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.
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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.
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.
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.
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)
When finished → Click on “Send”.
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 JIRA ADMIN TO DO
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)
Further information as well as the technical reference on shared office items can be found here:
Sharing access to Microsoft 365 items
Detailed explanation of the possible sharing options can be found here: