Outlook Mail Integration with OTYS
A lot of communication with your Candidates, Customers and Contact persons will take place via mail. To keep the relevant information in these emails together with all your other information in OTYS Go!, we created an integration that will fetch your email from Outlook and connect it to the dossier of the Candidate, Relation or Contact person in Go! based on recognition of the e-mail address.
When the first connection is made, we also retrieve e-mails of the past 30 days to make sure we capture ongoing conversations. After that first synchronization, new emails in the connected folders will be retrieved automatically.
This guide explains how to connect your Outlook account with OTYS
Are you already using the existing IMAP integration and ready to switch to Graph? Here you find the steps to switch
For the steps to enable the Mailto functionality click here
Related helpdesk pages
Some other helpdeskpages you might be interested in when looking into this integration.
Email via Relay server (For admins)
We advise to use your own relay server if possible. These are normally part of your Microsoft licence. This way, all e-mails are sent from your outgoing mail server (instead of OTYS servers). Since everything is sent from one system, you have full control and visibility over all outgoing e-mail.Integration - Calendar
Connect your Outlook calendar to synch appointments and to use the Appointment planner functionalityOutlook App & Teams Plugin
For an even more connected experience, use the OTYS Outlook App and OTYS Teams plugin
Step 1 | In Outlook (for all users)
These first steps in Outlook and OTYS Go! are for all users. Each user needs to individually follow the first steps connect their accounts; this can not be done by a key-user/admin for others. After these steps follows more information for admins.
First, make sure you are going to connect to the correct account, so you don’t synchronize your private account by accident.
Log in with the Outlook account you want to synchronize with OTYS.
Inbox folders
In step 2, you will select which Outlook folders (max 2) will be used for the connection with OTYS Go!. These folders can be your ‘Inbox’ and ‘Sent items’; in that case all incoming and outgoing emails will be retrieved. If mail addresses match the address of a candidate, relation or contact person in Go!, those mails will be connected to their dossier. If you do NOT want to automatically build your dossiers based on all your e-mail, you can create specific folders (max 2) and connect those to Go!. In that case only emails that are found in those folders will be used for automated dossier building.
To create a new folder in Outlook:
In the Outlook app:
Right-click on your email address, then select ‘New Folder’. Give your folder a recognizable name.
orIn the web (browser) version:
Click the “New Folder” link under your existing folders. Give your folder a recognizable name.Note: folders need to be on this level to be visible for the integration, subfolders will not be found.
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.
Note: when the first connection is made, e-mails of the past 30 days are synched. Depending on the amount of mails this can take a while. After that first synchronization, new emails in the connected folders will be retrieved automatically. Please note this can take a couple of minutes.
Step 2 | In OTYS Go! (for all users)
1. Give permission for the connection
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 Settings
Open tab ‘Integrations’
In ‘username’ fill the Outlook email address you want to connect and save
Open ‘OAuth2.0 activation’
Select ‘Outlook’
Click ‘Grant permission’
Follow the steps as shown by Microsoft to authenticate
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.
Alternative steps for customers with the traditional settings interface:
Open OTYS Go! and log in.
Click your name in the top-right corner, then select User Settings
Search by key-word for ‘IMAP’
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.
2. Map your Outlook folder to OTYS
Click your name in the top-right corner, then select Settings
Go to tab Integrations
Open 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
Confirm with ‘Save mapping’
Note: The more emails your folder contains, the longer the synchronization will take to complete. Wait at least 12 hours, before reporting any issues.
Alternative steps for customers with the traditional settings interface:
Open User settings
Search by key-word for ‘IMAP’
Open Mail - IMAP - Folders mapping (GE102)
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
Confirm with ‘Save mapping’
Important: Mail - Incoming IMAP Password (SE2936) must remain empty.
Note: The more emails your folder contains, the longer the synchronization will take to complete. Wait at least 12 hours, before reporting any issues.
Granting Administrator Permission (For admins)
The integration will only work if this is allowed in the permission settings in your Microsoft environment. This can only be done by a Global Admin. Most probably your IT administrator.
Please note the following steps are subject to changes by Microsoft. If you notice any changes please let us know so we can update our instructions.
1. Log in as Admin
Log in as Admin
Go to the Microsoft Entra Admin Center
In the left-hand menu, click Azure
On the next screen, click the button/image under the middle illustration
2. Check which applications are already assigned to the user
In the left-hand menu, go to Users
Select the correct user
On the next screen, click the number next to Applications
A screen will open showing all applications assigned to the user
If the required application is NOT listed, continue with the steps below.
3. Assign the application
Go back to the Azure home page
In the left-hand menu, select Enterprise Applications
Click the correct OTYS applications
(e.g. OTYS IMAP, OtysCalendarSyncMulti, or Otys Outlook Add-in)
The application screen will now open.
4. Add the user
In the left-hand menu, click Security
Under 1. Assign users and groups, add the user if they are not already assigned
5. Grant admin consent
In the left-hand menu, click Security again
Then click Permissions
Click the blue bar → Grant admin consent for “company name”
Log in again as Admin
Check the box for the company
Click Accept
6. Verify Exchange Online Is enabled
Always double-check that Exchange Online is enabled for the user.
Go to Microsoft 365 Admin Center
Navigate to Users → Active users
Select the user
In the right-hand panel, click Licenses and apps
Then click Apps (at the bottom)
Check whether Exchange Online is enabled
If checked: all good
If not checked: enable it and save
Switching from existing IMAP integration to Graph
When your e-mail is already synched to OTYS Go!, you can also switch to the new MS Graph integration. This ensures you of up-to-date technology and makes it possible to use the new ‘mailto’ feature (described below). From a user perspective the new integration works much the same as the previous; mails that are found in the connected folders in Outlook will be retrieved and connected to dossiers in Go! based on recognition of e-mail adresses.
The main setting, to switch to Graph, needs to be enabled by OTYS. Ask us via a ticket or your CSM. This is done at client level, so for all users.
All users will have to refresh their connection:
Open ‘settings’ via menu top right
Go to ‘Integrations’
Open ‘OAuth2.0 activation’
Click ‘Revoke permission’
Confirm with ‘Yes’
Open ‘OAuth2.0 activation’ again
Select ‘Outlook’
Click ‘Grant permission’
Follow the steps as shown by Microsoft to authenticate
Open ‘Folders mapping’
Your folders are still mapped. Click ‘Save mappings’
Alternative steps for customers with the traditional Settings menu, follow these steps
Open user settings via menu in top right corner
Search by keyword for ‘IMAP’
Open setting ‘Mail - IMAP - OAuth2.0 activation’ (GE262)
Click ‘Revoke permission’
Confirm with ‘Yes’
Open setting ‘Mail - IMAP - OAuth2.0 activation’ (GE262) again
Select ‘Outlook’
Click ‘Grant permission’
Follow the steps as shown by Microsoft to authenticate
Open Mail - IMAP - Folders mapping (GE102)
Your folders are still mapped. Click ‘Save mappings’
‘Mailto’ functionality (For admins)
The new ‘Mailto’ functionality is another step to give you a more connected experience when working with both OTYS Go! and Outlook. Click on any email address or reply to a mail from a dossier and the mail editor will open directly in Outlook instead of Go! mail.
To use ‘Mailto’, you need to have the MS Graph version of the mail integration enabled. See steps above to switch to this version.
Ask OTYS Support to enable this functionality on client level
Enable ‘ Mail - Open new mail in new tab’ (SE2319) for all users.
An easy way is to add a rule to ABAC, if you are using this to manage your user permissions.