Outlook crawl restrictions

• Greenlist restrictions permit crawling only for the specified content.
• Redlist restrictions prohibit crawling for the specified content.

Restriction Type	Greenlist	Redlist	Details
Time-based Restrictions	✅	❌	Restrict crawling to include/exclude content created/modified/viewed after a certain date.
Identity-based Restrictions	✅	❌	Restrict crawling to include/exclude content created/modified/viewed by specific users or a specific group (plus public content).
Content-based Restrictions	✅	❌	Restrict crawling to include/exclude specific content, documents, messages, or objects.

Supported restrictions

Restriction	Greenlist	Redlist	Details
Domain	✅	❌	Restrict indexing of emails to only messages from or to specific domains.
Entra ID Group	✅	❌	Restrict access to only users in a specific Azure AD group (Product Access Group).
Message lookback window	✅	❌	Limit the lookback period for emails that are indexed, specified in days. Only emails within this window will be indexed.

Limitations

• Cannot be applied in the Admin UI.
• Domains must be specified as a list, for example example.com and contoso.com.

• The Object ID of the AD group must be provided, not the group name (for example, 7c77a355-c78c-6362-a195-d2428d285107).
• Users outside the group will not be able to search Outlook content in Glean, even if their mailbox is otherwise accessible.

• Cannot be applied in the Admin UI.

Apply restrictions

Method	Supported	Details
Admin UI	✅	Restrictions can be applied in the Admin UI under the connector settings.
Glean Support	✅	Restrictions can be applied by Glean support on request.

note

When contacting Glean Support to apply these restrictions, use the following config keys:

• Domain: crawl.allowedDomains
• Message lookback window: crawl.messagesLookbackWindow