Outlook

In brief

With Outlook, your assistant reads your email, prepares draft replies, and checks your Microsoft 365 calendar and contacts.

Two steps:

1. A Mitogen workspace admin opens Outlook for the team. They choose the company's Microsoft organization. The first time, an administrator of your Microsoft organization gives Mitogen the agreement, in a few clicks.
2. Each person then connects their own mailbox, in Connections, with their work Microsoft account.

Key points:

• Microsoft work or school accounts only. Personal addresses (outlook.com, hotmail.com) do not work.
• The Microsoft agreement is given once per organization. It also covers Teams and Microsoft files.
• The assistant sends an email only if it has the right to, and only the draft it prepared. It never deletes an email.

Before you start

Not a Microsoft administrator? No problem. You can start the screen yourself and have the right person approve the agreement, next to you or remotely (see Microsoft agreement).

Are you a team member? Go straight to Connect my account.

Open Outlook for the team

1. In the console, open Modules: https://mitogen.ai/console/modules.
2. On the Outlook card, click Open. A short introduction appears: “Outlook, with your assistant”.
3. Click Open Outlook. The window keeps the title Open Outlook and the steps appear at the top. Depending on your situation:
   • first Microsoft organization of the workspace: Agreement · Name · Access;
   • an organization already authorized: Organization · Name · Access;
   • one more, new organization: Organization · Agreement · Name · Access.

Not ready yet? Later closes the window without creating anything.

The Help ↗ link at the bottom of the window opens the section of this page for the step on screen. If you close before the end, the card shows To finish and Resume takes you back where you were.

Step · Organization

This step appears when your workspace already knows at least one Microsoft organization.

On screen: the title “Which Microsoft organization?” and the help “Your workspace already knows these organizations. Choosing one avoids a new Microsoft agreement.”

• One card per organization already authorized, with its name and the note “Already authorized on this workspace”.
• A greyed-out card “Already open for Outlook.” if Outlook is already open on that organization.
• A last card Another organization: “A Microsoft 365 administrator will give the agreement.”
• Buttons Continue and Cancel.

What you do

• If your organization is in the list, choose it, then Continue. No new agreement is needed: the one already given (for example for Teams) also covers Outlook. The screen confirms: “Organization linked. No new agreement was needed.”
• Otherwise, choose Another organization. The Agreement step is added.

If there is only one organization, it is already selected. If there are several, none is selected in advance: Continue stays greyed out until you choose.

Step · Agreement

Here, an administrator of your Microsoft organization authorizes Mitogen. This is done once for the workspace.

On screen: the title “Authorize your Microsoft organization”.

• The help “A Microsoft 365 administrator gives the agreement once. It also covers Teams and Microsoft files.”
• Field Organization name (optional), example “E.g. Smith Workshop”. Useful if you have several.
• Button Open Microsoft ↗. Once the Microsoft tab is open: “Waiting for the Microsoft agreement. Come back here once it is approved.”, the button I finished and the link Reopen Microsoft.

What you do

1. Optionally give the organization a name.
2. Click Open Microsoft. A new tab opens at Microsoft.
3. Sign in with the account of an administrator of your Microsoft organization who can give an agreement for the whole organization.
4. Microsoft shows the list of permissions Mitogen asks for. Read it, then accept it.
5. Come back to the Mitogen tab and click I finished. The screen confirms “Microsoft organization linked.”

Closed the Microsoft tab too early? Reopen Microsoft opens it again.

The Microsoft administrator is not next to you? Do the step together, for example on a video call: you click Open Microsoft, they sign in in the tab that opens. You can also send them the link to this section.

What Mitogen asks Microsoft for

Delegated permissions only: Mitogen always acts on behalf of a signed-in person, with their own rights. It never has global access to every mailbox in the organization. For Outlook: read and manage email, send email, read and manage the calendar and contacts of the signed-in person. Sending remains a right you grant, person by person (see Rights).

Possible messages

Does your organization require an approval request? Microsoft then shows a button to send a request to your administrators. See Configure the admin consent workflow ↗.

Step · Name

On screen: the title “The name your team sees”, the help “Your colleagues will see it in their connections. Pick a name they recognize at once.”, and the field Display name, prefilled with “Outlook”.

Pick a short name the team will recognize, for example “Outlook Support” or “Outlook Management”. Click Save. Back returns you to the previous step.

Step · Access

Here you choose who can use Outlook, and what the assistant may do there for each person. This screen is the same for every tool.

On screen: the line “Give access” and the help “Each person gets an email and connects their own mailbox.”

• One block for this Outlook binding, titled with its name (the one chosen at the Name step, for example “Outlook Support”).
• In each block, the members of the workspace, with a checkbox per person. You appear as You, already checked.
• On each checked row, the five rights. Read is on and locked. Create, Modify, Delete and Send are set for that person.
• Buttons Give access and Later.

What you do

1. In each block, check the people who need it.
2. For each person, turn on the rights they need. What each right allows in Outlook: see Rights.
3. You can uncheck You as soon as someone else is checked in the same block.
4. Click Give access.

While a block has nobody, Give access stays greyed out and a line below it reads “Add at least one person to Outlook Support.”

Next

The screen confirms “The team can now use Outlook.”, then “2 people will receive an email.” If there is only one: “1 person will receive an email.”. Click Done.

If the email could not be sent, the screen shows “Access is saved. The message was not sent. Copy the Connections link.” Copy the link offered and send it to your colleagues yourself.

If you click Later, everything so far is saved, but nobody has access. The card shows To finish with the line “Access to grant”. Resume brings you back to this step.

You can change rights at any time afterwards, in Team › Connection rights (see Rights).

Connect my account

For each person who has been given access.

1. Open Connections: https://mitogen.ai/console/connections.
2. Under Outlook, on the binding with the name your admin chose, click Connect my mailbox. “Sign in with your work Microsoft account.”
3. Microsoft opens. Sign in with your work address.
4. If Microsoft shows you a list of permissions, accept it.
5. You come back to Mitogen. Your mailbox appears under the binding's name.

Possible messages

If a connection shows Reconnect, click it and sign in to Microsoft again.

Rights

Rights say what the assistant may do in Outlook for a person. They are set per person and per binding.

Common rules

• Read comes with access. It is locked and cannot be removed.
• Create, Modify, Delete and Send are set person by person: at the Access step, then at any time. Only a workspace admin or the owner sets them.
• The two sets of rights add up: you need the right in Mitogen and the right in Microsoft 365 for the signed-in account. Mitogen never gives more than Microsoft allows that person.
• Removing a person's access also cuts their connections on this binding.

Good to know: preparing a reply can mark the original email as read in Outlook.

What Outlook does not support at all with Mitogen: shared mailboxes, group calendars and the organization's directory.

Where to set rights: at the Access step when you open the tool, then at any time in Team › Connection rights.

If something blocks

Remove access

From lightest to most complete:

1. A person removes their mailbox: Connections › Revoke this account.
2. An admin removes a person's access: binding sheet › Access section › remove the person. Their connections on this binding are revoked.
3. An admin removes the binding: binding sheet › Remove binding. “The binding is removed. Linked accounts are revoked.”
4. On the Microsoft side, a person can remove the access they gave themselves, in My Apps ↗: on the Mitogen tile, … › Manage your application › Revoke Permissions (Microsoft help ↗). This is not possible for permissions granted by the administrator.
5. On the Microsoft side, for the whole organization (administrator): Microsoft Entra admin center › Entra ID › Enterprise apps › All applications › Mitogen › Permissions › Admin consent tab › … › Revoke permission (Microsoft docs ↗). To remove Mitogen completely: Properties › Delete › Yes, see Delete an enterprise application ↗.

Note: the Microsoft agreement is shared by Outlook, Teams and Microsoft files. Removing it at Microsoft cuts all three.

When a person erases their data in Mitogen, the admin agreement given in Entra is not removed: only a Microsoft administrator can remove it.

Official docs

FAQ

Can the assistant send an email for me?

Only if you have the Send right, and only the draft it prepared. Without this right, the draft stays in your Drafts and you send it yourself.

Can the assistant delete my email?

No, never.

Can Mitogen read every mailbox in the company?

No. It acts only for the people who connected their mailbox, with their own rights.

Do I need to give the agreement again for Teams or Microsoft files?

No. An organization authorized once covers all three tools.

Why a Microsoft administrator?

Because the agreement covers the whole organization. Microsoft reserves it for administrators who have that power.

Can I open several Outlook bindings?

Yes, ten at most. For example one per organization or per team.