Using Outlook Add-in

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.

This helps you 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.

Signing In

When you first use the add-in, you need to sign in to Kinabase. Your sign-in will be remembered for future use.

1. Click the Link to Kinabase button in your Outlook toolbar.
2. Click Sign In in the add-in panel.
3. A new window will open for you to sign in using your Kinabase credentials or Microsoft 365 account.

Using the Add-in

When you have an email selected:

1. Click the Link to Kinabase button in your toolbar.
2. The add-in panel opens on the side showing:
   • Any matching contacts in Kinabase (based on email addresses)
   • Any matching organisations (based on email domain)
   • Options to add new contacts, organisations, or log the email as an activity

Tip: We recommend adding the organisation and contacts first, before logging email activities. This ensures the activities are linked to the correct records.

Adding an Organisation or Contact

When you receive an email from someone not yet in Kinabase, you can quickly add them:

1. Select an email from a new contact or company.
2. Click the Link to Kinabase button in the toolbar.
3. In the sidebar, click Add Company or Add Contact.

   The button names reflect your configured collection names (e.g., "Add Company" or "Add Organisation").

4. Kinabase opens in your browser with the form pre-filled with information from the email (name, email address, domain).
5. Complete any additional fields and click Add to create the record.
6. Return to Outlook and click Done to refresh the add-in.

Any records you've added will appear in the sidebar, allowing you to quickly navigate to them in Kinabase.

Adding an Email Activity

Logging emails as activities allows you to track all communications in one place within Kinabase.

To log an email:

1. Select an email in Outlook.
2. Click the Link to Kinabase button in the toolbar.
3. Click Add email activity.
4. Optionally, add notes or comments about the email.
5. Click Add email activity to confirm.

The add-in will show a confirmation message once the activity is added.

Important: The contact must exist in Kinabase with a matching email address before you can log an email activity against them. If the contact doesn't exist yet, add them first.

Logged emails appear in the Activity timeline of the matching contact record in Kinabase:

If the email has already been logged to Kinabase, the add-in will let you know.

Summary

The Outlook Add-in allows you to:

• View matching records - See contacts and organisations that match email addresses
• Add new records - Create contacts and organisations directly from emails
• Log email activities - Capture email communications in Kinabase activity timelines

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