What is the Outlook add-in?

With the Simply Stakeholder Add-in, you can automatically capture emails and calendar events as interactions.

What happens when an Outlook item is saved as an interaction?

Selected email recipients are linked to the interaction.
If a recipient is not already in the system, they're create as a stakeholder then linked to the interaction.
Future emails sent to and received by the selected stakeholders will appear in their timeline (if this option is selected).
The body of the email is saved in the interaction.

Why should you use the Outlook Add-in?

Save time - There's no need to manually copy emails or meetings into Simply Stakeholders.
Reduce errors - Transfer event and email information directly into Simply Stakeholders.
Improve collaboration - Your team can see the full history of communications in stakeholder timelines.
Enable better analysis - Tagging and categorising all interactions provides stronger insights for reporting.
Consistent record keeping - Keep all relevant emails, events and stakeholders captured in one place.

How do you enable the Outlook Add-in?

How to enable the Outlook Add-in on PC

Open Outlook.
Click the Add Apps Menu from the Home ribbon.
Click Add apps in the popup.
In the Search field, type Simply Stakeholders Add-in.
Select 'Simply Stakeholders'.
Click Add.
The Simply Stakeholders icon should now be pinned at the top of each message's reading pane. Open an existing message to check:

If it isn't there, you'll need to add it:
- Click the ellipsis (...) in the message ribbon.
- Click Customise actions.
- Select Simply Stakeholders.
Click Save.

How to enable the Outlook Add-in on MAC

Click the ellipsis (…) in the toolbar.
Select Get Add-ins.
In the Search field, type Simply Stakeholders.
Select 'Simply Stakeholders'.
Click Add.
You may get a popup asking if you agree to the license terms and privacy policy. If you want to continue enabling the add-in, click Continue.

Typically, you can access the Add-in from the proper toolbar by clicking the See more items (…) button and finding the add-in there.

How do you use the Outlook Add-in?

How to login and authorise the Outlook Add-in

Open the email or calendar event that you want to save.
Click the Simply Stakeholders icon in the reading pane ribbon to login to your Simply Stakeholders account.
Select the region your data is hosted.
Click Sign in.
Read through Simply Stakeholders for Outlook permissions and Privacy Policy, then click Sign in if you agree.
Enter your login credentials.
Click Authorise to connect to your Simply Stakeholders account.

How to save an Outlook email as an interaction

Select the email from the inbox or sent items.
If it's already saved to Simply Stakeholders, the Add-in will show Saved.
Click the Simply Stakeholders Add-in icon in the top ribbon.
A dialog opens on the right.
Select Only save this email OR Auto save future emails to/from this address, depending on your needs.
Note: The auto-save function only applies to emails. Calendar events/meetings must be saved manually. Go to How to save an Outlook event as an interaction.
Click Next.
Confirm the details populated from the Outlook contacts.
Note: If this is the first time saving this stakeholder, fill in as many details as possible. If the Stakeholder already exists in Simply Stakeholders, do not add extra details as different information will be added as new fields.
- Save to Account - Only available to clients who have access to multiple accounts.
- Individual/Organisation - Check the spelling is correct to avoid creating a duplicate organisation.
- Save to Project Group / Save to Project - Select the project/s to share the interaction to.
- Contact Groups - Assign the stakeholder(s) to contact group(s).
- Confidentiality - Set a level or leave as None.
- Interaction Type - Only available if you have the Complaints and Commitments function.
- Tags - Add relevant tags to the interaction.
Select whether to Save all email addresses as stakeholders, OR Save only primary address (i.e. the one that sent the email).
Click Save Email.
The Add-in checks Simply Stakeholders. If the stakeholder exists, the email is attached to their record. If not, a new stakeholder is created and the email will be attached to that record.

Note:

Using the auto-save option will only link the primary email contact as the stakeholder.

How to save an Outlook event as an interaction

Note:

You cannot auto-save Calendar events.
If you save a recurring meeting, it will only save the one you select, not the series. You must select each event separately and save each one.

Open an existing calendar event or create a new one.
Click the Simply Stakeholders icon in the top ribbon.
If it's already saved to Simply Stakeholders, the Add-in will show Saved.
Select Only save this event.
Click Next.
Confirm the details populated from the Outlook contacts.
- Save to Project Group / Save to Project - Select the project/s to share the interaction to.
- Contact Groups - Assign the stakeholder(s) to contact group(s).
- Confidentiality - Set a level or leave as None.
- Interaction Type - Only available if you have the Complaints and Commitments function.
- Tags - Add relevant tags to the interaction.
De-select any stakeholders you don't want to save. At least one stakeholder must be selected.
Click on Save Event.

How to stop auto-saving emails from Outlook

Navigate to your Inbox's contact list.
Select the SstkAutosave folder.
Find the contact you want to stop the autosave for and delete them from this folder.

To stop auto-save for all contacts, delete the SstkAutosave folder. This will disable the autosave settings for the add-in.