Microsoft Outlook provides calendared meeting metadata, participant context, and email signals that power downstream actions in Fostr. Once connected, the Outlook integration enables ingestion of structured context from mail and calendar activity, including meeting schedules, invite metadata, and collaboration patterns. This page outlines what Outlook data is ingested, how it is refreshed and updated, and where system-level limitations or scope constraints may apply.

Data Refresh, Frequency, and Sync Timing

The Microsoft Outlook integration with Fostr is designed for continuous, passive syncing of organizational email signals and calendared meeting activity. Data is refreshed every 30 minutes through automated background sync processes.

The refresh interval is standardized across all tenants using the Outlook integration and cannot be customized per tenant. All updates are system-initiated, requiring no manual action from users to maintain sync continuity.

Each refresh cycle includes a lookback window to detect new or updated content that may have been created outside immediate polling intervals. This ensures that changes or data delays from Microsoft Graph are accounted for without data loss.

While the sync window is consistent, users may occasionally encounter slight data lags due to latency in Microsoft’s Graph API indexing. This can particularly affect recently edited or newly scheduled events, which may appear with a short delay inside Fostr.

Data Coverage and Historical Access

Upon initial activation, the Outlook integration retrieves data from the prior 30-day period. This process establishes sufficient baseline context across communications and meetings to support Fostr workflows.

The integration employs a rolling lookback strategy within each sync cycle. This technique reviews recent time windows to identify any missed records from earlier cycles that may have been affected by delivery timing or indexing delays.

Fostr syncs high-value entities from Outlook and intentionally excludes low-signal or privacy-sensitive records. Excluded content types include:

• Personal calendar entries marked as private
• Draft emails and autosaved message versions
• Emails located in folders such as Spam, Archive, or Clutter
• Deleted messages or canceled calendar events
• Direct message threads or conversations stored outside the Outlook email framework

The system prioritizes meetings and emails with strong contextual relevance for decision tracking, action prompting, and structured collaboration history.

Data Scope and Granularity

The integration brings structured Outlook data into the Fostr platform in a format optimized for search, filtering, and workflow activation. The following data types are captured:

• Calendar event metadata, including meeting title, organizer, timestamps, recurrence patterns, and attendee lists
• Email metadata from sent and inbox folders, such as sender, recipients, subject line, and thread identifiers
• Organizational contact references and user profiles derived from directory data
• Email message summaries and meeting agenda snapshots (when available)

Each type of data is aligned to Fostr’s data model, allowing it to map directly into Actions, Records, and context flows.