The Outlook integration enables Sana Agents to read and write emails, meetings and contacts in Outlook.
Integration capabilities:
Object | Read | Write |
✅ | ✅ | |
Calendar | ✅ | ✅ |
Contact | ✅ | ✅ |
Common use-cases:
Search and summarize emails, e.g “Summarize emails I received yesterday”
Search your calendar, e.g “What do I have on my calendar tomorrow?”
Send emails, e.g “Send an email to Jacob summarizing the next steps”
Book meetings, e.g “Find a free slot in my calendar and book a check-in with Jacob”
Search your contacts, e.g “Find contacts at Sana in my Outlook”
Type of integration:
Private: Set up per user and mirroring the underlying individual access rights
Availability
Integration type | Free tier | Team tier | Enterprise tier |
Private | ✅ | ✅ | ✅ |
Shared | ❌ | ❌ | ❌ |
Centralized | ❌ | ❌ | ❌ |
Scope and permissions
Scope | Purpose | Type |
openid | Enables OpenID Connect authentication to verify your identity securely | Required |
profile | Access your basic profile info like name, email, and picture | Required |
offline_access | Obtain refresh tokens for continued access without you being signed in | Required |
Mail.ReadWrite | Read, view, organize, and modify your emails | Required |
Mail.Send | Send emails on your behalf through your Microsoft account | Required |
Calendars.ReadWrite | Create, read, update, and delete your calendar events | Required |
Contacts.ReadWrite | Create, read, update, and delete your contacts | Required |
MailboxSettings.ReadWrite | Modify mailbox settings | Required |
User.Read | Read your Microsoft Graph user profile and account information | Required |
Known limitations
Suggested actions cannot currently be edited—you can only accept or deny them. This feature is coming soon.
Search limitations: Emails, events, and contacts are searchable within chats but not through the main search feature in Sana Agents as that only works for indexed based integrations, not yet real-time integrations.
Tool collision: Search performance degreades if you have multiple different calendar and/or email integration connections at the same time (e.g both from Google and Outlook) as the agent can be confused which calendar or email to call unless clearly specified. For best results, only use one email and calendar integration until we improve this.
Workflow triggers: The "When email is received" trigger is not yet supported for the current Outlook integration. Use the "Every 24 hours" trigger instead. Extended support for email-based triggers will be added soon.
Attachments: Supported formats include JSON, CSV, XLSX, DOCX, PPTX, PDF, and JPEG. Maximum file sizes: 32 MB for PDFs; only the first 16,000 characters are processed for other formats.
Integration set-up
1. Find Outlook on the integration page and click “Connect just for me”.
2. Click “Open window” to log in to Outlook and connect your account.
3. Once redirected to Outlook, accept the required scopes and choose which account you want to include in case you have multiple.
4. After the previous step, you get redirected back to Sana. Click the button “Finish setup”
5. Select the tools you want to be able to use to have granular control of what you want to be able to do with the Outlook integration and then click “Continue”. Tip: there are enable and disable all buttons.
6. You can choose to add custom instructions if you want to customize how the integration behaves.
7. You are now ready to use Outlook in Sana.
FAQ
Q: How often is Outlook synced?
A: This integration is an API based integration which means that it makes API calls to fetch your data in real-time as you make a request. This means that your data does not need to be synced at all and it will always be up-to-date.
Q: Can I view my colleagues' calendar?
A: Yes, if they have shared it with you.
Q: Can Sana distinguish between read and unread emails?
A: Yes. You can try it out by asking e.g “Find recent unread emails”.
Q: Can I ask questions about email attachments?
A: Yes, attachments are supported. However, attachments have the following limitations:
Supported formats: json, csv, xlsx, docx, pptx, pdf, jpeg
Max file size: PDFs up to 32 MB; for all other formats, only the first 16,000 characters are processed.
Q: Will I have any type of guardrail before sending an email or a calendar invite?
A: Yes, you will get a human-in-the-loop popup with information on the suggested action that you can either choose to confirm or deny.
Q: Can I send emails and calendar invites from Sana?
A: Yes.
Q: Is there any limitation on the number of emails?
A: In our previous email integration we had a limit on the number of emails that can be indexed. This is not the case for this integration.
Data handling & privacy
Sana AI is fully committed to data security and privacy. All data accessed by Sana AI is encrypted both in transit and at rest. Sana does not train any underlying language models on your data, ensuring the privacy of your information. Sana AI is ISO 27001 certified; and SOC 2 and GDPR compliant, and adheres to the highest standards of data security.