This FAQ covers moving from the legacy Xakia Outlook Add-in to the new one, plus common questions about shared mailboxes, permissions, filing indicators, and conversation filing.
We've released the new Add-in as a separate add-in rather than an update to the existing one, so it installs alongside the legacy Add-in. That means delays in IT authorization don't hold up early adopters who want to move across.
The legacy Add-in will be retired after a transition period. We recommend moving to the new Add-in when you're ready.
Everyone can use the new Add-in now, except where permission changes need approval. In those cases, email and document filing stays unavailable until an admin or the user grants consent, depending on your organization's settings.
Installing and updating the Add-in
How long can we keep using the existing Add-in?
How long can we keep using the existing Add-in?
The legacy Add-in stays available, with limited support, during the transition period, and we'd encourage you to start moving to the new one. What you'll experience depends on how the legacy Add-in was installed:
Installed from the Microsoft add-in store with no restrictions: you'll get the update automatically, shortly after it's published. You can also install it from the store yourself and uninstall the legacy Add-in.
Installed from the Microsoft add-in store with restrictions: you'll most likely get the update automatically, though some accounts may need approvals because of the permission changes. Once your IT team completes the permissions and authorizations, you can install the Add-in from the store and uninstall the legacy one.
Deployed by an admin from the store: most users get the update, though permission changes may require approvals. Once your IT team completes the authorizations and redeploys, users can install from the store and uninstall the legacy Add-in.
Deployed by an admin via a manifest: your IT team needs to redeploy manually using a manifest file.
Installed manually by an individual user via a manifest: you'll need to install the update manually
Is Exchange On-Premise supported?
Is Exchange On-Premise supported?
Exchange On-Premise isn't officially supported, but you can still use it as an unsupported configuration. Setup depends on your exact environment and varies between clients. The Add-in is usually installed from the Microsoft add-in store, but you can also deploy it with an add-in manifest XML file through centralized or admin deployment. It relies heavily on Microsoft authentication and Microsoft Graph APIs, so email filing will likely have reduced functionality in an on-premise Exchange environment.
Can we access the manifest file for the Add-in directly?
Can we access the manifest file for the Add-in directly?
Yes. You can view the manifest file here.
Permissions and consent
We had to grant admin consent for the new enterprise app. Should we revoke that access once it's configured, like we did after the original Outlook plug-in setup?
We had to grant admin consent for the new enterprise app. Should we revoke that access once it's configured, like we did after the original Outlook plug-in setup?
No, keep the admin consent in place. It shouldn't be revoked.
Why is write permission needed to add filing metadata like categories to emails?
Why is write permission needed to add filing metadata like categories to emails?
We use the write permission to add the "Filed by Xakia" category, which shows that an email has been filed. This is part of the Xakia Filing Indicator (XFI) feature.
The Add-in only accesses email for users who use the Xakia O365 Outlook Add-In, and only the email items those users request.
If we end our agreement with Xakia, how is this Outlook metadata cleaned up, or is it left for us?
If we end our agreement with Xakia, how is this Outlook metadata cleaned up, or is it left for us?
We can't detect when the add-in is removed from a user's mailbox, so we're unable to remove the categories automatically at this time.
Filing emails
We want to use a different Outlook add-in to file emails to our DMS (for example, NetDocuments or iManage). Can we still use the Xakia O365 Outlook Add-In?
We want to use a different Outlook add-in to file emails to our DMS (for example, NetDocuments or iManage). Can we still use the Xakia O365 Outlook Add-In?
Yes. You can use the Xakia Outlook Add-in for every feature it supports apart from email filing. In that case there's no need to grant permission or consent for the Add-in to access email. You won't see a permission or consent prompt unless you try to file emails from the Xakia Add-in.
How does conversation and thread filing work in Outlook and the Xakia O365 Outlook Add-In?
How does conversation and thread filing work in Outlook and the Xakia O365 Outlook Add-In?
The Add-in uses Outlook's native conversation functionality to work out whether an email belongs to a conversation thread. Outlook groups emails into conversations based on several factors, then files related messages together. Here's how Outlook classifies a conversation:
Subject line. Outlook looks at the email's subject line. Emails with the exact same subject (ignoring common prefixes like "Re:" or "Fwd:") are candidates for the same conversation. Minor differences in the subject can cause Outlook to treat emails as separate threads.
Message headers. Outlook uses headers such as Conversation Index and Conversation Topic. The Conversation Topic is derived from the original subject but can stay consistent even if the subject changes slightly. The Conversation Index helps Outlook understand the sequence and hierarchy of replies.
Participants. Less critical than subject and headers, but Outlook also considers the sender and recipients. Emails with the same subject between the same or overlapping people are more likely to be grouped.
Threading logic. Outlook relies on the Internet Message-ID and References headers to link replies to the original message. These create a chain of emails that holds the conversation structure together.
Shared mailboxes
Can the Xakia O365 Outlook Add-In be used in shared mailboxes?
Can the Xakia O365 Outlook Add-In be used in shared mailboxes?
Yes. There are two ways to access a shared mailbox, each behaving slightly differently:
Log in to Outlook as the mailbox user (for example, shared@mailbox.com).
Log in with your own account, which has delegate access to the shared mailbox.
Either way, you can log in to the Add-in using your personal account or the shared mailbox account, as long as the shared mailbox has a license.
Why doesn't my shared inbox show filing indicators?
Why doesn't my shared inbox show filing indicators?
The Add-in can't automatically create categories on shared mailboxes. This is a Microsoft platform limitation that affects all Outlook add-ins. To use categories on a shared mailbox, someone needs to create the required categories manually first, by opening the shared mailbox in Outlook and adding them in the category settings. If you don't have permission to manage the shared mailbox settings, ask your IT administrator to add them.