Overview: The Active Documents Outlook add-in allows users to file sent and received emails and their attachments directly to Active Documents without leaving Outlook.
The add-in is deployed firm-wide by a Microsoft 365 administrator from the Microsoft 365 admin center, so individual users do not need to install it themselves. This article guides administrators through deploying the add-in, and shows users how to open it in Outlook and sign in to the Active Platform.
Recommended: The add-in works with both Classic Outlook and New Outlook. We strongly recommend using New Outlook for the best experience, as it offers better performance and more reliable add-in behaviour.
Prerequisites for the Active Documents add-in
Before deploying the Active Documents add-in, please ensure:
Your firm has a supported Microsoft 365 subscription (Business Standard, Business Premium, or an Enterprise plan). See below:
Refer to our System Requirements page for a full list of prerequisites for using the Active Platform.
Users are running New Outlook where possible. The add-in is supported in Classic Outlook, but New Outlook is strongly recommended for the best experience.
You have the Global Administrator or Exchange Administrator role in Microsoft 365. Centralised deployment is only available to administrators holding one of these roles.
Each user is signed into Outlook with only one email account. This must be their work email and the same email as their Active Platform login.
Users should avoid being logged into Outlook with both personal and work accounts and/or multiple emails at the same time, as this can cause conflicts.
If a user has recently purchased or changed their Microsoft subscription, they should sign out of Outlook and sign back in.
Deploying the Active Documents Outlook add-in firm-wide from the Microsoft 365 admin center
Microsoft administrators deploy the add-in once for the whole firm using centralised deployment. Users receive it automatically and do not need to add it from the Outlook marketplace.
Sign in to the Microsoft 365 admin center.
From the left navigation, select Show all, then Settings > Integrated apps.
Select the Add-ins link near the top of the Integrated apps page.
Select Deploy Add-in, then select Next.
Choose the option to add an add-in from the Microsoft Marketplace (Office Store), search for Active Documents, and select it. Accept the terms and conditions to continue.
Choose who the add-in is deployed to: Everyone, Specific users/groups, or Just me. We recommend assigning by group, so users added to that group receive the add-in automatically.
Select Deploy. A green tick confirms the add-in has been deployed.
Select Next to finish, then let your users know the add-in is available.
Note: Add-ins can take 24–72 hours to appear on the Outlook ribbon. Users may need to restart Outlook before the add-in becomes visible.
If you would like to roll the add-in out gradually, deploy it first to a small group of stakeholders and IT staff, then widen the audience once you are satisfied it is working as expected.
For Microsoft's full documentation, including the integrated apps portal, see Deploy add-ins in the Microsoft 365 admin center.
Opening the add-in and signing in
Once deployed, the Active Documents add-in is accessible from the Outlook ribbon. To open it, click the More apps icon in the ribbon.
Then, click the Active Documents add-in.
This opens the Active Documents add-in. Sign in with your Active Platform account to authenticate it for use in your firm. Once logged in, the Active Documents add-in is ready for use to file any sent and received emails.
Pinning the add-in
By default, the add-in closes when switching between emails. Pinning it keeps it open and allows it to switch automatically between Compose Mode and File Email depending on what is open in Outlook. Because each mode is triggered by a different context, each needs to be pinned separately.
To pin Compose Mode
Compose a new email in Outlook, then open the add-in. Once open in Compose Mode, click the pin icon to keep it open.
To pin File Email
Open a received email in Outlook, then open the add-in. Once open in File Email mode, click the pin icon to keep it open.
Once both are pinned, the add-in will remain open and switch automatically between modes as you compose or open emails.
Getting started with filing emails
With the add-in deployed and signed in, it is ready to use for filing sent and received emails directly from Outlook.
For more information, refer to the support article: How to file emails using the Active Documents Outlook add-in article for a step-by-step guide on filing emails, and how attachments and email threads are handled in Active Documents.