Connect Microsoft 365 to Apragya: Outlook Mail and Teams Posts From Your Business Records
For IT admins and operations heads whose teams live in Outlook and Teams: link a Microsoft 365 account once, and let approvals, alerts and customer mail go out from the records that caused them.
To connect Microsoft 365 to Apragya you sign in with a Microsoft work account, approve the permissions Microsoft shows you, and test the connection. After that, a workflow or an AI agent can send mail from Outlook and post to a Teams channel without anyone copying details across.
Most Indian SMEs already pay for Microsoft 365. The gap is between that mailbox and the business records: a purchase order waits for approval, and someone has to remember to email the approver.
This page walks through the connection, an illustrative example, and the checks worth doing before you rely on it.
An example: a Pune engineering distributor
Take an illustrative 60-person distributor whose sales, purchase and accounts teams all work in Outlook and Teams. The owner wanted overdue approvals and large orders to reach the right people where they already look.
One Microsoft 365 connection, several uses
Microsoft 365 connection
Signed in once with a work account.
Approval mail
Sent from Outlook when a request is raised.
Sales channel post
Large orders posted to the Teams channel.
Invoice cover mail
Customer mail with the invoice details.
Exception alert
Overdue items posted for the accounts team.
Token refresh
Renewed in the background, no re-login.
Within a week, approval mail went out the moment a request was raised, and large orders appeared in the sales channel. Nobody shared a password, and the connection kept working when the admin who set it up went on leave.
How to connect Microsoft 365, step by step
Step 1 of 5
Open integrations
An admin opens the integrations settings and chooses Microsoft 365.
- Open integrations: An admin opens the integrations settings and chooses Microsoft 365.
- Sign in: Sign in with the work account the mail and posts should come from.
- Approve permissions: Review what Microsoft lists. Your Microsoft admin may need to approve it.
- Test the connection: Run the test so a failure shows now, not in the middle of a workflow.
- Use it: Pick the connection in a workflow step or an agent's tools.
What an unconnected mailbox costs
Slow approvals
Approvers learn about a pending request only when someone chases them.
Retyped mail
Order and invoice details are copied into Outlook by hand, with mistakes.
Alerts nobody sees
Exceptions sit on a dashboard while the team works in Teams.
Personal passwords shared
Scripts written with a colleague's password break when he leaves.
Choosing a Microsoft 365 integration for your business software
A shared mailbox password inside a script works until the password changes. A proper Microsoft 365 integration uses Microsoft's own sign-in, keeps the tokens encrypted and renews them on its own.
Scripts and forwarding rules, against Apragya
| Feature | Scripts and forwarding | Apragya connection |
|---|---|---|
| Sign-in | A stored password | Microsoft sign-in with consent |
| Credentials at rest | Often in a file | Encrypted, never shown again |
| Token expiry | Script fails silently | Renewed in the background |
| What triggers a mail | A person remembering | A record event or schedule |
| Teams posts | Separate tool | Same connection |
Checked against public information on 16 September 2026.
What sets the Microsoft graph connector in Apragya apart
Tied to records
Mail and posts start from the order, bill or ticket they are about.
Agents can use it
An agent can draft a mail, and a person can review it first.
Access by role
Only the roles you choose can create or use connections.
Encrypted credentials
Tokens are encrypted at rest and never returned to a browser.
Audit log
Who changed a connection, and when, is recorded.
Your wording
Templates and recipients are set by you, not hardcoded.
The same account can serve Outlook mail and Teams channel posts; approval requests usually start in the approval queue.
Getting started with Office 365 integration in India
- Decide which work account the mail should come from; a shared operations account is often best.
- Ask your Microsoft admin whether new apps need their approval.
- Connect the account and run the test.
- Send one test mail and one test Teams post from a workflow.
- Add the real triggers one at a time.
Start with a single approval mail. Once people trust it, the rest follows quickly.
What it costs to start
Connecting Microsoft 365, answered
Which account do the mails come from?
Does it read our inbox or calendar?
Why does Microsoft ask for admin approval?
What happens when the token expires?
What does it cost to start?
Send the first approval mail from a record
Connect a Microsoft 365 account, run the test, and let one workflow send its first mail.