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Microsoft 365 mailbox

In onOffice enterprise, Microsoft 365 mailboxes / Exchange mailboxes that are located at Microsoft can be connected using Microsoft’s own format (Microsoft Graph). The Microsoft 365 mailboxes are also available in the onOffice app.

The mailboxes are configured in the email administration in the tab “external IMAP mailboxes”. You can activate the same options as for internal mailboxes after creation.

Include Microsoft 365 mailbox

The setup is divided into 2 parts, the “Create” with the user assignment and the “Authenticate” with the Microsoft account to get the access.

For mailboxes that are not located directly at Microsoft (@outlook.de/@outlook.com), access from onOffice via the MS Graph interface may have to be enabled. This must be done by the administrator of the mailboxes.

Create

The mailbox is created in the basic settings. If you do not have user rights for the basic settings, please contact your administrator.

To create the mailbox please open the email administration (Tools >> Settings >> Basic settings >> Email) and there the tab “external IMAP mailboxes”.

Please enter the complete mailbox in the “IMAP Import” category under “email address” and click on “Import Office 365”.

office-365 Postfach in den E-Maileinstellungen importieren

This will create the mailbox in the list and you can assign users toit.

Authenticate / Log in

ATTENTION, after authentication all assigned users can access the content of the mailbox, even if they do NOT have access to the Microsoft account.

In the Email module you can now open the newly created mailbox.
When you first open it, the familiar Microsoft account login screen appears.

Please enter the password in the imported mailbox dialog and approve the access for onOffice.

Authentifizieren bei Microsoft
Kennwort bei outlook eingeben
Zugriff auf

Special features – Please note

Please remember, if you access a mailbox with several email programs at the same time, there can always be differences in the folder structure, number of read emails, etc. This applies generally and not only to Microsoft 365 mailboxes.

New outbox: After authentication, it may happen that the outbox changes: Outgoing emails are saved in the Sent Items folder and no longer in the onOffice Sent Items folder. If you want outgoing emails to appear under “Sent Items” as before, please follow these steps:

  1. In the Outlook interface, move all emails from the Sent Items folder to the Sent Items folder.
  2. Clear the onOffice cache via “Tools >> Settings >> Clear Cache”.

Activities: Emails sent via Outlook are booked as activities of the type “Email – Outbox” with the action characteristic “External email dispatch”. The main user assigned to the mailbox (user with the crown symbol in the“Basic settings >> Email” tab) is set as the supervisor of the activity. When sending emails from an external mail client, you can set under “Settings >> Basic settings >> Email >> External IMAP mailboxes” whether the activities should still be posted.

Mail limits:  Sending multiple emails with attachments via a Microsoft Office 365 mailbox can cause problems due to Microsoft limits. For this reason, it is not possible to send serial emails and emails with more than 10 recipients in this case. In this case, please use the _downloadLink(Text) or _agreementLink macro to ensure that the recipient receives the attachments via a download link and can download them. This macro allows you to download attachments within 14 days.

Alias mailboxes

You can also import “outlook alias mailboxes”.

To send emails via an “outlook alias mailbox”, your Azure / Exchange administrator must make the appropriate setting.

On the Azure platform, the option “Enable sending aliases” must be activated in the new Exchange administration under “Settings >> Message flow”.
For other platforms, the setting may be in a different place.

Alternatively, this can be done via Powershell with the command:
Set-OrganizationConfig -SendFromAliasEnabled $true
 
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