About
The Outlook email integration allows you to effortlessly share, read, and send emails or entire email conversations directly from your Jira issue. This feature empowers your team to access Outlook information seamlessly, ensuring everyone stays informed. Additionally, future replies will automatically appear in Jira through the related emails panel.
...
Click through demo
| Iframe | ||||||||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
|
Feature details
Jira administrators can configure ready-to-use email conversations for users via our Presets for Emails.
...
This approach streamlines communication by eliminating the need for the user to create an email conversation framework from the beginning.
...
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).
...
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.
🔐 Private: This respects all Email default permissions, e.g. only users being part of the email conversation can access chat contents.
🏢 Organization: This gives read-only access to all users in the organization that have access to this issue, and are logged in with their MS 365 account.
| Status | ||||
|---|---|---|---|---|
|
🗣 Issue access: This gives read-only access to all Jira users that have access to this issue. In addition, if a user wants to participate in the conversation, they need to log in with their MS 365 account to reply to an email.
...
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.
...
...
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.
...
Feature configuration
We provide primary configuration options at the admin level (refer to: admin configuration) and additional smaller configurations tailored for individual users (refer to:user configuration).
Thanks to Presets for Emails, it is beneficial for the admin to preconfigure Email Presets when utilizing Jira. This approach allows team members to easily select the most appropriate Preset for their specific use case.
| Anchor | ||||
|---|---|---|---|---|
|
When working in Jira and using our Email integration, the user can execute a few actions via the email panel in Jira.
Backup emails
Emails can be backed up as PDF attachments to the issue. Basically, every user can backup emails. However, only those emails being visible to the user can also be backed up.
Emails marked as "private" by a sender are inaccessible and therefore cannot be backed up by that specific user. However, if the recipient opens the email, they can then access and back it up in Jira.
...
Additional options
Selecting an email provides the user with several additional actions. Choose between replying from Jira, backing up the email (or the entire conversation), or deleting the email if it's no longer needed.
...
| Anchor | ||||
|---|---|---|---|---|
|
| Info |
|---|
Main configurations are done via our Presets for Emails 🚀 |
Email Presets include the following configuration options:
Mail subject and body
Sender and recipients (JSM projects: add “request participants”)
Email access (sharing options from within Jira)
Receipts (delivery and read receipt)
Dialog configurations
e.g. email sent >> add as “issue participant”: 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
.
...
See issue-related emails
Right after sending out the email → Jira will refresh automatically → the email will appear in the “related emails panel” in your issue
...
Answer back on emails
If the whole email conversation was shared, previous emails in the conversation as well as new replies will be visible in the issue.
Otherwise only the original email will be shown.
...
You can take certain actions on a related email, depending, if you are a recipient (To or CC):
Reply all: Reply to all involved persons in the email conversation.
Reply: Reply to the sender of the email.
Open in Outlook: Open the email in Outlook on the web.
Unlink: Unlink the email from the Jira issue so it won’t be visible anymore.
...
Feature requirements
In order to send emails from within Jira, the following set-up and configuration needs to done:
Step 1: Activate email feature in the admin settings
| Status | ||||
|---|---|---|---|---|
|
The installation of the Outlook add-in is not required.
Jira & Microsoft deployment
Jira Cloud, Jira Server (Server needs to be publicly available)
Microsoft 365 (the sharing feature requires MS 365 log-in)
Requirements & information
Working with Outlook emails in Jiradoes not need specific requirements to be met. This feature comes automatically when activating the email feature in the admin settings. For more admin relevant details, please refer to the activation guide.
To effectively leverage Jira features in Outlook, including the ability to create new Jira issues directly from your emails, you must install our free Outlook add-in. For additional information, please visit this page: features in Outlook.
After activating the email feature, please take a moment to check out the initial administrator configurations. Follow links to learn more on:
Please note: Sharing and accessing email content in Jira is not available for Outlook exchange on-premise hostings. However, in these environments you can still use our Outlook add-in to use the Outlook features.
Useful links
Further information as well as the technical reference on shared office items can be found here:
...
Detailed explanation of the
...
sharing options from Outlook can be found here:
...