Who is this article for?

Users who want to use the add-in with on desktop or Web.

Access request is required.

The Web add-in is a tool to file messages to existing Mail Manager Microsoft 365 Locations. It can be used as a standalone product on Mac, Windows PC, or Web, and can be used in conjunction with the Classic Outlook application.  This article lists the steps you need to take to enable and use the add-in on desktop and Web.

Microsoft 365 location include SharePoint, OneDrive and Teams based locations.

Note: if you need to file to non-Microsoft 365 locations, then please see this article in addition to following the steps in this article: Using the Web add-in for New Outlook in persistent mode (Preview)

Pre-requisites

To request access to try it out, please raise a ticket with our support teams via the Ideagen Help Portal. When you use the cloud version it talks to our servers to get your shared configuration address.

As such, before you can use it, you need to have your shared configuration folder stored on SharePoint. We then need to know your SharePoint based, shared configuration path. so that we can request this be setup on our backend against your organization and license id.  

1. Setting up the add-in

Before using the add-in, you need to make sure your Mail Manager is set up in a specific way.

To set up the add-in:

1. Administrators must approve the Mail Manager Web Add-In application for the organisation before you can get started.
2. Check supported Location configuration:
   
   • If using the web add-in as a standalone product, Collection and or Auto Discovery files must be stored in the Shared Configuration Folder stored on SharePoint to be recognised as Locations.
   • If using the web add-in to supplement the use of Mail Manager Desktop, ensure that the setting Share locations from your PC is enabled (under Integrations - Microsoft 365) to allow for your locations to populate in the Web Add-in locations list.
     E.g.:

2. Installing the add-in

2.1. Single user

To install the add-in:

1. Open the manifest file.
2. Right-click anywhere on the page.
3. Click Save As.
4. Save the file as .xml file.
5. Follow the instructions to installing custom add-ins.

2.2. Multiple users

Basic steps are outlined below, but are impacted by updates to Microsoft. You can find more information in the official guide to installing add-ins in your organisation.

To deploy an add-in to multiple machines:

1. Open the manifest file.
2. Right-click anywhere on the page.
3. Click Save As.
4. Save the file as .xml file.
5. Go to the Microsoft 365 admin center.
6. Open Settings.
7. Select Integrated apps.
8. Click Upload custom apps.
9. Select Office Add-in from the App type dropdown.
10. Upload the manifest file.
11. Choose who will get the add-in.
    You can assign it to everyone in your organisation or specific users/groups.
12. Click Deploy to complete the process.

3. Configuring add-in

Once installed, you can change the Validate 'File on Send' setting to enable a prompt that will remind a user to select a filing Location before sending if the Location has not been set prior to sending the message.

4. Accessing add-in

The Mail Manager add-in presents as a side pane within Outlook. Upon first installing, users will be able to access the add-in in two scenarios.

When a received message is selected using the three dots.

 When a new message is being composed using the three dots.

5. Using add-in

Mail Manager supports four basic after filing options:

• Move to Filed Items - Creates a Filed Items folder and moves both Sent and Received filed messages to this folder.
• Move to Filed Folders - Creates sub-folders of the filing location beneath the Inbox folder prefixed with *. Both sent and received messages are moved to the sub-folder.
• Delete After Filing - Filed messages are moved to the deleted items folder after filing. Both sent and received messages are moved to the Deleted items folder.
• Append Time to Subject - Filed messages are not moved when filed, but rather receive a Filed Date and Time stamp appended to the subject. Sent items remain in the Sent items folder.

5.1. Filing a new message

5.2. Filing a received message

To file a received message:

1. Select the message.
2. Click the Mail Manager icon.
3. Select File Email.

4. Choose the Location you need.

5. Select your after filing option.
6. Click the Tick icon.

5.3. Filing a sent message before choosing a Location

To file a sent message:

1. Complete your message.
2. Click the three dots.
3. Select the Mail Manager icon.

You will be presented with a few context menu options:

1. • Mark to File on Send - Opens the pane to select a location for filing after the message has been sent.

• Do not file this email - Used when the email should not be marked for filing.
• Choose a Filing Location - Select the relevant Location.

• Search -  Opens the SharePoint Search if it has been configured for your tenant. This is not available yet.

Want to avoid Mail Manager intercepting the message?
Select a Location before sending the message!

5.4. Filing a sent message without choosing a Location

When Mail Manager is added and the setting Validate 'File on Send' is enabled, users will be prompted to select a Location for filing after selecting the Send button.

Clicking Send Anyway will mark the email with Do not file this email and Mail Manager will not require a Location to send the email.

Clicking Don't Send will revert the user back to the original New Message screen to allow the selection of a location as described in the process above.

6. Functionality

We are actively working on developing new features for the add-in, so check back often to see what's next!

Are you opted into the add-in?
We would love to hear your feedback, thoughts, and suggestions regarding your experience with the add-in so far. We are continuing to make changes and improvements, and want to make sure that its functionality meets your needs.
Let us know what you thought!