How to Extract Information from Exchange

email automation cartoon

One of the great benefits of the Automate Microsoft Exchange Action is its ability to work in two directions:  1) you can create messages, appointments, tasks, and contacts and 2) you can get, modify or delete messages, appointments, tasks, and contacts from the Exchange Server.  In a previous tutorial, I showed you how to automate creating and sending email notification and SMS text messages, but now let us look at extracting email messages from Exchange with the Get Email and Exchange Actions.

In this tutorial, we will start with the Get Email Action, which will extract a message by setting up a dataset and applying filters for location identification. We will then extract an appointment from Microsoft Exchange, also using filters and datasets, which eliminates the need to interact with Microsoft Outlook. 

Things to note:

  • The Get Email Action is very useful. It has Get Message(s) and Header functionality as well as Delete Message(s) capabilities. 
  • A dataset is used in the example to assign values to the email object components for identifying returned information and application integration. 
  • The filters list consists of normal email settings such as To, From, Subject, Body, Attachments, Attributes and/or Dates.  

With the Exchange Action example, you can Create, Get, Modify, Delete and/or Move Exchange objects. This can be done by first selecting the Activity, followed by the Object Type (i.e., email, contact, task or appointment).  However, filtering with the Exchange Action is a little different from filtering with the Get Email Action. 

The Exchange Action has two options for this.  One is a custom filter where you can assign a Property, Operator and Value using object properties in the Exchange database that normally appear in Outlook.  The other is a query filter used to query the same objects utilizing a query format.  However, remember one key component to getting objects is to specify the correct folder. For example, the appointments reside in the Calendar folder. 

All of the Email Actions require setting up the email server by specifying the email protocols and versions, or discovering the email server.  Discoveries may require email login credentials such as the email address, login, and password. 

Keep in mind, that the values returned from the datasets can be used for integration in any other applications, like SQL, SharePoint, Active Directory, etc.  Also, if the emails contain file attachments, the files can be encrypted, zipped and uploaded to an FTP site.


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