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Get Started With Clio's Outlook Add-In (Beta)

With Clio's Outlook Add-in (Beta), you can:

  • File emails and attachments to Clio Manage from a single tab much more quickly.
  • See which emails have been sent to Clio Manage with a "Filed to Clio" tag in Outlook.
  • Organize your Outlook inbox with a Matter-based folder organization.
  • Easily create time entries to track billable communications.
  • File emails to Clio Manage prior to creating contacts.

Contents:

Uninstall Clio's Outlook Add-In (Legacy)
Install Clio's Outlook Add-In (Beta) 
     Outlook Desktop (Windows and Mac) 
     Outlook 365 for the Web 
Pin Clio's Outlook Add-In (Beta)
Connect Clio's Outlook Add-In (Beta) to Clio Manage and Personalize Emails 
File a Single Email 
Folder Management and the "Filed to Clio" Tag
     Personalize "Filed to Clio" in Settings 
File an Outgoing Email 
Uninstall Clio's Outlook Add-In (Beta) 
Frequently Asked Questions (FAQ)

Uninstall Clio's Outlook Add-In (Legacy)

Before getting started with Clio's Outlook Add-in (Beta), follow these steps to uninstall Clio's Outlook Add-in (Legacy).

For Outlook desktop for Windows, click Get Add-Ins in the Home ribbon.

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For Outlook desktop for Mac, click the ellipsis (three dots) in the Toolbar and click Get Add-Ins.

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For Outlook on the web, select New message or open an existing email, then click the ellipsis (...) in the message, and choose Get Add-ins.

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When you reach Microsoft's Add-Ins for Outlook page, you can uninstall Clio's legacy Outlook Add-in.

  1. On the left pane of the add-ins window, click My add-ins.
  2. Find Clio's Outlook Add-in (Legacy), click the ellipsis (...), and choose Remove.

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Install Clio's Outlook Add-In (Beta)

Clio's Outlook Add-in (Beta) can be downloaded from the Microsoft add-ins store. You can install Clio's Outlook Add-in (Beta) in either Outlook on the web or Outlook desktop (Windows and Mac). The add-in will automatically be added to the other.

Note: Clio's Outlook Add-in (Beta) is only available on Outlook 2016 or later with a Microsoft 365 Business Standard subscription. 

Outlook Desktop (Windows and Mac)

For Outlook for Windows, click Get Add-Ins in the Home ribbon. For Outlook for Mac, click the ellipsis (three dots) in the Toolbar and click Get Add-Ins.

  1. Search for Clio's Outlook Add-in (Beta) in the search bar and click the search result. 
  2. Under Clio's Outlook Add-in (Beta) click Add.
  3. Once installed, click Get Started for a short tutorial on how to use the add-in.

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When you close the add-ins window, a Clio icon will be added to the Home ribbon by default for easier filing.


Outlook 365 for the Web

For Outlook 365 for the web, log in to your Microsoft 365 account and go to Outlook.

  1. Select New message or click an existing email.
  2. Click the ellipsis (...) in the message and click Get Add-ins.
  3. In the add-ins search bar, search for Clio's Outlook Add-in (Beta) and click the search result.
  4. Under Clio's Outlook Add-in (Beta) click Add. A short tutorial on how to use the add-in will automatically appear. Or, you may close the screen and click Get Started for the tutorial.

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When you close the add-ins window, a Clio icon will be attached to your email messages by default for easier filing.


Pin Clio's Outlook Add-In (Beta)

Clio's Outlook Add-in (Beta) is pinned to your list of email items by default after installation. On Outlook for the web, you can also pin the icon for Clio's Outlook Add-in (Beta) to each message. Follow these steps to pin the icon to your message surface when reading a message and to the toolbar when composing a message:

  1. Open an existing email or begin composing a new message.
  2. In the message click the ellipsis (...) and click Customize actions.Screen_Shot_2021-12-30_at_12.07.55_PM.png
  3. If you want to see the add-in icon when composing a message, under Toolbar check the box for Clio's Outlook Add-in (Beta).
  4. If you want to see the add-in icon when reading a message, under Message surface check the box for Clio's Outlook Add-in (Beta).

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You can also pin the email filing window for Clio's Outlook Add-in (Beta). When you pin the window, the add-in will automatically appear when an email is opened. 

  1. For Outlook desktop, click the Clio icon in the Home ribbon (Windows) or Toolbar (Mac), and select File Email. For Outlook for the web, open an email, click the icon for Clio's Outlook Add-in (Beta) in the message surface, and select File Email.
  2. Click the pin icon once to pin
  3. Click the pin icon again to unpin.

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For Outlook for the web, you can also pin the add-in's window through the ellipsis—the three dots representing More actions.

  1. Open an email and click the ellipsis (...)
  2. Hover over or click Clio's Outlook Add-in (Beta) and select File Email.
  3. Click the pin icon to pin the window.
  4. Click the pin icon again to unpin the window.

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Connect Clio's Outlook Add-In (Beta) to Clio Manage and Personalize Emails

Before filing an email for the first time, you will need to connect Clio's Outlook Add-in (Beta) to your Clio Manage account.

  1. Open an email, click the icon for Clio's Outlook Add-in Beta, and select File Email.
  2. If prompted to either allow or ignore Clio's Outlook Add-in (Beta) to display a new window, click Allow. Follow the sign-in directions to stay signed in to your Microsoft account.
  3. Use the dropdown arrow to select the region for your Clio Manage account, not the region you reside in.
      • By default, North American accounts are created on the North American server.
      • If you are unsure which server you are on, check by viewing the URL on your Clio Manage browser window:
          • North America: app.clio.com
          • Canada: ca.app.clio.com
          • Europe and UK: eu.app.clio.com
  4. Click Connect to Clio Manage.
  5. When prompted to allow or ignore the add-in to display a new window, click Allow. Follow the prompts to sign into your Clio Manage account with your Clio Manage sign-in credentials.
  6. Click Next at the bottom of the add-in window to move onto the next step.
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  7. Confirm that your Outlook inbox and your Clio Manage account are connected. You should see your connected accounts under both Connect your Outlook inbox to Clio and Connect Clio to your Outlook inbox.
  8. If your Clio Manage account is not connected to your Outlook inbox, click Connect to Microsoft from Clio. This will take you to your Clio Manage account settings, where you can connect your Outlook account.

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When you are in Clio Manage, you can choose to turn on Clio's email personalization feature. With this feature turned on, you can personalize emails when sending bills to clients by sending emails from your own personal email address rather than the generic email address, notifications@clio.com.

  1. If you are not taken taken to this page by default, sign in to Clio Manage, and go to Settings.
  2. Under Personal select Apps.
  3. Click Microsoft and toggle on Send emails from your own email address.

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After connecting your Outlook account in Clio Manage, close the window, and go back to Clio's Outlook Add-in (Beta).

  1. Click I have already connected from Clio.
      • If the connection is successful, you will see a green checkmark next to a green prompt specifying that you are Connected as [your Outlook email address].
  2. You can change the Outlook account that is connected to your Clio Manage account by clicking Change account.
  3. Click Next to finish and begin filing emails.

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File a Single Email

Once your Clio Manage and Outlook accounts are connected, you can begin filing emails and attachments and adding time entries. 

  1. Open an email, click the icon for Clio's Outlook Add-in (Beta), and select File Email.
      • Clio's Outlook Add-in (Beta) will automatically appear if the window was previously pinned. 
  2. In the Select a matter field, search for a Matter to save the email and any attachments.
      • When searching for a Matter, you can search by Contact name, Matter description, or Matter Number.
  3. To add a billable or non-billable time entry, toggle on Add a time entry. Scroll down to complete the time entry. 
  4. To automatically created a mirrored Matter folder in Outlook where the Outlook email is stored after filing, ensure that Move email to matter folder in Outlook is checked.
  5. Click File Email.

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The filed email will appear in your Clio Manage Communications tab and under the Communications tab of the Matter for which you filed the email. Options here include:

  • Assign a Contact.
  • Update the Matter, Date and time, Subject, and Body.
  • Download the original email.
  • Add, edit, and delete a time entry.
  • Delete the entire email log.

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Folder Management and the "Filed to Clio" Tag

Clio's Outlook Add-in (Beta) has a built-in simplified inbox management system. Emails are organized by a Matter-based structure. To find your email in Outlook after it has been filed

  1. In the left pane under Folders look for the Clio Manage folder.
  2. Click the arrow to the left of each folder to open the collapsed folders.
  3. Find the Contact and Matter folder under either the Closed, Open, or Pending folders, depending on the status of your Matter in Clio Manage.
  4. When you open the Matter folder and look for your filed email, look for the Filed to Clio tag.
      • This category tag shows which emails have been filed to Clio Manage.

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If you do not want your emails to be automatically filed in Outlook, the Matter-based folder organization system can be turned off in Clio Settings. You can also turn off the Filed to Clio tag in Clio Settings.

  1. Open an email, click the icon for Clio's Outlook Add-in (Beta), and select Clio Settings.
  2. Toggle off Matter folders in Outlook and click Turn off matter folder when the warning prompt appears.
      • If you turn off this setting, your emails will remain in your inbox and will not be sorted automatically.
  3. To disable the Filed to Clio Tag, toggle off Filed to Clio category.
      • If you turn off this setting, you will not be able to easily see which emails have already been filed to Clio Manage.

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Note: If you turn off both settings, your emails will remain in your Outlook inbox with no visible indicator of whether your emails have been filed to Clio Manage.

Personalize "Filed to Clio" in Settings

Personalize the Filed to Clio category tag by changing the name and the tag's color. To edit the appearance of the category tag in Outlook for the web:

  1. Click Settings (gear icon) and select View all Outlook settings.
  2. Select General > Categories.
  3. Click the pencil to edit the category.

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To edit the appearance of the category tag in Outlook desktop for Mac:

  1. In your Mac's menu bar go to Outlook > Preferences.
  2. Under Personal Settings click Categories.
  3. Click the colored icon to change the tag's color.

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Note: The Filed to Clio tag cannot be renamed on Outlook desktop for Mac.

To edit the appearance of the category tag in Outlook desktop for Windows:

  1. In the Home ribbon find the Categorize dropdown and select All Categories.
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  2. Check the box next to Filed to Clio.
  3. Click Rename to change the tag's name and click the dropdown arrow under Color to change the tag's color.

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You can also create a folder that contains all of your Filed to Clio emails under the Favorites section of your Outlook for Windows mailbox. To do so

  1. Go to Favorites and select Add favorite.
  2. Search for or select Filed to Clio.

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Note: This functionality is currently unavailable in Outlook desktop for Mac.

File an Outgoing Email

After composing an email, you can choose to file the email to Clio Manage once the email is sent. In Clio Manage, the sent email and any attachments can be found in the main Communications tab or in the Communications tab specific to the Matter. Attachments are also saved in the main Documents tab or in the Documents tab specific to the Matter. To file an outgoing email:

  1. Select New message, compose your message, open Clio's Outlook Add-in (Beta), and select File Email.
  2. Under File the sent email to, search for the Matter you want to file the email to.
      • The email will not be saved to Clio Manage unless a Matter is selected.
  3. Toggle on Add a time entry to create a time entry for the outgoing email.
  4. Check Move email to matter folder in Outlook and then click Send.

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Note: In Outlook, the outgoing email will appear in the Matter-specific folder if the Matter-based organizational setting is turned on. If the setting is turned off, the outgoing email will be located in the Sent Items folder.

Uninstall Clio's Outlook Add-In (Beta)

For Outlook desktop for Windows, click Get Add-Ins in the Home ribbon. For Outlook desktop for Mac, click the ellipsis (three dots) in the Toolbar and click Get Add-Ins.

For Outlook on the web, select New message or open an existing email, then click the ellipsis (...) in the message, and choose Get Add-ins.

  1. On the left pane of the add-ins window, click My add-ins.
  2. Find Clio's Outlook Add-in (Beta), click the ellipsis (...), and choose Remove.

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Note: If you uninstall Clio's Outlook Add-in (Beta), your previously filed emails will remain in their current folders. If the Filed to Clio tag is turned on in Clio Settings, the tag will continue to be applied to your previously filed emails.

Frequently Asked Questions (FAQ)

For frequently asked questions, see the Outlook Add-In (Beta) FAQ.

 

 

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