The Xakia O365 Outlook Add-In lets you work with matters, documents, and emails without leaving Outlook. You can:
Create matters in minutes, or use a template to go faster
Search and view details for existing matters
Add tasks, key dates, and status notes
File emails and attachments to matters
Attach documents from your DMS
Manage matter followers
File emails as you compose or reply
Install the add-in from the Microsoft Office App Store or via the Office 365 Admin Center.
Pin the Add-In first
Pin the Xakia Add-In before you start. It loads faster, keeps you logged in, holds your context, and stays in view.
The Add-In works across three Outlook contexts, and you'll need to open and pin it in each:
No Context: no email selected and the reading pane is empty
Read Context: a sent or received email is open in the reading pane
Compose Context: you're composing an email
It's the context that matters, not the window. If you've pinned the Add-In in Read Context and then open an email in a new window, the add-in opens automatically as a new instance, like a new browser session. Exact behavior can vary between Outlook versions (Classic, New, and Web).
Filing emails to matters
Once you've selected or opened an email, click File in the Add-in to save it to one or more matters. The Add-in also works with shared inboxes, so your team can file, tag, and manage matters together.
You can file one email to multiple matters
The Filing Indicator shows whether you've already filed it
Filing attachments
With File Attachments Separately turned Off:
The email is filed as a single file
Attachments still show when you reopen the email in Outlook, but they don't appear separately in Xakia
With File Attachments Separately turned On:
You choose which attachments to file
In Xakia, the email and each selected attachment appear as separate files
Automatic conversation filing
Turn this on to file every message in a thread to the linked matter automatically.
Creating new matters
For full matter creation:
Click New Matter
Select a template (optional)
Complete the required and relevant fields
Your matter is created in Xakia
For Quick Add, click the lightning bolt icon next to New Matter to create a matter with only the required fields. It's ideal straight from an email, and you can add detail later in Xakia.
Managing existing matters
Click Matter List or use the search bar to find a matter. You can browse and filter your matters in Outlook, including My Matters, Confidential Matters, and recently accessed matters. Once a matter is open, you can:
Update the status and add status notes
Add tasks or key dates
View and add discussion notes
Click Open in Xakia to launch the matter in your browser
Adding and managing followers
From Matter Details:
Click Add Matter Followers to search for and add followers
Click Manage Matter Followers to remove or add more
Click Save in the bottom-right when you're done.
Composing, sending, and filing emails
The Add-in activates automatically when you compose or reply. If you don't see it, click the Xakia button and pin it. As you write, the same details mirror in the Xakia window.
Send (Outlook button): sends the email only
Send and File (Xakia Add-In): sends the email and prompts you to pick a matter
Smart filing on reply
If any email in the thread is already filed, the Add-in finds the linked matter so you can file quickly.
Send and File needs an Outlook client that supports the Mailbox API Requirement Set 1.15. That's New Outlook for Windows and Outlook on the web. Classic Outlook on Windows needs Version 2412 (Build 18324.20172) or later. Outlook for Mac isn't supported yet, we expect it to be generally available later in 2026.
Adding attachments from Xakia DMS
Click Add Attachment to pull in documents stored in Xakia:
Search for or select a recently accessed matter
Browse its folders and files
Select the files and click Add Attachment
The documents are added to your Outlook draft
