Microsoft 365 for Jira

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Preset: Email

Apr 1, 2025

Preset for the Outlook email feature can be defined for all kinds of Outlook emails (new, reply). Learn more about the configuration process below.

Configure a Preset for Emails

Click through this short demo to configure a Preset for your Outlook emails.

Preset settings

Preset framework

Framework settings
not editable by the user

Create your Preset for all or only JSM projects.

Decide on a name and description. Find a little preview of your Preset on the right.

Preset features	Decide between Jira or JSM projects. If you want to change the restriction, you will need to create a new Preset.
Preset name	Choose a specific name so that users understand the usage of the Preset.
Preset icon	Choose a suitable icon for the Preset.
Preset tag	Use tags e.g. “internal” / “external” / “sensitive” etc. to categorize the Preset for the user.
Preset description	Be as precise as possible to distinguish easier among your Presets.

Default settings

To access sender or recipients data, you must log in with your Microsoft 365 account via this button on the bottom of the page.

Set defaults
editable by the user

Decide on mail subject and message content (based on a template), the sender, recipients and email access here. The user can edit these settings in the issue, if desired.

Even set a standard for email receipts (not editable by the user though).

Mail subject and body	Choose among created email templates which content should be prefilled with a Preset for your emails (new email and reply template).
Sender	Choose a sender of the email, if the mail should be send on behalf of another user or shared mailbox: Set-up a shared mailbox here.
Recipients	Static user: Search by email for a required persons. Jira field: Enter a Jira field term to be added here.
Email access	Decide whether to share the content of the email or to keep it private.
Receipts	Delivery receipt: Receive confirmation when email is received. Read receipt: Receive confirmation when email is opened.

Dialog configuration

Dialog settings
not editable by the user

Decide, if the email dialogue should open in advanced mode to e.g. decide on priority options and categories.

Advanced mode	Define, if the email dialog should show more options to choose from such as email priority and categories.
Priority	Choose the priority of the email and make it a default. Even if the advanced mode is not active, the priority can be set as a default.

Built-in automations

Choose from built-in automations that integrate Microsoft 365 features with Jira. No manual setup is required. These settings are active throughout the chat's lifecycle and have no automation service limit.

Automate workflows
not editable by the user

Set-up additional automations here to make workflows more efficient.

Email sent >> add Jira comment	Whenever an Email is sent from Jira, a Jira comment will be added to the issue (and involved persons will be notified via email).
Email sent >> add as issue participant jsm only	Existing: Existing users and customer users to the issue will be added. Create new customers: Add existing users and create customer users.
Email received >> add Jira comment	Whenever an Email is received / is coming in in Jira, a Jira comment will be added to the issue (and involved persons will be notified via email).
Issue resolved >> Email backup*	Whenever the issue is resolved, the corresponding email (conversation) will be backed up as a PDF file to the issue.
*Generate keyword comment	Define a set of keywords to easily find the PDF afterwards (in Jira).

If you want to set up more advanced Jira automation rules with Microsoft 365, click here.

Finish set-up

Create Preset
not editable by the user

When finishing the set-up of the Email Preset, you can decide between different activation options.

Create only

Create the Preset and it will be available in the admin / project settings in Jira. It needs to be manually activated via the settings.

Create + activate globally

Create and activate the Preset and it is automatically active in all Jira projects with no project-specific settings.

Emoji :pushpin: Please note: If there are project specific settings, the project admin still needs to activate the Preset manually via the project settings.

Create + force activation

Create and activate the Preset and it is automatically active in all Jira projects regardless of project-specific settings.

Emoji :pushpin: Please note: Project specific settings will be overridden and the Preset will automatically be available and selectable in the Jira issue.