Feature overview
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About
The Outlook email integration allows you to effortlessly share, read, and send emails or whole entire email conversations in directly from your Jira issue. Enable This feature empowers your team to access Outlook information and stay in the loop: seamlessly, ensuring everyone stays informed. Additionally, future replies will be automatically shown in Jira, too.
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This feature is not available for Outlook exchange on-premise hostings. |
How-to
Start a new email
You can start a new email via the following options:
A. Send Mail action button (most common way)
To send a new email from within Jira you can do so via our “Send Mail” action button right in your Jira issue (upper bar).
B. Share Email action button
Alternatively, you can open the menu in your Jira issue (right hand corner) and start a new email right there (see issue sidebar).
C. Related emails panel area
Usually, when opening the issue, the related emails panel will appear automatically. If hided, you can open the panel via the menu. If there are not emails shared until then, you can start a new email conversation if desired via the “Send an email” button.
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appear in Jira through the related emails panel.
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Click through demo
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Feature details
Jira administrators can configure ready-to-use email conversations for users via our Presets for Emails.
By selecting the most suitable Preset, the user is provided with pre-filled message text, designated participants, content-sharing options, and integrated automations (including Jira comments). However, some of these settings, can be adjusted by the user (e.g. content of the message via “Templates”).
This approach streamlines communication by eliminating the need for the user to create an email conversation framework from the beginning.
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Email Presets come with pre-configured content. However, messages can be edited directly within the description field, or replaced with an alternative template (from options available).
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When setting up an email, you can customize the sharing settings to control who can access the email conversation within the ticket. Especially when the message contains sensitive information, this feature comes in handy.
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Our email integration centralizes all email conversations directly within Jira issues, providing easy access to the complete communication history. This allows you to seamlessly switch between emails and reply directly to ongoing conversations.
When composing a new email, you can append issue details to include the necessary information for the recipient.
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By clicking on a button → a new window / dialogue opens → Compose an email just like you would in Outlook (it is actually the same interface you’re used to)
You can CC colleagues and add issue details, too.
Before sending the email → Choose from the sharing options just like in Outlook
(see Send & share emails)Schedule Send / “Send later”: You can choose to delay the sending of the email to a certain time.
Send “on behalf of” or alias: Choose an email address (e.g. shared mailbox) in the “From” field. This works just like the “From” field in Outlook and relies on the same permissions. You can also configure “From” options centrally in the global app settings “Email settings” → “Send Email Settings” and on a project level in the “Outlook Email” project settings. On project level you can set a mailbox as default, so it will be filled automatically. This might be handy for shared mailbox use-cases.
For Jira Service Management projects only: Add recipients as “request participants”: You can choose whether you would like to add the recipients of an email (to, cc) as request participants for existing users or create new customer users if necessary (screenshot below)
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