Skip to main content

Connect Outlook

How to connect your Microsoft account with Vita-Drive.Ai to send follow-up emails. Each user connects their own account individually.

Choose Account Type​

On the Outlook page, first select your account type:

  • Business account — Microsoft 365 / Azure AD (company account)
  • Personal account — Outlook.com, Hotmail, Live

Connect Your Account​

Regardless of account type, each user connects individually:

  1. Navigate to Outlook in the sidebar
  2. Select your account type
  3. Click Connect with Microsoft — you will be redirected to Microsoft sign-in
  4. Sign in with your Microsoft account and grant the permissions
  5. After a successful connection, you will be redirected back to Vita-Drive.Ai and your Outlook email address will be displayed

Vita-Drive.Ai uses this account to send follow-up emails on your behalf.

Reading the inbox​

If the operator has switched it on for your organization, Vita-Drive.Ai also reads your Outlook inbox through this connection, so that replies to your follow-ups are detected. This does not apply to the owner of the organization: their replies still arrive through Pipedrive. Your inbox is read only while you are a member of the organization; once you are removed, Vita-Drive.Ai no longer reads it.

  • Every two minutes, new emails in the inbox are retrieved, at first only sender, subject, time of receipt and technical identifiers.
  • Only if the sender is a contact in a deal with a running follow-up automation does Vita-Drive.Ai load the text of the reply (without the quoted history) and two technical header lines. All other emails are discarded at once, without their text being loaded or anything about them being stored.
  • Other folders and attachments are not read.

No new permission is needed for this; the connection already covers reading emails. How the data is handled is described in Data Protection & AI.

If Microsoft rejects the connection, for example after a password change, Vita-Drive.Ai shows a connection error. Connect Outlook again in that case.

Business Accounts: Approve App for Organization (optional)​

If team members see an "Admin approval required" error when connecting, the owner can pre-approve the app for the entire organization:

  1. On the Outlook page, select Business account
  2. In the info section below the connection card, click Approve app for organization — you will be redirected to Microsoft sign-in
  3. Sign in as an administrator and grant the permissions

This step is only relevant for business accounts and only necessary when team members without admin rights cannot connect.

Disconnecting​

Click Disconnect to remove the connection to your Outlook account. Vita-Drive.Ai will then no longer be able to send emails through your account and no longer reads your inbox.