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.
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)
- Email to
- Email from
- Email Bcc
- Email Cc
- Email ID
- Email subject
Types of sync modes
We currently support two syncing modes - one-time and auto.
- One-time is a one-way sync that collects information only once.
- Auto-sync means that Onna will perform a full sync first and will keep the data source and Onna in mirrored sync. Any deletions from the data source will be deleted in Onna, as well.
All files and metadata can be exported in eDiscovery ready format. Load files are available in a dat, CSV, or custom text file.
How to Guide
Click on Add Source and select Microsoft Outlook
This will open the following modal 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 labelled 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 either use the arrows or by clicking on Nov 2018 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 autosync, click Add &Sync
Outlook will now appear in your Sources page. Data is being processed and indexed instantaneously and you can see the status as "Syncing". Once the data source is fully synced, you will see a circle with a check mark and the last sync date.
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/or 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/or 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.
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 and its size.
Learn how to see the source's collection audit logs in this article.
Ready to start collecting from Outlook?
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.