What are M-Files for Outlook Pro and Lite?
M-Files for Outlook Pro is an Outlook add-in that lets you file emails directly from Outlook to M-Files with one click. You can apply metadata, save attachments, and automate filing using customisable folder rules — all without leaving your inbox. It works with New Outlook for Windows, Outlook on the web, and Classic Outlook, and supports filing from shared or delegated mailboxes.
M-Files for Outlook Lite is a free, lighter version of the Pro add-in, included in all M-Files subscriptions. It gives you all the core manual filing capabilities with no extra licence needed. The main difference is that Lite does not include automation features such as folder-based or conversation-based automatic filing. To unlock the full feature set, you can upgrade to Outlook Pro by purchasing user licences.
Both add-ins use the same installation package. Full details and installation instructions on the M-Files Catalog.
What's New in the April 2026 update?
This release combines improvements from our March and April 2026 updates, focused on making email filing faster, smarter, and more reliable.
AI-Powered Metadata Automation — Aino Metadata (Pro & Lite)
The new Aino Metadata Automation feature uses AI to read your email and attachments and automatically suggests the right metadata values in the metadata card. Accept all suggestions in a single click and file emails significantly faster. Customers using this capability have reported it as a "game changer," with filing times reduced by up to 65%. Requires a vault configured with M-Files Aino metadata.
Smart Send Alerts — Never Miss a Filing (Pro & Lite)
A new smart alert notifies you when you send an email that hasn't been saved to M-Files. Alerts are fully configurable — you can enable or disable them separately for internal and external emails — so you stay in control without unnecessary noise.
Admin-Defined Reminder Defaults (Pro)
Admins can now set the default configuration for the Unsaved Emails reminder at the vault level, making it easy to roll out consistent filing behaviour across the organisation. Users can still personalise their settings and reset to admin defaults with one click.
Class Memory — Less Repetitive Clicking (Pro & Lite)
The add-in now remembers the last document class you used, pre-selecting it the next time you save an email or create a rule. A small change that adds up to real time savings for users who file to a consistent class.
Smarter Metadata with Parent–Child Automation (Pro & Lite)
When you select a child metadata value, the parent field fills in automatically. The add-in can also suggest related values — such as "Contact Person" or "Project" — based on the selected customer. Suggestions can be set to auto-accept, reducing the metadata card completion time by approximately 30% where parent–child relationships are configured.
Delegated Mailbox Folder Rules (Pro)
Users with delegated mailbox access can now create and manage folder rules for shared mailboxes directly in the add-in — a long-requested feature for teams where assistants handle email filing on behalf of colleagues.
Bookmark and Rename Recent Items (Pro & Lite)
You can now pin frequently used recent metadata sets to the top of your recent list and give them custom names for easier identification.
Smaller fixes and improvements
- Emails filed to classes using a multi-line text property as the class name now save correctly.
- Emails with multi-select value list properties can now be saved without errors.
- The "Saved to M-Files" category tag is now consistently applied to both sender and recipient mailboxes.
- Fixed a configuration error that appeared when logging in with server-level authentication.
Read full Release Notes.
To receive all changes and updates in the future, update to Manifest 1.4.0.0 and M-Files Plugin for Outlook 26.3.8.1.
How to update:
1. No action required if your current add‑in was installed from the Microsoft Marketplace:
- Updates are delivered automatically
- Restart Outlook if the new version is not visible immediately
2. One‑time update required if your current add‑in was installed using a manifest file from the M‑Files Catalog. Manifest files are no longer available. To receive updates going forward, please switch to the Microsoft Marketplace version. Steps:
2.1. Remove the existing manifest‑based deployment
- Go to Microsoft 365 Admin Center → Settings → Integrated apps
- Locate the add‑in deployed via custom manifest
- Remove the deployment
2.2 Deploy the add‑in from Microsoft AppSource
- In Integrated apps, select Deploy an add‑in
- Choose Microsoft AppSource
- Search for M‑Files for Outlook
- Deploy it to the required users or groups
- Restart Outlook
After this, all future updates will be delivered automatically via Microsoft Marketplace.
