Clio's Outlook Add-In

Clio’s Outlook Add-in is an integration between Clio Manage and Outlook that makes it easy to file email correspondence to Clio Manage. Emails and attachments can be found in your Clio Manage Documents and Communications. 

With the add-in, you can file emails, threads, and attachments, see which emails have been filed with a Filed to Clio tag, organize your filed emails in a matter-based organization system, create time entries and track billable communications, and file emails without creating contacts.

Install Clio's Outlook Add-in

You can download Clio’s Outlook Add-in from the Microsoft add-ins for Outlook page in either Outlook on the web or Outlook desktop (Windows and Mac). When added to one platform, the add-in will automatically be available in the other. See the steps below to install the add-in on each platform.

Step 1: Go to the Microsoft Add-Ins for Outlook page

Step 2: Add Clio’s Outlook Add-in

1. Use the search bar to search for Clio’s Outlook Add-in. Click the search result.
2. Click Add.
3. Click Get Started for a short tutorial on using the add-in.
4. Close the add-ins window.

Pin the add-in

After installation, you can pin a Clio icon to your Home ribbon or Toolbar and each message. You can also pin the email filing window. The email filing window will then automatically open each time you click an email.

Pin the Clio icon

By default, a Clio icon will be visible in the Home ribbon or Toolbar in Outlook desktop, and the same icon will be attached to email messages in Outlook for the web. If you do not see the icon attached to your messages in Outlook for the web, follow these steps to add it:

1. Open an existing email or begin composing a new message.
2. Click the three dots in the message and select Customize actions.
3. Under Toolbar, check the box for Clio’s Outlook Add-in if you want to see the icon when composing a message.
4. Under Message surface, check the box for Clio’s Outlook Add-in if you want to see the icon when reading a message.

Pin the add-in window

You can also pin the add-in’s email filing window. When you pin the window, it will automatically appear when you open an email.

Connect to Clio Manage

Before filing your first email, you need to connect Clio’s Outlook Add-in to your Clio Manage account.

1. Click the Clio icon and select File Email.
2. If you see a prompt, click Allow. Follow the sign-in directions to stay signed into your Microsoft account.
3. Select the region for your Clio Manage account and click Connect to Clio Manage.
4. If you see a prompt, click Allow. Follow the sign-in directions to stay signed into your Clio Manage account.
5. Click Next.
6. Confirm that your Outlook inbox and Clio Manage accounts are connected.
7. Click Next.

Personalise emails

While connecting your account in Clio Manage, you can turn on the email personalisation feature. With this feature, you can send bills to clients from your Microsoft email address. This allows clients to see that you sent the bill rather than Clio. You will also receive an immediate notification if the bill bounces back or is blocked. Once sent, you can view sent emails in the sent folder of your email inbox. If you do not enable this feature, your bills will continue to send from notifications@clio.com.

If this feature is turned on, the following automated emails will be sent from your Microsoft email address: bill emails, calendar events, Clio for Clients email messages, Clio Payments bill sharing, task notifications, user invitation emails, and Clio for Co-Counsel assignment and share emails. 

1. Go to Settings > Apps > Microsoft.
2. Scroll down to the Email integrations section and click Connect.
3. Sign in to your Microsoft email address.
4. In the same section, check that Send emails from your own email address is toggled to the on position.

File emails, threads, and attachments

With Clio’s Outlook Add-in, you can file incoming and outgoing emails, email threads, and attachments. Outgoing emails will automatically be filed when a matter is selected and the email is sent. In Clio Manage, filed emails can be found in Communications and filed attachments can be found in Documents. If the matter-based organization setting is turned on in the add-in, you can find the filed email nested within the Clio Manage folder located on the left navigation pane. Learn more about folder management below.

Configure folder management system

The add-in has a built-in inbox management system that organizes emails by a matter-based structure. This setting is turned on by default and can be turned off. Emails are nested in folders as follows: Clio Manage > matter status > contact folder > matter folder.

Manage Filed to Clio tag

By default, filed emails will have a Filed to Clio tag that indicates whether an email has already been filed to Clio Manage. You can also create a favourites folder for filed emails, change the tag’s colour and name, and turn the feature off.

Favourites folder

To easily access all your emails with the Filed to Clio tag, create a folder under the Favourites section of your Outlook mailbox.

1. Go to Favourites and select Add favourite.
2. Search for or select Filed to Clio.

Colour and name

You can edit the appearance of the Filed to Clio category tag by changing the tag’s colour and by changing the tag’s name in your Outlook settings.

Turn off tag

1. Open the add-in and select Clio Settings.
2. Toggle off Filed to Clio category.

Create time entry template

If you attach time entries to your filed emails, you can also create a default custom template for a common rate for billable work.

1. Open Clio’s Outlook Add-in and select Clio Settings.
2. Toggle on Time entry template and choose default settings. 
   
   • The selections will appear every time you file an email and add a time entry. The selections are not locked in, which means you can still change them when filing the email.
   • You can select the default firm user on whose behalf you are filing the email, the activity category and UTBMS task code, duration for the rate, and file the time entry with today's date or the date the email was received. 
3. Click Update template.

Uninstall Clio's Outlook Add-in

Step 1: Go to the Microsoft Add-Ins for Outlook page

Step 2: Uninstall Clio’s Outlook Add-in

1. On the left pane, click My add-ins.
2. Find Clio’s Outlook Add-in.
3. Click the three dots and select Remove.