> ## Documentation Index
> Fetch the complete documentation index at: https://docs.civic.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Microsoft 365 Mail

> Manage Outlook emails with full inbox control, attachment handling, and shared mailbox support

## Overview

The Microsoft 365 Mail server enables AI assistants to interact with [Microsoft Outlook](https://www.microsoft.com/microsoft-365/outlook/email-and-calendar-software-microsoft-outlook) and Exchange Online, providing comprehensive email management, attachment handling, and shared mailbox capabilities through Microsoft Graph API.

## How to Add Microsoft 365 Mail

The setup process varies depending on your Microsoft account type:

### Personal Outlook Users

If you have a free outlook.com email address:

<Steps>
  <Step title="Add Server">
    Add the Microsoft 365 Mail server to your Civic environment through the server directory.
  </Step>

  <Step title="Authorize">
    Simply log in and approve the OAuth consent request. No additional steps needed.

    <img src="https://mintcdn.com/civic/vgpb7r9JNhpaXtx_/images/ms365-setup/01-personal-outlook-consent.png?fit=max&auto=format&n=vgpb7r9JNhpaXtx_&q=85&s=9dba283f22107b57d9b6002ff8945745" alt="Personal Outlook OAuth Consent" width="962" height="1372" data-path="images/ms365-setup/01-personal-outlook-consent.png" />
  </Step>

  <Step title="Test Connection">
    Try "Show me my latest 5 emails" to verify the connection works.
  </Step>
</Steps>

### Microsoft 365 Business Users

For Microsoft 365 Business or Office 365 license holders, setup is straightforward:

<Steps>
  <Step title="Add Server">
    Add the Microsoft 365 Mail server to your Civic environment through the server directory.
  </Step>

  <Step title="Authorize">
    Simply log in and approve the OAuth consent request. No admin approval needed for Mail.

    <img src="https://mintcdn.com/civic/5pvMHLQ3GSz8gKJF/images/ms365-setup/06-oauth-consent-mail.png?fit=max&auto=format&n=5pvMHLQ3GSz8gKJF&q=85&s=b33cb1faf5b03c7f824d7e2599a9d77e" alt="OAuth Consent Screen - Mail" width="924" height="1086" data-path="images/ms365-setup/06-oauth-consent-mail.png" />
  </Step>

  <Step title="Test Connection">
    Try "Show me my latest 5 emails" to verify the connection works.
  </Step>
</Steps>

<Note>
  **Admin approval is NOT required for Mail.** Unlike other Microsoft 365 apps (SharePoint, Teams, etc.), the Mail server works with direct user consent for both personal and business accounts.

  **Personal vs Business Accounts:** Mail is the ONLY Microsoft 365 app that works with free outlook.com accounts. All other apps (SharePoint, Teams, Calendar, OneDrive, etc.) require a Microsoft 365 Business license.

  **Office 365 Note:** Office 365 is the deprecated term for Microsoft 365. They refer to the same product platform.
</Note>

## What You Can Do

<CardGroup cols={2}>
  <Card title="Email Management" icon="envelope">
    Read, send, and organize emails with full inbox control
  </Card>

  <Card title="Attachment Handling" icon="paperclip">
    Upload, download, and manage email attachments programmatically
  </Card>

  <Card title="Folder Organization" icon="folder">
    Create, browse, and manage email folders for better organization
  </Card>

  <Card title="Shared Mailboxes" icon="users">
    Access and manage shared mailboxes for team collaboration
  </Card>
</CardGroup>

## Available Tools

### Email Operations

<AccordionGroup>
  <Accordion title="list_messages">
    List emails with filtering by folder, read status, and date range
  </Accordion>

  <Accordion title="get_message">
    Retrieve full email content including body and metadata
  </Accordion>

  <Accordion title="send_message">
    Send emails with HTML or plain text formatting
  </Accordion>

  <Accordion title="create_draft">
    Create draft emails for review before sending
  </Accordion>

  <Accordion title="delete_message">
    Delete emails from inbox or specific folders
  </Accordion>
</AccordionGroup>

### Attachment Management

<AccordionGroup>
  <Accordion title="list_attachments">
    List all attachments in a specific email
  </Accordion>

  <Accordion title="get_attachment">
    Download and retrieve attachment content
  </Accordion>

  <Accordion title="add_attachment">
    Attach files to emails when sending
  </Accordion>
</AccordionGroup>

### Folder Management

<AccordionGroup>
  <Accordion title="list_folders">
    List all mail folders in your mailbox
  </Accordion>

  <Accordion title="create_folder">
    Create new folders for email organization
  </Accordion>

  <Accordion title="move_message">
    Move emails between folders
  </Accordion>
</AccordionGroup>

### Shared Mailboxes

<AccordionGroup>
  <Accordion title="access_shared_mailbox">
    Access shared mailboxes with delegated permissions
  </Accordion>

  <Accordion title="send_from_shared">
    Send emails from shared mailbox addresses
  </Accordion>
</AccordionGroup>

## Use Cases

### Reading Mail

"Show me my latest 5 emails" - Quickly review recent messages.

### Filtered Search

"List all unread emails from the last week" - Find specific messages with criteria.

### Attachment Management

"Show me all emails with attachments" - Locate emails with files.

### Sending Mail

"Send an email to [john@example.com](mailto:john@example.com) with subject 'Meeting Follow-up' and a brief summary of our discussion" - Compose and send emails directly.

### Draft Creation

"Create a draft email to [sarah@example.com](mailto:sarah@example.com) about the Q4 planning session" - Prepare emails for review.

### Folder Organization

"Move this email to my Archive folder" - Organize inbox programmatically.

### Shared Mailbox Access

"Show me emails in the [support@company.com](mailto:support@company.com) shared mailbox" - Access team mailboxes.

### Attachment Analysis

"Download the PDF from the latest email and summarize its contents" - Extract and analyze file contents.

<Note>
  **Attachment size limit:** Attachments are limited by Microsoft Graph API restrictions (typically 4MB for single request).

  **Search limitations:** Cannot combine search ($search) with filter ($filter) parameters in the same query.

  **HTML and plain text:** Supports both HTML and plain text email formats.
</Note>

## Troubleshooting

**Still seeing consent dialogs after authorization?**
This means permissions are missing or incomplete. For Business accounts, verify that your administrator has granted the necessary permissions in Microsoft Entra ID. For Personal accounts, try disconnecting and reconnecting the server.

**Authorization fails with "invalid\_client" error?**
Ensure you're using the correct account type. Personal outlook.com accounts cannot access other Microsoft 365 apps besides Mail.

***

## Guardrails

In addition to the [14 universal guardrails](/civic/concepts/guardrails), this server has **18 server-specific guardrails** across 6 operations.

<Note>
  Unlike the Google tools, MS365 Mail has no security/blocking guardrails — all 18 tool-specific guardrails are response transforms focused on reducing token usage and improving readability.
</Note>

| Guardrail                                                      | Operation                             | Timing   | Description                                                                                   |
| -------------------------------------------------------------- | ------------------------------------- | -------- | --------------------------------------------------------------------------------------------- |
| HTML to Markdown Email Converter (Get)                         | `get-mail-message`                    | Response | Converts HTML email body to Markdown for better readability                                   |
| Remove Unnecessary Mail Metadata (Get)                         | `get-mail-message`                    | Response | Removes internal tracking fields (conversationId, webLink, flags, etc.) to reduce token usage |
| Retain Only Essential Mail Fields (Get)                        | `get-mail-message`                    | Response | Keeps only essential fields (id, subject, from, dates, body, etc.)                            |
| HTML to Markdown Email Converter (Shared Mailbox Get)          | `get-shared-mailbox-message`          | Response | Converts HTML email body to Markdown for shared mailboxes                                     |
| Remove Unnecessary Mail Metadata (Shared Mailbox Get)          | `get-shared-mailbox-message`          | Response | Removes tracking/unused fields from shared mailbox messages                                   |
| Retain Only Essential Mail Fields (Shared Mailbox Get)         | `get-shared-mailbox-message`          | Response | Keeps only essential fields for shared mailbox messages                                       |
| HTML to Markdown Email Converter (Folder List)                 | `list-mail-folder-messages`           | Response | Converts HTML email bodies to Markdown when listing folder messages                           |
| Remove Unnecessary Mail Metadata (Folder List)                 | `list-mail-folder-messages`           | Response | Removes tracking/unused fields from folder message lists                                      |
| Retain Only Essential Mail Fields (Folder List)                | `list-mail-folder-messages`           | Response | Keeps only essential fields when listing folder messages                                      |
| HTML to Markdown Email Converter (List)                        | `list-mail-messages`                  | Response | Converts HTML email bodies to Markdown when listing messages                                  |
| Remove Unnecessary Mail Metadata (List)                        | `list-mail-messages`                  | Response | Removes tracking/unused fields from message lists                                             |
| Retain Only Essential Mail Fields (List)                       | `list-mail-messages`                  | Response | Keeps only essential fields when listing messages                                             |
| HTML to Markdown Email Converter (Shared Mailbox Folder List)  | `list-shared-mailbox-folder-messages` | Response | Converts HTML email bodies to Markdown for shared mailbox folder lists                        |
| Remove Unnecessary Mail Metadata (Shared Mailbox Folder List)  | `list-shared-mailbox-folder-messages` | Response | Removes tracking/unused fields from shared mailbox folder message lists                       |
| Retain Only Essential Mail Fields (Shared Mailbox Folder List) | `list-shared-mailbox-folder-messages` | Response | Keeps only essential fields for shared mailbox folder message lists                           |
| HTML to Markdown Email Converter (Shared Mailbox List)         | `list-shared-mailbox-messages`        | Response | Converts HTML email bodies to Markdown for shared mailbox message lists                       |
| Remove Unnecessary Mail Metadata (Shared Mailbox List)         | `list-shared-mailbox-messages`        | Response | Removes tracking/unused fields from shared mailbox message lists                              |
| Retain Only Essential Mail Fields (Shared Mailbox List)        | `list-shared-mailbox-messages`        | Response | Keeps only essential fields for shared mailbox message lists                                  |

<Tip>
  Configure guardrails via the Civic UI or ask the Configurator Agent: "Add guardrails to my Microsoft 365 Mail server."
</Tip>