Feature overview
...
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.
| Info |
|---|
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.
...
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.
...
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.
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.
...
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.
...
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.
...
Outlook signatures in Jira
To use your Outlook signature when sending emails from Jira, simply use our built-in feature. Here's how:
Click your avatar in Jira's top-right corner.
Select "Microsoft 365 for Jira."
Click "Signatures" to create or paste your signature.
After saving, choose whether to use this signature for default outgoing emails and/or replies.
View our demo to see it in action:
| Iframe | ||||||||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
|
| Note |
|---|
Because the Microsoft API lacks the necessary information, we can't directly retrieve your signature. Instead, please use this workaround. |
Within the edit screen you can pick from various formatting options:
...
While composing the email you can always decide to change the default signature to none or any other Signature:
...
| 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 “issue participants”)
Email access (sharing options from within Jira)
Receipts (delivery and read receipt)
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: Only available, if you are a recipient of the email.
Open in Outlook: Only available, if you are a recipient of the email.
Unlink: Only available, if you are a recipient of the email.
...
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 admin 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:
...