Set Up the Outlook ConnectorProfessional

The Outlook Connector ingests emails and attachments from an Exchange Online mailbox into your project. It signs in as a user: you authenticate with a Microsoft work or school account, and the connector reads that user's own mailbox, or a shared mailbox that user has been granted access to, using delegated Microsoft Graph permissions. Airia keeps the sign-in refreshed automatically, so the data source keeps syncing after the initial authentication.

Choose the Right Microsoft Mail Connector

A data source indexes every message in the folders you select so agents can search them. Actions work on live mail at run time inside an agent workflow. Use a data source when the agent needs to search mail history; use actions when it needs to act on the mailbox.

Before You Begin

• A Microsoft work or school account with an Exchange Online mailbox. Shared mailbox access is available for work or school accounts.
• Permission to create data sources in the target Airia project.
• A decision on which OAuth app the connector signs in through:
  • Airia managed OAuth: the Airia Microsoft Connector app, approved once for your organization by an Azure administrator. Fastest to set up.
  • Your own OAuth app: an app registration you create in Microsoft Entra ID, with only the permissions this connector needs.

Both paths are delegated user sign-in. Whichever you choose, the person who clicks Authenticate when creating the data source is the user whose mailbox access the connector uses.

Set Up with Airia Managed OAuth

This one-time setup registers the Airia Microsoft Connector application in your Microsoft Entra ID tenant, allowing it to access organizational data from Outlook.

💡 Note:

• Application Name: Airia Connector – Web
• Your tenant ID: your Microsoft Entra tenant ID, shown in the Microsoft Entra admin center under Entra ID > Overview > Properties (Tenant ID)

1. Construct Admin Consent URL Use the following format, replacing <CUSTOMER_TENANT_ID> with your specific Microsoft tenant ID: https://login.microsoftonline.com/<CUSTOMER_TENANT_ID>/adminconsent?client_id=4969aaba-cdb0-4777-829d-63a9dde52671

   💡 Example: https://login.microsoftonline.com/your-tenant-id-here/adminconsent?client_id=4969aaba-cdb0-4777-829d-63a9dde52671

2. Open Consent URL Open the constructed URL in a web browser (preferably in an incognito or private browsing window).
3. Log In as Azure Admin Log in using an Azure Admin user account that has permissions to grant consent for enterprise applications.
4. Review and Grant Consent Review the requested permissions displayed on the screen and click Accept or Grant consent to approve them on behalf of your organization.

   💡 Note: After successful consent, the browser will redirect back to the Airia platform.

5. Confirm Application Registration Log into the Microsoft Entra ID portal and navigate to Enterprise applications. Confirm that Airia Connector – Web is listed in this section.

When you create the data source, select Airia Managed OAuth Connector - MicrosoftGraph as the OAuth connector and continue with Create an Outlook Data Source.

Set Up with Your Own OAuth App

Register your own application in Microsoft Entra ID when you want the connector to sign in through an app your organization owns, with exactly the permissions it needs.

Configure Your Microsoft Entra ID App

1. Register Your Application

1. Navigate to Azure Portal > Microsoft Entra ID > App registrations.
2. Click New registration.
3. Configure the application details:
   • Name: Enter a descriptive name, such as Airia Outlook Connector.
   • Supported account types: Select Accounts in this organizational directory only for a single-tenant app. Choose a multi-tenant option only if users from other Microsoft Entra tenants need to sign in through this app.
   • Redirect URI: Select Web and enter the Redirect URL shown on the Microsoft connector form in Airia (Settings > Ecosystem > App Connections > Microsoft, with Authentication Type set to User OAuth). Copy it from the form; for Airia cloud it is https://auth.airia.ai/OAuth/callback. The URL is case-sensitive.
4. Click Register.
5. From the app's Overview page, save the Application (client) ID. If you registered a single-tenant app, also save the Directory (tenant) ID.

2. Configure API Permissions

The connector signs in as a user, so it needs Delegated permissions, not Application permissions.

1. In your registered application's left menu, navigate to API permissions.

2. Click Add a permission.

3. Select Microsoft Graph.

4. Choose Delegated permissions.

5. Add the following permissions:

   Permission	Needed for
   User.Read	Signing the user in and reading their profile
   Mail.Read	Reading messages and attachments in the signed-in user's mailbox
   offline_access	Keeping the connection refreshed so the data source continues to sync

   To ingest a shared mailbox, also add:

   Permission	Needed for
   Mail.Read.Shared	Reading mail in shared mailboxes the signed-in user can access
   User.Read.All	Finding the shared mailbox in your directory when you set up the data source

6. Click Add permissions.

7. Click Grant admin consent for [Your Tenant Name] and confirm. User.Read.All requires administrator consent, and granting consent for the whole set means users are not prompted to consent individually when they authenticate.

💡 Tip: User.Read, Mail.Read, and offline_access are the minimum the Outlook connector accepts. Airia checks the connector's scopes against this list when you create the data source, so include all three on the app registration and on the connector in Airia.

3. Obtain Your Client Secret

1. In your registered application's left menu, navigate to Certificates & secrets.
2. Click New client secret.
3. Provide a Description (e.g., Airia Client Secret) and set an appropriate Expires duration.
4. Click Add.
5. Copy the Value of the client secret immediately. It will only be shown once and is required for Airia integration.

Create Your OAuth Connector in Airia

1. In the Airia platform, navigate to Settings > Ecosystem > App Connections.
2. Select the Microsoft card.
3. Under Authentication Type, keep User OAuth selected. The Outlook connector signs in as a user, so it does not use the Service Account option.
4. Enter the following details for your new OAuth connector:
   • Name: A descriptive name (e.g., Outlook Connector).
   • Client ID: The Application (client) ID you saved from the app's Overview page.
   • Client Secret: The client secret value you copied in the previous step.
   • Single-tenant App and Tenant ID: If you registered the app for accounts in your directory only, select the Single-tenant App checkbox and enter the Directory (tenant) ID.
   • Scopes: The field starts with a default list of Microsoft Graph permissions. Keep only the permissions you added in Microsoft Entra ID, and remove the rest so users aren't asked to consent to permissions your app doesn't have:
     • User.Read
     • Mail.Read
     • offline_access
     • For shared mailboxes, also Mail.Read.Shared and User.Read.All
5. Click Create.

Create an Outlook Data Source

1. Add an Outlook Data Source

1. In your project, open Data Sources (in the left navigation under Build > Knowledge).
2. Click Add Data Source.
3. Select the Outlook card.

2. Configure Data Source Details

1. Provide the following details:
   • Name: A mandatory, descriptive name for your data source (e.g., Support Mailbox).
   • Description: (Optional) A brief description of the data source.
   • Scope: Select the Airia project(s) this data source is available to.
   • OAuth Connectors: Select Airia Managed OAuth Connector - MicrosoftGraph, or the connector you created under App Connections.
2. Under Credentials, pick an existing credential or add a new one. To sign in fresh, add a new credential:
   1. Enter a Credential Name.
   2. Under Select Scopes, keep the pre-selected required scopes. To ingest a shared mailbox, also select Mail.Read.Shared and User.Read.All.
   3. Click Authenticate and sign in with the Microsoft account whose mailbox access the connector should use. The credential stores that user's sign-in, and every sync runs with that user's access.
3. Under Choose a type of mailbox, pick one. Each Outlook data source covers exactly one mailbox, and the choice is fixed once the data source is created:
   • My mailbox: The signed-in user's own mailbox.
   • Shared Mailbox: A shared mailbox the signed-in user has been granted access to. Enter its email address in the Shared mailbox field. The form shows an Admin consent required notice: shared mailbox access needs administrator approval for your organization, which the admin consent described above provides.
4. (Optional) Turn on User Specific to make the ingested content available only to the user who created the data source.

💡 Note: A credential is one person's delegated sign-in. When another user selects an existing credential instead of adding their own, the connector still reads mail as the user who originally authenticated, with that user's mailbox access.

3. Specify Ingestion Settings

(Optional) Configure the Ingestion settings based on your specific use case and data requirements. See Ingestion Settings.

4. Select Folders and Start Ingestion

1. Click Select Content.
2. Browse the mailbox and select the folders you want to ingest. You can select and deselect individual folders.
3. Confirm your selection and create the data source to start ingestion.

💡 Tip: Selecting an Outlook folder syncs all supported content within it, including subfolders, emails, and attachments. Reprocessing the data source syncs newly added content, updates modified content, and removes deleted items within the selected content.

💡 Note: To edit your content selection, go to the data source and click Edit. You may need to reauthenticate. If you reauthenticate with a different user's credentials, the content selector will not show previous selections, and you will need to reselect all desired items.

Once ingestion completes, the data source status shows that all acquired files were processed and the data source is available to agents.

Next Steps

After your data has been successfully ingested, you can view the ingested emails and their attachments in the data source file list view. Airia captures the relationships between senders, receivers, emails within a thread, and their attachments in a dedicated knowledge graph for your data source.

To leverage this knowledge and enable your Agent to answer complex questions (e.g., "Who sent the last email for a specific thread?", "What was the last email by John Doe?", or "How many emails do I have from John Doe?"), you need to configure an Airia native Query Graph DB tool.

1. Configure the Graph Database Cypher Query Tool
   1. Navigate to the MCP & Tools tab within your project.
   2. Select New tool.
   3. Search for Graph Database Cypher Query and select it from the library.
   4. Provide a meaningful Name for the tool for easy tracking.
   5. From the Select an existing Graph dropdown, choose the name of your Outlook data source.
   6. The tool is now ready to be attached to an LLM within an Agent.

💡 Note: To retrieve semantically relevant information from this data source, you still need to use the data search step in addition to the Graph Database Cypher Query tool.