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Using KanBo Outlook App

This article is directed to users of cloud environments.

KanBo licenses having this feature:

Free

Team

Professional

Business

Enterprise

Strategic

In this article:

Prerequisites

The KanBo Outlook app is a Microsoft 365 add-in. Add-ins do not work on shared mailboxes. You can only use our add-in on your private, non-shared mailbox.

Overview

In order to use these features, your administrator will need to install the KanBo Teams app. When the KanBo Teams app is installed, you need to install the KanBo add-in for Microsoft Outlook.

The KanBo add-in for Microsoft Outlook simplifies the process of transferring information from an email to KanBo. It allows you to convert emails into KanBo cards. Attachments from the email appear in the card documents.

Example: An EML file containing the email message was added to the KanBo card created based on that email.

You can also select an existing KanBo card and add an email content to it.

After adding to the card, the email attachments are instantly uploaded to the SharePoint library. This way, correspondence with people who don’t use KanBo can appear in your space and be safely stored in your document library.

Example: When creating a card based on an email, you can add its contents and attachments as card documents. These files will be stored in automatically created folders in your company library.

The KanBo add-in for Microsoft Outlook can be used to redirect emails that have already been sent. Learn how to create a space or a card address to receive emails directly in KanBo.

Creating cards from email messages

To create a card based on an email message:

  1. Open Microsoft Outlook.
  2. Open the email from which you want to create a card.
  3. On the top message menu, select the    KanBo icon.
  1. In the panel that opens on the left, select the space where you want to create a card.
  2. Select Add (or continue reading about advanced options).

This way, you create a card whose name is the email’s subject line. The email’s content will be added to the card’s documents as an EML file.

Advanced options

There is also an option to edit the details of the created card. Among other things, you can change its name, status or add custom fields.

To edit the details of the card you are creating:

  1. Before selecting Add, check the box next to the Show advanced options line.

Here you can edit the card details:

  1. Select Add.

Your card has been successfully created. Select Go to card to see your card in KanBo.

You can preview EML files in KanBo. Your emails will appear in a pop-up window.

Adding email messages to existing cards

You can also add email content and attachments to an existing card in KanBo. This action is very similar to creating a card based on an email message. Refer to the instructions above when needed for more information.

To add an email message to existing card:

  1. Open Microsoft Outlook.
  2. Open the email from which you want to create a card.
  3. On the top message menu, select the    KanBo icon.
  4. In the panel that opens on the left, select the space where you want to create a card.
  5. Check the box next to the Show advanced options line.
  6. Select the card (you can first select the card status to narrow down the search).
  7. Set the card details (you cannot change the card status, due date, or add card users, but you can select attachments, custom fields, and add card elements).
  8. Select Add.

Opening KanBo through Microsoft Outlook

Did you know that you can open KanBo through Microsoft Outlook? Learn how to view mail and work in KanBo using one platform.

Go to the Opening KanBo through Microsoft Outlook article.

FAQ

KanBo add-in for Outlook works in four languages: English, German, Polish, and Spanish.

Follow this instruction to install KanBo add-in for Microsoft Outlook.

Yes, you can enable email messages about unread notifications in KanBo.

Yes, you can create an email address for a space or card to send emails directly to KanBo.

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