Using Outlook with SoterAI

What SoterAI can access

Once connected, SoterAI has read-only access to:

• Emails in your Outlook inbox and folders
• Email metadata: sender, recipient, subject, date, and attachments list
• Email body content
• Email threads and reply chains
• Calendar events (if using Outlook calendar via the same Microsoft account)

Access: SoterAI can read, search, and create email drafts in your Outlook account. It cannot send, reply to, forward, delete, or move any emails.

What SoterAI cannot do

• Cannot send, reply to, or forward emails
• Cannot edit or delete existing drafts
• Cannot move, flag, or organise emails into folders
• Cannot access email accounts other than the one you connect
• Cannot manage Outlook rules, signatures, or settings

How to connect Outlook

1. In the SoterAI chat bar, click the puzzle piece icon
2. In the Connectors panel, find Outlook and click Connect
3. An authorisation link will appear — click it
4. Sign in to your Microsoft account in the browser window that opens
5. Grant SoterAI read access when prompted
6. Return to SoterAI — Outlook now shows as Connected

Your connection is persistent — you won't need to reconnect each session. If your connection expires, SoterAI will prompt you to reconnect.

What you can ask SoterAI

Once connected, just ask naturally in any chat or workflow:

Finding emails

• “Find any emails about the upcoming safety inspection”
• “Show me recent emails from our contractor about the risk assessment”
• “Have I received any emails from the HSE regulator this month?”

Reading and summarising

• “Summarise the email thread about the site incident last week”
• “What actions were agreed in the last email from the safety team?”
• “List the key points from the latest email about the permit to work process”

Drafting emails

• “Draft an email to the HSE team summarising the findings from today's inspection”
• “Create a draft reply to the contractor's last email about the permit to work”
• “Show me my current Outlook drafts”
• “List any drafts I have saved in Outlook”

Using in workflows

• “Use the incident details from the Outlook email to create a safety record”
• “Pull the contractor briefing from the email and turn it into a toolbox talk outline”

Use cases

Incident email processing

When incident reports arrive by email, ask SoterAI to extract the key details and use them to populate a record in Records Management — turning an email into structured, searchable data without manual re-entry.

Contractor communication tracking

Before a site visit, ask SoterAI to search your Outlook inbox for recent emails from a specific contractor and summarise their outstanding commitments, safety queries, and agreed actions.

Regulatory correspondence management

Ask SoterAI to find and summarise emails from regulatory bodies, giving you a clear picture of outstanding compliance obligations without reading through each email individually.

Troubleshooting

My Outlook connection expired

Ask SoterAI “Reconnect to Outlook” and follow the authorisation link it provides.

SoterAI can't find an email I know exists

Check that the email is in your connected Outlook account and not in a sub-folder SoterAI may not be searching. Try specifying the sender or subject: “Find an email from [sender] about [topic]”.

SoterAI can read the email but can't access the attachment

SoterAI can see that an attachment exists but cannot read all attachment types. For documents you need SoterAI to analyse, save them to OneDrive or SharePoint and use those connectors to access the content.