How to Use LexWorkplace for Outlook (Add-in)

Applies To

LexWorkplace Starter, Core, Advanced

Overview

LexWorkplace's Email Management feature makes it easy to save, organize, and search emails directly within your document management system.

When you save emails to a matter in LexWorkplace, they are:

• Centralized - Are accessible to anyone with permission to that matter

• Searchable - Appear in global and matter-specific searches

• Preview-able - Can be viewed in full-text preview directly within LexWorkplace

Getting the LexWorkplace Outlook Add-In

To start managing emails with LexWorkplace, install the LexWorkplace for Outlook add-in:

• Download the add-in: Setting Up the LexWorkplace Outlook Add-in

• Follow our Getting Started Guide for full LexWorkplace installation instructions

Once installed, the LexWorkplace add-in integrates directly into Microsoft Outlook.  From here, you can use the add-in to save/file emails in Outlook to a Matter in LexWorkplace.  

Shared Mailbox Support

With LexWorkplace for Outlook you can save emails from your mailbox to a Matter; LexWorkplace does not, however support saving emails from a Shared Mailbox.

Using in New Outlook

Here’s how to access LexWorkplace for Outlook for Microsoft’s “New Outlook.”

Opening the Add-In

1. Open Outlook.

2. Select an email.

3. Click the “Apps” button on the top right corner of the email.

   

4. Select the LexWorkplace Add-in App.

   

5. Sign In

• Sign in with your LexWorkplace credentials. You’ll only need to sign in once per device.

Using in Classic Outlook

Here’s how to access LexWorkplace for Outlook for Microsoft’s “Classic” Outlook (desktop).

Opening the Add-In

1. Open Outlook.

2. Select an email.

3. Click the “Add to LexWorkplace” icon in the Outlook ribbon.

4. Sign In.

• Sign in with your LexWorkplace credentials. You’ll only need to sign in once per device.

Add-in Functionality

LexWorkplace for Outlook, the LexWorkplace Outlook add-in, provides two key capabilities:

1. The ability to Save one or more emails to a Matter

2. The ability to attach a document From LexWorkplace when composing an email

We’ll cover how to use each feature next.

Save Email to a Matter

The first and primary capability within LexWorkplace for Outlook is the ability to save emails (in your Outlook) directly to a Matter in LexWorkplace.

Here’s how it works.

• In Outlook, select one or more emails.

• Click Add to LexWorkplace in the Outlook top ribbon.

• Select the matter where you want to save the email.

TIP: Filter Matters

Use the filter field to easily find the matter you would like to add the email to.

• Within a Matter, you can save the email directly to the root of that Matter, or you can navigate subfolders within the add-in.

• Click Save Here to save the email(s) to this location in LexWorkplace.

• Outlook will add the label/tag Saved to LexWorkplace as a visual indicator that the email has been successfully saved to this Matter.

• The email will be saved to this location and is now accessible in LexWorkplace at the specified location.

TIP: Folder organization

You can create as many folders you want inside the email tab for the matter you are adding emails to. This can help with organization and cleanup!

Attach From LexWorkplace (Drafting Email)

The second capability of LexWorkplace for Outlook is the ability to attach any document from LexWorkplace to an email, when composing/drafting an email.  (This of this as a second “Attach” button.)

Here’s how it works.

• When composing a new email, click Attach from LexWorkplace.

• Select the matter you would like to attach a document from.

• Once inside the matter, select either the main level document or subfolder and select the document to attach.

• The document will then be attached to the email, ready to be sent!

TIP: Multiple documents

You can attach multiple documents, from multiple different matters or even from private or public firm documents!

Additional Information

• LexWorkplace de-duplicates emails automatically. Duplicates are detected using a checksum (not just by subject line), ensuring only one copy is saved.

• Once saved to LexWorkplace, emails can be organized into folders, moved between folders, and renamed (just like documents).

• A label "Added to LexWorkplace" will appear on the email within Outlook, providing a clear visual indicator that the email has been saved.

It will display inside the email itself:

As well as in the preview line:

TIP: Added to LexWorkplace Category

You can click on the created category to search your outlook for all emails that have been added to LexWorkplace via the Add-in.

In summary, LexWorkplace for Outlook is a core piece of the Document and Email Management System that is LexWorkplace.