Office 365: Outlook - automatically save e-mails in AdminPulse

The integration between Office 365 Outlook and AdminPulse automatically adds e-mails that you receive or send in Outlook to the document management in AdminPulse.

There are no additional costs for using this integration.

AdminPulse currently supports the following account types:

• Professional Office 365 account, for example [e-mail]
• Personal Microsoft account, for example [e-mail]
• Shared mailbox, for example [e-mail]

Follow the steps below to connect your mailbox and select the e-mail folders that AdminPulse may synchronise.

1. Connect your Office 365 Outlook account

1. Open Admin-Connect. You can also access Admin-Connect through My Profile > Admin-Connect.
2. Click Connect. You are redirected to Microsoft, where you sign in with the account that you want to connect.
   
3. Microsoft shows the permissions that AdminPulse needs to synchronise your e-mails. Click Accept. You are then redirected back to Admin-Connect.
4. Click Validate connection to check whether the connection works correctly.
   

2. Select the e-mail folders to synchronise

After connecting your account, select the Office 365 Outlook folders that AdminPulse may read. New e-mails added to these folders are automatically saved in the document management in AdminPulse.

AdminPulse currently supports only the first five folder levels. For example, this includes folders such as Top level folder and Sub level folder.

To add e-mails that you send through Office 365 Outlook to AdminPulse, also select the Sent Items folder.

👉 This integration only synchronises e-mails from Office 365 Outlook to AdminPulse. E-mails that you send directly from AdminPulse are not synchronised to Outlook and therefore do not appear in the Outlook Sent Items folder.

After saving your selection, AdminPulse adds only new e-mails and e-mails that you move to a selected folder. Existing e-mails are not added automatically unless you move them to one of the selected folders.

Add a shared mailbox

You can also connect a shared mailbox. A shared mailbox is usually configured by an IT administrator and can be used by more than one person.

To add a shared mailbox, you must have permission to access it. Make sure that the two options shown below are enabled in the shared mailbox settings.

1. In Admin-Connect, click Add shared mailbox.
2. Enter the e-mail address of the shared mailbox. You do not need to enter its password because you are already signed in with an account that has access to the mailbox.

If the shared mailbox was added successfully, it appears in Admin-Connect.

AdminPulse adds all e-mails from the shared mailbox. You cannot select individual folders for a shared mailbox.

What happens to e-mail attachments?

AdminPulse always stores e-mail attachments separately in the Documents screen. Whether AdminPulse tries to recognise an attachment automatically depends on whether its sender is known in the system.

AdminPulse considers an e-mail address known when:

• it is set as E-mail address for placeholders and e-mail communication in an employee’s profile;
• it is included under Recognition options in the General Settings.

If the sender is known in AdminPulse:
AdminPulse tries to recognise the attachment automatically. If relevant, this also triggers the taskflow.

If the sender is not known in AdminPulse:
AdminPulse saves the attachment with the document type Email (attachment).

Troubleshooting and error codes

Error message or issue	Solution
A timeout occurred (error code 524)	Do you receive a timeout message when you try to sign in again? Two-factor authentication (2FA) may not yet be enabled for your Microsoft account. Enable 2FA and try again.
The connection is no longer active. Please reauthenticate.	Open the Office 365 Outlook configuration. Click Reauthenticate.
After updating to a new version of Outlook, you can no longer drag or copy e-mails to AdminPulse.	This is caused by a change in Outlook over which AdminPulse has no control.
Error: need admin approval	This error means that you do not have sufficient permissions for your Microsoft account. It is unrelated to your user role in AdminPulse. To resolve the error: Click the first link in the error message. Sign in with an account that has administrator permissions. This account does not need to be used in AdminPulse. As an administrator, grant consent for the entire organisation. This prevents individual users from having to grant consent separately.