Who is this article for?

Users For those wanting to use Mail Manager Desktop with New Outlook, 

You must be running Mail Manager desktop v15.0 build 2993 or later. (Mail Manager > Help > About)

This preview release version ensures that existing Mail Manager Windows users can transition to New Outlook while maintaining familiar filing workflows, preserving key benefits from Classic Outlook such as searching using the Prompt and the Desktop Search.

1. PC Requirements

Note: Many of the pre-requisites using Mail Manager Desktop for New Outlook are the same as when using Classic Outlook but there are additional items.

1. Operating System

   • Support Windows 10/11 (64-bit version only).

   • Untested but should work: Windows 8.1 (64-bit version only)
   • Untested but should work: Server versions of Microsoft Windows 2012 and above.

2. Hardware Recommendations

   • Intel Processor 2.5 gigahertz (GHz) or faster, minimum 2-core.
   • Memory 8 GB RAM or greater.
   • 1280 x 768 minimum screen resolution.
   • 1.3. Microsoft .NET Framework Requirements
   • Microsoft .NET Framework 4.8 or newer.

3. Microsoft Outlook Requirements

   • Initial installation of a licensed Windows version of Microsoft 365 or Outlook 2019 (64 bit or 32 bit). (i.e. Classic Outlook) - Classic Outlook must be installed
   • New Outlook or Outlook on the Web
   • Note that this version uses a web add in and is not compatible with the Mail Manager pure web add in. Remove any previously installed Mail Manager web add ins before proceeding.
   • A working version of Mail Manager must be installed and tested on Classic Outlook.
   • Exchange online as your mail server
      

2. Important notes and preparation

• MS365 administrators must approve the Mail Manager Desktop Web Add in for the organisation's SharePoint tenant before you can get started. Click on the link and approve the desktop web add in as shown below:
  

• You must deploy the web add in either individually on each machine or via MS365 admin centre. See Section 3 below

• Notes

  • Works with a single primary mail account only.

  • This first release is currently only available for Per User deployments. Per Machine installer is planned.

3. Install the web add-in

3.1. 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 Microsoft instructions to installing custom add-ins.

Note that there are quick instructions to add the custom Mail Manager add in below:
-  browse to this location: https://aka.ms/olksideload
- click My add ins
- Scroll down to Custom Add ins > Add a custom Add in 
- Add from file > Point to your recently downloaded xml manifest file.

Please note:
if you don't see add a custom add in - you must ask your admin to install the web add in - see multiple users below

3.2. Multiple users via the 365 Admin center

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 linked here.
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.

4. Enable the New Outlook version in settings.

Once the PC requirements and other Preparation steps are completed, you can proceed to enable the feature on a client PC.
 

1. Open Classic Outlook. If you are not prompted to install the new version then click Check for updates from the Mail Manager menu
2. Install or update Mail Manager to version 15.1 or later of Mail Manager Desktop. 
   You must be using the peruser version, normally the upgrade is offered automatically and when this has been configured on Ideagen's system, you will see, a prompt will appear to install this update.
3. Close and reopen Classic Outlook after installation.
4. If all is well, enable the new Outlook option:
5. Open User Preferences
   1. Navigate to Microsoft 365.
   2. Enable: "Share locations from your PC".
   3. Also, in User Preferences and go to Updates.
   4. Enable: "Enable Windows Desktop Support for New Outlook (Preview)".

   5. Click OK to save the settings

      

6. Wait for the process to complete (about 2 minutes) you should see your Mail Manager icons in classic outlook disable (grey out).
7. If you don't see this, Reboot your computer.
8. Ensure that the web add in is installed - see section 3 above. 
9. Open New Outlook or Outlook on the Web on this machine
10. Start filing (see instructions here)

5. Want to go back to Classic Outlook?

Want to opt out?
To revert these changes, disable the setting by:

• Open User Preferences (from your system tray as shown below)
• Navigate to Tools > User Preferences > Updates.
• Disable: "Enable Windows Desktop Support for New Outlook (Preview)".
• Click OK to save the settings.
• Reboot your machine
• Open Classic Outlook 

6. Accessing your Mail Manager settings and tools when in New Outlook mode

Note: Tools will no longer be accessible from the Mail Manager Ribbon and must be accessed from the hidden icons tray.

1. Navigate to the Hidden Icons tray in the Task Tray in the bottom right hand corner where the clock is shown. Click on the up-arrow
   
    

1. Right-click the Mail Manager icon. (the dark hexagon-shaped icon)

3. Select any of the following features:
   • Show dashboard... - Opens the Mail Manager Status Dashboard
   • Restart Mail Manager - Restarts the Mail Manager Application.
   • Search - Gives access to New Search and Classic Search.
   • Tools
     • Open User Preferences
     • Open Locations editor
     • Open Snap n Send
   • Check for updates - Updates Mail Manager Desktop installation.
   • Mail Manager user manual - Accesses the Help guide.
   • Run discover filing locations - Restarts Auto Discovery.

7. Key usage highlights

1. Video Demo

Click here to see a video demo of this feature: 

2. Filing sent messages

   • Continue using the trusted Mail Manager Prompt to file sent emails. 

   • The prompt will still appear before the email has been sent (note that this is a change from the previous first prototype which prompted only after the email had been sent).
3. Filing received messages

   • Click on an email and click on the Mail Manager icon in the menu. 

     This will look like this: ordepending upon whether the menu is collapsed or open.

     If you do not see this then click on the apps icon which looks like this:

     or

   •  When you click on this icon the prompt to file the selected email will show as normal

You can also file with drag and drop by switching to the Mail Manager After Filing setting of "Filed Folders" as detailed in this help article here.

Remembering that now your Mail Manager user preferences can only be accessed from your windows system tray in the bottom right of your main screen.

Further reading

• Using Mail Manager desktop with New Outlook
• How to switch back to Classic Outlook mode
• Mail Manager release notes (as we add new features to the New Outlook version)