Using the Outlook Add-in

The Link to Kinabase add-in lets you work with Kinabase while you read your email. Open an email and the add-in shows you any matching contacts and organisations, lets you log the email as an activity

Your System admin needs to turn the add-in on and install it first. If you can't see it, see Set up the Outlook add-in.

1. Open the add-in and sign in

1. Open an email and start the add-in

Select an email, then open Link to Kinabase from the Outlook toolbar or the message's actions menu.

2. Sign in

The first time you use the add-in, click Sign In and sign in with your Microsoft 365 account. Your sign-in is remembered, so you only need to do this once.

2. See matching records

With an email open, the add-in panel shows what Kinabase already knows about it:

• Matching contacts, found by email address.
• Matching organisations, found by email domain - if your admin has mapped an Organisations collection.

From here you can open a matching record in Kinabase, add a new one, or log the email as an activity.

If organisations are set up, it's worth adding the organisation and its contacts before logging the email. That way the activity links to records that already exist.

3. Log an email as an activity

Logging an email keeps a copy of the conversation on the contact's timeline in Kinabase.

1. Open the email and the add-in

Select the email in Outlook and open Link to Kinabase.

2. Add the email activity

Click Add email activity. The add-in lists the recipients it matched to Kinabase records, each as a tickbox. All matches are ticked by default.

3. Choose who to log it against

Untick any recipient you don't want the email linked to. At least one must stay ticked - the button is unavailable if none are selected.

4. Add a note and confirm

Optionally add a note about the email, then click Add activity. The email appears on each selected contact's Activities tab in Kinabase.

A contact must already exist in Kinabase, with a matching email address, before you can log an email against them. If they're not there yet, add them first. If an email has already been logged, the add-in lets you know.

4. Create a record from an email

When an email comes from someone who isn't in Kinabase yet, you can add them straight from the add-in.

1. Add the contact or organisation

In the panel, click Add for the contact or organisation. The button uses your own collection names - for example, Add Company or Add Person.

2. Complete the record in Kinabase

Kinabase opens in your browser with the form pre-filled from the email - name, email address, and domain. Fill in any other fields and click Add to create the record.

3. Return to Outlook

Back in the add-in, refresh to see the new record. It now appears as a match, ready for you to log the email against it.

What you can do at a glance

• See matching records - contacts and organisations that match the email.
• Log email activities - capture the conversation against the right contacts.
• Create records - add new contacts and organisations without leaving Outlook.

Need more help? Ask your System admin, or contact our support team via Help & Support.