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Microsoft Outlook Enterprise Connector for eDiscovery & Data Collection
Collect Outlook emails, attachments, and metadata for eDiscovery, compliance, and investigations seamlessly and without involving IT. The Onna + Microsoft Outlook Enterprise Connector lets you access email data across your organization on a defensible, unified platform.
Why Connect Microsoft Outlook to Your eDiscovery Collections Platform
Microsoft Outlook is where critical business communication is sent, received, and stored — decisions, agreements, disclosures, and more. When legal or compliance needs arise, that data has to be accessible, complete, and defensible.
Without the right tools, collecting from Outlook is harder than it should be because:
Emails are spread across inboxes, sent folders, and labels for dozens or hundreds of custodians
Attachments are embedded within messages and must be preserved alongside them
Spam, trash, and modern cloud attachments require deliberate handling
New users are frequently added to the organization
The Onna + Microsoft Outlook Enterprise Connector enables organizations to collect this data in a defensible and scalable way. Through the Microsoft 365 Graph API, the connector extracts emails, attachments, and metadata across user accounts while preserving message context and delivery history.
Microsoft Outlook Connector Capabilities
The Onna + Microsoft Outlook Enterprise Connector is designed for enterprise-scale email data collection.
Key capabilities include:
Secure authorized connection
Audit logs for all collection activity
Full mailbox archive support
Custodian-based data collections
Continuous sync of new users
Resumable sync for large environments
Configurable spam and trash handling
Optional OneDrive attachment collection
Three flexible sync modes
These capabilities allow organizations to perform targeted custodian collections or maintain ongoing compliance archives across Outlook environments.
What Data Can Be Collected from Microsoft Outlook Enterprise
The connector captures both content and metadata from Microsoft Outlook accounts including:
Email Threading
Email messages
Attachments embedded in emails
Labels
Spam and trash (included by default, excludable at setup)
OneDrive and SharePoint modern attachments (optional)
Metadata
Date received
Date sent
From address
To address
CC recipients
BCC recipients
Email subject
Unique email ID
Importance flag
Starred marker
These collections preserve the full structure and context of email communications so investigators can reconstruct correspondence accurately.
Microsoft Outlook Metadata Collected
Along with standard file metadata, the connector collects Outlook-specific metadata fields including:
Date received and date sent
From, To, CC, and BCC addresses
Email subject line
Conversation ID and conversation name
Unique email message ID
Labels and folder information
Importance level (applies to email conversations)
Starred status (applies to individual messages)
This metadata allows teams to reconstruct communication timelines, identify key participants, and surface the most relevant messages in an investigation.
How Microsoft Outlook Data Collection Works
The connector simplifies Outlook data collection through a structured workflow.
Add Microsoft Outlook as a data source
Navigate to your workspace and add Microsoft Outlook Enterprise as a source.
Authenticate the connection
Connect using your authorized connection credentials. You can switch accounts at this stage if needed.
Configure the collection
Define collection settings including:
- Collection name
- Sync mode (one-time, auto-sync, or auto-sync and archive)
- Start date, or start and end date for one-time syncs
- Whether to exclude spam or trash from collection
- Whether to include OneDrive and SharePoint modern attachments
Add users
Add the users to include in your collection by manually entering email addresses or loading users from a list or CSV file. You can also choose to automatically sync newly created users.
Start sync
Once configuration is complete, Outlook collection begins and data appears within your Onna workspace.
Microsoft Outlook Data Collection Options
The Onna + Microsoft Outlook Enterprise Connector supports flexible sync modes depending on investigation needs.
One-Time Sync
A targeted collection used for litigation or investigations with a defined start and end date.
Auto-Sync
Automatically collects new emails and attachments as they arrive in connected user mailboxes.
Auto-Sync & Archive
Continuously collects new data while maintaining a rolling compliance archive across connected accounts.
Common Microsoft Outlook eDiscovery Use Cases
Litigation Response
Collect Outlook email conversations relevant to legal matters quickly and defensibly.
Incident Response
Investigate email patterns and correspondence during cybersecurity or operational events.
Regulatory Compliance
Archive Outlook communications to meet regulatory record retention requirements.
Internal Investigations
Identify email communications, attachments, and participants related to incidents or policy violations.
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Onna + Microsoft Outlook Enterprise Connector FAQs
No. Onna has Microsoft Teams available as a separate integration. Please visit our Help Center to learn how to collect from Microsoft Teams Enterprise.
Yes, by default. If you'd like to exclude spam and trash from your collection, you can check the appropriate box during sync configuration.
Yes, optionally. Modern attachments stored in OneDrive or SharePoint are not collected by default, but you can enable this by checking the "Collect OneDrive Attachments" option during setup.
Yes. At this time, Onna cannot decrypt and process the contents of emails encrypted with Azure Information Protection.
Yes. Onna supports custodian-based collections where you define which users to include by manually entering email addresses or uploading a CSV.
Yes, if you opt in during configuration. You can choose to sync any users created in the future as part of your ongoing collection.
The minimum role required is Privileged Role Administrator, which can consent to the organization-wide Graph API access Onna requires. A Global Administrator or any role with greater privileges will also work.
Yes. Onna maintains a comprehensive audit log of all preservations, collections, and user actions. Every collection has a documented chain of custody.
Start Collecting Microsoft Outlook Enterprise Data for eDiscovery
Connect Microsoft Outlook Enterprise in minutes and begin collecting emails, attachments, and communication data across your organization.