FileMaker and Microsoft Outlook
The integration of FileMaker with Microsoft Outlook enables companies to optimize their business processes by merging data management and communication in a seamless environment. Such a connection brings significant benefits, especially in the automation of email sending, contact management and calendar functionalities. In this report, we look at the various ways in which FileMaker can be connected to Microsoft Outlook and explain the common methods and plugins that help to ensure seamless communication between the two systems.
1. overview of the connection between FileMaker and Outlook
Microsoft Outlook is one of the most widely used email and calendar programs in the world and is often used in conjunction with Microsoft 365 (formerly Office 365). An integration of Outlook with FileMaker makes it possible to control the following functions directly from the FileMaker database:
- E-mail dispatchAutomated or manual sending of e-mails to customers, based on database entries (e.g. invoices, orders).
- Contact managementSynchronization and maintenance of contacts between FileMaker and Outlook.
- Calendar integrationCreation and management of appointments, meetings or reminders in Outlook directly from FileMaker.
2. possibilities of integrating FileMaker with Microsoft Outlook
There are various methods and tools for connecting FileMaker with Outlook. These range from native FileMaker functions to plugins and APIs. The most common options are
- FileMaker scripts for sending e-mails via Outlook
- Outlook-specific FileMaker plug-ins
- Use of Microsoft Graph API (cloud-based)
- Connection via automation tools such as Zapier or Integromat (Make)
2.1 FileMaker scripts for sending e-mails via Outlook
One of the easiest and most native ways to connect FileMaker with Outlook is to use FileMaker scripts to control the sending of emails via Outlook.
Native e-mail functions: FileMaker offers the option of sending e-mails directly from the database. To do this, use the script command Send e-mail. In the configuration, you can select Outlook as the default mail client, allowing FileMaker to access Outlook directly.
Example script:
Send e-mail [ Send via e-mail client; To: Customers::E-Mail; Subject: "Your invoice"; Message: "Dear customer, please find enclosed your current invoice."; Attachment: Invoices::PDF; ]
This script sends an e-mail to the e-mail address saved in the customer field, sets a predefined subject and adds the corresponding invoice as an attachment. Outlook is opened as an email client and the user can check and change the email before it is sent.
AdvantagesThis method is easy to implement, requires no additional plugins and uses the Outlook client that is already installed. It is ideal for small automations.
RestrictionsThe native solution is relatively limited as it does not support advanced features such as calendar management or complex automations (e.g. email chains, automated reply emails). It also requires manual confirmation by the user.
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2.2 Outlook-specific FileMaker plug-ins
A more far-reaching and professional option for integrating FileMaker and Outlook is the use of plugins. These offer greater flexibility and significantly extend the native functionality of FileMaker. There are several plugins that have been developed specifically for connecting FileMaker with Outlook.
Example: 360Works Email Plugin
The 360Works Email Plugin is a powerful tool that extends email functionality directly in FileMaker. In addition to sending and receiving emails, the plugin also supports integration with Outlook to synchronize contacts, calendars and extended email functions.
Main functions:
Sending and receiving emails via Outlook: The plugin makes it possible to send e-mails directly via Outlook and to import received e-mails into FileMaker.
Contact synchronizationSynchronize your FileMaker contacts with the contacts in Outlook.
Calendar functionsCreate, edit and delete appointments in Outlook directly from FileMaker.
Advantages: No need for cloud-based solutions as the plugin is installed locally on the FileMaker server and client. Extensive functionality, including support for file attachments, calendar entries and contact management.
RestrictionsThe use of plugins requires installation on each client, which can cause administrative work in larger companies. In addition, plugins are subject to a charge and must be licensed.
Other popular pluginsIn addition to the 360Works plugin, there are other options such as Dacons MailIt or BaseElements Plugin, which also enable integration with Outlook and offer extended e-mail and calendar options. In the gFM-Business ERP software, the MailIt plugin from Dacons is used as the basis for the integrated e-mail client.
2.3 Use of the Microsoft Graph API (cloud-based)
The Microsoft Graph API can be used for a modern and cloud-based solution. This API enables communication with Microsoft 365 services, including Outlook, at a very detailed and flexible level.
Advantages of the Graph API:
- Cloud-based solution: This solution does not require any local installations or plugins as it communicates directly with the Microsoft 365 cloud.
- Comprehensive functions: With the Graph API you have access to all Outlook functions, including e-mail, contacts, calendar and tasks.
- Automation options: You can create complex workflows that, for example, automatically send emails based on database entries, create calendar appointments or synchronize contact information.
Example:
FileMaker can address web services such as the Graph API via Insert from URL and cURL commands in order to send emails, create appointments or synchronize contacts. API keys and OAuth authentication mechanisms must be implemented for this.
RestrictionsSetting up the Microsoft Graph API requires technical know-how in terms of API calls, authentication mechanisms and working with JSON. It is a good option for companies that are already heavily integrated into the Microsoft 365 cloud, but may be too complex for smaller teams.
2.4 Connection via automation tools such as Zapier or Integromat (Make)
Another way to connect FileMaker and Outlook is to use automation platforms such as Zapier or Integromat (Make). These services make it possible to create workflows between different apps without having to program them yourself.
Example:
You could set up a workflow in Zapier that automatically sends an email in Outlook when a new record is created in FileMaker. To do this, you would have to connect FileMaker and Outlook to Zapier via webhooks.
Advantages: Ease of use: No programming skills required as workflows are created via a visual interface. Flexibility: Automate a variety of tasks, including emailing, calendar synchronization and contact maintenance.
RestrictionsThese solutions are generally subscription-based and can become cost-intensive if used extensively. In addition, the use of Zapier or Make is cloud-based, which could pose a problem for companies that need to work locally for security reasons.
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3. use Microsoft Graph API for e-mail, appointments and contacts
The Microsoft Graph API makes it possible to access data and services in the Microsoft 365 cloud, including emails, calendars, contacts and more. You can integrate FileMaker with the Microsoft Graph API to send emails, create appointments or synchronize contacts.
This guide shows you how to use the Microsoft Graph API with FileMaker by sending API requests via cURL. You will also receive a sample script for sending emails and creating calendar entries.
Prerequisites:
- Microsoft 365 account with appropriate authorization for access to Microsoft Graph API.
- Azure AD App registrationto obtain access tokens for authentication.
- FileMaker Pro and basic knowledge of JSON and cURL.
- OAuth 2.0 knowledge for authentication.
Step 1: App registration in Azure AD
To use the Microsoft Graph API, you must register an app in Azure Active Directory (AD). This will provide you with the Client ID, Tenant ID and Client Secret required for authentication.
- Log in to the Azure portal and navigate to Azure Active Directory.
- Go to App registrations and click on New registration.
- Give the app a name and select account types that can access the API.
- Under Redirect URI you can add a dummy URL (e.g. https://localhost).
- After registration, make a note of the application ID (client ID) and the directory ID (tenant ID).
- Go to Certificates & Secrets and create a new client secret. Save the value of the client secret.
Step 2: Generate OAuth 2.0 token
You need an OAuth 2.0 access token to authenticate API calls to Microsoft Graph. Use the following API endpoint to generate a token:
POST https://login.microsoftonline.com/{tenant-id}/oauth2/v2.0/token
The body parameters must look like this:
client_id=YOUR_CLIENT_ID
scope=https://graph.microsoft.com/.default
client_secret=YOUR_CLIENT_SECRET
grant_type=client_credentials
This POST request gives you an access token that you can use in your cURL requests.
Step 3: Sending an email with FileMaker and Microsoft Graph API
FileMaker script to retrieve the token
First you must retrieve the token and save it in a FileMaker variable.
Set variable [$url; value: "https://login.microsoftonline.com/YOUR_TENANT_ID/oauth2/v2.0/token"]
Set variable [$body; value: "client_id=YOUR_CLIENT_ID&scope=https://graph.microsoft.com/.default&client_secret=YOUR_CLIENT_SECRET&grant_type=client_credentials"]
Insert from URL [Selection; Dialog: Off; Target: $response; $url; cURL options: "-X POST -H 'Content-Type: application/x-www-form-urlencoded' -d " & $body]
Set variable [$access_token; Value: JSONGetElement($response; "access_token")]
FileMaker script for sending an e-mail
After receiving the access token, you can send an e-mail using the Microsoft Graph API.
Set variable [$url; value: "https://graph.microsoft.com/v1.0/me/sendMail"]
Set variable [$email_body; Value:
"{
'message': {
'subject': 'Test e-mail from FileMaker',
'body': {
'contentType': 'Text',
'content': 'This is an email sent from FileMaker using the Microsoft Graph API.
},
toRecipients': [
{
'emailAddress': {
'address': 'empfaenger@example.com'
}
}
]
},
'saveToSentItems': 'true'
}"]
Insert from URL [Selection; Dialog: Off; Target: $url;
cURL options: "-X POST -H 'Authorization: Bearer " & $access_token & "' -H 'Content-Type: application/json' -d " & $email_body]
This script uses FileMaker's paste-from-URL script to send a POST request to the Microsoft Graph API and send an email.
Example script for creating a calendar entry
The following script creates a new appointment in the calendar of the logged-in user.
Set variable [$url; value: "https://graph.microsoft.com/v1.0/me/events"]
Set variable [$event_body; Value:
"{
'subject': 'Meeting with FileMaker API',
'body': {
'contentType': 'HTML',
'content': 'Discussion on the integration of FileMaker with Microsoft Graph API.
},
'start': {
'dateTime': '2023-09-01T10:00:00',
timeZone': 'Pacific Standard Time'
},
'end': {
'dateTime': '2023-09-01T11:00:00',
timeZone': 'Pacific Standard Time'
},
'attendees': [
{
'emailAddress': {
'address': 'teilnehmer@example.com'
},
'type': 'required'
}
]
}"]
Insert from URL [Selection; Dialog: Off; Target: $url;
cURL options: "-X POST -H 'Authorization: Bearer " & $access_token & "' -H 'Content-Type: application/json' -d " & $event_body]
This script creates a calendar entry for a meeting in the user's calendar. You can adjust the date, time and participants as required.
Example script for synchronizing contacts
This script shows how a contact in Microsoft 365 can be synchronized with FileMaker.
Set variable [$url; value: "https://graph.microsoft.com/v1.0/me/contacts"]
Set variable [$contact_body; Value:
"{
'givenName': 'Max',
'surname': 'Mustermann',
'emailAddresses': [
{
'address': 'max.mustermann@example.com',
'name': 'Max Mustermann'
}
],
businessPhones': [
'+49 123 456789'
]
}"]
Insert from URL [Selection; Dialog: Off; Target: $url;
cURL options: "-X POST -H 'Authorization: Bearer " & $access_token & "' -H 'Content-Type: application/json' -d " & $contact_body]
This script adds a new contact with first name, last name, email and phone number to the user's Microsoft 365 account.
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4. frequently asked questions about FileMaker and Microsoft Outlook
- How can I connect FileMaker with Microsoft Outlook?
- You can connect FileMaker to Microsoft Outlook via the Microsoft Graph API or ODBC drivers. This allows you to access emails, contacts and calendar entries directly from FileMaker.
- What data can I synchronize between FileMaker and Outlook?
- You can synchronize emails, contacts, calendar entries and tasks. This data can be imported from Outlook into FileMaker or written from FileMaker into Outlook.
- Which authentication method does the Microsoft Graph API for Outlook use?
- The Microsoft Graph API uses OAuth 2.0. To establish a connection, you must register an application in Azure Active Directory and obtain an access token with the client ID and client secret.
- Can I import e-mails from Outlook into FileMaker?
- Yes, you can send a GET request via the Microsoft Graph API to retrieve email data from Outlook and store it in FileMaker. This allows you to manage emails within the FileMaker database.
- How can I send e-mails directly from FileMaker with Microsoft Outlook?
- You can send a POST request to the Microsoft Graph API to send emails directly from FileMaker via Outlook. You can transmit the email data such as recipient, subject and message in JSON format.
- Can I import Outlook contacts into FileMaker?
- Yes, you can import Outlook contacts into FileMaker via the Microsoft Graph API. A GET request to the contacts endpoint makes it possible to get the contact data and save it in FileMaker.
- How do I integrate the Outlook calendar into FileMaker?
- You can retrieve calendar data via the Microsoft Graph API by making a GET request to the calendar endpoint. The calendar entries can then be displayed or edited in FileMaker.
- How do I deal with API limits when connecting FileMaker and Outlook?
- The Microsoft Graph API has API limits that restrict the number of requests per time unit. Make sure that your scripts only send necessary API calls and that you implement error handling to respond to API limits.
- What are the advantages of integrating FileMaker with Outlook?
- The integration makes it possible to manage emails, contacts and calendars centrally in FileMaker. This saves time and reduces the need for separate systems, making workflows more efficient.
- Are there alternatives to the Microsoft Graph API for sending emails in FileMaker?
- Yes, you can also send emails directly from FileMaker via SMTP without using Outlook. To do this, use the "Send to email recipient" command in FileMaker, which uses the system's integrated email options.
- What is the 360Works Email Plugin and how can it be used to send emails in FileMaker?
- The 360Works Email Plugin is a plug-in for FileMaker that offers extended email functions. It allows you to send emails via SMTP, retrieve emails via IMAP and supports attachments, HTML emails and much more.
- What advantages does the 360Works Email Plugin offer compared to the integrated email function of FileMaker?
- The 360Works Email Plugin offers more flexibility and advanced features such as IMAP access to retrieve emails, support for HTML emails, attaching multiple files and detailed error logging. It is ideal for more demanding email requirements.
- Can I use the 360Works Email Plugin to send mass emails?
- Yes, the 360Works Email Plugin is great for sending mass emails. You can create scripts in FileMaker that send personalized emails to a large number of recipients and automate the sending process.
- Can I manage emails from different accounts with the 360Works Email Plugin?
- Yes, the plugin supports the management of multiple email accounts. You can configure different SMTP servers and IMAP settings to send or retrieve emails from different accounts.
- Is the integration of FileMaker with Outlook or an e-mail plug-in difficult?
- Integration via the Microsoft Graph API or the 360Works Email Plugin requires knowledge of API communication and FileMaker scripting, but is easy to implement with the documentation provided. Both solutions offer powerful options for efficiently integrating email traffic into FileMaker.
5. summary
The integration of FileMaker with Microsoft Outlook offers a variety of possibilities to make business processes more efficient and increase user-friendliness. Depending on the specific requirements and technical infrastructure of your company, you can choose from various methods to establish a connection between the two systems:
- For simple e-mail integration, the native "Send Mail" function in FileMaker is often sufficient.
- For more complex requirements and comprehensive functions, plugins such as the 360Works Email Plugin are an excellent choice.
- For modern, cloud-based solutions, the Microsoft Graph API offers maximum flexibility and access to the entire Microsoft 365 ecosystem.
- Automation platforms such as Zapier or Make are suitable for users who want to create quick, visual workflows without having to delve deeply into programming.
The choice of the right method ultimately depends on the specific requirements and technical capabilities of your company, as well as which Outlook functions you want to integrate into your FileMaker solution.
With the Microsoft Graph API, you can integrate FileMaker and gFM Business ERP software with Microsoft 365 services to send emails, create calendar entries and synchronize contacts. These examples show the basics of working with the Microsoft Graph API and FileMaker, using the cURL commands to send API requests and process the JSON data received. A solid setup of OAuth 2.0 for authentication and good error handling is crucial to ensure smooth integrations.
