Using Outlook Add-in

Kinabase has an Outlook Add-in that allows you to add Contacts and Organisations from your emails directly into Kinabase, and log emails in your activity timelines.

This empowers you to manage your communications more effectively, ensuring that important interactions are captured and linked to the right records.

To set-up the Outlook Add-in please read our setup instructions.

Sign In

Once you have installed the Add-in, you will need to sign in to Kinabase. This will only need to be done once per device, and will be remembered for future use.

1. To sign in, press the "Link to Kinabase" button in the Outlook Add-in,
2. Then click the "Sign In" button.
3. This will open a new window, where you will be asked to sign in to Kinabase.

Using the Add-in

To start using the Outlook Add-in follow these steps:

• When you have an email selected, click the Link to Kinabase button in your toolbar.
• This will open the Add-in pane on the side.
• You can then add a Company, Contact, or Email activity.

We recommend first adding the Organisation and any Contacts, before adding any Email activities. This will ensure that the email activities are linked to the correct records.

Adding an Organisation or Contact

1. Select an email (from a new contact or company).
2. Press the "Link to Kinabase" button in the toolbar.
   You will see a sidebar appear on the right hand side of the screen.
3. Click the "Add Company" or "Add Contact" button to add a Company or Contact to Kinabase.

   Please note that the wording of these buttons may be different depending on how your collections are named.

4. This will open Kinabase in your default browser, with the form to add a Company or Contact already pre-filled.
5. Input any extra details you need to and Press "Add" to add the record to Kinabase.
6. When you go back to Outlook, click the Done button to continue using the add-in. Any added records will display at the bottom of the sidebar, so you can quickly get to the record in Kinabase.

Adding an email activity

Logging emails as activities within Kinabase allows you to keep track of communications from one place.

To log an email:

1. Select an email in Outlook
2. Click the "Link to Kinabase" button in the toolbar
3. Click the "Add email activity" button
   Optionally you can fill in some extra notes or comments about this email.
4. Click the "Add email activity" button to add it into Kinabase.
   The Outlook Add-in will show you a confirmation message, and the activity will be added to Kinabase.

If your email is already linked to Kinabase, the add-in will show you a message to let you know.

To add email activities, make sure the Contact records exist with matching email addresses in Kinabase before proceeding. This allows Kinabase to link the email activity to the correct Contact.

Emails will appear in your Activity timeline in Kinabase, and will be linked to the Contact that sent or received the email. See below for an example of how this looks.

Adding multiple emails at once

You can select multiple emails at once to add as activities, saving time and effort. Kinabase will automatically link the email to organisations and contacts based on who the email was sent from and to.

Please note that you can only link multiple emails at once if the contacts already exist in Kinabase.

1. In your email inbox, select the multiple emails you would like to log and
   Click "Add activities for selected emails",
2. Review the selection, and then click "Add activities" to add them to Kinabase.
   The progress will be shown on the screen.
3. You are now presented with a list of Emails that will be added as Kinabase Activities.
   Click "Add email activities" to add all of the emails to Kinabase as activities against the contacts.

If you are not happy with the selection, then begin the process again by un-selecting any unwanted emails.

Please note: Outlook is slightly different depending on your operating system, so the steps to select multiple emails may vary. See the explanations below for your operating system:

Now that you know how to use the Outlook Add-in, start logging emails and adding contacts directly from your Outlook client.

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