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PARSER GUIDES

Importing from Outlook

Integrations

Connect an Outlook inbox and automatically import new email bodies, attachments, or both

Connect an Outlook or Microsoft 365 inbox to a parser so new matching emails become PARSER documents automatically. You can filter by sender, subject, body text, and attachment filename, then choose whether to import attachments, the email body, or both.

Before you start

You need an Outlook or Microsoft 365 account and a parser with the fields you want to extract. Your Microsoft 365 administrator may need to approve the connection for a work or school account.

The integration watches new messages received after you save the configuration. It does not import older messages already in the mailbox.

Add Outlook

1. Open your parser and go to Settings -> Integrations.

2. Under Import sources, find Import from Outlook.

3. Click Add.

4. Expand Import from Outlook under Added integrations.

Connect your Outlook account

1. Click Connect Outlook.

2. Sign in to the Microsoft account PARSER should monitor.

3. Review the requested access and approve the connection.

4. Return to PARSER and select the connected account if it is not already selected.

You can click Connect another account to add a different mailbox. One selected Outlook account is monitored by this parser at a time.

If Microsoft shows an administrator approval message, ask your Microsoft 365 administrator to approve the connection, then click Reconnect.

Choose which senders to process

Under Sender access, choose:

  • Process all senders - Import every new message that contains the selected content.
  • Only process listed senders - Import messages only from the email addresses or domains you enter.
  • Skip listed senders - Import messages from everyone except the email addresses or domains you enter.

When a list is required, add one exact email address or domain per line. For example:

contact@parser.example
vendor.com
@accounting.example

Add email processing rules

Under Email processing rules, you can independently control:

  • Process downloadable links - Download supported public files linked in the email body and process them like attachments.
  • Email conditions - Check whether the subject or visible email body contains, starts with, ends with, or equals specific text.
  • Attachment filename conditions - Process or skip each attachment according to its filename.

Choose Only process matches to create documents only when the configured conditions match, or Skip matches to exclude matching messages or attachments. Matching is not case-sensitive and these checks do not use AI credits.

These rules apply only to this Outlook import. Parser-wide email rules remain active as an additional filter.

Choose what to import

Under Email content, choose:

  • Attachments only - Each supported, non-inline file attachment becomes a separate document.
  • Email body only - The message body becomes one document. Attachments are not imported.
  • Email body and attachments - The body and every supported file attachment become separate documents.

Each visible message in an imported email conversation uses at least one processing page. A message longer than 5,000 visible characters continues onto additional pages. Use Limit which pages to parse in Parser Settings to select conversation pages. Attachments are counted separately and keep their normal page counts.

Inline signature images, attached Outlook items, and unsupported file types are skipped. Linked files are imported only when Process downloadable links is on and the file can be downloaded without signing in. See Supported Files and Processing Limits for accepted formats and the 25 MB email limit.

Save and test

1. Click Save configuration.

2. Confirm that Realtime monitoring active appears beside Import from Outlook.

3. Send a new test email to the connected Outlook address.

4. Open the parser's Document Inbox and confirm that the selected body or attachments appear.

New Outlook messages normally appear within moments, although processing time can vary.

Tips

  • Use Attachments only when the email message itself does not contain information you need to extract.
  • If you connect the same Outlook account to more than one parser, each configured parser can import the same matching message.
  • PARSER does not mark messages as read, move them, or remove them from Outlook.
  • Selecting both the body and attachments may create several documents from one message. Each document is processed normally and uses the applicable credits.

If messages stop arriving

  • Expand Import from Outlook and check that Realtime monitoring active is still shown.
  • If you see Needs reconnection, click Reconnect and approve access again.
  • If you see Admin approval required, contact your Microsoft 365 administrator.
  • Check Sender access and confirm that the test sender is allowed.
  • Check Email processing rules and confirm that the subject, body, or attachment filename satisfies every active filter.
  • Click Save configuration again if Outlook monitoring is shown as failed.
  • If an inbox rule immediately moves new messages, temporarily disable it and send another test message.

See Troubleshoot Email Imports for the complete checklist.

Next steps

Importing from GmailConnect a Gmail inbox and automatically import new email bodies, attachments, or bothOpen guide → Importing from OneDriveConnect OneDrive and automatically process new files added to a selected folderOpen guide →