M-Files for Outlook Pro & Lite transform the way you handle emails, ensuring that important correspondence is always stored accurately and efficiently in M-Files — without leaving your inbox. Whether it's for regulatory compliance or knowledge retention, the add-ins eliminate manual work, reduce errors, and give you back valuable time. The add-ins are Microsoft-certified and available from Microsoft AppSource.
M-Files for Outlook Lite is included in all M-Files subscriptions at no extra cost and covers all core manual filing capabilities. M-Files for Outlook Pro adds full filing automation — folder rules, conversation filing, delegated mailbox support, and admin controls. Both use the same installation package, and upgrading from Lite to Pro requires only a license purchase.
Both M-Files for Outlook Pro and Lite are the same add-in — they share the same installation package, the same look and feel, and all core manual filing capabilities. The difference is in automation and administration features, which are exclusive to Outlook Pro.
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Capability |
Lite |
Pro |
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Manual email filing with metadata |
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File multiple emails at once |
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Save attachments as separate objects |
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Bookmark & rename recent metadata sets |
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AI-powered metadata suggestions (Aino) |
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Smart send alerts (notify when email not filed) |
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View conversation emails in M-Files |
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Automatic folder-rule based filing |
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Automatic conversation / reply filing |
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Delegated mailbox folder rules |
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Admin-defined reminder defaults |
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Available in all M-Files subscriptions |
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Separate license required |
To upgrade from Lite to Pro, contact your M-Files representative or reseller.
File emails to M-Files with one click directly from Outlook — apply metadata, save attachments, and use automation to ensure nothing gets missed. Visual indicators show you at a glance which emails have already been filed.
The new Aino Metadata Automation feature reads your email content and attachments and automatically suggests the right metadata values. Accept all suggestions in one click. Customers using this capability report filing times reduced by up to 65%, and describe it as a game changer for reducing manual data entry. (Requires a vault configured with M-Files Aino metadata)
Smart send alerts notify you whenever you send an email that hasn't been saved to M-Files, helping you and your team maintain complete and consistent email records. Alerts are configurable separately for internal and external emails, and administrators can set organisation-wide defaults.
Pro users can configure folder rules to automatically file emails as they arrive, set up conversation filing to capture entire email threads, and create rules for delegated mailboxes — so assistants and teams can manage email filing on behalf of colleagues. Metadata is populated intelligently, including auto-filling parent fields when a child value is selected.
Whether filing from your own inbox, a shared mailbox, or a delegated folder, M-Files for Outlook Pro & Lite ensures everyone on the team is working from the same complete, accurate record. Visual "Saved to M-Files" category tags are shared consistently across both senders and recipients.
How Does It Work?
M-Files for Outlook Pro & Lite
File an email with metadata and view it in M-Files
Save email attachments as separate M-Files objects
Accept AI-suggested metadata with one click (Aino Metadata Automation)
Configure folder rules for automatic filing (Pro)
Bookmark and rename recent metadata sets for quick access
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Challenges |
Benefits |
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Firms need to achieve "more for less" — staff productivity is critical. |
AI-powered metadata suggestions reduce filing time by up to 65%, freeing advisors to focus on clients instead of admin. |
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Without consistent filing, knowledge gets stuck with individuals and is hard to share or reuse. |
All client correspondence is accurately retained and associated with the right client, product, service, or advisor — supporting regulatory and policy compliance. |
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Manual email filing makes client inquiries challenging when information is hard to find. |
Knowledge captured in emails becomes searchable and reusable across advisors, teams, and functions. |
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Compliance requirements demand that all relevant correspondence is captured and auditable. |
Smart send alerts prevent emails from being accidentally left unfiled. Automated filing rules ensure consistent capture without relying on manual discipline. |
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Challenges |
Benefits |
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Operational efficiency in project, engineering, and asset management is key to controlling costs. |
Streamlined email filing and automation reduce back-office overhead and manual administration. |
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Maintaining full visibility of the supply chain and operations requires complete information. |
Associating emails with the right project, asset, or supplier — and linking to other systems — maintains a complete operational picture and prevents information silos. |
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Quality and compliance requirements demand accurate, auditable records. |
A complete, consistent email audit trail improves compliance. The Version Editors property tracks who created or co-authored each document version, supporting co-authoring accountability. |
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Project teams work across different locations, systems, and roles. |
Delegated mailbox support and shared folder filing ensure consistent records regardless of who handles correspondence. |
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