What is the Outlook Add-in?
The Simply Stakeholders Add-in can capture emails and calendar events as interactions in Simply Stakeholders.
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 created as a stakeholder and linked to the interaction.
Future emails sent to and received from selected stakeholders will appear in their timeline (if the autosave option is selected).
The body of the email is saved in the interaction.
Why use the Outlook Add-in?
Save time - 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.
Work across devices - Stay signed in on multiple devices at once - for example, your desktop and your laptop - so the Add-in is ready to use wherever you're working from.
How do you enable the Outlook Add-in?
Enable the Outlook Add-in on Windows
Open Outlook
Click the Apps Menu from the Home ribbon.
Click Add apps
In the 'Search' field, type Simply Stakeholders
Choose either Simply Stakeholders (full version) or Simply Stakeholders - Restricted (lite version)
Click Add.
The Simply Stakeholders icon should now be at the top of the message reading pane. Open an existing message to check
If it isn't there, add it manually:
Click the ellipsis (...) in the message ribbon.
Click Customise actions
Select Simply Stakeholders
Click Save.
Note: The Add-in can only be used on an email that has already been sent, or received in your inbox. The add-in will not be displayed or available for a draft email.
Enable the Outlook Add-in on Mac
Click the ellipsis (…) in the toolbar.
Select Get Add-ins.
In the 'Search' field, type Simply Stakeholders.
Choose either Simply Stakeholders (full version) or Simply Stakeholders - Restricted (lite version)
Click Add.
There may be a popup confirming the licence terms and privacy policy, click Continue to proceed.
You can now access the Add-in from the toolbar by clicking the See more items (…) button.
Using the Outlook Add-in
How to log in and authorise the Outlook Add-in
Open the email or calendar event you want to save.
Click the Simply Stakeholders icon
in the reading pane ribbon.
Select the region your data is hosted in.
Click Sign in.
Review the 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.
Note - signing in across multiple devices:
You can stay signed in to the Outlook Add-in on more than one device at the same time. Signing in on your laptop will not sign you out of the Add-in on your desktop, and vice versa.
If you ever need to end an active session on a device, sign out of the Add-in directly on that device.
How to save an Outlook email as an interaction
Select the email from your inbox or sent items.
Click the Simply Stakeholders icon
in the reading pane ribbon to login, or open the app
If the email has been saved, the Add-in will show Saved and you will not be able to save it again.
Otherwise, choose Only save this email or Auto save future emails to/from this address. Note: The auto-save function only applies to emails. Calendar events and meetings must be saved manually.
Click Next.
Confirm the stakeholder details, add/update anything that is not populated or incorrect. We suggest to review the following fields;
Save to Account - Only available to clients with access to multiple accounts.
Save to Project Group / Save to Project - Select the project/s to share the interaction to.
Individual/Organisation - Select the appropriate type, and confirm the stakeholder spelling
Contact Groups - Assign the stakeholder(s) to contact group(s).
Confidentiality - Select the right level or leave as None.
Interaction Type - Only available if you have the Complaints and Commitments add-on modules
Tags - Add relevant tags to the interaction
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 saved as new fields.
Select whether to Save all email addresses as stakeholders or Save only primary address
Click Save Email.
Note:
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 is attached to that record.
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, only the selected occurrence is saved, not the series. You must save each event separately.
Open an the calendar event
Click the Simply Stakeholders icon
in the reading pane ribbon to login, or open the app
If the meeting has been saved, the Add-in will show Saved and you will not be able to save it again.
Otherwise, 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.
Uncheck any stakeholders who should not be saved to the event (e.g. stakeholders who were invited but did not attend). We suggest ensuring there is at least 1 stakeholder linked to the event.
Click Save Event.
How to manage autosaved contacts
The 'Outlook Autosaved Contacts' page in Simply Stakeholders lets you view and manage all contacts set to auto-save from Outlook. For each contact, you can see the linked project, the date auto-saving started, and the last sync date.
To access 'Outlook Autosaved Contacts':
Click the Admin Settings icon in the top navigation.
Select Tracking & Data Organisation.
Click Outlook autosaved contacts.
The page displays a searchable list of all autosaved contacts, showing their name, email address, linked project, auto-save start date, and last sync date.
To delete an autosaved contact:
Use the 'Search by name' field to find the contact, if needed.
Hover over the contact row to reveal the delete icon.
Click the delete icon.
Click Yes in the confirmation prompt to remove the contact.
Note: Removing a contact stops future emails from that contact being auto-saved. It does not delete any interactions already saved in Simply Stakeholders.
For more help
For more information contact our Customer Success Team at [email protected].