Outlook Integration with OTYS — Step-by-Step Guide

This guide explains how to connect your Outlook account with OTYS so your emails can be automatically or manually synchronized into OTYS.
Once connected, emails will appear in your OTYS mailbox and can be linked to the correct candidate or contact person record (if the sender’s address exists in OTYS).

🧩 Step 1 — In Outlook

Go to https://login.microsoftonline.com/
Log in with the Outlook account you want to synchronize with OTYS.

📥 Inbox Size Check

If you have fewer than 500 emails in your Outlook Inbox:
→ Skip ahead to “Steps in OTYS Go! → Step 1”.
If you have more than 500 emails in your Outlook Inbox:
You have two options:
Option 1: Reduce your Inbox to fewer than 500 emails, then continue to “Steps in OTYS Go! → Step 1”.
Option 2: (If you prefer not to delete or move emails) follow the extra step below.

🗂️ Create a New Folder for OTYS

If your Inbox has more than 500 emails, create a new folder that will be linked to OTYS.

In the Outlook app:
Right-click on your email address, then select “New Folder”.
In the web (browser) version:
Click the “New Folder” link under your existing folders.

Name the folder “OTYS”.

Next, move a few test emails into this folder — these will help you confirm later that the connection works correctly once you complete the setup in OTYS.

⚙️ Step 2 — In OTYS Go!

Now we’ll connect your Outlook mailbox to OTYS.

Open OTYS Go! and log in.
Click your name in the top-right corner, then select User Settings.
Go to the tab Integrations
Find the setting Mail - Incoming IMAP Username and enter your Outlook email address (the one you want to connect).
Next, open Mail - IMAP Incoming - oAuth 2.0 activation.
- Under IMAP Account, select Outlook.
- Click Grant Permission and follow the Outlook sign-in instructions.
Once you’ve granted access, you’ll return to OTYS.
- You should now see a “Revoke Permission” button — ✅ this means it worked!
- Do not click Revoke Permission.
- Simply close the popup.

🗺️ Step 3 — Map Your Outlook Folder to OTYS

In User Settings, go to tab Integrations again.
Open the setting Mail - IMAP Folders Mapping .
⏳ It may take a few seconds for this screen to load.
Under IMAP Folder, select one of the following:
- Inbox → if your Outlook Inbox has fewer than 500 emails and Send items in the second field
- or OTYS → the folder you created earlier, if your Inbox has more than 500 emails.
Under OTYS Folder, select Inbox and Send items in the second field
⚠️ Important: Mail - Incoming IMAP Password (SE2936) must remain empty.

Click Save Mappings when finished.

⏱️ Note: