The Xakia O365 Outlook Add-In transforms how legal teams interact with matters, documents, and emails directly from Outlook. Designed to boost productivity and reduce workflow friction, this modernized add-in introduces a suite of powerful new features and a significantly improved user experience.
With the add-in, you can:
Create matters in minutes
Use templates to speed up matter creation
Search and view details for your 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
Top Tip! Make sure you pin the Xakia Outlook Add-in for optimal use!
This streamlines loading, authentication, context, and keeps the add-in front of mind.
The add-in supports multiple Outlook contexts and needs to be re-opened and pinned in each one.
No Context - When no email is selected and the reading pane is empty
Read Context - When a sent/received email is selected and shown in thee reading pane
Compose Context - When an email is being composed
Note that it is the context, and not the window that is important. For example if the add-in is pinned in the read context, and an email is opened in a new window, the add-in will automatically open. This would be an entirely new instance of the add-in which can be considered similar to a new browser window/session.
Exact behavior may vary between different versions of Outlook. e.g. Classic vs New vs Web
Filing Emails to Xakia Matters
File an email
Once an email is selected or opened, click File in the Xakia add-in to save it to one or more matters.
You can file an email to multiple matters.
Xakia’s Filing Indicator shows whether the email has already been filed.
Filing attachments
File attachments separately: OFF
The email is filed as a single file.
Attachments remain visible when reopening the email in Outlook but do not appear separately in Xakia.
File attachments separately: ON
You can select which attachments to file individually.
In Xakia, you will see the email and each selected attachment as separate files.
Automatic conversation filing
Activate this option to automatically file all messages in an email thread to the associated matter.
Shared mailboxes
The add-in is fully compatible with shared inboxes, enabling team-wide filing, tagging, and matter management.
Creating New Matters
Full matter creation
Click New Matter.
Select a template (optional).
Complete all required and relevant fields.
A new matter is created in Xakia.
Quick Add
Use the lightning bolt icon next to New Matter to create a matter with only the required fields.
Ideal for creating matters directly from an email.
Additional details can be added later in Xakia.
Managing Existing Matters in Outlook
Click 'Matter List' or use the search bar to find an existing matter. Once selected, you can:
Update the matter 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
Matter list and filters
Browse and filter your matters directly in Outlook, including:
My Matters
Confidential Matters
Recently accessed matters
Add & Manage Matter Followers
From the Matter Details view:
Click Add Matter Followers to search and add new followers.
Click Manage Matter Followers to remove existing followers or add more.
After making changes, click Save in the bottom-right corner of the add-in.
Compose, Send & File Emails to Xakia
The add-in activates automatically when you compose a new email or reply. If you don’t see it, click the Xakia add-in button and pin it. As you begin filling out the email
you will see the information mirrored in the Xakia window.
Sending options
Send (Outlook button): Sends the email only
Send and File (Xakia Add-In): Sends the email and prompts you to select a matter
Smart filing on reply
If any email in the thread has already been filed, Xakia detects the linked matter and allows quick filing to the same (or a different) matter.
Add Attachments from Xakia DMS
You can attach documents stored in Xakia by clicking Add Attachment:
Search for or select a recently accessed matter
Browse its folders and files
Select files and click Add Attachment
The documents are added to your Outlook draft
