Centralize client communication with the MyCase Add-In for Outlook! The add-in allows you to easily link emails to the appropriate case without leaving your Outlook inbox. Then, you and your firm members can access linked emails on a per-case basis within the case details page in MyCase.
Note: The MyCase Add-In for Outlook is available in the Pro & Advanced Tiers. The add-on is only available on Outlook 2016 or later with any Microsoft 365 subscription, including Exchange Online. It is not compatible with Internet Explorer, local Exchange Servers or third-party Microsoft 365 accounts (such as Gmail or GoDaddy). Also,The Outlook add-on is not currently available for Mobile apps.
If you have a Microsoft 365 from another provider like GoDaddy, you must migrate it directly with Microsoft. Here are instructions on how to do that.
Add-in Overview [w/ VIDEO]
Set Up the MyCase Add-in for Outlook
*These instructions are specific to Outlook on the web. If you’re using a desktop version of Outlook, the installation process will vary slightly. Click here for alternate Add-in installation instructions, or install the Add-in on the web before using it in your desktop app.
First, install the add-in:
Click the 3 dots in line with the recipient details, and select Get Add-ins
*If you’re using Outlook Desktop, the “Get Add-ins” button will likely be located at the top of your account, and look something like this:
Search “MyCase” in the Add-in store
Click Add to install
Next, log into MyCase to start linking emails:
Open any email in your inbox
Click the 3 dots in line with the recipient details, select MyCase Add-in, and select Link Email to MyCase
*If you’re using Outlook Desktop, the MyCase menu should be located at the top of your account near the “Get Add-ins” button.A task pane will open on the right. Click Get Started, and enter your MyCase and Outlook login details in the pop-up window
Finally, pin the MyCase Add-in for easy access:
*If you’re using Outlook Desktop, the MyCase menu should be located in the home ribbon or toolbar at the top of your account by default.
Open your Settings (Gear icon in the upper right > View all Outlook settings)
Click Mail, and select Customize Actions
Check off MyCase under the “Message surface” and “Toolbar” sections to see the add-in when reading and sending emails
Link Emails to MyCase
Incoming Emails:
Open the email you’d like to link, and click “Link Email to MyCase” from the MyCase Add-in menu. Type the case (open or closed) or lead name into the first search bar, and select the appropriate case or lead. Optionally, type the contact name(s) into the second search bar, and select the appropriate contact(s). After an email has been linked to a case, lead, or contact, subsequent thread replies will be linked to the same record(s) automatically.
Use the X to edit or remove links. To edit: simply clear the existing link and enter a new one. To remove: simply clear the existing link. Updates will be reflected in MyCase as well. *Changes will be applied to the complete email thread, not an individual email.
Outgoing Emails
While composing a new email, click “Link Email to MyCase” from the MyCase Add-in menu. Type the case (open or closed) or lead name into the first search bar, and select the appropriate case or lead. Optionally, type the contact name(s) into the second search bar, and select the appropriate contact(s). The email will be linked after sending, and subsequent thread replies will be linked to the same record(s) automatically.
Add Time Entries from Outlook
Capture more billable time for emails by creating time entries directly from Outlook. Once an email has been linked to a case, select from your firm’s existing list of billable activities, and fill in the remaining fields. If you’ve saved a default description or default billing rate, they will populate automatically.
Always bill for emails with a standard duration? Set up a default from the Settings page in the MyCase menu. Each time you add a time entry from the Add-in, it will default to this duration.
Save Email Attachments to MyCase
Save email attachments to MyCase directly from the Outlook Add-in. Once an email has been linked to a case or lead, you can select which attachments you’d like to save. They will be saved to the ‘Documents’ section of the linked case or lead.
*If you update the email’s case/lead link after an attachment has been saved, the documents will remain linked to the original case/lead. You’ll need to move them manually in your MyCase account.
If you’d like to edit the attachment details or save it to a specific case folder, click the pencil icon in line with the document name. Here, you can enter a new name, date, or description, as well as choose which case folder to save it to. Click Save to save these changes.
*Outlook will preserve the original attachment name, but it will be updated in MyCase.
View Emails in MyCase
Emails linked to MyCase from the Outlook Add-in are saved to the “Linked Emails” section on the Case, Lead, or Contact Details page. They are displayed in descending chronological order. Linked emails will be viewable to any firm user with access to the corresponding case.
Participants: Email participants, with the most recent sender listed first in bold text
Subject: Email subject
Email Body: Preview of the email body
Date: Date and time of the most recent email in the thread
Click on an individual email thread to see the complete conversation. The most recent email is listed first. To collapse or expand emails in thread view, click on the header of each email (in line with the sender/recipients and date/time stamp). Use the pencil icon next to the case or contact name to edit or remove the link. To edit: simply clear the existing link and enter a new one. To remove: simply clear the existing link and click out of the text box. Updates will be reflected in Outlook as well.
*If you remove all links from an email in MyCase, you will need to re-link it from your Outlook inbox. Changes will be applied to the complete email thread, not an individual email.
Uninstall/Remove the Add-in
To uninstall the MyCase Add-in:
Click the 3 dots in line with the recipient details, and select Get Add-ins
*If you’re using Outlook Desktop, the “Get Add-ins” button will likely be located at the top of your account.Click My add-ins from the column on the left
Click the 3 dots in the bottom right of the MyCase Add-in box, and select Remove
*Emails linked to MyCase from Outlook will remain in MyCase even after the add-in is uninstalled.
FAQs
*For any issues/errors not specifically referenced in the FAQ below, try logging out and back into MyCase from within the Add-in to re-authenticate.
Is the Outlook Add-in compatible with email accounts that are not Microsoft-backed (like Gmail or GoDaddy)?
No. Even if you are using Outlook to access your email, the Add-in is not compatible with other email providers like Gmail or GoDaddy.
Can I use the Outlook add-on with mobile apps?
The Outlook add-on is not currently available for Mobile apps.
I have been using MyCase Mailbox. What will happen to emails resolved via Mailbox when I start using the Outlook Add-in?
Emails resolved via Mailbox will be stored in the “Legacy Mailbox” section of the Communications tab on the Case, Lead or Contact Details page.
Your general Mailbox in the primary Communications tab will remain the same.
Can I link an individual email to a case, rather than a complete thread?
No. Email linking is thread-based, so you cannot link an individual email to a case without linking the rest of the thread as well.
Can I link an outgoing email to a case before I send it?
Unfortunately, it is not possible to link outgoing emails until after they have already been sent.
Will emails saved to MyCase be visible to clients?
No. A saved email is only visible to firm users who have access to its corresponding case, lead, or contact.
If I link an email to MyCase and then delete it from my inbox, will it also be deleted from MyCase?
No. A linked email will remain in MyCase even after it is deleted from your Outlook inbox. This ensures that if an important email is accidentally deleted or an employee leaves the firm, you’ll retain important case-related communication. If you wish to delete the email from MyCase, simply clear all links.
I received a new reply to an email that was linked to MyCase. The reply appeared in my Outlook account, but not in my MyCase account.
Open the individual thread in MyCase, and click the “Refresh Email Thread” button in the upper right. This will force the sync between Outlook and MyCase for this specific email.
*Replies should be showing up automatically. If you have to use this button regularly, please contact Customer Support.
What happens to emails that I have linked to MyCase from Outlook if I uninstall the add-in?
Emails will remain in MyCase even after the add-in is uninstalled. You will also be able to edit case links in MyCase. However, you will not be able to see, add, or edit case links from your Outlook inbox; if you re-install the add-in, the case links will re-appear.
I use Outlook on multiple devices. Will I need to install the MyCase Add-in on each one?
No. The Add-in will be installed across devices automatically. Although to protect the security of your account, you will need to log into MyCase from the Add-in the first time you use it on a new device.
Can I sync multiple Outlook accounts to my MyCase account?
Yes. You can sync multiple Outlook accounts to your MyCase account, although you’ll likely need to install the Add-in under each of your Outlook profiles.
Can I use the MyCase Add-in in a shared Outlook mailbox?
No, the Add-in is not currently compatible with shared mailboxes. We recommend forwarding case-specific emails to an alternate inbox, and linking them to MyCase from there.
When I try to authenticate, I see an error that says “Your browser’s cookies might be blocked.”
Your browser’s cookie restrictions may be causing an authentication error. Follow this video tutorial to change those settings in Chrome.
How do I submit feedback for this Add-in?
Click the “Submit Feedback'' button in the upper right on the “Linked Emails” page, or click the “Give Feedback” button in the MyCase menu in Outlook. All feedback goes directly to MyCase’s product development team.
*If you have an ad-blocker enabled, you cannot open the “Submit Feedback” or “Help” links from the MyCase menu in Outlook.