# Microsoft Outlook

Microsoft Outlook is a widely used email platform for personal and business communication. Connecting it to Duvo lets your assignments read, send, and manage emails across both personal Microsoft accounts and work accounts through Microsoft 365, including shared and delegated mailboxes.

## Setup

Click **Enable** on the [Connections page](https://app.duvo.ai/integrations) and authorize with your Microsoft account.

### Prerequisites for shared mailbox access

If you plan to use the connection with shared or delegated mailboxes (for example, a team inbox like `reservations@yourcompany.com`), two things must be in place on the Microsoft 365 side:

* **Tenant admin consent.** A Microsoft 365 admin in your organization must approve Duvo's request for shared-mailbox permissions (`Mail.ReadWrite.Shared`, `Mail.Send.Shared`). This is a one-time approval per tenant.
* **Per-mailbox delegation.** The user account you connected must be granted **Full Access** on each shared mailbox it needs to read, move messages in, or mark as read, and **Send As** (or **Send on Behalf Of**) if the assignment will send from that mailbox. These are managed by your Exchange admin.

See Microsoft's guide to [managing shared mailboxes in Exchange Online](https://learn.microsoft.com/en-us/exchange/recipients-in-exchange-online/manage-user-mailboxes/enable-or-disable-shared-mailboxes) for the admin steps.

## Capabilities

* **Read emails** — List and retrieve emails with search queries, folder filters, or specific message IDs. Download attachments directly into the workspace for processing.
* **Send emails** — Compose and send messages with support for CC/BCC, HTML formatting, importance levels, and file attachments.
* **Create drafts** — Save a new email as a draft for review or editing before sending. Supports recipients, subject, body, attachments, and importance level.
* **Draft replies** — Create a draft reply to an existing email thread, preserving context, without sending immediately.
* **Draft forwards** — Create a draft forward of any email for review before delivering to new recipients.
* **Manage categories** — Organize your inbox by changing email categories automatically.
* **Move emails** — Relocate messages to any folder in the same mailbox, including well-known folders (Archive, Drafts, Sent Items, Deleted Items, Junk Email) and nested folder paths (for example `Inbox/Receipts`).
* **Mark as read** — Mark messages as read after the assignment has processed them to keep an inbox tidy.
* **Inbox triggers** — Start a Job automatically when a new email arrives. See [Triggers](#triggers) for filter options.
* **Dual account support** — Works with both personal Microsoft accounts and work accounts through Microsoft 365.
* **Shared and delegated mailboxes** — Read, send, move, mark as read, and manage messages on behalf of shared or delegated mailboxes, once the prerequisites under Setup are in place.

## Triggers

The Outlook trigger starts a Job when a new email arrives. Three optional filters let you narrow down when it fires:

| Field              | What it does                                                                                                                                                                                                      |
| ------------------ | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Emails from**    | Only fire for emails from a specific sender. Leave empty to match any sender.                                                                                                                                     |
| **Folder**         | Only fire for emails in a specific folder, including nested paths using `/` (for example `Inbox/Receipts`). Subfolders are not included automatically. Leave empty to monitor the whole mailbox.                  |
| **Shared mailbox** | Monitor a shared or delegated mailbox (for example `reservations@yourcompany.com`) instead of the connected user's own inbox. Requires the prerequisites under [Setup](#prerequisites-for-shared-mailbox-access). |

Each trigger watches one mailbox and one folder at a time. To monitor multiple mailboxes, see [Working with multiple shared mailboxes](#working-with-multiple-shared-mailboxes).

## Working with multiple shared mailboxes

Some teams operate many shared inboxes — for example, one per hotel, store, or client — and want a single Assignment to handle new emails across all of them. There are two ways to set this up:

**Option A — one trigger per mailbox.** Add the Outlook trigger to the Assignment multiple times, once per mailbox, and set the **Shared mailbox** field to a different address each time. Each trigger fires independently; the Assignment runs once per incoming email.

**Option B — one trigger, list mailboxes in your SOP.** Use a single trigger (for example on a central reservations inbox), and list the other mailboxes in the SOP so the Assignment iterates through them as part of its workflow. The Outlook tools (`read`, `send`, `move`, `mark as read`, etc.) all accept a mailbox address, so the same Assignment can operate across many inboxes.

Example SOP snippet for Option B:

```
Whenever this Job runs, check the following shared mailboxes for new unread emails
and process each one according to the reservation workflow below:

- team-a@yourcompany.com
- team-b@yourcompany.com
- team-c@yourcompany.com
- … (add one per line)

For each new email:
1. Read the email using the mailbox address above.
2. Extract reservation details and enter them into the booking system.
3. Reply to the guest.
4. Move the email to "Inbox/Processed" in the same mailbox and mark it as read.
```

Option A is simpler for a handful of mailboxes. Option B scales better when you have many (20+) and want to keep configuration in the SOP rather than in the trigger list.

## Key Benefits

* **Full email automation** — Automate end-to-end email workflows from monitoring incoming messages to sending responses.
* **Your account, your control** — Emails are sent from your address using your permissions, so recipients see messages from you.
* **Flexible inbox management** — Search, filter, categorize, move, and respond to emails without manual effort.
* **Event-driven workflows** — Use inbox triggers to kick off Jobs the moment relevant emails arrive, including on shared mailboxes.
* **Shared mailbox support** — Manage team or departmental inboxes without requiring each member to connect their individual account.

## Works Well With

* **Microsoft Excel** — Extract data from incoming emails and populate spreadsheets, or send summary reports based on spreadsheet contents.
* **Microsoft Teams** — Notify a Teams channel when an important email arrives, or send follow-up emails after a Teams conversation.
* **Microsoft SharePoint** — Save email attachments to SharePoint or send emails linking to shared documents.