Connect a Microsoft 365 mailbox

Zamilo reads a Microsoft 365 mailbox as the person who signs in to it. You sign in on Microsoft's own page, so no password is typed into Zamilo. You can connect your own mailbox, or a shared mailbox such as info@ that you can already open in Outlook.

Before you start

• Your Zamilo role must allow Manage mailboxes, reply templates and saved views for everyone. Out of the box, only the Administrator role has it. See Inviting your team and choosing roles.
• A Microsoft 365 work or school account with an Exchange Online mailbox.
• For a shared mailbox, the account you sign in with must be able to open it in Outlook (Full Access). To send replies from it, the account also needs permission to send as, or on behalf of, the mailbox. Your Microsoft 365 administrator sets both.

Connect the mailbox

1. Sign in to Zamilo at https://app.zamilo.io. Open Settings (in the menu on the left, under System), then Mailboxes.
2. Press Connect a Microsoft 365 Mailbox. Microsoft's sign-in page opens.
3. Sign in as yourself, or as any account that can open the shared mailbox. Microsoft lists the permissions Zamilo asks for. Press Accept.
4. Back in Zamilo, the page Connect a Microsoft 365 mailbox shows who you signed in as. In Mailbox address, keep your own address, or type the shared mailbox's address, such as info@ or orders@.
5. Optionally fill in Short name (the inbox's label for it; blank uses the part before the @) and choose a Business.
6. Press Connect This Mailbox. Zamilo reads the mailbox once to check that the account can open it, then shows "address is connected. Its mail arrives with the next sync."

If Zamilo says the account cannot open that mailbox, check the address and the account's access; new Microsoft 365 permissions can take a while to apply. Each sign-in connects one mailbox.

What Microsoft asks you to allow

Microsoft words each permission its own way. This is what each is for.

Permission	Why Zamilo needs it
User.Read	To know who signed in, shown as "Signed in as".
offline_access	To keep syncing after you close the browser.
Mail.ReadWrite	To read your mail, mark it read or unread, move it to Archive, and prepare replies.
Mail.Send	To send the replies someone writes in Zamilo and sends.
Mail.ReadWrite.Shared	The same, in shared mailboxes you can open.
Mail.Send.Shared	To send from a shared mailbox you are allowed to send from.

Zamilo sends mail only when someone presses Send, or for an automatic customer message (such as a shipping notice) that your company has switched on; those are all off until someone switches them on. It can reach only the mailboxes the signed-in account can already open.

When an administrator must approve Zamilo first

Many organizations do not let staff approve apps themselves. Microsoft then says admin approval is needed. A Microsoft 365 administrator who can grant consent (for example a Global Administrator or Cloud Application Administrator) approves Zamilo once for the whole organization, in one of these ways:

• Through Microsoft's request. If your organization has the admin consent workflow turned on, press Request approval on Microsoft's page. The administrator approves it in the Microsoft Entra admin center under Entra ID → Enterprise apps → Admin consent requests. Then press Connect a Microsoft 365 Mailbox again.
• On the consent page. A Zamilo administrator presses Connect a Microsoft 365 Mailbox, and the Microsoft 365 administrator signs in on Microsoft's page, ticks Consent on behalf of your organization and presses Accept. Back in Zamilo, connect a mailbox or press Cancel.
• In the Entra admin center. Once Zamilo is listed under Enterprise apps → All applications, the administrator can open it, select Permissions and press Grant admin consent.

See Microsoft's guide, Grant tenant-wide admin consent. Approval does not open every mailbox: each person still connects only mailboxes they can open.

What Zamilo syncs

• Folders: Inbox, Sent Items and Archive. The first sync brings in recent mail (by default the last 90 days); then Zamilo checks every couple of minutes. Sync now (circular arrows) on the Mailboxes page checks at once.
• Read state goes both ways: reading a message in Outlook marks it read in Zamilo, and the reverse.
• Archive: archiving in Zamilo moves the message to the mailbox's Archive folder in Outlook.
• Sent mail: replies go out from the mailbox itself, in the same thread, and land in its Sent Items.

Drafts are not brought in. Mail deleted in Outlook stays in Zamilo.

Sign in again

Microsoft can stop accepting a connection, for example when an administrator ends the person's sessions, removes Zamilo's access or disables the account; depending on your settings, a password change can too. Zamilo then stops syncing that mailbox, keeps its messages, and shows Needs signing in again.

1. Open Settings → Mailboxes.
2. Press Sign In Again on the mailbox's row.
3. Sign in as anyone who can open the mailbox. It does not have to be the same person as before.
4. Zamilo checks the mailbox and shows "name is signed in again." Mail syncs again from the next check.

Disconnect a mailbox

On Settings → Mailboxes, press Remove (the bin icon) on the mailbox's row and confirm. Zamilo deletes the connection it kept and stops syncing. Messages already brought in stay in Zamilo, filed under the mailbox's short name; nothing in the mailbox itself changes. To stop for a while instead, press the pause button (the crossed-out eye).

Removing a mailbox does not notify Microsoft. An administrator can revoke Zamilo's permissions in the Entra admin center under Enterprise apps → All applications; see Review permissions granted to enterprise applications.