How to Add AI-Powered Email Automation to Outlook 365 in Just Three Steps

At Inaza, our technology is built to solve real-world problems for insurers—efficiently, intelligently, and with as little disruption as possible. Leading that charge is Conor McDonald, our Head of Technology. With deep expertise in enterprise system integration and AI deployment, Conor and his team have architected the solutions that power everything from our claims automation tools to real-time risk intelligence. In this blog, he shares how our email automation integrates seamlessly with Outlook 365—no custom builds, no complexity, just results.

If you're an insurer still forwarding emails manually or relying on inbox rules that break when someone sneezes near them, it’s time to rethink how your Outlook 365, and in fact your entire Microsoft 365, setup works. At Inaza, we’ve built an AI-driven email automation solution that plugs directly into insurers’ existing workflows—with minimal disruption and zero need for a months-long IT project. Whether it's claims triage, customer service, or automated follow-ups, our system lets Outlook do more than just sit there collecting mail. While Inaza’s solutions can be effortlessly integrated into every feature of Microsoft 365, this post will focus on how we integrate with Outlook 365 in three simple steps—without custom code, infrastructure overhauls, or the usual integration headaches insurers have unfortunately come to expect when adding new systems or tools to their workflows.

Why Email Automation for Outlook 365?

Insurers are increasingly looking for intelligent workflow automation—but often hit a wall when trying to integrate new tools into Microsoft ecosystems. We designed our solution to work with Outlook 365, not around it. That means secure integration, native functionality, and no learning curve for your teams. If you’ve ever searched:

• "how to automate emails in Outlook 365 for insurance"
  
  
• "email triggers for claims follow-up"
  
  
• “How to find emails that haven’t been replied to in X days”
  
  
• "AI Outlook 365 integration"
  
  
• "automated Outlook replies for insurers"
  

…you’re exactly who this post is for.

The 3-Step Integration Process

Step 1: Create a Dedicated Automation User
You (or your IT team) set up a specific user account in your Microsoft 365 environment. Something like inaza-automation@yourcompany.com. This user is the one that will send emails, scan inboxes, and trigger automated actions. Keeping it isolated from your core accounts means tighter controls and better visibility.

Step 2: Assign Permissions
This account needs explicit permissions—nothing outside the ordinary, but enough to do the job. Azure's sophisticated access management tools give you full control over what can be accessed and under what conditions. Typically, that includes:

• Mail.ReadWrite – so the system can monitor and respond to incoming messages
  
  
• Mail.Send – for sending alerts, updates, or confirmations
  
  
• Calendars.ReadWrite – to log events like claims deadlines or follow-ups
  

Your admin grants these via Microsoft Graph API or through the Azure portal. If you're already using Office 365 enterprise tools, this should be familiar territory. 

Step 3: Provide Access Credentials
Once the user is in place and permissions are granted, we’ll need a few secure details—mainly the client secret (think of it like a specialized API key), tenant ID, and directory info. We use a secure internal tool to authenticate as that user—no shared passwords, no middleman. From there, we can trigger AI workflows: reply to customer queries, auto-assign claims, flag potential fraud, or even create follow-up tasks.

What Happens Next?

Once integrated, the automation begins instantly:

• Triage claims by intelligently tagging and routing emails
  
  
• Send tailored responses in seconds, not hours
  
  
• Auto-create calendar entries for follow-ups or deadlines
  
  
• Trigger next-step actions based on the email’s contents and metadata

It’s like having an extra team member who never misses a message—and works at the speed of AI.

Built for Insurers, Without the Bloat

Inaza's AI-driven email automation solution is specifically designed to address the unique challenges faced by insurers, seamlessly integrating with Outlook 365 to enhance efficiency across the insurance lifecycle. By automating email triage, data extraction, and response generation, Inaza transforms traditional email management into a streamlined, intelligent process.

Key Features of Inaza's Email Automation Solution:

• Sales & Quotes: Instantly processes quote requests, extracts key details, and generates accurate quotes while automating follow-ups to reduce drop-offs.
  
  
• New Business: Categorizes applications, verifies documents, and flags missing information—streamlining underwriting while reducing premium leakage.
  
  
• Endorsements: Processes policy changes instantly, with AI detecting requests, extracting data, and triggering updates. Automated follow-ups ensure no details are overlooked.
  
  
• Claims: Automates FNOL intake by consolidating emails, attachments, and reports into structured Claims Packs, enhancing claims management efficiency.
  
  
• Customer Service: Boosts customer satisfaction by handling agent and customer service requests promptly, ensuring timely and accurate responses.
  
  
• Automated Outreach: Sends automated responses and status updates to keep policyholders informed, reducing inquiries and improving service.

By implementing Inaza's solution, insurers can eliminate bottlenecks and delays associated with manual email processing, remove remedial tasks from their teams' workloads, ensure no critical emails are missed, and significantly improve customer service through faster responses and proactive communication. Inaza's email automation is built to integrate effortlessly with existing systems, providing a scalable and adaptable solution that grows with your business needs. This approach not only enhances operational efficiency but also contributes to improved customer satisfaction and retention.

Want to see it in action?

If you're looking to modernize your email workflows without overhauling your entire tech stack, Inaza's Outlook 365 integration is the fastest way to get started. Our team will handle the setup, guide you through best practices, and ensure your automation aligns with your existing operations.

Get in touch today to schedule a demo or speak with one of our experts about how AI-powered email automation can streamline your claims, customer service, and policy operations—from inbox to resolution.