Documentation Index
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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 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 for the admin steps.
Capabilities
- Access account info — Retrieve the connected mailbox profile (email address, display name) when needed for workflows.
- Read emails — List and retrieve emails with search queries, folder filters, or specific message IDs. Download individual attachments directly into the workspace for processing without re-fetching the full message.
- View email threads — Retrieve an entire conversation thread for any message, giving the assignment full context on an ongoing exchange.
- 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.
- List drafts — Browse drafts saved in the Drafts folder, with optional search and limit filters, so an Assignment can review or resume a previously drafted message.
- Send a draft — Send a message that was previously saved as a draft.
- Manage categories — List, create, update, and delete categories in a mailbox. Change an email’s category automatically to organize the inbox.
- Flag emails — Flag or unflag messages for follow-up to track items that need attention.
- Set email importance — Adjust the priority level of a message (high, normal, or low) so recipients can triage their inbox appropriately.
- 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).
- Delete emails — Permanently remove messages from a mailbox when they are no longer needed.
- Mark as read — Mark messages as read after the assignment has processed them to keep an inbox tidy.
- Mark as unread — Reset a message to unread so it stays visible as a pending item.
- List folders — Retrieve the full folder hierarchy in a mailbox, including nested subfolders, so the assignment can locate and navigate any folder by name or path.
- Manage folders — Rename or delete folders to reorganize a mailbox structure as part of an automated workflow.
- Email triggers — Start a Job automatically on email received or sent events. See Triggers for event types and 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 matching email event occurs. When you enable the trigger, choose an Event type from the dropdown:
| Event type | What it does |
|---|
| Email received | Fires when a new email arrives in the inbox. |
| Email sent | Fires when an email is sent from the connected account. |
| 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 mailboxes | Monitor one or more shared or delegated mailboxes (for example reservations@yourcompany.com) instead of the connected user’s own inbox. Add multiple addresses to monitor several mailboxes with a single trigger. The folder filter applies to all mailboxes. Requires the prerequisites under Setup. |
| Field | What it does |
|---|
| Emails to | Only fire for emails sent to a specific recipient address. Leave empty to fire for all sent emails. |
| Shared mailboxes | Monitor one or more shared or delegated mailboxes instead of the connected user’s own sent folder. |
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.
Trigger setup
Add multiple addresses to the Shared mailboxes field in the trigger settings. Each address is a shared mailbox that Duvo will monitor for new emails. If you set a Folder filter, it applies to all mailboxes — name the folder the same across your shared mailboxes (for example Inbox/Incoming).
Each incoming email triggers a separate Job. The Job prompt tells the Assignment which shared mailbox the email arrived in, so Outlook tools (read, send, move, mark as read, etc.) automatically target the correct mailbox.
Using shared mailboxes in the SOP
If your Assignment needs to work with shared mailboxes beyond the one that triggered it — for example, checking a second inbox or sending from a different address — list those mailboxes in the SOP. The Outlook tools all accept a mailbox parameter, so the same Assignment can operate across any number of inboxes.
Example SOP snippet:
After processing the triggering email, also check the following mailboxes
for any related unread emails and process them the same way:
- team-a@yourcompany.com
- team-b@yourcompany.com
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.
