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

The plan is for emails and their attachments from the mailboxes and folders you approve to be added to the knowledge base — correspondence with clients, authorities and suppliers, including the PDF that was attached. File storage is covered on the SharePoint and Teams page, OneDrive on the Microsoft 365 page.

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Outlook & Exchange

One click · included in the setup

Example question

“What was last agreed with the property management company about the property at Bahnhofstraße 12?”

1 Answer with source

Connection

How the connection is designed

The plan is to use Microsoft’s official approval: you approve the mailboxes and folders to be read — a shared mailbox such as office@ as well as a personal one. Only what is approved is read; nothing in the mailbox is moved, flagged or deleted. With a rollout from the end of 2025, Microsoft has shifted consent to these read permissions towards the administrator: with the Microsoft-managed default setting, an individual user can usually no longer grant the approval themselves. We check with you before we start whether this applies to you and whether your Exchange runs in the cloud or on your own server.

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

Set-upWe estimate how much effort is involved after the preliminary check and discuss it with you before anything is set up — preferably together with your Microsoft administrator. For Outlook with Microsoft 365, the connection is made with a click via your Microsoft account and is included in the setup; shared mailboxes and archive folders are discussed in advance. An Exchange server on your own premises is connected after clarification.

Documents

Which documents may be stored in Outlook & Exchange

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

Example questions

Examples of questions to your documents

“What was last agreed with the property management company about the property at Bahnhofstraße 12?”
1 Answer with source
“In which email did the power of attorney for file 2024-118 arrive, 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

The connection is made in one click via the account and is included in the setup. Every source comes with its own logins, permissions and folder logic — we check the prerequisites at your company together beforehand.

Until then, and independently of it, you can upload files, whole folders, emails, photos and voice memos. Before we start, we go through real questions with you to see how the answers look.

Preliminary check

What we check in advance

In advance, we look at whether you have messages with rights protection or a sensitivity label with encryption — these can only be opened with the matching permission. We clarify whether an online archive exists, what your licence and configuration allow for it, and whether older years are stored as PST files on individual workstations; such files would have to be imported separately. Calendars, contacts and tasks are not documents and are not included. Whether personal mailboxes should be added is a question to be agreed within the 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 is in it. The plan is for the answer to name the sender, subject and date of the message it is based on — so it remains clear how old a piece of information is. Old threads often contain the commitment that never made it into a document. The first run over a grown archive takes longer than the ongoing sync; we discuss the scope beforehand, and in a demo you see what answers look like with your own documents.

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

The plan is to search the content of the message and its attachments, not the folder tree — sender, subject and date are carried over as attributes. Where a folder name says something, such as a client name or a year, we include it; a folder called “Miscellaneous” adds nothing. Tidying up is therefore not a prerequisite. Before we start, we go through the answers with you on real questions from your mailbox, so you can see how well it works.

What happens if we restructure mailboxes or an account is renamed?

The selection refers to the mailboxes that existed at setup. A new shared mailbox is not covered by the existing approval; if a mailbox is converted or retired, the knowledge base stays at the state of the last sync, and the date on the source shows this. It is best to tell us about such changes in advance — then we update the selection, charged by effort.

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

The plan is for permissions to be 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 thus be reserved for a smaller group, even if it came in via the shared mailbox. Whether a message and its attachment count as a fee note, a pleading or a scheduling note is confirmed by a person on the first run. We decide together before we start which roles and document types you need.

Industries

Typical for these industries

Guides

Request a demo — and clarify how Outlook & Exchange fits in

In thirty minutes by video we show what answers with sources look like, and clarify whether and how Outlook & Exchange can be connected at your company.