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Microsoft Outlook

Microsoft Outlook is a web-based calendar and email application offered as part of the Microsoft 365 suite. Outlook allows you to create events, send and receive email messages, and collaborate with other members of your org.

Outlook is a popular integration with Tonkean for email-centric workflows or creating calendar events.

Authenticate with Outlook

Tonkean integrates with Outlook in two ways: connecting as an individual user or using an Entra enterprise application.

  • User authentication - Authenticate as an individual user, granting Tonkean access to all calendars and inbox folders for that user.

  • Application authentication - Authenticate using an Entra ID application, leveraging scopes (permissions) to specify which email inbox and folders Tonkean has access to.

    Application authentication is currently only available to users with a single-tenant deployment. If you're unsure what kind of deployment you have, contact Tonkean Support or your designated account manager.

Prerequisites

To use application authentication, you must have an enterprise application. To create an enterprise application in Entra, refer to Add an enterprise application.

Authenticate with Outlook as a User

To use delegated user authentication to connect Outlook as a data source, follow the steps below:

  1. In a separate tab, log into the Microsoft Account you want to connect to Tonkean.

  2. In Tonkean, select the main nav icon, grid.png, in the upper left and select Enterprise Components. The Enterprise Components screen displays.

  3. Select + New Data Source in the upper right.

    connect_data_sources_add_data_source.png

  4. Select Cloud Application. The Add New Data Source window displays.

    add_cloud_application.png

  5. Enter "Outlook" in the search field, then select Outlook. The New Outlook Connection window displays.

    add_new_data_source_outlook.png

  6. Select Create a new connection. The Set Up Data Source window displays.

    create_new_outlook_connection.png

  7. In the Authentication Type field, select User Authentication. If desired, select the Collect Message, Attachments & Folders checkbox. This option enables Tonkean to collect these entities. By default, Tonkean only collects Calendars and Events.

    outlook_auth_type_user_auth.png

  8. Select Authenticate with Outlook. The Microsoft authentication window displays and the user is signed in.

    If you are not signed into your Microsoft account, you must sign in on the Microsoft authentication window. Or, if you are signed into a Microsoft account that you do not want to connect to Tonkean, you must sign out of that account prior to authenticating.

    outlook_set_up_data_source_auth_w_outlook.png

  9. If desired, you can add a User ID or Principal Name if you want to connect a shared mailbox. This step is optional.

    outlook_set_up_data_source_user_id_or_princ_name.png

  10. Select or search for the Mail Folder to connect Tonkean to. To enable Tonkean to view all messages, select the root folder, Inbox.

    outlook_set_up_data_source_select_mail_folder.png

  11. When finished, select Save.

    outlook_set_up_data_source_save.png

Your individual user Outlook account is connected to Tonkean. Be sure to give the relevant solutions access to the new data source.

Authenticate with Outlook with an Application

To use application authentication to connect Outlook as a data source, follow the steps below:

Application authentication is the recommended option for most users as it gives admins more control over which data is shared with Tonkean.

Add and Configure an Enterprise Application in Entra ID

Before connecting your application

  1. If you don't have an enterprise application in your Entra ID tenant, create one.

    When registering the application, in the Supported account types section, select Accounts in this organizational directory only.

  2. In the relevant enterprise application, add the following scopes as Application permissions (not Delegated permissions):

    • Mail.ReadWrite

    • Mail.Send

    • Calendars.ReadWrite (Include this scope only if you want to Tonkean to collect the Calendar entity)

    For more information about limiting access to specific mailboxes, see Limiting application permissions to specific Exchange Online mailboxes.

Authenticate with Outlook in Tonkean

With your enterprise application configured in Entra ID, you can authenticate with Outlook in Tonkean using that application. To authenticate with Outlook, follow the steps below:

  1. In Tonkean, select the main nav icon, grid.png, in the upper left and select Enterprise Components. The Enterprise Components screen displays.

  2. Select + New Data Source in the upper right.

    connect_data_sources_add_data_source.png

  3. Select Cloud Application. The Add New Data Source window displays.

    add_cloud_application.png

  4. Enter "Outlook" in the search field, then select Outlook. The New Outlook Connection window displays.

    add_new_data_source_outlook.png

  5. Select Create a new connection. The Set Up Data Source window displays.

    create_new_outlook_connection.png

  6. In the Authentication Type field, select Application Authentication. If desired, select the Collect Message, Attachments & Folders checkbox. This option enables Tonkean to collect these entities.

    outlook_set_up_data_source_app_auth_select.png

  7. Enter your enterprise application Tenant ID.

    To navigate to Entra ID to locate your Tenant ID, select here below the Tenant ID field.

    outlook_set_up_data_source_app_auth_tenant_id.png

  8. Enter your User ID or Principal Name. If no value is provided for this field, Tonkean does not collect any data but you can still use Outlook data actions.

    outlook_set_up_data_source_app_auth_user_id.png

  9. Select or search for the Mail Folder to connect Tonkean to. To enable Tonkean to view all messages, select the root folder, Inbox.

    This dropdown only displays if you selected the Collect Messages, Attachments & Folders checkbox.

    outlook_set_up_data_source_app_auth_mail_folder.png

  10. When finished, select Save.

    outlook_set_up_data_source_app_auth_save.png

Your Outlook account is connected to Tonkean through application authentication. Be sure to give the relevant solutions access to the new data source.

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