Create new Jira issues in Outlook
Feature overview
Create or update issues with content from your emails. Take over email attachments and text formatting like lists, colors, and tables. The Jira look & feel provides an intuitive orientation. All fields available can be completed in Outlook. The email content is converted into Jira markup.
How-to
We’re adopting the new Atlassian Design Guidelines. This helps users which are new to Jira to feel right at home and fields can be filled out even more intuitively.
Select an email you’d like to bring to Jira → Go to your ribbon in Outlook → Click on the app logo or directly choose “create new issue” → a new dialogue opens
In the dialogue → fill in the requested fields such as Jira project, Issue task, summary
Based on the selection of each field, the content of all following fields will be adapted dynamically
Project type
The dialogue/drop-down shows you all Jira projects you have access to
Based on the selected project type, the related issue types are provided in the drop-down
If you select a Sub-task issue type, the add-in opens a new field type Issue. This field type will be the parent of your newly created issue. You can search for keys or descriptions - filtered on the currently selected project.
Attachments
All attachments are included by default → Select which attachments you wan to take over to Jira
Sharing options
JIRA CLOUD ONLY SERVER COMING SOON
Decide what content you’d like to share
Decide who in your company should access the information (in Jira)
Created issue
Click on create → Pop-up window informs you about issue creation
OFFICE ADD-IN Email will receive kind of an information banner
COM ADD-IN Email has little Jira icon next to mail & Jira banner in email
Switch Jira instance
Create issue screen → Click on the wheel (top right hand corner) → Go to “Jira Login” → Switch instance
Selected text COM ADD-IN ONLY
When using the COM add-in, you can select a text section in the email and create a new issue for only the selected text selection.
Outlook on the web is slightly different. Check this guide how to find the add-in online.
Custom fields
If the issue contains Jira custom fields, the add-in supports them out of the box.
However, some fields might be provided by a third-party app (e.g. Tempo Timesheet or Jira Portfolio), please check the following page for compatibility
Service Desk features
The add-in provides specific features for service desk (SD) agents to create tickets in the name of the email sender.
Whenever you choose a SD project, the add-in works a little bit different:
It will work with Request Types instead of Issue Types
It will show a tab called Service Portal that shows the fields as they are configured in the SD portal
The reporter field will check if the sender of the email has an SD account and allows to create a new one (if allowed by the portal settings)
Other persons on CC will be added as participants when they have a SD account
If you want to add information that is not visible for customers, you can use tab All fields
You can disable Service Portal fields in the settings
Templates and default values
We use the default values from Jira whenever possible.
The add-in provides own templates that can be individually defined by the Jira admin. These templates determine which information from an email will be available in Jira.
Be default:
The email subject is automatically the summary of the Jira issue
The whole email body is the description of the Jira issue
The sender of the email is the reporter of the Jira issue
Feature requirements
In order to create new Jira issues based on email content in Outlook, the following set-up and configuration needs to done:
Step 1: Activate email feature in the admin settings JIRA ADMIN TO DO
Step 2: Decide on Outlook add-in (Office vs. COM add-in) MS 365 ADMIN TO DO
Step 3: Install the Outlook add-in MS 365 ADMIN TO DO or USER TO DO
Jira & Microsoft deployment
Create issues
Jira Cloud, Jira Server & Data Center
Microsoft 365 & MS Exchange
Email sharing (sharing option - see above)
Jira Cloud, SERVER COMING SOON (Server needs to be publicly available)
Microsoft 365 (requires log-in)