Outlook add-in
About
To get the most out of the Outlook email feature, you need to install our Outlook add-in (free).
The installation process can be completed in a few clicks by following provided instructions from within the Jira admin settings (see below screenshot).
When using Jira Cloud, an application link needs to be set-up.
Next, decide on the right Outlook add-in to be installed at your company.
Check out our deployment options, to finalize the set-up.
Admin responsibilities
With the Outlook add-in there are different steps which require action from different admins. Main responsibilities have the Jira and MS admin.
Jira admin:
sets up the application link for Jira Cloud
decides on the right Outlook add-in to be installed
MS admin:
deploys the Office and COM add-in centrally to the users
User:
With the COM add-in the individual user can install the add-in independently
| Responsibility | To Do | |
|---|---|---|---|
Step 1 | Jira admin | Activate Email feature globally or for specific projects | |
Jira admin | Create the application link | ||
Step 2 | Microsoft admin / Jira admin | ||
Step 3 | Microsoft admin / Jira admin | ||
Step 4 | Microsoft admin | ||
Requirement: application link
This only applies for Jira Cloud. For Jira Data Center the link is created automatically after the installation of the app.
Application link
JIRA ADMIN JIRA CLOUD ONLY
The secure way to connect your Jira Cloud instance with Outlook.
The Outlook app uses OAuth 1.0a to connect to your Jira instance. You need to create a new application link, so Outlook can connect safely. You find more details about application links here.
Deploy Outlook add-in
Deploy suitable add-in
MICROSOFT ADMIN
First, decide on the right add-in for your company.
Then, deploy it centrally or alternatively, let your users deploy it on their own.
(COM add-in / Office add-in)
Tip: Make sure to install the Outlook add-in to all those users, who work with emails a lot (and most probably need) to bring them to Jira. Otherwise, Jira user’s won’t be able to access emails in the issue in the first place.
Emails in Jira
Your users can send emails from Jira and share their Outlook conversations.
This feature requires Microsoft 365.
Sharing conversations
JIRA ADMIN
Allow your users to send and share email conversations from Outlook to Jira.
By default, we’ll turn on sharing & sending emails, if we detect Microsoft 365. This happens, if any user of the Outlook add-in logs in with their Microsoft 365 account for the first time.
Benefits
After deploying the Outlook add-in, you have connected your Jira instance with your Outlook inbox.
đź“‹ You can now use the following features in Outlook:
Create issues right from your Outlook inbox
Search for related issues in the sidebar
Work with emails in Jira (share conversation)
Without installing the add-in, you only have the ability to:
See issue-related emails in the Jira issue
Start new or answer back on emails from the Jira issue
Relevant facts
đź“Ś Please consider the following:
You can’t access issue related information in Outlook? Related issue information can only be accessed when the Outlook add-in is installed.
Default settings
The Jira admin can define specific default settings here for the Outlook add-in.
However, as soon as the Outlook add-in is deployed, the individual user can change them later in the Outlook settings, if required.
The settings serve more as a guideline rather than a rigid default.
Screen recording: For troubleshooting capabilities, you can allow recording for debug purposes. This settings has always to be turned on manually and only lasts one session.
Sending reports: Allow sending of bug reports.
Allow refreshing feed: To reduce the request load on your Jira instance, automatically allow refreshing feed.
Please note:
Disabling the above mentioned options will severely impact our troubleshooting capabilities.
User defaults
Configure the settings that a new user will receive by default when they first install our Outlook add-in.
This will only affect new users when they add the Jira instance as their first instance. Each user can then customize these settings to suit their personal preferences.
The settings will appear to any new user when installing our Outlook add-in for the first time. Adjustments can be done afterwards by the user individually via Outlook settings.
Office default language: Choose desired language.
When creating an issue, what should be filled into the description? Choose among the options proposed.
When adding to an issue, what should be filled into the comment section? Choose among the options proposed.
Include attachments to the issue description.
Include subject to the issue description.
Decide what attachment you want to add to the issue.
Select all attachments by default
Select / upload email (.msg) by default
Decide on project and issue creation settings.
Preselect last used project and issue type.
Show tab “Portal fields” for JSM projects.
Show success screen after creating the issue.
What do you want to share of this mail conversation?
Just this email
This conversation incl. future replies
Who should be able to see the mail conversation?
Just myself (private)
Everybody in my company with access to this issue
Every logged in user with access to this issue
Notification banner
Configuration
In the notification settings, you can define if and how you’d like to inform your team about any news, changes our urgent updates. Choose an adequate banner type.
Notification in Outlook
As soon as users create issues from emails in Outlook they’ll see the notification banner at the top.
Field Mappings
Configure fields for “create new issue” screen
Field mappings allow you to specify which attribute of the email is loaded into which field in the “Create Issue” screen in Outlook, e.g. the Outlook sender is automatically inserted as the reporter.
Activate contexts (advanced)
In case you need more flexibility, you can enable multiple contexts, e.g. for Jira user groups in individual projects and for certain issue types.