Microsoft Outlook integration

The Outlook plugin allows you to attach emails directly from Outlook to the relevant matter on InTouch.

Tip

Emails can also be automatically attached by setting up a Microsoft Exchange Server Integration.

Requirements

To use add-in’s within Outlook you must be using one of the following:

• Outlook 2016 or later on Windows (with Office 365)
• Outlook 2016 or later on Mac (with Office 365)
• Outlook 2016 or later on Windows (with Exchange)
• Outlook 2016 or later on Mac (with Exchange)
• Outlook on the web (with Office 365)

Your email must also be:

• Connected to an Exchange server or Microsoft 365 using a direct connection
• Using an Exchange, Office 365 or Outlook.com account

Unfortunately email accounts configured to connect with POP3 or IMAP (e.g. Google Workspace) aren’t able to support this Outlook add-in.

Tip

If your Outlook does not adhere to the requirements above you can download our alternative Plugin within your InTouch account. Visit Settings > Microsoft Office and follow the link for the Microsoft VSTO plugin.

Adding the Outlook Plugin

Note

The instructions below will vary depending on the version of Outlook in use. For further guidance on adding add-ins within Outlook please see Microsoft’s guidance here.

Outlook Desktop (Windows)

1. Within Outlook, select File from the top ribbon
2. Select Manage Add-Ins
3. This will open the Outlook web application within your browser
4. Enter ‘InTouch’ within the search bar
5. Select ‘Add’
6. Follow the onscreen instructions

The InTouch logo will now appear in your Outlook toolbar.

Outlook Desktop (Apple)

1. Within Outlook navigate to Tools > Get Add-ins
2. Enter InTouch within the search bar
3. Get it Now

To pin this to your toolbar:

1. Within Outlook navigate to View > Customise Toolbar
2. Drag and drop the InTouch logo into the required place on your toolbar

Tip

If you have multiple items displayed within your toolbar, the InTouch plugin may be hidden within the ’…’ icon. Move this further left within your toolbar for it to be permanently displayed.

Outlook Web Browser

1. Within Outlook, select the square ’ More Apps’ icon on the left hand toolbar
2. Select Add Apps
3. Enter InTouch within the search bar
4. Select the InTouch add-in
5. Add
6. Follow the on screen instructions

The InTouch logo will now appear in your toolbar when viewing or composing emails.

Using the Plugin

Attaching a received email

1. Select the email you would like to attach
2. Select the InTouch logo within the Outlook toolbar

Note

When first accessing this function, you will be asked to sign into your account.

1. Find the matter you wish to attach the email to by:
2. Selecting the dropdown arrow next to the search bar and selecting one of the contact’s email addresses
3. Entering key information into the search bar, such as: 1. A stakeholder’s name 2. A stakeholder’s email address 3. A property address 4. A matter reference 5. A matter ITR code

   Note

   The Plugin will automatically search via any available information within the email.

   Tip

   Use the team filter to view any matters assigned to a specific InTouch team. Your chosen selection will be remembered moving forwards.

   Note

   Choose whether to include completed, closed, archived & aborted matters in this search.

4. Selecting the Recent tab and accessing your most recently viewed matters on InTouch
5. Select the matter(s) you wish to attach the email to

Tip

Use the checkboxes to attach an email to multiple matters.

3. Choose how you would like the email to be attached to InTouch:
4. Uncheck the Attach Email checkbox if you wish to only include the email attachments
5. Use the Subject text box if you would like to rename the subject of the email
6. Assign for Review if you would like to notify a team member of the email 1. Select the team member 2. Optional: Provide a message to be included in the review 3. Optional: Uncheck ‘Send Email Notification’ if you don’t want to email the user
7. Select any labels you would like to be applied to the email and it’s attachments when saved to the matter
8. Select any attachments you would like saved to the matter 1. Use the text boxes to provide new names for the attachments

Note

Only supported file types can be added to InTouch.

4. Attach

Attaching an email you are sending

1. Create a new email within Outlook
2. Select the InTouch logo within the Outlook toolbar
3. Find the matter you wish to attach the email to by:
4. Entering key information into the search bar, such as: 1. A stakeholder’s name 2. A stakeholder’s email address 3. A property address 4. A matter reference 5. A matter ITR code

   Note

   The Plugin will automatically search via any available information within the email.

   Tip

   Use the team filter to view any matters assigned to a specific InTouch team. Your chosen selection will be remembered moving forwards.

   Note

   Choose whether to include completed & aborted matters in this search.

5. Selecting the Recent tab and accessing your most recently viewed matters on InTouch
6. Select the matter you wish to attach the email to
7. Choose any matter s takeholders you would like to send the email to

Tip

Any selected stakeholders will be automatically included in the emails “To” field.

6. Select any files you wish to include as attachments

Tip

You can search by the file’s name or any labels applied.

Caution

Matter files will not be available to view or select from if the matter is locked for your viewing.

Note

The matters ITR code will be automatically added to the emails subject line and InTouch’s inbound address into the Bcc field. This enables a copy of the email to be attached to the Folder tab of the matter once sent.

Tip

Automatically create subject lines within Outlook by making use of an Outlook Subject Convention.