Set up DocuWare for Outlook

1. Add DocuWare to Microsoft Outlook

DocuWare can be added to Microsoft Outlook in two ways:

1.1 A Microsoft organisation administrator deploys the add-in through Microsoft Admin Center, either to all employees or to specific users within the organisation. This method is recommended to keep the deployment process as simple as possible.

1.2. It is also possible for the users to install the add-in for their own account. In this case, the administrator must approve the app after the user has installed it.

1.1 Roll out for the entire organization

To deploy DocuWare for Outlook in the organization, the add-in is loaded to the users' accounts via the Microsoft Admin Center.

1. As a Microsoft organization administrator, sign in to the Microsoft portal with your administrator account.

2. From the menu, navigate to the area Settings > Integrated apps and click on Retrieve apps. In some Office versions the button is named Get apps.

   

3. In the next window, click on + Deploy Add-in and on Choose from the Store to access the list of applications in the Microsoft Store.

4. Search for the app “DocuWare for Outlook” and click on Add.
   

5. Define which users will have access to DocuWare for Outlook and select Deployment Method Fixed (Default).
   

6. Review the Privacy Policy and Terms of Use, and confirm with Save.

7. A message will inform you, when the deployment process is complete.

8. With Next the add-in is available to your organization.
   It can take up to 12 hours for DocuWare for Outlook to appear on the user's ribbon. Users may need to refresh their Microsoft Outlook. 

1.2 Installation by the users

Users can see DocuWare for Outlook in the Microsoft App Store and add it to their Microsoft Outlook. But they will only be able to use it after the organization administrator has approved the app.

Note: To keep the deployment process as simple as possible, it is recommended that the organization administrator rolls out the app for all employees (see above).

If you want to install DocuWare for Outlook as a user, these steps are required:

1. Open Microsoft Outlook.

2. Switch to the Home tab.

3. Click on Get add-ins or Store (depending on your Outlook version) to open the Microsoft Store.
   

4. Search for "DocuWare for Outlook."

5. In the search results switch to “DocuWare for Outlook” and click Add.
   Once DocuWare for Outlook is installed, the app will be displayed in the add-in section of the Outlook toolbar.
   
   If the approval of the organization administrator is still pending or has not been granted, the error message Access denied is shown. In this case contact your administrator to request approval.
   

   Approval of the app by the organization administrator after a user has installed it.

   To approve the usage of DocuWare for Outlook for one or specific employees, the administrator logs into the Microsoft Admin Center as a Microsoft global administrator using the organization's business account.

   1. Go to Applications > Enterprise applications and select DocuWare for Outlook.
      

   2. Select Permissions and Grant admin consent for your organization.
      

   3. Now login again into Microsoft Admin Center. This time use the organization admin account.

   4. Review the requested permissions and accept the usage of the add-in. After that, users will be able to login and use DocuWare for Outlook.

      

   5. At this point, the admin can check the permissions to which he consented in the Application area (step 2).

      

   6. In the App Overview area, the admin assigns the app to specific users or groups in his organization by clicking on the Assign users and groups option on the left-hand side menu.

      

2. Embed the DocuWare icon as a shortcut for archiving

As a user you can add the DocuWare icon as a shortcut. The user click on the icon in the mail to store it in DocuWare:

No administrator permission is required to create such a shortcut. Follow these steps:

1. Click on the settings icon in the main tool bar:
   

2. Click on View all Outlook settings at the bottom.

3. In the settings dialog switch to Mail section and select Customize actions. The DocuWare icon is shown in the section Message surface.
   

4. Tick the checkbox and Save.

3. Launch DocuWare for Outlook for the first time

To launch DocuWare for Outlook for the first time, access an email and click the DocuWare icon (read how to create a shortcut) or you click on the three dots (Options) and then the DocuWare icon.

The first time you launch the application as a user, the system checks that you have the required permissions.

There are two types of permissions:

• User-related: As a user you need to approve the use of the mails by the app. Confirm with Accept the pop-up window requesting the approval.
  

• Organization-related: If the organization permission is not granted, the app can not be used yet. In this case, contact the organization administrator; see the previous chapter for more details.

Once the application is launched, a side panel is shown:

Connect to your account:

1. Define the System URL. Note: If an invalid URL is provided, you will not be allowed to proceed. If in doubt, contact your administrator.

2. Click Connect. The add-in will close.

3. Refresh the page and open DocuWare for Outlook again.

4. Click on Continue and log in to your DocuWare account.
   

5. Start storing your emails and attachments.

Notes:

1. Language: The default language of DocuWare for Outlook is English. If another language is selected for Microsoft Outlook, then DocuWare for Outlook switches to this language, too, on the condition, that DocuWare Cloud supports this language. Note, that user can not change the language directly in the add-in.
   Examples:

   • The user has set Spanish as language for Microsoft Outlook. As DocuWare Cloud supports this language, the user will see the add-in in Spanish, too.

   • The user has set Arabic as language for Microsoft Outlook. As DocuWare Cloud does not support this language, the user will see the add-in in the default language English.

2. Only one DocuWare organization can be connected per Microsoft tenant each time.

   • This only needs to be done one time per session of Microsoft Outlook.

   • If you are switching the browser, for example from Chrome to Firefox, or to the local desktop Outlook application, a new session is started. You will need to log in again.

3. Single sign on can be used within the app.