Quick start · for everyone
Just your own mailbox — two minutes, one sign-in
Overview
CaseLoop reads your Outlook so it can find referrals, credential notices and attachments later, and send and file mail when you use those features. Mail is processed on your own computer and is never uploaded to CaseLoop.
You are in the right place if you want CaseLoop to read your own Outlook mailbox. There is nothing to register and nothing to configure — you sign in and you are done.
If you are setting mail up for your whole practice at once, so that nobody has to connect anything, that is a different and much larger job — see Connect every Outlook mailbox in your agency.
| Just my Outlook — you are here | Every mailbox in the agency | |
|---|---|---|
| What CaseLoop reads | Only your own mailbox | Every mailbox on the tenant |
| Who does the setup | You, right now | A Microsoft 365 administrator |
| How long it takes | About two minutes | About fifteen minutes |
| What you have to supply | Nothing — you just sign in | A tenant ID, a client ID and a client secret from an app you register |
| What your staff then do | Each person connects their own mailbox | Nothing at all |
| Sending and filing mail | Yes — as you, from your mailbox | No. This grant is read-only |
| The guide | This one | Connect every Outlook mailbox in your agency |
If your agency has already set mail up centrally, you may open the Email page and find your mail simply there, with nothing to do. That is expected — your administrator connected it for everyone.
Steps
Click Email in the sidebar. If no mailbox is connected yet, the page asks “Which mailbox should CaseLoop read?”
Pick Outlook — that is the one for Outlook or Microsoft 365.
If your work mail is actually Gmail or Google Workspace, you want Connect your Gmail instead. If you are not sure, look at the address you sign in with, or ask whoever set up your email.
Then that is the one your agency is set up for. The list comes from your agency’s configuration, not from your computer.
The card lists it before you sign in, and the consent screen Microsoft shows next is the authoritative version of the same list.
| Read | the mail in your mailbox |
| Change | file it, label it, mark it read |
| Send | mail from your mailbox |
| Identify | your name and email address |
| Stay connected | so mail keeps syncing |
All of these are scoped to your mailbox — reading your mail, sending as you. None of them reaches anybody else’s.
The button reads Connect Outlook. A sign-in window opens — this is Microsoft’s own window, not CaseLoop’s. Sign in with your work mailbox and accept the permissions.
Come back to CaseLoop. It says Setting up your mail and starts pulling your mail down.
The first sync is the slow one — it is fetching your history. You do not have to sit and watch it: once there is enough mail to be useful the page hands you straight to your inbox, and the rest keeps arriving behind you.
Everything it pulls down is stored on this computer. Nothing goes to CaseLoop’s servers.
Afterwards
Under the Email page’s settings, on the Mailbox tab, Connect another mailbox adds one alongside the first — including one on the other provider. Mail from both appears in the same lists, and each message keeps its own account so you can filter by it.
Remove a mailbox from the same Mailbox tab. You can also revoke CaseLoop from outside the app entirely, in your Microsoft account security settings. Revoking there stops the sync immediately.
If you connect a personal account rather than your work mailbox, CaseLoop labels it in the app as outside your organisation’s BAA, under that mailbox. Connect your work mailbox for anything involving a family’s information.
Troubleshooting
| What you see | What to do |
|---|---|
| “This needs an administrator’s approval.” | Your Microsoft 365 tenant does not let people approve third-party apps for themselves. Ask whoever manages it to approve CaseLoop — that is one approval for the whole tenant, not an app registration and not a secret. Once they have done it, everybody else just signs in. |
| “That account cannot be used here.” | Sign in with your work mailbox instead of a personal Microsoft account. |
| “That account was not found.” | Check the address and sign in again — a typo in the address is the usual cause. |
| “Your organisation asked for extra verification.” | Complete the verification Microsoft is asking for — usually a second factor — and try again. |
| “You have not approved access yet.” | Sign in again and accept the permissions. The window was closed or dismissed before the last step. |
| “The connection to this mailbox has expired.” | Sign in again to reconnect it. Nothing has been lost; the mail already on this machine stays where it is. |
| “This copy of CaseLoop is not set up for sign-in yet.” | Nothing you can change will fix this one — it is a configuration on our side or your agency’s. Send us a note and we will sort it out. |
| The sign-in window opened and nothing happened. | Close it and press Connect again. If it keeps happening, restart CaseLoop first — the window is handed to your browser and can lose track of the app across a sleep. |
| Your work mail is actually Gmail. | Different sign-in, same two minutes — see Connect your Gmail. |
Next, see what the mail page actually does for you — filing, tagging, finding a thread six months old in a second: Email, day to day.