Who is this article for?

Users who want to use the desktop app with New Outlook.

Ideagen Mail Manager desktop v15.0 build 2993 or later is required.

This article explains how to prepare your system, install the web add‑in, and enable the latest version of Outlook while continuing to use your usual filing workflows.

1. Prerequisites

Before installing, make sure your PC meets all of the following requirements.

1.1. Operating system

• Windows 10 or Windows 11 (64‑bit only) is supported.
• Windows 8.1 (64‑bit) is untested but should work.
• Server versions of Microsoft Windows 2012 and later are untested but should work.

1.2. Hardware

• An Intel processor running at 2.5 GHz or faster with at least two cores.
• 8 GB RAM or more.
• A minimum screen resolution of 1280 × 768.
• Microsoft .NET Framework 4.8 or newer installed.

1.3. Microsoft Outlook

• A licensed Windows version of Microsoft 365 or Outlook 2019 must be installed. Classic Outlook must be present on the machine.
• New Outlook or Outlook on the web uses a web add‑in. This is not compatible with the existing web add‑in, so remove any previously installed web add‑ins before continuing.
• A working and tested version of Ideagen Mail Manager must be installed.
• Your mailbox must be hosted on Exchange Online.

2. Preparation

2.1 Before installation, an MS365 administrator must approve the desktop app’s web add‑in for the organisation’s SharePoint tenant.

You must deploy the web add‑in either to each machine individually or through the MS365 admin centre.

Note: This version works with a single primary mail account only. It is currently available for per‑user deployments. A per‑machine installer is planned.

2.2. If you only currently file to a server or network folders:

Add the SharePoint Tenant

You must also have your SharePoint tenant added to your Mail Manager Microsoft 365 settings. 
This is so you can log in to Microsoft 365 (the required graph authentication). 

You can check and add this by reviewing and completing point 2 in this help article:
How to Set Microsoft 365 Preferences – Ideagen Mail Manager | Help | Ideagen Luminate

Next, we need to do something to triggering the Graph authentication prompt for this to work as the output window for Mail Manager will keep erroring that it can't get get a graph API connection. There are 2 options here to remedy this:

Graph Authentication Prompt Option 1: Enable SharePoint AutoDiscovery

This is probably the simplest option and is good for rolling out to all users as this can be enabled on the shared configuration, as well as the SharePoint tenant above. 

Note: It won't discover any locations because there should be no configuration file in place to do this if you have not been using this. However, you can check the shared configuration folder, listed under Tools > Users Preferences > Filing, at the bottom, to see if an AutoDiscoverySharePoint.txt file exists there and if there is, and you are really not using it, it should be renamed to say AutoDiscoverySharePoint-unused.txt, for example, to ensure it isn't trying to discover anything. 

To enable this, you just need to tick 'Discover filing locations' under SharePoint, in Tools > User Preferences > Microsoft 365.

To set this for all users, someone who has permission to edit the shared config can hold CTTL+SHIFT+E to open the shared (Admin) configuration and then this can be edited on the window that appears, ensuring to tick the refresh tick box, on the right, next to anything you updated.

After doing this if you click on the MM icon in the system tray and select Run discover filing locations, that will trigger the prompt instead of having to wait for the top of the hour when that would normally, otherwise, kick off.

Graph Authentication Prompt Option 2: Temporarily add a OneDrive filing location

Once these are added you may need to add a temporary manual OneDrive filing location to prompt you to login with Microsoft's graph authentication:

1. Go to: Mail Manager > Tools > Locations > Add Location > Type = OneDrive > Browse
2. 2 Microsoft login windows will pop up
3. login to both SharePoint auth and Graph auth with your Microsoft 365 details.

3. Installing the web add‑in

3.1. Single user

To install the add‑in for one user, follow these steps.

1. Open the manifest file.
2. Right‑click anywhere on the page.
3. Select Save As.
4. Save the file as an .xml file.
5. Follow Microsoft’s instructions for installing custom add‑ins.

Note: If you do not see the option to add a custom add‑in, your administrator must install the web add‑in for you. See the steps for multiple users below.

3.2. Multiple users

The basic steps for organisation‑wide deployment are listed here. These may vary slightly depending on Microsoft updates. You can find the full guidance in Microsoft’s documentation on deploying add‑ins in your organisation.

To deploy the add‑in across multiple machines:

1. Open the manifest file.
2. Right‑click anywhere on the page.
3. Select Save As.
4. Save the file as an .xml file.
5. Go to the Microsoft 365 admin centre.
6. Open Settings.
7. Select Integrated apps.
8. Select Upload custom apps.
9. Select Office Add‑in from the App type dropdown.
10. Upload the manifest file.
11. Choose whether to assign the add‑in to everyone or to specific users or groups.
12. Select Deploy to complete the installation.

4. Enabling the new Outlook version

Once your PC meets the prerequisites and the add‑in has been deployed, you can enable the new version on the user’s machine.

To enable the new version:

1. Open Classic Outlook.
2. If you are not prompted automatically, select Check for updates.
3. Complete any installation or update steps.
4. Close and reopen Classic Outlook.
5. Look for the Mail Manager buttons in Outlook. If they are active, go to Tools > User preferences. If they are inactive, and there is a message that the MM ribbon is disabled because it's running in now mode, then you would find that option by clicking the MM icon in the system tray (bottom right corner of Windows, by default)
6. Go to Microsoft 365.
7. Select Share locations from your PC.

8. Go to Updates.
9. Select Enable Windows desktop support for New Outlook (Preview).

10. Select OK.

The update may take a few minutes. During this time, your existing icons in Classic Outlook will become inactive.

A dos output window should appear that looks like this too. If it doesn't refer to the Troubleshooting guide.

You can then open New Outlook or Outlook on the web on this machine.

Tip: You can opt out at any time by switching back to Classic Outlook.

Troubleshooting

Please follow the steps here: Troubleshooting Ideagen Mail Manager desktop with New Outlook

Further reading

• Using Ideagen Mail Manager desktop with New Outlook
• Switching back to Classic Outlook
• Release notes