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Set up Outlook Add-in

Set up the Outlook Add-in to easily log emails and add contacts

The Kinabase Outlook Add-in allows you to add contacts and organisations from your emails directly into Kinabase, and log emails as activities in your activity timelines.

To use the Outlook add-in, your Kinabase organisation must be connected to Microsoft 365. Learn how to connect to Microsoft 365

Prerequisites

Before setting up the Outlook add-in:

  1. Your Kinabase organisation must have Microsoft 365 integration enabled via Settings → Organisation → Identity & Provisioning.
  2. You must be an administrator of your Kinabase organisation to enable the add-in.
  3. You need collections to represent your Contacts and Organisations with appropriate fields.

1. Enable the Outlook Add-in

  1. Go to Settings → Integrations → Email Integration.
  2. Under Enable Outlook add-in, toggle Allow users to use Outlook add-in to on.

If Microsoft 365 is not enabled, you will see a message: "Your organisation must have Microsoft 365 integration enabled in order to use this feature."

2. Configure Collections for Email Integration

To allow the add-in to suggest matching records and create new contacts, you need to configure which collections represent your contacts and organisations.

Configure Contacts

  1. Go to Settings → Integrations → Email Integration.
  2. Under Contacts, select the collection that represents people you communicate with.
  3. Map the Name field to a text field in your collection.
  4. Map the Email field to an email field in your collection.

For suggestions to work, the contacts collection must have an email field. This allows Kinabase to match email senders with existing contact records.

Configure Organisations

  1. Under Organisations, select the collection that represents companies and organisations.
  2. Map the Name field to a text field in your collection.
  3. Map the Website field to a website field in your collection.

For organisation suggestions to work, the organisations collection must have a website field and must be referenced by the contacts collection (e.g., contacts should have a linked record field pointing to organisations).

  1. Click Save to confirm your settings.

Your collection names may differ from "Contacts" and "Organisations" - for example, you might use "People" and "Companies". The important thing is that they have the required fields mapped correctly.

3. Installing the Outlook Add-in

To deploy the add-in organisation-wide, you need to be a Microsoft 365 administrator.

  1. Navigate to the Microsoft 365 Admin Centre Add-ins page.
  2. Click Add from URL.
  3. Enter "https://app.kinabase.com/plugins/outlook/manifest.xml".

Outlook add-ins can take up to 24 hours to appear for all users after deployment.

4. Add the Button to Your Toolbar

For quick access, add the Link to Kinabase button to your Outlook toolbar so it's always visible when viewing emails.

Windows / Outlook on the web

  1. View an email and click the ⋯ (three dots) to show the menu.
  2. Click Customise Actions.
  3. Tick the Link to Kinabase checkbox.
  4. Click Save.

The Link to Kinabase button will now appear in the toolbar when viewing emails.

Mac

  1. View an email and click the ⋯ (three dots) to show the menu.
  2. Click Customise Toolbar....
  3. Drag the Link to Kinabase button to your toolbar.
  4. Click Done.

The Link to Kinabase button will now appear in the toolbar when viewing emails.

Next Steps

Now that you've installed the Outlook Add-in, learn how to use it to log emails and add contacts:

Read our Using the Outlook Add-in guide to learn how to sign in, add contacts, and log email activities.

If you have any issues, please contact your System Administrator or our Support Team.

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