Who is this article for?

Users wanting to use the desktop with new Outlook.

You must use Ideagen Mail Manager desktop v15.1 build 2993 or later.

This preview release ensures that existing 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. Understanding key usage highlights

Important: The Desktop with New Outlook capability is in preview mode and remains under active development. It is not recommended to be widely deployed in your organisation. This release has undergone extensive testing; however, if you encounter any issues or unexpected behaviour, please reach out to us for support.

A video demo of this feature is available at: https://app.screendesk.io/recordings/860afc24-4b90-490b-818a-9aec89611ede/embed

Filing sent messages:

• Continue using the trusted Ideagen Mail Manager Prompt to file sent emails
• The prompt will 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)

Filing received messages:

To file a received message, follow these steps:

1. Click on an email.
2. Click on the Ideagen Mail Manager icon in the menu (this will appear as either an expanded or collapsed icon depending on your menu state).
3. If you do not see this icon, click on the apps icon.
4. When you click on the Ideagen Mail Manager icon, the prompt to file the selected email will show as normal.

Note: Works with a single primary mail account only.

2. Meeting PC requirements

Operating System:

• Support Windows 10/11 (64-bit version only)
• Not fully tested but should work: Windows 8.1 (64-bit version only)
• Not fully tested but should work: Server versions of Microsoft Windows 2012 and above

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
• Hard disk speed 7200 rpm or SSD

Microsoft .NET Framework Requirements:

• Microsoft .NET Framework 4.8 or newer

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 Ideagen Mail Manager pure web add-in. Remove any previously installed Ideagen Mail Manager web add-ins before proceeding

Ideagen Mail Manager Requirements:

• Note that this version of Ideagen Mail Manager uses a web add-in and is not compatible with the Ideagen Mail Manager pure web add-ins. You must remove any previously installed Ideagen Mail Manager web add-ins before proceeding

Email Server Requirements:

• Microsoft Exchange Online

Example of Unsupported Environments:

• Microsoft Surface Pro with ARM Processor (including the latest Surface Pro 11th edition which uses a Snapdragon chip with ARM)
• Outlook for Mac
• Outlook Mobile Apps (iOS, Android)

3. Preparing for installation

To prepare for installation, follow these steps:

1. MS365 administrators must approve the Ideagen Mail Manager application for the organisation's SharePoint tenant before you can get started. Visit https://content.Ideagen Mail Manager.com/appconsent and approve everything in the Ideagen Mail Manager Desktop (Sharepoint) section.
2. Deploy the web add-in either individually on each machine or via MS365 admin centre (see the next section for detailed instructions).

4. Installing the web add-in for a single user

To install the add-in for a single user, follow these steps:

1. Open the manifest file at https://application.Ideagen Mail Manager.com/mm-now-manifest.
2. Right-click anywhere on the page.
3. Click Save As.
4. Save the file as .xml file.
5. Browse to https://aka.ms/olksideload (this is the easiest way to access the custom add-in installation location).
6. Log on to Outlook.
7. The page where you can manage custom add-ins will be visible.
8. Follow the instructions to install the custom add-in from the file you saved.

5. Deploying the web add-in to multiple users

Note: 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 at https://learn.microsoft.com/en-us/microsoft-365/admin/manage/manage-deployment-of-add-ins?view=o365-worldwide.

To deploy an add-in to multiple machines, follow these steps:

1. Open the manifest file at https://application.Ideagen Mail Manager.com/mm-now-manifest.
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 centre at https://admin.microsoft.com/Adminportal/Home#/homepage.
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.

6. Enabling New Outlook

To enable New Outlook, follow these steps:

1. Open User Preferences.
2. Navigate to Updates.
3. Select Enable Window Desktop Support for New Outlook (Preview) to enable.
4. Click OK to save the settings.
5. Reboot your machine.
6. Open New Outlook.

7. Reverting to Classic Outlook

To revert to Classic Outlook, follow these steps:

1. Open User Preferences.
2. Navigate to Updates.
3. Disable Enable Windows Desktop Support for New Outlook (Preview).
4. Click OK to save the settings.
5. Reboot your machine.
6. Open Classic Outlook.

Note: Ideagen Mail Manager works normally with Classic Outlook. Switching Outlook versions does not impact its function. For visual guidance, visit https://Ideagen Mail Manager.help.ideagen.com/hc/en-gb/articles/33177220506258-How-to-switch-back-to-Classic-Outlook-when-using-New-Outlook-mode.

8. Accessing your Ideagen Mail Manager tools when in New Outlook mode

Note: Due to Microsoft's limitations placed on New Outlook add-ins, tools will no longer be accessible from the Ideagen Mail Manager Ribbon in Classic Outlook and therefore must be accessed from the hidden icons tray.

To access your tools, follow these steps:

1. Navigate to the Hidden Icons tray in the Task Tray in the bottom right-hand corner where the clock is shown.
2. Click on the up-arrow.
3. Right-click the Ideagen Mail Manager icon (the dark hexagon-shaped icon).
4. Select any of the following features:
   • Show dashboard... - Opens the Ideagen Mail Manager Status Dashboard
   • Restart Ideagen Mail Manager - Restarts the Ideagen Mail Manager Application
   • Search - Gives access to New Search and Classic Search
   • Tools - Provides access to Open User Preferences, Open Locations editor, and Open Snap n Send
   • Check for updates - Updates Ideagen Mail Manager Desktop installation
   • Ideagen Mail Manager user manual - Accesses the Help guide
   • Run discover filing locations - Restarts Auto Discovery

9. Troubleshooting common issues

9.1. Command window

The software, when running, will show a command window. You will see various messages as emails are processed. Keep this window open; it will recreate if closed.

To resolve command window issues, follow these steps:

1. If the window does not show when you have first installed this mode of filing, type Windows Key + R to open the Run box.
2. Run the following command: %localAppData%\Mail Manager\Program Files\Ideagen Mail Manager.Startup.exe
3. The black command window should now be shown.

If you see an error message in this window:

1. Close the command window; it will restart and often resolve the issue.
2. Wait about 10 minutes before deciding it has not worked.
3. If that fails, use the task tray menu to select Restart Ideagen Mail Manager.
4. Close the command window again.
5. If problems persist, please contact us.

Note: The visible command window is a temporary measure used during our preview release phase to help troubleshoot any issues you may encounter.

9.2. Upgrading

Once you have this version running, you may need to upgrade your version of Ideagen Mail Manager (e.g. if we have prompted you to need to upgrade).

To upgrade, follow these steps:

1. You will see the prompt to take a new version, or you can force the showing of this prompt by clicking Check for updates from the Ideagen Mail Manager menu.
2. Click the button to take the update (the update will download and the command window will be closed).
3. Reboot your computer (this is essential as the previous version will still be running in the background and rebooting is the simplest way to reset this).

10. Understanding functionality and limitations

Below is a summary of supported functionality when using this version:

11. Reviewing frequently asked questions

11.1. Can I still file to Windows folders and other locations?

Yes you can. All the protocols currently supported by Ideagen Mail Manager continue to be supported by this version.

11.2. Can I run Ideagen Mail Manager on both Classic and New Outlook at the same time?

No, you must choose which mode you want to run Ideagen Mail Manager in.

Are you testing this version?
We welcome your feedback on the add-in. We're making improvements and want to ensure it meets your needs. Share your thoughts!