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Outlook

Learn how to automate Outlook email tasks in StackAI. Discover available actions, required inputs, configurations, and output examples for seamless workflow integration.

To use the Outlook Node in StackAI, simply add it to your workflow and configure the desired action. Connect it to other nodes to dynamically generate email content, recipients, or attachments. You can use this node to send emails, search your mailbox, or automate other Outlook-related tasks.

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Connecting to Outlook

There are two types of connections you can set up for Outlook:

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OAuth2 Connection

To set up an OAuth2 connection, log in to your Microsoft account through StackAI. Your connection will inherit your permissions and access.

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App Registration Connection

Follow the set up instructions herearrow-up-right to create an app registration in Microsoft.

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Phase 1: Azure Portal (Entra ID) Setup

If using an App Registration connection (not OAuth), your Azure AD application requires these Application permissions for Microsoft Graph:

  • Mail.Send - Send emails as any user

  • Mail.Read - Read you emails (for the Search Emails Action)

  • Mail.ReadBasic.All (for On Email Received trigger)

  • Mail.ReadWrite - Create drafts, add attachments, modify messages, reply/forward

  • MailboxSettings.Read - Get list of email categories (for Set Email Category Action)

  • Calendars.ReadWrite - Read your calendar and create calendar events (for Create Event and Get Events Actions)

  • User.Read.All - Read users profiles (Optional)

Important: After adding these permissions in Azure Portal, click "Grant admin consent" for your tenant.

By default, the steps above will grant the app access to all mailboxes. To restrict access only to specific mailboxes, additionally do the following:

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Phase 2: Microsoft 365 Admin Setup

Goal: Create the mailbox and the security boundary.

  1. Create the Shared Mailbox:

    • Go to Microsoft 365 Admin Center > Teams & groups > Shared mailboxes.

    • Click Add a shared mailbox (e.g., [email protected]).

    • Note: Ensure it is a "Shared Mailbox" and not just a "Group".

  2. Create a Mail-Enabled Security Group:

    • Go to Active teams & groups > Mail-enabled security.

    • Click Add a group. Name it StackAI-Authorized-Mailboxes.

    • Give it an email address (e.g., [email protected]). This is a different email than your shared mailbox and corresponds just to the security group.

  3. Add the Mailbox to the Group:

    • Open the new Security Group, go to Members, and add the Shared Mailbox email (yourmailbox@...) as a member.

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Phase 3: Exchange Online (PowerShell) Setup

The following steps must be done in Microsoft Powershell by an administrator.

Goal: Restrict the app so it can ONLY see the mailboxes in your group (Security Step).

  1. Connect to Exchange:

  2. Create the Access Policy: Replace the AppId with your Azure Client ID and the PolicyScopeGroupId with your Security Group email. Ensure you use the security group email and not the email of your shared mailbox.

  3. Verify the Policy: Wait 15 minutes, then test if the shared mailbox is "visible" to the app.

    It must return AccessCheckResult: Granted.

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Phase 3: Stack AI Connection

Goal: Link the credentials to your workflow.

  1. Create Connection:

    • In Stack AI, create a new Outlook (App Registration) connection.

    • Enter your Client ID, Client Secret, and Tenant ID.

    • User Principal Name: Enter the exact email of the Shared Mailbox (yourmailbox@...).

  2. Create the Trigger:

    • Add the On Email Received trigger to your workflow.

    • Select the connection you just created.

    • Folder: Type Inbox (case-sensitive) or select it from the dropdown.

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⚠️ Troubleshooting Tips for the Manual:

  • The 403 "Forbidden" Error: This usually means the PowerShell policy hasn't synced yet. It can take 30-60 minutes for Exchange to tell the Graph API about the new policy.

  • The 404 "Not Found" Error: This means the User Principal Name in Stack AI doesn't match the userPrincipalName in Azure AD. Use the PowerShell command Get-User -Identity "email" to find the exact UPN.

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Available Actions

Below are the most commonly used Outlook actions in StackAI:

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1. Send Email

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Description

Send an email, reply to an existing message, or forward a message using your Outlook account. Supports drafts, attachments, and recipient filtering.

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Inputs

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recipient (Optional)

  • Type: String (comma-separated email addresses)

  • Description: Recipient email address(es). If replying to a message (message_id provided), leave blank to reply to the original sender. If forwarding, specify new recipient(s).

  • Examples:

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subject (Optional)

  • Type: String

  • Description: Subject line of the email. If replying to a message (message_id provided), leave blank to use the original subject.

  • Example: "subject": "Weekly Report"

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body (Required)

  • Type: String

  • Description: Content/body of the email. Supports plain text or HTML.

  • Example: "body": "Please find the attached weekly report."

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attachment_urls (Optional)

  • Type: String (comma-separated URLs)

  • Description: URLs of files to attach to the email. Files will be downloaded and attached.

  • Example: "attachment_urls": "https://example.com/file1.pdf, https://example.com/file2.xlsx"

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message_id (Optional)

  • Type: String

  • Description: Microsoft Graph message ID to reply to or forward. When provided:

    • Without recipient: Creates a reply to the original sender

    • With recipient: Forwards the message to new recipient(s)

  • Example: "message_id": "AQMkAGY1MTc5Y2Y5LTNlMWMtNGU4NS05NzljLTRmM2IwOGNlYjI3MgBGAAAD..."

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draft (Optional)

  • Type: Boolean

  • Description: If true, saves the email as a draft instead of sending it immediately.

  • Default: false

  • Example: "draft": true

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allowed_emails (Optional)

  • Type: String (comma-separated email addresses)

  • Description: Whitelist of allowed recipient email addresses. If specified, emails will only be sent to addresses in this list. Leave blank to allow all recipients.

  • Example: "allowed_emails": "[email protected], [email protected]"

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Outputs

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result_msg (Always returned)

  • Type: String

  • Description: Summary of the email operation, including recipients, subject, body, and any errors or warnings.

  • Example:

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Notes

  • New Emails: recipient and subject are required when not replying/forwarding

  • Replies: When message_id is provided without recipient, the action replies to the original sender

  • Forwards: When message_id is provided with recipient, the action forwards to new recipients

  • Attachments: Files are downloaded from provided URLs and attached to the message

  • Drafts: When draft=true, the message is saved but not sent

  • Allowed Emails: Use to restrict recipients to a whitelist; blocked recipients are reported in the result message

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2. Search Emails

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Description:

Search your Outlook mailbox for emails matching specific criteria.

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Inputs:

  • query (Required): The search query string (e.g., keywords, sender, date).

  • folder (Optional): Specify the folder to search in (e.g., Inbox, Sent).

    • Example: "folder": "Inbox"

  • max_results (Optional): Limit the number of results.

    • Example: "max_results": 10

Configurations:

  • connection_id (Required if you have multiple Outlook accounts): Specify the Outlook connection to use.

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Outputs:

  • emails (Always returned): List of matching emails with details such as subject, sender, date, and body.

    • Example:

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Best Practices

  • Always ensure required fields are filled to avoid errors.

  • For attachments, connect a Files node or other relevant node to provide file paths.

Automate your Outlook email workflows in StackAI to save time, reduce manual effort, and ensure consistent communication.

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