See the Channel Catalog to see which Plans have access to this channel.
Microsoft Outlook is an online personal information manager. Pipelines currently integrates with the Email and Calendar features only.
Please note that terms used in the Microsoft Outlook channel categories are Microsoft Outlook specific terminology.
How to Connect
- On the My pipelines page, click Create Pipelines.
- Search for the first step for your new pipeline. You can always add more steps later.
- To use the legacy builder, click the Pipeline Designer toggle to use the legacy version of the pipeline builder.
For more information about connections, see How to connect to a channel.
Connect to Microsoft Outlook
- Expand Microsoft Outlook in the list of channels and click Connect to Microsoft Outlook.
- In the pop-up window review the permissions that Pipelines will be requesting. Click Connect to Microsoft Outlook when you are done.
- Microsoft may require you to sign in at this point. Enter your credentials to continue.
- Microsoft will show the permissions being requested. Expand each for more information. Click Accept when done.
How to reconnect
You may need to reconnect your account to a channel. Reasons may be (but not limited to):
- If you need to connect a different account.
- Authorization updates, such as a changed password.
- Editing the access rights that Pipelines has to the channel.
- Select a pipeline that already has this channel in it.
- Open a step that contains this channel.
- Under account, select Connect (or reconnect) and follow the process above, How to connect.
Note: You can switch the account used in your pipeline by reconnecting. You don't have to create a new pipeline. Sometimes, if you are already logged into your MS account even when clicking reconnect, you may find that you can't enter the credentials for another account. Instead, MS will connect you to the account where you are already logged in. In this case, try using a browser incognito or private window to reconnect.
Using a shared mailbox account
Pipelines can work with Outlook's Shared Mailbox function in all of the following Outlook channel steps:
- Send an Email
- Send an Email with Attachments
- Search Email
- Reply to an Email
- Look Up an Email
- New Email
- Search Attachments
There are now two ways to use a shared mailbox's functionality, they require different permission levels and have slightly different behavior, as described below.
Pipelines can distinguish between acting on behalf of a shared mailbox account and using a personal account to send emails from a shared mailbox:
Shared Mailbox case
In this case, you fully impersonate a shared mailbox account. All actions are performed on behalf of the shared mailbox - send, receive, reply, search. You are not exposed to the receiving party.
- Sent items are kept in the sent folder of the shared mailbox.
- You'll need full access rights to the mailbox to use Shared mailbox functionality.
- The shared mailbox field is visible in the options of each step where you can use a shared mailbox.
Personal user send from a shared mailbox case
You can still Send an Email, Send an Email with Attachment, Reply to an Email from a different (shared) mailbox using the From address field in the step. All actions are performed from the personal account that is connected to pipelines - send, receive, reply, search. You are still not exposed to the receiving party.
- Sent items will be kept in the sent folder of the personal account.
- Send as/Send on behalf permissions on the shared mailbox are needed, but not full access rights.
- Use the From address field in the step to use this approach.
Where the email is saved
The behavior described in the Where the email will be saved fields below is the default behavior. This default behavior can be changed by the following factors:
- If the message is sent from an address that does NOT have a mailbox (a distribution list, for example), there is NO Sent Items for the from user
- If the user has set the Save to Sent Items field to False in the Send an Email and Reply to an Email steps - this will prevent the item from being saved to the Sent Items folder.
Outlook Administrators can update the From user's mailbox to always save a copy of messages sent from a delegate to their Sent Items. This will prevent the item from being saved to the Sent Items folder.
The steps you can use with Microsoft Outlook fall into two categories: Calendar Events and Emails.
|Search for an attachment based on an account and mail ID. If you are querying attachments of an email that is in a shared mailbox instead of your own, specify that shared mailbox in addition to the email id. You can use a shared mailbox account in this step
|Calendar Event Created
|Triggers when a calendar event is created in an account.
|Calendar Event Updated
|Triggers when a calendar event is updated in an account.
|Calendar Event Deleted
|Triggers the pipeline when a calendar event is deleted in an account.
|Create a Calendar Event
|Creates a new event in the account calendar.
|Update a Calendar Event
|Updates an existing event in the account calendar.
|Delete a Calendar Event
|Deletes an existing event in a calendar.
|Fetches a link to an existing event in a calendar.
|Search Calendar Events
|Searches calendar events and returns a list based on search criteria.
|Look Up a Calendar Event
|Looks for a calendar event in an account.
|Triggers when a new email is received and can be customized to only watch a particular folder instead of the Inbox. You can use a shared mailbox account in this step
|Send an Email
|Sends an email from a specific account. You can use a shared mailbox account in this step
Send an Email with Attachments
Sends an email from a specific account with one or multiple attachments. You can use a shared mailbox account in this step
|Searches emails in an account and returns a list. You can use a shared mailbox account.
|Look Up an Email
|Look for an email based on the search criteria. You can use a shared mailbox account in this step
|Reply to an Email
Replies to an existing email with or without attachments. You can use a shared mailbox account in this step
These are known limits with the Outlook channel:
- Attachments on Send an Email with Attachments/ Reply to an Email have size limit of 140 MB.
- Every single file has size limit of 100 MB
We need an application that keeps track of customer issue requests. Here are our requirements.
Support staff can do the work to update the ticket and craft replies to end users directly in a Quickbase app without needing to jump into the group mailbox
End users can receive updates and reply via emails from the group mailbox without needing to go into the ticketing system
All correspondence between the support team and the end users is tracked in a single email correspondence and the messages in this conversation are logged against the ticket in the QB app.
First of all we need to create a new app(
Customer Requests) in Quickbase. Then, we need a table
Requests where we will save the information about each request. We can use the following fields:
Request Target Id,
Work Order ID,
Last Modified By,
Mail Thread ID
Mail Thread ID - the id of the request mail.
Work Order ID - the id of the request.
The first step of the pipeline should be
New Email in Microsoft Outlook.