Using the Outlook Add-in
Add emails to the people and related records you already use
The Outlook Add-in
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.
Kinabase for Outlook only supports Microsoft 365 organisational accounts. On Mac, if the panel does not follow the email you select, click the pin icon in the top-right corner of the panel.
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 System admin has mapped an Organisations collection Collection.A container for records in Kinabase, similar to a table in a spreadsheet or database, used to organise one type of data such as Projects or Contacts.
From here you can open a matching record in Kinabase, add a new contact or organisation, add the email, or create a related record.
3. Add an email
Adding an email keeps a copy of the conversation on the records you choose - the people on the message, and any related records you link.
1. Open the email and the add-in
Select the email in Outlook and open Link to Kinabase.
2. Open the add form
Click Add email to Kinabase. The Add email form opens.
3. Review who it is linked to
Under Link to, matched people appear as chips. All matches are included by default. Click the cross on a chip to remove someone, or click + followed by their name to put them back.
4. Link related records
Click + Link record to open Choose records. The list suggests records connected to the people or company in the email. Search to find any other record in the collections you have enabled in Settings. Tick the records you want, then click Done.
5. Add a note and confirm
Optionally add a note, then click Add email. The email appears on each selected person's Activities tab, and on each linked record.
You can add an email even if nobody in it is in Kinabase yet, as long as you link a record or create a new one. If the email has already been added, the add-in lets you know.
4. Create a related record from an email
Use this when the email belongs on a related record that does not exist yet, in a collection that links to your contacts or companies.
1. Select the collection
On the home pane, under Add record, click Create followed by the collection's singular name when one or two collections are listed, or click Create record to open the full list.
2. Keep the new record switched on
The Add email form opens with the Create a new switch turned on. The switch uses the collection's singular name. Click Next to add the email now and open a pre-filled form in Kinabase. Turn the switch off if you only want to add the email.
3. Save the form in Kinabase
Fill in any other fields and save. The Email added pane lists where the email now shows. Click Check again if you have just saved and the new record has not appeared yet.
The email is added first and moves to the new record when you save. If you close the form without saving, the email stays on you until a record claims it.
5. Create a contact or organisation from an email
When an email comes from someone who is not in Kinabase yet, you can add them from the home pane.
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 followed by the person's name, or the company's domain.
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, click Done. The new record now appears as a match, ready for you to add the email.
6. Add several emails at once
1. Select the emails
In Outlook, select more than one email, then open Link to Kinabase.
2. Open the bulk form
Click Add 2 emails to Kinabase (the number matches how many you selected). The Add 2 emails form lists every selected message.
3. Set shared links
Under Link all to, click + Link record to select records that every email should show on. Matched people on each email are still included.
4. Confirm
Click Add 2 emails. If some messages have nobody in Kinabase, they are skipped unless you link a record, and the button reads Add 2 of 3 emails when two of the three selected messages can be added.
Adding multiple emails is not supported on Mac. Add one email at a time instead.
7. Change add-in settings
Click Settings at the bottom of the add-in pane.
- Suggested records - tick the collections whose records should be suggested and searchable when you add an email. At least one collection must stay on.
- Start with connected records - when this is on, Choose records starts with records connected to the people or company in the email. You can still search to widen the list. This is on by default.
- Fill in new records from the email - when this is on, Kinabase uses AI to suggest details from the message when you add a company, contact, or other record. You review everything before saving. This is on by default.
Collections appear in Suggested records once they have a field linking to your contacts or companies and activities turned on. You only see collections you can read and add activities to. If none are listed, ask your System admin. See Activities.
What you can do at a glance
- See matching records - contacts and organisations that match the email.
- Add emails - capture the conversation on the people and related records you choose.
- Create records - add a related record, contact, or organisation without leaving Outlook.
- Add several emails - apply one set of record links to every selected message.
Need more help? Ask your System admin, or contact our support team via Help & Support.