Search Outlook and Exchange your email correspondence in your AI knowledge base.

Emails and attachments from the mailboxes and folders you approve go into the knowledge base – correspondence with clients, authorities and suppliers, including the attached PDF. Shared drives are covered on the SharePoint and Teams page, and OneDrive on the Microsoft 365 page.

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Outlook & Exchange

One click · included in the set-up

Example question

“What did we last agree with the property management company about the property at Bahnhofstraße 12?”

1 Answer with source

Connection

How the connection works

The connection uses Microsoft’s official consent process: you approve which mailboxes and folders can be read – a shared mailbox such as office@ as well as personal ones. Only what you approve is read; nothing in the mailbox is moved, flagged or deleted. In a rollout from late 2025, Microsoft moved consent for these read permissions towards administrators: under the Microsoft-managed default setting, individual users can usually no longer give consent themselves. An Exchange server on your own premises is subject to a feasibility check.

Once set up, synchronisation runs automatically: new and changed documents from Outlook & Exchange are added without anyone having to upload anything.

Set-upConnected in one click and included in the set-up: with Outlook on Microsoft 365, you link it through your Microsoft account, subject to admin consent in your account. We go through shared mailboxes and archive folders with you beforehand – ideally with your Microsoft administrator. An Exchange server on your own premises is subject to a feasibility check.

Documents

Typical content: Outlook & Exchange

The shared mailbox – office@, firm@, accounts@ – where post for the company arrives rather than with one person
Folder trees that have grown over the years: by client, by property, by year, by member of staff
Attachments that never made it to the shared drives – the countersigned order, the tradesperson’s estimate, the insurance policy attached to the broker’s email
Sent Items, often the only place where you can read your own commitment word for word
The online archive that a retention policy has moved older years into from the main mailbox
Forwarded threads in which the whole correspondence on a matter is stacked up – including interim positions recorded nowhere else

Example questions

Questions you might ask your documents

“What did we last agree with the property management company about the property at Bahnhofstraße 12?”
1 Answer with source
“Which email brought the power of attorney for file 2024-118, and what was attached?”
2 Answer with source
“What deadline did the authority set in its letter from June?”
3 Answer with source

Start

Before a connection is set up

You connect it in one click via your account, and it is included in the set-up, subject to admin consent in your account. Together we agree which folders and areas to include.

You can also upload files, whole folders, emails, photos and voice notes at any time. In the demo you see the answers using sample documents from your industry; you check them against your own documents in the first weeks after go-live.

Preliminary check

What we check in advance

Before we start, we check whether you have messages with rights protection or a sensitivity label with encryption – those can only be opened with the right permission. We clarify whether there is an online archive, what your licence and configuration allow for it, and whether older years are kept as PST files on individual workstations; those would need to be imported separately. Calendars, contacts and tasks are not documents and are not included. Whether personal mailboxes should be added is something to agree within your company – we discuss it before we start.

FAQ

Frequently asked questions about this connection

Our archive folder goes back to 2011. Is that useful or just noise?

That depends on what’s in it. The answer names the sender, subject and date of the message it draws on – so it’s always clear how old a piece of information is. Old threads often contain a commitment that never made it into a document. The first run over a large archive takes longer than the ongoing sync; we agree the scope beforehand. The demo shows this with sample documents from your industry; you’ll test it with your own mailbox in the first weeks after go-live.

Everyone here files differently. Do we need to tidy up first?

No. junova searches the content of each message and its attachments, not the folder tree – sender, subject and date are carried over as attributes. Where a folder name tells us something, such as a client name or a year, we use it; a folder called “Miscellaneous” adds nothing. So tidying up is not a prerequisite. In the first weeks after go-live, we go through the answers with you using real questions about your mailbox, so you can see how well it works.

What happens if we restructure our mailboxes or rename an account?

The selection covers the mailboxes that existed at set-up. A new shared mailbox isn’t covered by the existing consent; if a mailbox is converted or retired, the knowledge base stays as it was at the last sync, and the date on the source shows this. It’s best to tell us about such changes in advance so we can update the selection; if that involves more than a new consent, we agree the effort with you beforehand.

Does that mean everyone can read everything that has ever arrived in the office@ mailbox?

No. Permissions are tied to document types and roles, not to the folder a message sits in. A termination notice, a fee proposal or an HR matter can therefore be reserved for a smaller group, even if it came in through the shared mailbox. Whether a message and its attachment count as a fee note, a pleading or a scheduling note is confirmed by someone on the first run. Before we start, we decide together which roles and document types you need.

Industries

Typical for these industries

Guides

Request a demo – with examples for Outlook & Exchange

In a 30-minute video call, we use sample documents to show what answers with sources look like. After go-live, you connect Outlook & Exchange in one click via your account.