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Using KanBo Outlook App

This post is also available in: Deutsch

While KanBo can be used for almost all communication within your organization, communication with the outside business world still takes place via email. With this KanBo feature, you can easily put the information coming from outside your organization into the appropriate context (KanBo card) so that others can benefit from it and be more productive.

Outlook App makes it easy to transfer information from an email to KanBo. This app gives you the ability to convert emails into KanBo cards. You can also select an existing KanBo card and attach information from the email to it. During this process, KanBo Outlook App breaks down the email into parts such as sender, recipient, subject, and attachments. All of this information is placed in the KanBo Card as separate items to increase the usability of this information. The attachments are uploaded to the SharePoint library selected as the default for email attachments in the KanBo Room settings and linked to the newly created or selected KanBo card.

The KanBo Outlook application is built on the latest Microsoft standards called “Microsoft Office Web Apps”. It eliminates the need to install on clients and runs on Outlook 2013/2016 on local computers as well as on Outlook Web Application (OWA) in a browser.

KanBo Outlook App is available in 4 languages:

  • English
  • German
  • Polish
  • Spanish

Usage of the app

To use the KanBo Outlook app:

  1. Enter the email in Outlook in which KanBo Outlook app add-in is located.
  2. Click KanBo Outlook App button Send to KanBo.
  1. Click on Connect button to connect your KanBo account to Outlook Add-in.
  1. Click on OK to confirm this action.

You will see a communicate, informing you that you have successfully connected to KanBo.

Outlook App is now connected.

  1. Choose if you wish to add a new card out of this email or to add this email’s content to existing card. In our scenario, we will create a new card.
KanBo-Outlook-Integration-8
  1. Click on Select target space to choose a space in which this email will be created. Spaces will be sorted alphabetically. You can search for spaces in this field.
  1. Click Select target list field to choose a list in which a new card will be created.

In this step you can configure card details:

  • Card name
  • Users – start typing a name of your KanBo co-users to find ones to be added to your card,
  • Due date – a date picker will appear in which you can set a due date. Once it is set, configure a hour of this date using the horizontal slider.
  • Attachments – here you will have a list of all files which will be added to a card, incl. attachments from your email. You can select and deselect attachments in order to include or exclude them from uploading to KanBo The .eml file contains your email in a self-containing format so you can open it from KanBo using Outlook.
  • Labels – set existing labels to your card.
KanBo-Outlook-Integration-9
  • If card statuses and card templates are enabled in the space, you can select them as well.
  • If you select a card template, a card will be created out of this template. If the template is not chosen, a card will be created as an empty one.
  • If you choose a status, a card will have this status attached. If no status is chosen, the card will be created with the default status.
  • In the Elements section, you can choose to add a Comment, Note, or Task list to your Card.
  1. Scroll down and click on Done button once you have finished your entries and your email will be added to KanBo.

Wait a few moments as your card will be added to KanBo.

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

Your card has been successfully created. On following card you will see all your data from the email.

You can also preview all emails added by using the KanBo Outlook App to the card. Your emails will appear in a pop-up after clicking on the Email attachment.

Click here to enter KanBo Outlook App Installation guide.

Common Issues

KanBo Outlook App is an Microsoft 365 Add-ins. Add-ins do not work on shared mailboxes and you can use our add-in only on your non-shared, private mailbox.

FAQ

Yes. We also provide the option of My Space synchronization with Outlook Calendar.

Follow this instruction to install KanBo Outlook Add-in.

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

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