Outlook Mail

With Outlook Mail you turn an email into a task, or add it to the task it belongs to, without copying and pasting. Kibo reads only the emails you mark yourself with the Outlook category "Kibo": the rest of your mailbox is never read.

Kibo never sends mail and never moves any email: they stay in the folder where you keep them.

Turn it on

1. Check that your organization has enabled Outlook Mail (see How integrations work).
2. In My account → Integrations → Plugins, on the Outlook Mail card click Activate, then Connect and sign in with Microsoft. If the account is already connected for the calendar, Microsoft only asks you for the extra mail permission.
3. In the settings panel turn on Read the mail I give the "Kibo" category and save.

The two categories

Outlook needs two categories, spelled exactly like this:

You can create them in two ways:

• Let Kibo create them: in the panel click Let Kibo make the categories. Microsoft asks you for one more permission (mailbox settings) and the categories appear within a couple of minutes, each with its own color.
• Create them yourself: in Outlook open an email → Categorize → All categories → New, and create "Kibo" and "Kibo Done". You only need to do it once.

How to use it

1. In Outlook, give an email the Kibo category: a request to turn into a task, a reply that relates to a task.
2. Within a couple of minutes Kibo sends you a notification: "1 mail with the Kibo category".
3. In the chat, ask the assistant what to do with it, for example:
   • "What's in the mail for Kibo?"
   • "Create a task from Miller's email, due Friday, in the ACME project."
   • "Add the email about the quote to task ACME-0012."
   • "Leave that newsletter alone."
4. The assistant reads the email, proposes what to do and waits for your confirmation before creating a task or adding the email to one.

What happens when an email goes into a task

• A comment with the email's sender, date, subject and text appears in the task's thread.
• The email and its attachments become task documents, which the assistant can also consult.
• In Outlook the category changes from Kibo to Kibo Done.

If you drop an email ("leave it alone"), Kibo only removes its Kibo category, without saving it anywhere.

Follow-ups arrive on their own

Once an email from a conversation has been added to a task, a reply in the same conversation that you give the Kibo category is added to the same task automatically, without going through the chat. You get a notification confirming it.

Attachments and plan limits

Attachments use your plan's storage like any other document. An attachment is not saved when:

• the plan's storage is full, or the document limit has been reached;
• the file is too large or in a format Kibo cannot read.

The email is still added to the task; the notification and the assistant tell you which files were left out and why.

What Kibo keeps

For emails with the Kibo category, Kibo keeps the subject, sender and a preview, to show them to you while they are pending. The full text stays in Outlook and, once you add the email to a task, in the task. The other emails in your mailbox are neither read nor stored.