Using the Outlook Add-in

Modified on Wed, 08 Feb 2023 at 04:45 PM

This article will walk you through the different features within the Outlook add-in and how to use them once you have installed and authorized the add-in. These features include assigning emails, creating contacts, time entries, tasks, and file notes, using email templates, and much more.

Pinning the Add-In

Pinning the add-in so that it remains open each time you open Outlook.

Open Outlook
Select an email
Select the "Open Actionstep" button in the ribbon
Select the pin icon
If the panel is too large/getting in the way, you can drag to adjust the width

Changing the Category Color

By default, the category will be set to a white color which makes it difficult to see when an email has been assigned to a matter. To change this:

Select the "Categorize" button on the ribbon
Choose "Edit Categories"
Click on "Actionstep" and select a different color

Sending and Assigning an Email

Select "New Email" from the ribbon
Search for the matter using the search bar in the add-in
Click on the matter and as soon as you send your email it will assign it to the matter
You will also be able to see details on the matter such as parties, file notes, and time entries

Adding Recipients

Click on the envelope icon in the top-left-hand corner of the add-in
Select "Add Recipients"
A list of the parties on the matter will display - select who you'd like to send the email to

Adding Attachments

Click on the envelope icon in the top-left-hand corner of the add-in
Select "Add attachments"
This will take you to a list of documents that have been added against the matter - select a document you'd like to include in the email
Click on the "Attach File" button
Repeat this process for any additional attachments you'd like to add.

Using an Email Template

Click on the envelope icon in the top-left-hand corner of the add-in
Select "Use a Template"
Select which email template you would like to use.

Creating a Contact

Select the '+' icon
Select "Contact"
Select identity type
Enter their name
Enter their phone number/s
Enter their email address
Enter their physical and mailing address
Click "Create"

Creating a File Note

Select the '+' icon
Select "File Note"
Enter the note
Set the date & time
Select any tags if applicable
Click "Save"

Creating a Task

Select the '+' icon
Select "Task"
Enter your task name
Add a description
Add a due date
Add a priority
Click "Save"

Creating a Time Entry

Select the '+' icon
Select "Time Entry"
Select a quick code
Enter a description
Enter the number of hours worked
Toggle whether the time entry is billable or not
If so, enter how many hours are billable
Choose the bill behavior
Ensure the bill total is correct
Click "Save"

Saving Documents into Actionstep

Open the email reply
Search for the matter in the add-in
Click on the matter to assign the email
Select the envelope icon in the top-left-hand corner of the add-in
Select "Organize attachments"
Select the attachment
Click the pencil icon next to the attachment to rename it if required and save
Choose which folder you'd like to save it into and then click the "Select" button
Click the "Move" button to save

Unassigning an Email

Open the email
Select the envelope icon in the top-left-hand corner of the add-in
Select "Unassign"
Select "Delete email" - this will not delete it out of your Outlook inbox, it will delete it out of Actionstep
Click the "Unassign" button

Ajax Error

Sometimes when using the add-in you may get an "Ajax error". If that happens:

Click on the person icon in the top-right-hand corner of the add-in
Click "Logout"
Sign back in using the email address and password you use to sign into Actionstep
If that does not resolve the issue, reach out to Support

Setting Up the Outlook Add-in

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