Outlook Add-In Next Gen
Before you start
The Next Gen Qiata Outlook Add-In is technically different from the old version in three main ways:
- The new Add-In and business logic works across desktop (Outlook on Windows and Mac) and web (Microsoft 365 and Outlook.com).
- There is no need for any additional installation, as the new Add-In consists of a manifest that describes how the Add-In will be integrated into Outlook.
- Outlook Add-Ins can be side-loaded by the end user or deployed by the administrator.
Before installing the Qiata Outlook Addin, you need to have the following versions:
- DOMOS 6
- Qiata Version 4.12.00 or higher
- One of the following Outlook versions:
- Outlook 365 on Windows 365 Subscription (Version 2206 (Build 15330.20196) or later for full scope)
- Outlook on Mac Classic UI (less functional scope)
- Outlook on the web Modern UI (Not on mobile browser)
- Outlook on the web Classic UI (less functional scope)
- These Outlook Version have additional requirements:
- Outlook 2021 running on Windows 11
- Outlook 2021 running on Windows 10 with WebView2 installed
- Outlook 2019 with license type 'Retail' running on Windows 11 (less functional scope)
- Outlook 2019 with license type 'Retail' running on Windows 10 with WebView2 installed (less functional scope)
- Outlook on Mac New UI (Available with Version 16.38.506)
Qiata Outlook Add-in requires, your Outlook Instance to not use Internet Explorer internally. Even through Internet Explorer is obsolete, Microsoft notes: "However, IE11 is used to run add-ins only on certain older combinations of Windows and Office versions"
With Outlook 2019, Volume-Licensing is not supported for Qiata Outlook Addin.
Qiata Outlook Addin cannot run in Outlook, if WIP-protected documents are in use.
To get the installation of WebView2 for the mentioned requirements, please use the link below: Microsoft Edge WebView2
At least one mailbox running under the following versions:
- Exchange Online
- Exchange on-premises 2019 (less functional scope)
- Exchange on-premises 2016 (less functional scope)
Manifest Generation
Microsoft uses so-called JavaScript API requirement sets for Outlook. These define which features are available from which version onward. The complete list of requirement sets can be found here: JavaScript API requirement sets for Outlook.
These requirement sets are specified in the manifest, which Outlook uses to communicate with the add-in. This determines which API versions the add-in supports or requires.
The manifest at https://<your FQDN>/qiata/manifest.xml is generated automatically by Qiata. Depending on the configuration, there are two variants:
- Without AzureAD (EntraID): Qiata assumes that an older API version is in use and sets the minimum version to 1.5.
- With AzureAD (EntraID): In this case, Qiata sets the API version to 1.12. Additional events are also included in the manifest, which are only compatible with version 1.12.
Which variant applies depends directly on the Qiata configuration.
Installing the Outlook Add-In
Where can I get the Add-In?
There is no need to download the latest version separately. It is always available (from version 4.12) on your Qiata. A separate installation on the client system is not required. To install the Add-In in Outlook there are three possible deployment ways.
Installation / Rollout
Deployment via 365 Admin-Center [RECOMMENDED]
Choose this way only if you have purchased the OpenID Connect module and it is fully configured in Qiata.
This option allows administrators to either deploy the Add-In on an enterprise-wide basis or to deploy it only to specific groups of users.
Login to your Microsoft 365 Admin Center and click Show All in the sidebar. Then under Settings -> Integrated apps you can upload a custom app. Select Office-Add-In as the App type and upload the manifest.xml or provide a link to the manifest file. After the validation succeeded you can go to the next step.
On the Users Page you can assign groups and users to which the Add-In should be deployed. You can select Just me to deploy it only to the logged in administrator, Entire organization to deploy it to every user and group in your organization or select Specific users/groups.
In the Deployment section you need to accept the needed permissions of the Add-In. To do this you need to click on the Accept Permissions button and login to your administrator account in the window that opened. The needed permissions should be the same as defined in your app registration.
Note that an application must already be registered in Azure AD for this permission, otherwise it'll fail. Instructions on how to do this can be found here: Add-In NG Configuration
After that you can finish the deployment and the Add-In gets listed under your integrated apps. You can view the informations of the app and change the assigned users by clicking on the Add-In.
It can take some time until the Add-In is deployed to every user.
Users can now find the app in Outlook at Get Add-ins -> ADD-INS -> Admin-managed.
Deployment via Exchange
- Login as Exchange Administrator
- Go to Organization -> Add-ins
- Click on the plus icon and select Add from URL
- Enter the Manifest URL shown from here. (e.g
https://<Your FQDN>/qiata/manifest.xml) - Click on Next and wait for the validation
If you want to deploy the Add-In to users in your organization, double-click and select the check box. You can also choose whether the installation is mandatory or whether users can choose to install it themselves.
Users can now find the app in Outlook at Get Add-ins -> ADD-INS -> Admin-managed.
Sideloading in Outlook
To sideload the Add-In, the user must have permissions to install Add-Ins in Outlook.
Sideloading via URL is not possible anymore. You need to upload the manifest.xml
If you only have a URL to the manifest, you can go to the URL in your browser and download the manifest there.
In the top bar of Outlook, you can install Add-Ins by clicking the Get Add-Ins button. In the Add-In Store, go to My Add-Ins. Under Custom Add-Ins you can add a custom Add-In. You can either load the manifest file from a URL or upload the manifest.xml file. You will receive a warning that the Add-In has not been verified by Microsoft. Click Install to install the Add-In.
If the option Get Add-Ins is not available to you, you need to go to File and Manage Add-ins. Outlook should open in your browser. Log in with your Outlook account. In the Add-In Store, go to My Add-Ins. Under Custom Add-Ins you can add a custom Add-In. Upload the manifest.xml file. You will receive a warning that the Add-In has not been verified by Microsoft. Click Install to install the Add-In.
After that the Add-In is installed and a button is shown in your topbar or under All Apps.
Starting the Outlook Add-In
The Add-In can only be started in the context of a mail object. This means that the Add-In button will only be enabled when you are reading or writing a mail, otherwise it will be disabled.
Login
If you start the Add-In for the first time you will be prompted to login. You can either select Qiata to login with a Qiata user or select Microsoft to login with your Microsoft Office user.
The Microsoft Office login will be not shown if no AzureAD is configured for Qiata.
The Add-In will remember your last selection and try to authenticate you automatically the next time.
If you are using Outlook for Web (OWA), pop-ups may be blocked. Please enable and allow them so that you can log in to Qiata.
Qiata login
A new window will open with the familiar Qiata login page. Enter your email address and password to log in to Qiata. After successful login, the window will close and you are logged in to the Add-In.
Office login
The Add-In will try to authenticate you with your Office user. If there are no problems, you should automatically log on to the Add-In. If there is a problem with authentication, a new window will open where you should log in with your Office user.
It is not possible to use the Office login in OWA under Safari. Please use the Qiata login, another browser or the Outlook desktop application.
Settings/Profile
While reading a mail the Settings button is enabled. After logging in you can see your Profile page. Here you can see your transfer quota and max daily transfer limits.
With the Logout button you will logout from the Add-In. After that your next login will not happen automatically and you must login manually.
Activate Passwords - When activated recipients will need to authenticate using their password when accessing your transfers.
Activate PIN Code - When activated recipients will need to enter the PIN code to access your transfers. The code must be transmitted manually.
2FA Authentication - Enables two-factor authentication for your account.
When the one-time password authentication has been enabled for your account, please log in to your account via the WebUI. You will be prompted for configuration.
Max. Up-/Downloads - The maximum number of uploads/downloads for your recipients
Days to expire - The maximum validity for your transfers. Recipients must download all files within this time.
Upon sending - You will receive a short confirmation email upon successful sending.
Upon download - You will receive a short confirmation email upon successful download.
Upon expired & incompleted - You will receive a short confirmation email if the transfer has expired but the recipient has not yet downloaded all the files.
Remind recipients - Recipients will be reminded automatically if the files have not been downloaded yet.
If a setting is set by your administrator, you cannot change the setting. Forced settings are marked with a Forced marker.
Outbox
In the third tab, while in Read mode, you can see your Outbox. This is where your transfers are listed. You can use the search bar to search for subjects, recipients, and filenames in your transfers.
You can open a transfer's settings by clicking on a transfer in the list. Here you can see the details of the transfer and change its settings. With the On Hold button you can put the transfer on hold or continue it. To change the expiration date, you can use the calendar under Expiration Date. If your administrator has configured a maximum expiration date, you can only set the expiration date between today and the maximum date. Under PIN Code you can see and change the PIN of the transfer. The # button allows you to generate a random PIN. If your administrator forces you to set a PIN, you must enter a valid PIN before you can save. Click Save Settings to save your changes.
Only 20 Transfer are getting loaded simultaneously. With the buttons Load More and Load All you can request 20 more Transfers or every Transfer respectively.
Loading all Transfers can be slow if your Outbox contains a large number of Transfers.
Create a new transfer, invite or team transfer
Sending via Qiata cannot be done using the regular Send button in Outlook. Instead, start the Qiata Add-In, fill in all the necessary fields and click Send.
Add your recipients and subject to your mail in Outlook and write your mail as you normally would. Instead of sending your mail with Outlook, you have to send it with the Add-In.
While composing a new mail the Send securly button is enabled. After logging in you can select if you want to create a new transfer or a new invite with your e-mail.
New Transfer
To create a new Qiata transfer select the Send tab.
Here you can upload file(s) and folder(s) by clicking on the buttons Add file(s) and Add folder(s) (not available for macOS) or by drag and dropping the files in the drag and drop zone. All added files and folders will be displayed in a list below. You can see the name and size of the file or folder. The number of files in a folder is displayed in red above the folder icon. To remove a single file or folder, click the X. To remove all attached files and folders, click the yellow trash bin.
With the function Add Downloadlink you have the possibility to place the download link at a certain position in your mail. When you click on it, the text {{DOWNLOADLINK}} is automatically written to the current position of your cursor. This text will later be replaced by the actual download link. In addition to the link placement feature, adding the download link will cause the email to be sent to the recipient with all styles in HTML format. In this case, no Qiata template is used, but an empty mail (related to the stylings) is sent. For security reasons, all graphics will be removed during transmission.
Choose Template
If your administrator has added additional templates for you, you can select them here. The selected template will be used for the next transfer.
Transfer Settings
Select the Expiry date & time for the transfer and the Download count. If necessary, you can send the transfer later. Select a date in the future.
Security Settings
Select whether to encrypt the transfer with a Password and/or an additional PIN-Code. You must choose the PIN code yourself and provide it to the recipient through a third party.
When you are done, click Send. If everything is valid, your added files will be uploaded and your transfer will be created. If you want to cancel the upload, click Cancel and you can make changes to your transfer.
After your transfer is created, the compose window will close automatically and save the mail to your Outlook Sent Folder with a Send Report.
Do not close your compose window or the Add-In while your files are being uploaded or the upload will be cancelled.
New Invite
Depending on the administrator's settings, the Invite tab may not be available to you.
To create a new Qiata invite, select the Invite tab.
Here you can change the settings.
When you are done, click Send. If everything is valid, your invite will be created.
After your invite is created, the compose window will close automatically and save the mail to your Outlook Sent Folder with a Send Report.
New Team Transfer
Depending on the administrator's settings or license options, the Team Transfer tab may not be available to you.
To create a new Team Transfer, select the Team Transfer tab.
Here you can change the settings. To create initial recipients with read-only permissions, use the CC or BCC field in Outlook.
When you are done, click Send. If everything is valid, your Team Transfer will be created.
After your Team Transfer is created, the compose window will close automatically and save the mail to your Outlook Sent Folder with a Send Report.
Smart Alert
The Add-In checks each mail you send for pre-defined blocked words and the maximum attachment size set by your administrator. If your mail contains one of these blocked words or the attachment size exceeds the limit, the Add-In will stop the mail from being sent and a Smart Alert will be triggered. The Smart Alert informs you that your mail could not be sent and that you should create a Qiata transfer or invite instead.
Example of using blocked words in a normal mail:
Example of exceeding the maximum attachment size in a normal mail:
If you are allowed to ignore the Smart Alert and send the mail anyway, you have two buttons:
- Send anyways
- Don't send
If you click Don't send then you should create a Qiata transfer or invite.
In case Qiata cannot be reached and the validation of your mail cannot proceed, you will also receive a smart warning that the Add-In will take longer than usual. In this case you can disregard the validation and send your mail anyway.
If your mail is being blocked, but it's not a Qiata transfer or invitation, contact your Qiata administrator. Here you can see how to configure blocked words and attachment size limit: Qiata Outlook Add-In Configuration
Removing the Add-in
Deployed via 365 Admin-Center
To remove the deployed Add-In log in to the Microsoft 365 Admin Center and click Show All in the sidebar. Then go to Settings -> Integrated apps where you can see the deployed Qiata for Outlook Add-In. Click on it and the Overview opens. Here you can remove the Add-in with Remove App. You will get prompted if you are sure. After ticking the checkbox and clicking on Remove the Add-In will be removed from all deployed users.
It can take some time until the Add-In is removed from every user
Deployed via Exchange
Login to your Exchange and navigate to Organization -> Add-ins. Choose Qiata for Outlook and click on the bin icon in the topbar.
It can take some time until the Add-In is removed from every user
Sideloaded in Outlook
To remove a sideloaded Add-In click on Get Add-ins in the topbar of Outlook. Navigate to My Add-ins and click on the Qiata for Outlook Add-In under Custom Add-ins. Here you can click on Remove to remove the Add-in.