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
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:
The more emails your folder contains, the longer the synchronization will take to complete. Wait at least 12 hours, before reporting any issues.
Granting Admin Consent (Administrator Permission)
⚠️ Important: This can only be done by a Global Admin. Most probably your IT administrator.
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 application
(e.g. OTYS IMAP, OtysCalendarSyncMulti, or Otys Outlook Add-in — I have assigned all of these)
The application screen will now open.
4. Add the User (If Not Yet Assigned)
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 (Important Check)
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