bilabl’s Outlook Add-in

The bilabl Outlook Add-in lets you work with bilabl directly from Outlook. Depending on what you are working with, you can:

• File emails and attachments to Matters and optionally record time.  

• Link Outlook calendar events to Clients, Matters, or Deals and keep event changes synced with bilabl.  

• Add time records from filed emails.  

• Create contacts directly from emails.  

• Organize filed emails into Client and Matter folders in Outlook with Matter Folders in Outlook.

To link Outlook calendar events to bilabl, first connect Microsoft Outlook from Account settings. For more information, see Calendar integration with Microsoft Outlook

Before you start:

Confirm your Outlook version is compatible with the add-in:

• Outlook 2019 or later for Windows or Mac

• Outlook on the web

• Outlook for Microsoft 365 for Windows or Mac

A valid bilabl account is required to use the add-in.

Install bilabl’s Outlook Add-in

From your browser

To install bilabl's Outlook Add-in from your browser, open bilabl’s Outlook Add-in  page on Microsoft AppSource. Click Get it now, then follow the prompts to install the add-in.

To install bilabl's Outlook Add-in from the Outlook Desktop App, please follow the steps below:

From your Outlook Desktop App

For Classic Outlook (2021 and earlier)

1. Open Outlook and go to File > Manage Add-ins.
   
   

2. In the Add-ins window, search for “bilabl.”
   
   

3. Click Add and follow the prompts to install.

4. Restart Outlook if prompted to activate the add-in.

For New Outlook (2024 and later)

1. Open Outlook and navigate to More apps > Add Apps.

2. Search for “bilabl” in the Add-ins window.

3. Click Add and follow the prompts to install.

4. Restart Outlook if prompted to ensure the add-in is fully activated.

Pin the add-in for quick access

You can make the bilabl Outlook Add-in available directly in Outlook when working with emails or calendar events.

Pin the add-in for email

For Classic Outlook (2021 and earlier)

1. Go to File > Options in Outlook.

2. Select Quick Access Toolbar from the left menu.

3. In the customization window:

• Choose Commands Not in the Ribbon or All Commands from the dropdown.

• Locate bilabl for Outlook Add-in, select it, and click Add to include it in the Quick Access Toolbar.

• Click OK to save.

4. The bilabl add-in icon will now appear in the Quick Access Toolbar for quick access.

For New Outlook (2024 and later)

1. Open any email in Outlook to view it in the reading pane.

2. In the email ribbon, click the More button (three dots) and select Customize Actions.

3. Check the box next to bilabl’s Outlook Add-in in the Customize Actions window.

4. Click Save to apply your changes.

5. The bilabl add-in icon will now appear in the email ribbon for one-click access.

6. The bilabl add-in icon will now appear in the email ribbon for quick access.

Pin the add-in for calendar events

You can also make the bilabl Outlook Add-in available when creating or editing calendar events.

For Classic Outlook (2021 and earlier)

1. In Outlook Calendar, select Add event to open the event window.

2. Right-click an empty area of the Outlook ribbon and select Customize the Ribbon.

3. In the Outlook Options window, under Customize the Ribbon, find and select Appointment.

4. Select New Group to create a group for the bilabl Outlook Add-in.

5. Select the new group, select Rename, enter bilabl Outlook Add-in, and select OK.

6. In Choose commands from, select All Commands.

7. Find and select Link matter, then select Add >> to add it to the bilabl Outlook Add-in group.

8. Select OK to save your changes.

The bilabl Outlook Add-in group appears on the ribbon when you create or edit an event.

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For New Outlook (2024 and later)

1. In Outlook, select Settings.  

2. Go to Calendar > Customize actions.  

3. Under Calendar surface, find bilabl for Outlook Add-in.  

4. Select the checkbox next to bilabl for Outlook Add-in.  

5. Close Settings to save your changes.  

6. Create or open an event to access bilabl for Outlook Add-in from the event toolbar.

Connect to bilabl

Before filing emails or managing cases, link your bilabl account to the add-in:

1. Click the bilabl add-in icon in the Quick Access Toolbar or email ribbon, then select File Email.

2. In the setup panel, click Get Started.

3. Click Allow to grant permissions.

4. Sign in to your bilabl account:

• Select Sign in with bilabl account to enter your email and password.

• Alternatively, use your Microsoft email for single sign-on (SSO) if it matches your bilabl-registered email and your firm has enabled SSO. Refer to the bilabl Help Center for detailed SSO instructions here.  
  

5. Once signed in, your account is linked, and you’re ready to use the add-in.

Troubleshooting Tips

Resolve common issues with the add-in:

• Installation Issues: Verify your Outlook version is supported, and you’re signed in with the correct Microsoft account. If Get it Now is unresponsive, confirm Microsoft Store access with your Microsoft 365 administrator.

• Authentication Problems (Email/Password): If login fails, double-check your bilabl credentials or contact your firm’s administrator.

• Authentication Problems (SSO): Ensure the correct Microsoft 365 email is used and SSO is enabled in bilabl. Verify with your Microsoft 365 administrator.  

• Add-in Not Appearing: Restart Outlook or reinstall via File > Manage Add-ins. Confirm the add-in is enabled in Outlook’s settings.

• Slow Performance: Clear Outlook’s cache (File > Options > Advanced > Clear Cache) and ensure a stable internet connection.

For additional support, contact support@bilabl.io

Using bilabl’s Outlook Add-in

With the add-in connected, managing matters in Outlook is streamlined. Below are instructions for key features.

Filing emails and attachments

1. Open an email in Outlook that you want to link to a specific matter in bilabl.

2. Click the bilabl add-in icon in the Quick Access Toolbar or email ribbon.

3. Select File email from the add-in panel.

4. Use the dropdown or search field to select the relevant matter in bilabl.

5. (Optional)Toggle on Add a time entry to capture billable time.

6. Click File Email to save. A “Filed to bilabl” tag will appear on the email, confirming it’s linked to the selected matter.

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The email will be stored in the matter’s Documents > Correspondence folder in bilabl.

Linking calendar events

Use the bilabl Outlook Add-in to link Outlook calendar events to clients, matters, or deals in bilabl.

To link an Outlook event to bilabl:

1. In Outlook, go to Calendar and create a new event or open an existing event.  

2. Enter or review the event details.  

3. Open the bilabl Outlook Add-in.

4. Select the client, matter, or deal you want to link the event to.  

5. Select Link event.  

bilabl confirms that the event has been linked successfully and marks the event as synced with bilabl.

You can select the event to open it in bilabl and view the linked record and its calendar.

When you update the event in Outlook, the changes are automatically reflected in bilabl. Changes made to the synced event in bilabl are not sent back to Outlook.

Adding time records

Time records can only be added for emails already filed to bilabl.

1. While viewing an email, click the bilabl add-in icon.

1. Select Add time.

2. Selected the associated matter and enter the duration, task, or description.

3. Uncheck the billable box if your time record is non-billable.

4. Click "Save" to log the time record. A confirmation message will appear, and the record will be reflected in the matter’s billing records in bilabl.

Tip: Enable the Add a Time Entry toggle when filing an email to log time simultaneously.

Creating new Contacts from emails

1. When viewing an email, click the "Add Contact" in the bilabl add-in panel.

2. The add-in will auto-populate the contact’s name and email from the email.

3. Add any additional details (e.g., title, phone number) if needed.

4. Click Save to create the contact in bilabl. If a duplicate is detected, a prompt will allow you to confirm or view the existing contact.

Enabling matter folder management

This optional feature organizes emails into a client- and matter-based folder structure in Outlook (disabled by default).

1. Open the add-in and select Settings.

2. Toggle on Matter Folders in Outlook.

3. Once enabled, emails are organized in Outlook under: bilabl > Client Folder > Matter Folder.

If you enabled the Matter folders in Outlook setting in the Outlook add-in, a client and matter folder will be created in your Outlook folder hierarchy. To locate filed emails:

1. In Outlook, go to the Folders pane in the left navigation.

2. Open the bilabl folder, then navigate to the relevant Client Folder and Matter Folder to locate filed emails.

To disable the folder management, please follow the steps below:

1. Open the add-in and select Settings.

2. Toggle off Matter Folders in Outlook.

3. When prompted, click Turn Off Matter Folder to confirm.

Note: Disabling Matter Folders syncs filed emails to bilabl without creating folders in Outlook.

Uninstall bilabl’s Outlook Add-in

Uninstalling the add-in will not affect filed emails or matter folders stored in bilabl.

1. Open Outlook and go to File > Manage Add-ins (or Add-ins > Add Apps, depending on your version).

2. Locate bilabl’s Outlook Add-in in the Add-ins window.

3. Click Remove or the ellipsis (...) next to the add-in and select Remove.

4. Confirm the removal. The add-in will no longer appear in Outlook.

For further assistance, visit the bilabl Help Center or email support@bilabl.io.

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