The Microsoft Outlook integration connects calendar meetings and email metadata to Fostr workflows and recordsets, enabling context-driven automation, visibility, and follow-up. This page provides guidance for identifying and resolving issues related to data syncing between Outlook and Fostr.

Sync Validation and Observability

To verify correct behavior of the Microsoft Outlook integration, Fostr provides several built-in verification methods. Administrators and users can monitor sync health by examining Outlook-derived data within related Recordsets or Actions across the platform.

• Calendar meetings appear as structured objects in Recordsets once processed, containing metadata such as meeting title, timestamps, organizers, and participant lists.
• Email signals surface in metadata-linked threads or workflow triggers associated with Records and follow-up tasks.
• Users may also engage directly with Fostr AI to request summaries of recent Outlook-based meetings or email exchanges. If data has synced correctly, the assistant will respond with structured summaries, timestamps, and contextual tags derived from the communication.

Fostr’s system fetches Outlook data passively on a 30-minute interval. Ingested content is accessible via internal structures that respect organizational roles, visibility, and directory-based permissions. Sync jobs run automatically and are continuously monitored through backend process logs.

Known Issues and Integration Constraints

While the Outlook integration supports most standard email and scheduling workflows, several limitations and common troubleshooting scenarios should be considered:

• Nuanced summaries may be incomplete: Highly detailed or complex conversations, especially email chains covering unrelated topics, can reduce the precision of summary generation or AI tagging.
• Meeting inclusion requires organizational ownership: Only calendar events created and hosted through users within the connected Microsoft 365 tenant are eligible for sync. External or personal calendar events are excluded from processing.
• Private and excluded event types: Fostr does not ingest events marked as private, draft emails, deleted items, or messages stored in folders such as Spam, Clutter, or Archive. These are deliberately omitted to ensure relevance and reduce false signal.
• Delayed indexing from Microsoft Graph API: Some metadata may appear with a short lag if Microsoft’s systems delay indexing of recently modified calendar events or emails. This is particularly relevant when meetings are rescheduled or updated shortly before the start time.
• Recurring meetings behavior: Recurrence patterns are detected and supported, but individual instances may sync with a delay if the recurrence rule is altered close to the occurrence window.

To improve sync fidelity, users are encouraged to:

• Use consistent naming conventions for high-value meetings
• Clearly define topics and objectives in the meeting description or agenda field
• Limit ambiguity across forwarded or multi-threaded email chains

Fostr will continue to evolve sync accuracy and coverage to support increasingly complex Outlook-based workflows across enterprise tenants.