The Axya Outlook Integration is a Microsoft Outlook Add-in that lets you link supplier email conversations directly to your RFQs and Purchase Orders. Instead of switching between Outlook and Axya, you can track, match, and manage procurement communications from a sidebar panel inside Outlook.
Key principle: Axya does not have background access to your mailbox. The integration is entirely user-initiated — emails are only synced when you explicitly choose to track a specific conversation.
No additional Azure AD registrations, service accounts, or API configurations are required.
Once the connection is established, a confirmation message will appear in Axya. Your session is maintained automatically -- no need to re-enter the code unless you log out.
Uncheck "Track on Axya" at any time to remove the link between the email thread and the RFQ/PO. Messages already synced remain part of the record since other team members may have acted on them.
When you choose to track an email, the following is extracted from the currently open email only:
| Data | Purpose |
|---|---|
| Sender name and email | Identify the supplier or contact |
| To and CC recipients | Match participants to Axya companies |
| Email subject | Display in the communication thread |
| Email body (plain text) | Store as a message in the RFQ/PO thread |
| Sent date and time | Preserve the original timeline |
| Conversation thread ID | Group related emails together |
| Attachment (first file only) | Upload for centralized document management |
Note: Currently, only the first attachment on the email is synced. If an email has multiple attachments, only the first one is captured and uploaded to Axya.
Email signatures are automatically removed before storage. Only plain text is retained — original HTML formatting is stripped.
The add-in only reads the email you are currently viewing. It does not access:
If you don't interact with the add-in, no data is read or transmitted.
| Security Measure | Details |
|---|---|
| No background access | Axya never connects to your mailbox independently. There is no server-to-server connection between Axya and Microsoft 365. No Microsoft Graph API calls are made — the add-in operates entirely within the Outlook client. |
| User-initiated only | Data is only synced when you explicitly click "Track on Axya." No automatic scanning or polling. |
| Current email only | The add-in reads only the email you are currently viewing using the standard Office.js mailbox API. It does not access your full mailbox. |
| No email sending | Axya cannot compose, send, or modify emails from your account. |
| No Microsoft credentials stored | Authentication uses a one-time code from Axya. Your Microsoft 365 password is never shared with Axya. |
| Measure | Details |
|---|---|
| Encryption in transit | All communication uses HTTPS (TLS 1.2+). No data passes through third-party intermediaries. |
| Encryption at rest | All synced data and attachments are encrypted at rest. |
| Data location | All data is stored exclusively in Canada. |
| Company isolation | Your data is scoped to your company's Axya account. Other customers cannot access it. |
| Role-based access | Only users with a Buyer role can use the integration. Standard Axya permissions apply to synced threads. |
| Audit trail | All synced messages include timestamps and sync source for compliance tracking. |
The one-time code you enter during setup is:
After the initial setup, the add-in maintains your session automatically. The session refreshes in the background before it expires, so you stay connected without re-entering the code. You can revoke access at any time by logging out of the add-in.
The add-in requires only the ReadWriteItem permission — standard for Office Add-ins. This grants read and write access to the currently open email only, not the full mailbox. No Microsoft Graph API permissions are required.
If you experience difficulties connecting your account:
Still stuck? Contact our support team at customerservice@axya.co and we will guide you through it.
Does Axya have access to my entire mailbox?
No. The add-in can only read the email you are currently viewing, and only when you interact with it.
Can Axya read my emails without me knowing?
No. Data is only sent to Axya when you explicitly click "Track on Axya."
Can Axya send emails from my account?
No. The add-in has read access only. It cannot compose, send, or modify emails.
Does Axya store my Microsoft 365 password?
No. Authentication uses a one-time code from your Axya profile. Microsoft credentials are never shared.
Can other Axya customers see my synced emails?
No. All data is isolated to your company account.
What happens if I uninstall the add-in?
The add-in is removed from Outlook. Previously synced messages remain in Axya as part of the RFQ/PO records. No further email data is accessible.
Can I remove synced data?
You can unlink an email thread from an RFQ or PO at any time, which removes the association. Messages that were already synced remain part of the RFQ/PO record (since other team members may have acted on them). For full data deletion requests, contact customerservice@axya.co.
Does Axya use Microsoft Graph API?
No. The add-in uses only the standard Office.js mailbox API, which operates entirely within the Outlook client. No Microsoft Graph API calls or permissions are required.
What about multiple attachments?
Currently, only the first attachment on an email is synced. If you need to share additional files, you can upload them directly in Axya on the linked RFQ or PO.
How does the authentication code work?
The code is unique, bound to your account, and single-use. Once you enter it, a session is established that refreshes automatically. You can revoke access by logging out of the add-in at any time.
What Microsoft 365 license is required?
Any plan that supports Outlook Add-ins: Microsoft 365 Business Basic and above, or Exchange Online.
Where is my data stored?
All Axya infrastructure is hosted exclusively in Canada.