Outlook plugin (turn emails into posts)

The SwiftFox Outlook plugin lets you turn an email into a post in SwiftFox without leaving Outlook. It matches the email against people already in your environment (or lets you create a new person on the spot), records the email as a post on that person's profile, and can attach the email body. It's the easiest way to capture communication that happened outside SwiftFox against the right contact.

The plugin can also help you find SwiftFox recipients while you're composing an email.

Installing the plugin

You install the SwiftFox plugin the same way you add any other Outlook add-in. You only need to do this once.

Outlook on the web

1. Open Outlook and select More apps (the three-dot / apps menu) in the message toolbar, then choose Add apps.
2. Search for SwiftFox and select Add to install it.
3. Close the window. SwiftFox is now available whenever you have an email open.

Outlook desktop app

1. In the top action ribbon, open the … (More options) menu and choose Get Add-ins.
2. Search for SwiftFox and select Add, then close the window.
3. SwiftFox now appears in the … menu. To keep it within reach, choose Customise toolbar and drag SwiftFox up onto the main ribbon.

Once installed, opening an email shows a Create Post action for the SwiftFox add-in in the ribbon (under the add-ins / apps area).

Signing in and choosing your environment

1. With an email open, select Create Post to open the SwiftFox panel on the right.
2. The first time, you'll see a Welcome screen showing your current Environment (for example, SwiftFox AU-1).
3. Select Login to SwiftFox and sign in with your usual SwiftFox details. If you need a different SwiftFox environment, select Choose Environment first.
4. If Outlook asks to display a new window for sign-in, allow it. Once signed in you're ready to create posts.

Creating a post from an email

1. Open the email you want to capture, then select Create Post to open the SwiftFox panel.
2. SwiftFox automatically searches your environment using the sender's email address and name:
   • One or more matches found — the panel lists the matching people (name and email). Select the correct person to continue.
   • No match found — the panel tells you no results were found and offers a Create Person button (see below).
3. Once a person is selected, they appear at the top as the Selected person. Use the ✕ beside their name if you picked the wrong one and need to choose again.
4. Fill in the post details:
   • Date — pre-filled with the date the email was received; adjust it with the date picker if needed.
   • Details (required) — the body text of the post, pre-filled from the email subject. Edit this to whatever you want recorded on the post.
   • Attach Body — ticked by default so the full email body is attached to the post. Untick it if you don't want the email contents included.
5. Select Create Post. You'll see a Post successfully created! confirmation.

The post is added to that person's profile in SwiftFox. On their profile Feed you'll see the email recorded as a post — showing your Details text and, if you left Attach Body ticked, the attached email content.

Creating a new person from an email

If the sender isn't in your environment, select Create Person. SwiftFox opens a New Person Details form, pre-filled from the email where possible:

1. First Name (required) and Last Name (required) — split automatically from the sender's display name; correct them if needed.
2. Personal Email (required) — pre-filled with the sender's address.
3. Personal Mobile — optional.
4. Organisation — optional. Start typing to search your existing organisations; matching orgs appear under Suggested organisations for you to select.
5. Select Create Person to add them (or Cancel to go back).

The new person becomes the selected person, and you can complete the post as above. If you don't need to add them, use Cancel.

Choosing the tenant and circle

The post is created in whichever tenant the plugin is pointed at. To change this, select Settings at the bottom of the panel:

• Environment — the SwiftFox environment you're signed in to (for example, SwiftFox AU-1).
• Tenant — hover over Tenant to see the list of tenants you can access and select the one you want to post into. The current tenant is ticked.
• Circle — if your organisation and tenant use circles, choose the circle the post should belong to.

Set these before creating the post so it lands in the right place.

Signing out

Select Logout at the bottom of the panel to sign out of SwiftFox in the plugin.