Clio's Outlook Add-in

Have more questions? Submit a request

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.

Note: The add-in is only available on Outlook 2016 or later with any Microsoft 365 Business subscription on Microsoft-backed email accounts. Internet Explorer 11 is not supported.

Install

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.

Tip: After installation, click the Clio icon in Outlook to file emails and attachments more quickly.

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

Outlook desktop Windows Outlook desktop mac Outlook for web
  1. Go to the Home ribbon.
  2. Click Get Add-Ins.

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.

Outlook desktop Outlook for the web
  1. Click the Clio icon and select File Email.
  2. Click the pin icon to pin the window.

 

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.

Note: North American accounts are created on the North American server by default. If you are unsure if your Clio server region, check your Clio Manage browser window URL.

  • North America: app.clio.com
  • Canada: ca.app.clio.com
  • APAC (Australia): au.app.clio.com
  • UK and EMEA (Europe, Middle East, Africa): eu.app.clio.com

 

Personalize emails

While connecting your account in Clio Manage, you can turn on the email personalization feature. With this feature, you can send bills to clients from your Microsoft email address. 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. Toggle on Send emails from your own email address.

 

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.

Note: If the matter-based organization setting is turned on, outgoing emails will appear in their matter-specific folders. If the setting is turned off, outgoing emails will be in the Sent Items folder.

File inbox email File outgoing email
  1. Open an email.
  2. Click the Clio icon and select File Email.
  3. Click the down arrow to show emails and attachments in the thread. You can select and deselect which ones you want to file.
  4. Optional: Toggle on Add a time entry to capture billable time. 
    • If you previously created a time entry template, the fields you completed will automatically populate. You can change your selections.
    • When adding a time entry, you can enter the description, select whether the time entry is billable or non-billable, select the firm user on whose behalf you are filing the email, select the activity category and UTBMS task code, enter the rate, and file the time entry with today's date or the date the email was received. 
  5. Optional: Check the box for Move email to matter folder in Outlook.
  6. Click File Email.

 

Folder management

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.

Find filed email Turn off filing system
  1. Go to Outlook.
  2. In the left navigation pane, open Folders.
  3. Look for the Clio Manage folder. Open folders until you find your matter.

 

Filed to Clio

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 favorites folder for filed emails, change the tag’s color and name, and turn the feature off.

Favorites folder

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

  1. Go to Favorites and select Add favorite.
  2. Search for or select Filed to Clio.

Note: This functionality is currently unavailable in Outlook desktop for Mac.

Color and name

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

Outlook desktop Windows Outlook desktop mac Outlook for the web
  1. In the Home ribbon, click the Categorize dropdown, and select All Categories.
  2. Check the box next to Filed to Clio.
  3. Click Rename to change the name.
  4. Click the Color dropdown arrow to change the color.

Turn off tag

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

 

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.

Note: You can only save one time entry template.

  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

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

Note: You will not lose your emails and matter folders if you uninstall the add-in. Filed emails will remain where they are. The Filed to Clio category tag will also remain on filed emails.

Outlook desktop Windows Outlook desktop mac Outlook for web
  1. Go to the Home ribbon.
  2. Click Get Add-Ins.

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.

 

Need more help?

Was this article helpful?
0 out of 0 found this helpful