaskJuice returns you to the workspace with the connection ready to use.

Microsoft Outlook connections use your agency's own Microsoft Entra app registration. If you have not set one up yet, the connection dialog walks you through it.

To revoke access, open My Apps for work and school accounts, or Microsoft account privacy for personal accounts, and remove your app.

Triggers

• microsoft-outlook/new-message checks the Inbox on a schedule and starts one run per check with every email that arrived since the last one. Add a Loop step to handle each email on its own.
• microsoft-outlook/new-message-in-folder does the same for a folder you pick, for example a folder your mail rules file client email into.
• microsoft-outlook/new-email-matching-search starts a run for new Inbox emails that match a search, such as from:client@example.com or subject:invoice. Sent Items and Drafts are not searched, so replies your workflow sends do not match. Do not use double quotes in the search.
• microsoft-outlook/new-flagged-email starts a run when it first sees an email flagged for follow-up. When you publish, it notes your most recently changed flagged emails (up to Max Per Check) so they do not start a run. An older flagged email it never noted can start a run the first time it changes. If you keep many flagged emails (more than a couple of hundred), an email it already reported can start another run after it is changed again.
• microsoft-outlook/new-email-with-attachment starts a run for new Inbox emails that have attachments, with each attachment's name, type, and size. Use Download Attachment to fetch a file.
• microsoft-outlook/new-calendar-event starts a run when an event is added to a calendar you pick.
• microsoft-outlook/updated-calendar-event starts a run when an event in the calendar you pick is created or changed. Several edits between checks arrive together as the latest version.
• microsoft-outlook/cancelled-calendar-event starts a run when an organizer cancels a meeting the connected account was invited to. Pick the calendar invitations arrive in, usually Calendar. A meeting the connected account organized and cancelled is removed from its calendar, so it does not start a run.
• microsoft-outlook/calendar-event-started starts a run shortly after an event begins, within one check of its start time. It is not an advance reminder. A meeting the organizer cancelled stays on an invitee's calendar, marked as cancelled, so it still starts a run when its start time passes; check isCancelled in a later step to skip it.
• microsoft-outlook/new-contact starts a run when a contact is added to the default Contacts folder, and microsoft-outlook/updated-contact starts one when a contact there is added or changed.

The New Calendar Event, New or Updated Calendar Event, and Cancelled Calendar Event triggers see one-off events and whole recurring series, not single occurrences of a recurring meeting. For New or Updated Calendar Event, a change to a single occurrence of a recurring meeting shows up as a change to the whole series. Cancelling a single occurrence does not start a Cancelled Calendar Event run. Calendar Event Started is the exception: each occurrence starts its own run.

Apart from the two new-message triggers, the mail and calendar triggers return each item's preview, not its full body. To read the body, add a Get Email or Get Event step after the trigger.

Every trigger checks on a schedule, every five minutes by default or your plan's minimum if that is higher, and starts one run per check with everything new since the last one. Apart from the two new-message triggers, each check reads up to 100 items by default (the Max Per Check setting); if more than that arrive between checks, the extra ones are skipped. Add a Loop step to handle each item on its own.

Actions

Email

• microsoft-outlook/send-mail sends an email with To, CC, and BCC lists, an HTML or plain-text body, and file attachments.
• microsoft-outlook/send-mime-message sends a complete MIME message you built elsewhere.
• microsoft-outlook/create-draft saves an email with optional attachments to Drafts for review.
• microsoft-outlook/update-draft changes a draft's subject, body, or recipients.
• microsoft-outlook/add-attachment attaches a file of up to 3 MB to a draft.
• microsoft-outlook/send-draft sends a draft.
• microsoft-outlook/reply-to-message and microsoft-outlook/reply-all-to-message reply inside the original conversation.
• microsoft-outlook/create-draft-reply and microsoft-outlook/create-draft-reply-all prepare a reply as a draft without sending it.
• microsoft-outlook/forward-message forwards an email with an optional note.
• microsoft-outlook/get-message reads one email.
• microsoft-outlook/list-messages finds emails across the mailbox by keyword search or filter.
• microsoft-outlook/list-folder-messages finds emails in one folder.
• microsoft-outlook/update-message changes the read state, importance, follow-up flag, or categories of an email.
• microsoft-outlook/mark-message-read marks an email read or unread.
• microsoft-outlook/flag-message flags, completes, or clears the follow-up flag on an email.
• microsoft-outlook/move-message and microsoft-outlook/copy-message file an email into another folder.
• microsoft-outlook/delete-message moves an email to Deleted Items.
• microsoft-outlook/list-attachments, microsoft-outlook/get-attachment, and microsoft-outlook/download-attachment read an email's attachments. Download stores the file so later steps can upload or forward it.

Mail folders and categories

• microsoft-outlook/list-mail-folders, microsoft-outlook/get-mail-folder, microsoft-outlook/create-mail-folder, microsoft-outlook/update-mail-folder, and microsoft-outlook/delete-mail-folder manage mail folders.
• microsoft-outlook/delete-mail-folder deletes a mail folder and everything in it. Deleted folders do not appear in Deleted Items, so they cannot be restored from there.
• microsoft-outlook/list-categories lists the mailbox's color categories.

Calendar

• microsoft-outlook/create-event books an event in a calendar you pick, with attendees, location, reminder, and an optional online meeting link. If a retry could run the step twice, set Deduplication key to a value that stays the same across retries, such as the id of the record that started the workflow, and Microsoft creates the event only once.
• microsoft-outlook/update-event changes an event. Attendees receive the update.
• microsoft-outlook/cancel-event cancels a meeting you organized and sends attendees a note.
• microsoft-outlook/respond-to-event accepts, tentatively accepts, or declines an invitation.
• microsoft-outlook/delete-event deletes an event.
• microsoft-outlook/get-event reads one event.
• microsoft-outlook/list-events finds events in a calendar by filter.
• microsoft-outlook/list-events-in-range lists every event between two dates, with recurring meetings expanded.
• microsoft-outlook/list-calendars, microsoft-outlook/get-calendar, microsoft-outlook/create-calendar, microsoft-outlook/update-calendar, and microsoft-outlook/delete-calendar manage calendars.

Contacts

• microsoft-outlook/create-contact and microsoft-outlook/create-contact-in-folder add a contact.
• microsoft-outlook/update-contact changes a contact.
• microsoft-outlook/delete-contact deletes a contact.
• microsoft-outlook/get-contact reads one contact.
• microsoft-outlook/list-contacts finds contacts, for example by email address.
• microsoft-outlook/list-contact-folders, microsoft-outlook/get-contact-folder, microsoft-outlook/create-contact-folder, microsoft-outlook/update-contact-folder, and microsoft-outlook/delete-contact-folder manage contact folders.

Enter recipients

Recipient, attendee, email address, and phone fields take a plain list separated by commas or semicolons, for example ana@example.com; ben@example.com. Category fields take names separated by commas only, so a category name can contain a semicolon. You can also map a list from an earlier step.

Known limitations

• A sent email, with its attachments, must stay under about 3 MB. Microsoft rejects larger messages. Share large files as links instead.
• Fields you leave blank on an update action are not changed. A list you set, such as attendees or categories, replaces the existing list.
• When you change an event's start or end time, set its time zone too.
• Setting any business address field on microsoft-outlook/update-contact replaces the whole business address, so include every part you want to keep.
• Keyword search in the find-emails actions returns at most 1,000 results and cannot be combined with a sort order.
• Microsoft limits how many requests an app can make to one mailbox in a short window. When that happens, TaskJuice waits and retries automatically.
• Shared mailboxes and group calendars are not supported. Connect the mailbox you want to automate directly.
• Tenant administrators can block some permissions. If an action fails with a permission error, ask the client's Microsoft 365 administrator to approve your app.