Connect your Microsoft 365 mailbox

Once your mailbox is connected, ScanBiz fetches it every hour: every email received is analysed like a call and triggers the same alerts. You connect it from the Microsoft 365 mailbox page of ScanBiz, by signing in with your Microsoft account.

Before you start

• A Microsoft account that can open the mailbox to analyse: your own, or a shared mailbox you have access to.
• Nothing in your mail is cut off or changed. ScanBiz only reads: it sends, changes and deletes no email, and does not mark them as read. Your Outlook filters, your forwarding and the other tools plugged into the mailbox keep working as before.
• Depending on your organisation's settings, Microsoft may leave the approval to an administrator. ScanBiz then gives you a link to send them (see "If it does not work").

Steps

Open Settings, section Mailbox, then click Connect next to Microsoft 365 mailbox.

1. Name the mailbox: type its address in Address of the mailbox to analyse (for example contact@mycompany.com), then click Connect. A small Microsoft window opens.

2. Accept in the Microsoft window: sign in with an account that can open that mailbox. Microsoft lists what ScanBiz asks for:

   • "Maintain access to data you have given it access to": fetch the mailbox every hour, without you.
   • "Sign you in and read your profile": know which account signs in.
   • "Read your mail", "Read mail you can access": your mailbox, or a shared mailbox you can open.
   • "Consent on behalf of your organization", offered to administrators: ticked, your colleagues won't have to ask for approval; each of them still connects only the mailboxes they can open.

   Accept: the window closes and the mailbox shows as connected.

3. Choose the folders analysed: by default, ScanBiz reads the inbox and its subfolders; junk, trash and drafts are never read. Click Choose folders to tick others, for example sent items if your own replies should be analysed.

4. Send a test email: from another address, send the mailbox a message, then click Refresh. It shows in Last email, then in your conversations. After that, the mailbox is fetched every hour.

To analyse another mailbox (support@ after contact@), click Add a mailbox under the first one.

If it does not work

• "Approval required" in the Microsoft window: go back to ScanBiz without accepting. ScanBiz shows a link: click Copy the link and send it to your Microsoft administrator. Opening it, they approve ScanBiz for the whole organisation; then come back and connect.
• "This account cannot open this mailbox": ask your Microsoft administrator for access, or click Disconnect then sign in with an account that has access.
• "This mailbox does not exist in your Microsoft organisation": check the address.
• Status Access lost: access was removed or has expired, no email is fetched any more. Click Sign in to Microsoft again.
• The test email does not show: automated emails (noreply@, Microsoft notifications) and the copies the mailbox sends to itself are ignored. Send it from an outside address.

Good to know

• Disconnect stops fetching and erases ScanBiz's access. The emails already analysed remain available, and you can connect the mailbox again at any time.
• Manual setup (advanced) is for organisations that prefer registering their own Microsoft Entra application; the screen details its four steps. Two points not to miss: restrict that application to the single mailbox concerned — without it, it can read every mailbox in your organisation — and note the expiry date of its secret (24 months at most): the connection stops that day.
• Next: Set up an alert.