Create new Jira issues in Outlook

Feature overview

Open

Create or update issues with content from your emails. Take over email attachments and text formatting like lists, colors, and tables. The Jira look & feel provides an intuitive orientation. All fields available can be completed in Outlook. The email content is converted into Jira markup.

How-to

• Select an email you’d like to bring to Jira → Go to your ribbon in Outlook → Click on the app logo or directly choose “create new issue” → a new dialogue opens

• In the dialogue → fill in the requested fields such as Jira project, Issue task, summary

  • Based on the selection of each field, the content of all following fields will be adapted dynamically

Project type

• The dialogue/drop-down shows you all Jira projects you have access to

• Based on the selected project type, the related issue types are provided in the drop-down

  • If you select a Sub-task issue type, the add-in opens a new field type Issue. This field type will be the parent of your newly created issue. You can search for keys or descriptions - filtered on the currently selected project.

Attachments

• All attachments are included by default → Select which attachments you wan to take over to Jira

Open

Sharing options
jira cloud only server coming soon

• Decide what content you’d like to share

• Decide who in your company should access the information (in Jira)

Created issue

• Click on create → Pop-up window informs you about issue creation

• Office add-in Email will receive kind of an information banner

• com add-in Email has little Jira icon next to mail & Jira banner in email

Switch Jira instance

• Create issue screen → Click on the wheel (top right hand corner) → Go to “Jira Login” → Switch instance

Selected text COM ADD-IN only

When using the COM add-in, you can select a text section in the email and create a new issue for only the selected text selection.

Custom fields

If the issue contains Jira custom fields, the add-in supports them out of the box.

However, some fields might be provided by a third-party app (e.g. Tempo Timesheet or Jira Portfolio), please check the following page for compatibility

Service Desk features

The add-in provides specific features for service desk (SD) agents to create tickets in the name of the email sender.

Whenever you choose a SD project, the add-in works a little bit different:

• It will work with Request Types instead of Issue Types

• It will show a tab called Service Portal that shows the fields as they are configured in the SD portal

• The reporter field will check if the sender of the email has an SD account and allows to create a new one (if allowed by the portal settings)

• Other persons on CC will be added as participants when they have a SD account

• If you want to add information that is not visible for customers, you can use tab All fields

Templates and default values

The add-in provides own templates that can be individually defined by the Jira admin. These templates determine which information from an email will be available in Jira.

Be default:

• The email subject is automatically the summary of the Jira issue

• The whole email body is the description of the Jira issue

• The sender of the email is the reporter of the Jira issue

Feature requirements

In order to create new Jira issues based on email content in Outlook, the following set-up and configuration needs to done:

• Step 1: Activate email feature in the admin settings JIRA ADMIN TO DO

• Step 2: Decide on Outlook add-in (Office vs. COM add-in) MS 365 ADMIN TO DO

• Step 3: Install the Outlook add-in MS 365 ADMIN TO DO or user to do

Jira & Microsoft deployment

Create issues

• Jira Cloud, Jira Server & Data Center

• Microsoft 365 & MS Exchange

Email sharing (sharing option - see above)

• Jira Cloud, SERVER COMING SOON (Server needs to be publicly available)

• Microsoft 365 (requires log-in)