Outlook is Microsoft's email service. It can be hosted on-premise (Exchange) on the cloud (Microsoft 365). Onna connects directly with the Microsoft 365 API to gather a user's email account in native format, as well as all relevant metadata.

This integration syncs from a single user's account. 

Integration Features

Files Collected

All files are synced, including, but not limited to:

  • Email Messages (metadata is embedded in email) 
  • Attachments (embedded in the email)
  • Shared mailboxes (if added separately)

Metadata collected

  • Email to
  • Email from
  • Email Bcc
  • Email Cc
  • Email ID
  • Email subject
  • Starred

Types of sync modes

We currently support two syncing methods - One-Time Sync and Auto-Sync and Archive.

  • One-time sync: Onna will perform a one-time sync that collects information from the source only once during a specified time range or up until the date the source was added. 
  • Auto-Sync and Archive:  Onna will perform a full sync and archive the information collected. Onna will then automatically sync and archive any new information after the initial sync

Data Exports

You can export data and metadata in eDiscovery ready format. Exported files are available in the following formats:

  • dat 
  • CSV
  • Custom text file 

How to start a Microsoft Outlook collection

Click on Add Source and select Microsoft Outlook

This will open the following window.

The first section covers the Source name. This is the name of your source in Onna. We've pre-filled it with the name of the source you're adding; however, this is entirely customizable. 

The default is set to Auto-sync and Archive all mailboxes. To change this, click on Configure

Clicking on Add & Sync or Configure will take you through Outlook's OAuth flow, where you'll be giving permissions to Onna to collect files from that user's account. First, it will ask you to sign in.

After inputting your email and password, it will ask whether you would like to grant access to Onna and list the permissions necessary to collect from your account. Click Yes.

If you clicked Configure you'll be taken back to the source options.

Here you can select what mailboxes you'd like to sync, including custom folders and subfolders found in Outlook. Tags include generic tags found in Outlook inboxes such as mails labeled important or starred. In the configuration section, you can also choose the synchronization mode. 

Note: If you'd like to collect from a specified time range, select One-time sync.

Using the calendar

Click on the calendar icon in the area below the synchronization mode. That will pull up the following calendar, defaulting to today's date.

To switch between months during the same year, you can use the arrows, or you can select different years and then a specific month and date when you click on the year.

Once you've selected the start/end date of your sync (for one-time syncs) or the start date for your auto-sync, click Done.

Once you have clicked Done, you will see this integration under your Sources page. Onna will begin to interact with Outlook's API and begin to sync files. Files will be processed and indexed so that all is searchable. The source will indicate that it's syncing during this process. 

When you click on the Outlook data source, you will start seeing results being populated.

From this screen, you are able to filter results by date range, categories, and extensions using the menu on the left.  

Outlook emails in Onna

Onna takes html from emails and renders it with all existing content. On the right-hand side you're able to view related metadata for the file and view whether it contains attachments. 

Back in the results screen, you are able to filter results by date range, file type, and labels using the menu on the left.  

From that same screen, you can also sort by different columns and choose other metadata fields to sort by using the toggle on the right hand side.

Accessing audit logs

Clicking on the information icon on the top right will take you to the source details where you can see how many files the source has, its size, and other various information. In this same panel, you can scroll down and select the Audits button to see the source's collection audit logs.

You can learn more about accessing and navigating the source's collection audit logs in this article.

Ready to start collecting from Outlook? 

Microsoft Outlook FAQ

Can Onna be used to collect from an Outlook Exchange account?
No, this integration only works with Outlook accounts that are cloud-based using Microsoft 365's API.

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