The DocMgt add-in for Outlook lets you work with DocMgt without leaving your email. While reading an email, Save to DocMgt files the email, its attachments, or both into a new or existing record. While writing an email, Attach from DocMgt finds a record and adds its documents to the email as attachments.


The add-in works in new Outlook for Windows, Outlook on the web, and Outlook for Mac, for mailboxes in Microsoft 365 (Exchange Online). It does not run in classic Outlook for Windows or for mailboxes on an on-premises Exchange server.


Everything you do in the add-in happens as you, with your own DocMgt access. You see only the records and documents you can see in DocMgt, and you can save only where you are allowed to add documents.


Outlook Add-In is available in Enterprise edition or higher

Setting up the add-in (administrators)

The add-in is installed from a manifest, a small file that tells Outlook where your DocMgt site is. Each DocMgt site has its own manifest, so use the one from the site your users sign in to.

In Administration, under System Main Options, open the Outlook Add-In section. It shows the manifest link, with a Copy Link button and a Download button.

To make the add-in available to everyone, or to a group of people, your Microsoft 365 administrator deploys it from the Microsoft 365 admin center:

  1. Go to Settings > Integrated apps and select Upload custom apps.
  2. For App type, choose Office Add-in.
  3. Upload the downloaded manifest file, or choose to provide a link, paste the manifest link, and select Validate. Then select Next.
  4. Select Add users, choose Entire organization, Specific users/groups, or Just me, and select Next.
  5. Review the permissions, selecting Accept permissions if asked, then select Next and Finish deployment.


The Integrated apps page is shown only to Global and Exchange administrators.


Allow up to 24 hours. Microsoft can take up to a day to add the add-in to each mailbox, and the same again after any change, such as a new manifest, a change of users, or removing the add-in. It usually appears in Outlook on the web first; the Outlook app may need to be closed and reopened, sometimes more than once. While you wait, do not add the add-in by hand from More apps: that creates a second, personal copy that stays behind if the deployment is later changed or removed. Set Name in Outlook before the first upload, because changing it later means uploading the manifest again and waiting again.


More than one DocMgt site

An organization that uses more than one DocMgt site can deploy the add-in from each of them. Each site's manifest is a separate add-in with its own sign-in. So that people can tell them apart in Outlook, give each site's add-in its own name: in that site's Outlook Add-In section, change Name in Outlook, for example to the company or department name, and select Save Name. Outlook shows that name for the add-in and uses it on its buttons, for example Save to Acme Docs and Attach from Acme Docs. The name is DocMgt unless you change it; clearing the field sets it back to DocMgt. After changing the name, download the manifest again and upload it in the Microsoft 365 admin center; Outlook keeps showing the old name until the new manifest is uploaded.


Trying it yourself first

To try the add-in before giving it to everyone, follow the deployment steps above but choose Just me under Add users. When you are ready, open the add-in on the Integrated apps page and change who it is deployed to.


Just me means the account you are signed into the admin center as. If you administer Microsoft 365 with a separate admin account, that is the mailbox that gets the add-in, and it never appears in the Outlook you use every day. Choose Specific users/groups and name your everyday mailbox instead. The Users tab of the add-in shows who currently has it.


Finding the add-in in Outlook

In Outlook on the web and new Outlook for Windows, the add-in is under Apps:

  • On an email you are reading, select Apps, then Save to DocMgt.
  • On an email you are writing, a reply, or a forward, select Apps, then Attach from DocMgt.


If DocMgt is not shown under Apps, select More apps and find it there. To keep it one click away, right-click DocMgt in More apps and select Pin. It then appears on the ribbon and on the action bar of each message. To remove it again, open More apps and select Unpin.


The add-in opens in a pane beside the email. The top of the pane shows the DocMgt site it is connected to.


Signing in

The first time you open the add-in, select Sign in. A sign-in window opens and you sign in exactly as you do to DocMgt on the web: with your organization's single sign-on button, or with your User name and Password, followed by a verification code if your account uses one. When the window says Signed in. You can close this window., the pane is ready.


You stay signed in on that computer and browser, for both Save to DocMgt and Attach from DocMgt. The pane shows Signed in as with your name. To sign out, select Sign out in the pane.

Each place you sign in to the add-in is listed in DocMgt under My Settings, in API Tokens & Devices, under Signed-in Devices, with a name such as Outlook add-in (Outlook on the web). Signing a device out there signs the add-in out on that computer, which is useful if the computer is lost or shared.


If your sign-in ends, for example because it has not been used for a long time or it was signed out from Signed-in Devices, the pane says Your DocMgt sign-in has ended. Sign in again. Select Sign in to continue.


If the sign-in window does not open and the pane says Your browser blocked the sign-in window. Allow pop-ups for Outlook and try again., allow pop-ups for Outlook in your browser and select Sign in again.


Saving an email to DocMgt

Open the email and select Save to DocMgt.

What to save

The What to save list shows the email itself and each of its attachments, with their sizes. Tick the items you want to save.

  • The email is saved as a single .eml file named after its subject, with its attachments still inside it. DocMgt opens .eml files in its viewer like any other document.
  • Most people file only the attachments, so the add-in remembers whether you last ticked the email itself and starts that way next time. Attachments always start ticked.
  • Pictures that are part of the message body, such as logos in a signature, are not listed.
  • An attached email is saved as an .eml file, and an attached meeting as an .ics file.
  • An attachment shared as a link to a cloud file cannot be saved, because there is no file in the email. It is listed as Shared as a link, so there is no file to save.
  • An attachment larger than 70 MB cannot be saved from Outlook.
  • If the list shows This version of Outlook cannot save the whole email., your Outlook can still save the attachments but not the email itself.

Saving to an existing record

Under Save to, select Existing record, then find the record:

  • Recent lists the records you viewed most recently in DocMgt.
  • Favorites lists your favorite records.
  • Search searches the values in your records. If you type a number, the record with that ID is included as well.


Each record shows its Record Type and a few of its field values. Select a record to choose it; select Change to pick a different one. The saved files are named after their file names.

Saving to a new record

Under Save to, select New record and choose a Record Type. The add-in remembers the Record Type you used last.


The Record Type's fields appear, filled in with their default values, just as when you add a record in DocMgt. Fields marked with a red asterisk must be filled in before you can save. For some other fields DocMgt asks before saving them blank: the pane lists them and you can select Leave blank and save or Go back.


If a Record Type is entered on a form in DocMgt, the pane notes that and shows the form's fields as a simple list instead.


The saved files are named and categorized the way the Record Type is set up for uploads. To start the record's workflow once the files are saved, turn on Start workflow after saving. The add-in remembers this choice.


After saving

Select Save 1 item or Save with the number of items. Each item is saved in turn and shows a check mark when it is done. If one item cannot be saved, the reason is shown under it and the others are still saved. When you save to a new record, the pane also says whether the workflow started.


Select Open in DocMgt to open the record in your browser, or Save more to save other items from the same email.


If you pin the pane in Outlook, it stays open as you move from email to email. The list of items changes to the new email, and the record you chose stays selected.


Attachments that cannot be read

In Outlook on the web and new Outlook, an email or meeting that was attached by dragging it into the message cannot be read by any add-in. Saving it fails with Outlook cannot read this attached item. Save the original email or meeting instead, or ask the sender to forward it as an attachment.


Attaching DocMgt documents to an email

Start a new email, a reply, or a forward, and select Attach from DocMgt.

  1. Under Record, find the record with Recent, Favorites, or Search, the same way as when saving, and select it.
  2. Under Documents, tick the documents to attach. Each document shows its category, and its size appears when you tick it. The Total size of everything ticked is shown below the list.
  3. Select Attach with the number of documents.


Each document is added to your email in turn and shows a check mark when it is done. If one document cannot be attached, the reason is shown under it and the others are still attached. Select Attach more to pick other documents from the same record, or select Change under Record to switch records.


Some things to know:

  • Documents keep their file names. Forms are attached as PDF files.
  • If the documents you ticked add up to more than 20 MB, the pane warns you. Many mail servers refuse messages that large, so consider sending fewer documents per email.
  • For a record with a large number of documents, the pane lists the first 100 and says how many there are in total. Open the record in DocMgt to reach the rest.
  • Each document you attach is recorded in DocMgt as a download, the same as downloading it from the record.
  • If the pane says This version of Outlook cannot add attachments from an add-in, update Outlook or use Outlook on the web.


Troubleshooting

  • The add-in does not appear in Outlook. A newly deployed add-in can take up to 24 hours to appear. It usually shows in Outlook on the web first; the Outlook app can need to be closed completely and reopened, sometimes more than once. If you added it yourself, close and reopen Outlook. The add-in is not available in classic Outlook for Windows.
  • Removing the add-in. To remove an add-in you added yourself, select More apps, then Add apps, and at the bottom of the page select Manage your apps. Find DocMgt there and remove it. An add-in your administrator deployed is removed by the administrator in the Microsoft 365 admin center; if you also added it yourself earlier, remove your own copy as well, or it stays in Outlook.
  • A record or document is missing. The add-in shows only what you can see in DocMgt. If you expect to see something that is not there, ask your administrator.
  • DocMgt could not be reached. Check your connection and try again. The pane shows the DocMgt site it is connected to at the top; if that is the wrong site, ask your administrator for the correct add-in.