A significant portion of a lawyer’s time will be spent on email correspondence. In order to make tracking of that time more efficient, and to help manage attachments from emails and existing Matter files, we created the Matter365 add-in for Outlook.
To read more on add-in installation, click here.
Add-in is available in both online and desktop versions of Microsoft Outlook.
Accessing the Outlook add-in
In the desktop version of Outlook, the add-in can be accessed through the Quick Access Toolbar. For the add-in to show up you must select an email:
Accessing the add-in in the desktop version of Outlook
In Outlook online, you can access the add-in while reading any of your emails, or while drafting a new email.
Accessing the add-in in Outlook online
Accessing the add-in in Outlook online while drafting a new email
There are 2 tabs in the Matter365 Office add-in: Stopwatch and Matters.
Stopwatch add-in tab
The stopwatch tab shows the timer and time tracking items you already have recorded in Matter365. The main timer play icon will start a timer for a new activity. X icon in the main timer will cancel the current time tracking shown on it. You can also re-start the timer on any of the existing activities by clicking the play button next to their time.
After you pause the timer for tracking a new activity, a dialog will appear and you connect it to a Matter you worked on.
After saving them, time trackings added through the add-in can be found in the Matter365 web application as well as in the add-in itself. Next to time tracking items in the add-in, there are icons to edit a time tracking details (pencil) or delete time trackings (thrash can). Time tracking items with these actions disabled are representing those that are already invoiced for, hence they can't be changed.
Matters add-in tab
Matters tab shows all of the Matters existing in Matter365, with the option to search or sort them by ID (showing either the newest ones or oldest ones first). At the top of this tab, you can see the details of the email that is currently selected, like subject, sender, and number of attachments in it.
You can also browse through Matters and see the documents in any of them. This can be useful in a situation when you’re drafting a new email, and you want to attach existing Matter files to it. To do so, choose the Matter, select the files you want attached, and click the Attach button.
Attaching existing Matter files to a new email
Another situation when this add-in comes useful is when you receive an important email that needs to be shared with other lawyers working on the same Matter as you. Since you received the email on your personal address, it is available only to you. To share it with others, you can open the email in question, choose the appropriate Matter from Matter365 add-in and use the option Store Email. Emails with the same name (for example emails from the same email chain) will be stored as samename (1), samename (2), etc.
Storing email to an existing Matter
This action will forward the email to that Matter’s group inbox, making it available to all other lawyers working on the same case. If email had any attachments in it, they are stored in OneDrive folder for that Matter, in folder Attachments. Additionally, this can also save a copy of email in .eml format in OneDrive folder of the selected Matter. To set this up, see Document and Email Settings
Another useful option available in the Matter365 Add-in is Storing multiple emails to a Matter.
To store multiple emails to a Matter:
1. Click on the "Store Emails" tab in the Matter365 Add-in and select the emails you wish to store:
2. Then click on the " Select destination Matter" field and select the Matter you wish to store the emails in. You can use this field to search for a Matter:
Before you store the emails you can change the destination folder in which the emails will be stored and you can rename the emails as well.
To change the destination folder (the folder in which the emails will be stored) click on "Change destination folder"
The default Destination folder is the "Documents" folder. If you choose a different folder, Matter365 will create new folders named "Emails" / "Attachments" if those folders don't already exist and store the emails/attachments there.
Select a folder from the list or create a new folder. When you select the desired folder click "Select destination" :
To rename the emails before storing them simply check the "Rename emails before storing" option:
Rename the emails to your liking and click "Save":
3. Once you have chosen the Destination folder and renamed the emails click "Store selected emails" to have them forwarded to the Group inbox, folder specific to this Matter: