In Clio Manage, Clio's Outlook Add-in files emails, threads, and attachments from Outlook to matters. Each filed email becomes an email log on the matter, with an optional time entry, so billable communication is captured at the moment you file it. The Filed to Clio category and matter folders in Outlook mark which emails are already on the client record, and filing never creates contacts.
Note: Automated email filing files client email to matters without an add-in. Use the add-in to choose which emails file, add time as you file, and organize Outlook by matter.
Install and connect the add-in
Install the add-in in Outlook, connect it to your Clio Manage account, then pin it for quick access. Each firm user installs and connects the add-in for their own Outlook inbox.
Note: In the old Clio experience, Manage settings is Settings in the left navigation, and Inbox is labeled Communications.
Check the requirements
- Outlook 2016 or later, with a Microsoft 365 Business subscription on a Microsoft-backed email account.
- A Microsoft email account in Outlook. Gmail accounts added to Outlook are blocked, so use Clio for Gmail for Gmail.
- The same Microsoft account in Outlook and in your Clio Manage connection, so emails file to the correct matters.
- A recent version of Outlook to file emails while you compose them.
- An individual inbox. The add-in is unavailable in shared inboxes, so one firm user can manage a non-shared inbox and file its emails for the firm.
- A supported browser for Outlook on the web. Internet Explorer 11 is unsupported. Firefox and Safari block the add-in until you turn off their enhanced security for third-party cookies.
- For Office 2016 or 2019 on Windows, Edge WebView2 may be required. See browsers and webview controls used by Office Add-ins.
Install the add-in
- Go to the Microsoft AppSource page for Clio's Outlook Add-in.
- Click Get it now.
- Follow the prompts to install the add-in.
- In Outlook, click Tools > Get Add-ins.
- Search for Clio's Outlook Add-in.
- Click Add, then follow the prompts to install the add-in.
Connect to Clio Manage
Connecting takes two sign-ins: one to your Clio Manage account, and one to your Microsoft account from Clio. The Microsoft connection also sets your address as the sender for emails from Clio Manage. See Set Up Sender Email Address.
- In Outlook, click the Clio icon, then select File Email.
- In the setup panel, click Connect to Clio Manage, then click Allow.
- Enter your Clio Manage login credentials, then click Sign in.
- Click Next.
- To connect your Outlook inbox, click Connect.
- In the sign-in window, sign in to your Microsoft account, then click Accept.
- In the setup panel, click Connect to Microsoft from Clio, then click Allow. Manage settings opens in Clio.
- In the Email integrations section, click Connect.
- Sign in with the same Microsoft account you use in Outlook, then click Accept. Your Outlook inbox and Clio Manage account are now connected.
- Return to the setup panel in Outlook, click Next, and follow the prompts to choose your settings. See Configure add-in settings, below.
- Click Start saving emails.
Note: North American accounts are created on the US server by default. To confirm your server region, check the URL in your Clio Manage browser window.
- US: app.clio.com
- Canada: ca.app.clio.com
- APAC: au.app.clio.com
- UK and EMEA: eu.app.clio.com
Pin the add-in
Pin the Clio icon for one-click access, and pin the filing window so it opens with every email.
The Clio icon is available from the Toolbar by default, under the More actions icon (three horizontal dots).
- Click the More actions icon, then click Customize Toolbar.
- Drag the Clio icon to the Toolbar, then click Done.
- Optional: To pin the filing window, click the Clio icon, select File Email, then click the pin icon.
The Clio icon is available from every email by default, under More actions (three dots) > Apps > Clio's Outlook Add-in.
- In an open email, click the More actions icon, then click Customize actions.
- Select the Clio's Outlook Add-in checkbox, then click Save.
- Optional: To pin the filing window, open an email, click the Clio icon, select File Email, then click the pin icon.
File emails, threads, and attachments
File received emails, whole threads, outgoing emails, and attachments to a matter. Filed emails save as email logs in Inbox > Logs and in the matter's Communications tab under Logs, with the Email quick filter. Inbox > Emails also lists them, labeled Email log. Attachments save to the matter's Documents tab.
File received emails and threads
- Open the email.
- Click the Clio icon, then select File Email.
- Select a matter.
- Click the down arrow to list the emails and attachments in the thread, then select the ones to file.
- Optional: Toggle on Add a time entry. See Add time entries while filing, below.
- Optional: Select the Move email to matter folder in Outlook checkbox.
- Click File Email.
File outgoing emails
Outgoing emails file when you send them.
- Compose a new email.
- Click the Clio icon, then select File Email.
- Select a matter.
- Optional: Toggle on Add a time entry. For outgoing emails, the time entry uses the current date. See Add time entries while filing, below.
- Send the email. The email files to the matter on send.
- With matter folders on, sent emails move to their matter folder. With matter folders off, sent emails stay in Sent Items.
File emails in bulk
Bulk filing moves emails into an existing matter folder in Outlook. Before you start, turn on Matter folders in Outlook and File all emails in folders in the add-in settings. For a new matter, file one email first to create its matter folder.
Bulk-filed emails sync to Clio every three hours, so they can take up to three hours to appear. When Time entry template is on, each email filed this way creates a time entry with the template's default values. Edit those time entries in the matter's Communications tab.
- In your Outlook inbox, select the emails to file.
- In the Outlook ribbon, select Move to (web) or Move (desktop), then select the matter folder. You can also right-click (Windows) or Control + click (Mac) and use Move or Copy, or drag the emails into the matter folder.
Add time entries while filing
When you toggle on Add a time entry, the fields prefill from your time entry template, if you have one. You can change any field before you file.
- Description
What the time covers.
- Duration
The time spent.
- Billable status
Billable or non-billable.
- Firm user
The firm user you file the time on behalf of.
- Activity category
The activity category for the time entry.
- UTBMS task code
The UTBMS task code for the time entry, for firms that use LEDES billing.
- Date
For received emails, the current date or the date the email arrived. Outgoing emails use the current date.
- Rate
-
Fills from your rate hierarchy based on the selected matter and firm user. You can then adjust it manually.
Configure add-in settings
Open the add-in settings from any Clio icon in Outlook, then select Clio Settings. These settings control time entries, matter folders, and the Filed to Clio category.
- Time entry template
Prefills a time entry every time you file an email. You can save one template.
- Matter folders in Outlook
Organizes filed emails in Outlook by firm, then by matter status (open, pending, or closed), then by client, then by matter. Off until you turn it on, during setup or in Clio Settings. When off, filed emails stay in your Outlook inbox.
- File all emails in folders
Files emails that you move or drag into a matter folder in Outlook to that matter in Clio Manage. Requires Matter folders in Outlook.
- Filed to Clio category
Adds the Filed to Clio category to each filed email in Outlook. Off until you turn it on, during setup or in Clio Settings.
Create a time entry template
- Open the add-in and select Clio Settings.
- Toggle on Time entry template, then choose the default values.
- Click Update template.
Find or turn off matter folders
Matter folders nest as follows: Clio Manage > firm > matter status > client > matter.
- In the Outlook left navigation pane, open Folders.
- Open the Clio Manage folder, then open folders until you reach the matter.
- Open the add-in and select Clio Settings.
- Toggle off Matter folders in Outlook.
- In the warning prompt, click Turn off matter folders. To keep folders on, click Keep this setting.
Customize the Filed to Clio category
When Filed to Clio category is on, collect categorized emails in a favorites folder, change the category name or color in Outlook, or turn the category off in the add-in.
Favorites folders are unavailable in Outlook desktop for Mac.
- Go to Favorites and select Add favorite.
- Search for or select Filed to Clio.
- In the Home ribbon, click the Categorize dropdown, then select All Categories.
- Select the checkbox next to Filed to Clio.
- Click Rename to change the name, or click the Color dropdown to change the color.
Outlook desktop for Mac changes the category color only. The name stays Filed to Clio.
- In the menu bar, go to Outlook > Preferences.
- Under Personal Settings, click Categories.
- Click the colored icon to change the color.
- Click Settings (gear icon), then select View all Outlook settings.
- Select General > Categories.
- Click the pencil icon to edit the category.
- Open the add-in and select Clio Settings.
- Toggle off Filed to Clio category.
Troubleshoot the add-in
Most add-in issues come from the Outlook window size, a shared inbox, browser settings, the bulk filing sync, or mismatched accounts.
- The Clio icon is missing
The email content area may be too narrow to fit the icon. Widen the window, or open More actions (three dots) > Apps > Clio's Outlook Add-in.
- File Email is inactive (grayed out)
You are likely in a shared inbox. File from an individual inbox instead.
- The add-in fails to load in Firefox or Safari
Turn off the browser's enhanced security for third-party cookies. See the Firefox or Safari help resources.
- A filed email is missing from Clio
Single emails file as you save them. Bulk-filed emails sync every three hours. Turn on Filed to Clio category to mark filed emails in Outlook. To receive in-app push notifications when an email fails to file, go to the user menu > Manage settings > Notifications > Integrations.
- Emails file to the wrong matters
Use the same Microsoft account in Outlook and in your Microsoft connection in Manage settings.
Uninstall the add-in
Uninstalling leaves filed emails and matter folders in place, and the Filed to Clio category stays on filed emails.
- Go to the Microsoft AppSource page for Clio's Outlook Add-in.
- Click Get it now.
- Confirm your details, then click Get it now.
- On the add-in information page, click Remove.
Up next
- Record and Manage Email Logs: Add time to, edit, and export the emails you file.
- Set Up Sender Email Address: Send bills and messages from Clio Manage with your own address.