Outlook Add-In: Email Filing
Connect Microsoft Outlook to Cogram to automatically file project emails, review AI filing decisions, and track email status with Outlook category labels.
Connect your Outlook account to automatically file project emails and review filing decisions without leaving your inbox.
Prerequisites
A Cogram account with at least one project
A Microsoft 365 / Outlook account
The Cogram Add-In installed in your Outlook — contact your IT administrator if it is not yet available
How to connect your Outlook account
In Cogram, go to Account Settings and open the Integrations tab.
Under Email Connection, click Connect next to Microsoft Outlook.
Sign in with your Microsoft account and grant the requested permissions.
Once connected, your email address appears under the Microsoft Outlook row.
Your IT organization may need to approve the integration before you can complete the connection. Contact your administrator if the authentication step fails or requires IT approval.
How automatic email filing works
Once connected, Cogram processes emails that match your active projects. When an email arrives or is sent, Cogram checks it against your projects and assigns a filing decision:
Filed
Cogram matched the email to a project and filed it automatically.
Pending
Cogram processed the email and may have a suggested project, but needs your confirmation before filing.
Not Filed
Cogram processed the email but found no matching project.
Filed emails appear in the Emails tab of the matched project in Cogram.
You review and act on these decisions in the Cogram Add-In panel inside Outlook. Open the panel, then select any email to see its filing status, the suggested project, and action buttons to confirm or correct the decision.
Filing settings
Open Account Settings > Integrations > Email Connection to control which emails Cogram processes.
Auto-file incoming emails
When enabled, emails you receive are automatically matched to projects and filed. Turn this off if you only want to file emails you send.
Auto-file outgoing emails
When enabled, emails you send are automatically matched to projects and filed. Turn this off if you only want to file emails you receive.
File from folder
When enabled, moving an email into a designated Outlook folder triggers Cogram to match and file it — regardless of the incoming/outgoing settings above. Cogram applies AI matching to determine the correct project, just as it does for auto-filed emails.
Enable the File from folder toggle to open the folder picker.
Search for an existing folder or create a new one.
To change the folder later, click change next to the folder name.
Folder-based filing and AI-based filing can run simultaneously. If incoming auto-filing is also on, non-folder emails are processed as well.
Apply category labels
When enabled, Cogram writes an Outlook category label to each processed email to reflect its current filing status:
Filed
Green
Email has been filed to a project.
Pending
Yellow
Email is awaiting your confirmation.
Not Filed
Grey
Email was processed but not matched to a project.
Labels update automatically as filing decisions change — for example, a Pending label becomes Filed after you confirm the decision in the Add-In.
Turn this off if you use Outlook categories for other purposes and do not want Cogram to add or change them.
Reviewing and acting on filing decisions in the Add-In
Open the Cogram Add-In panel in Outlook. If you are unsure how to open it, contact your administrator. Select an email to see its filing status, the suggested project (if any), and action buttons:
Confirm
Accept the suggested project — status becomes Filed.
Reject
Decline the suggestion — status becomes Not Filed.
Remove
Remove a previously confirmed filing from the project.
Disconnecting Outlook
To disconnect, go to Account Settings > Integrations > Email Connection and click Disconnect. Existing filed emails remain in your projects; no new emails will be processed after disconnection.
Troubleshooting
Emails are not being filed automatically
Likely cause: auto-filing toggles are off, or the Outlook connection was lost.
Fix: Go to Account Settings > Integrations > Email Connection, verify the toggles are on, and confirm your account shows as connected. Reconnect if needed.
Category labels are not appearing in Outlook
Likely cause: the Apply category labels setting is off, or Cogram lacks permission to write categories in your Outlook account.
Fix: Enable the Apply category labels toggle. If labels still do not appear, ask your IT administrator to confirm that Cogram has the required Microsoft Graph permissions.
The Cogram Add-In panel does not appear in Outlook
Likely cause: the Add-In is not installed in your Outlook account.
Fix: Contact your administrator to install the Cogram Add-In via the Microsoft 365 admin center, or install it yourself from the Outlook Add-Ins store if self-install is permitted in your organization.
A label shows the wrong status
Likely cause: the label was set before a filing decision changed and the update has not yet synced.
Fix: Open the email in Outlook and refresh the Cogram Add-In panel. The label will update once Cogram processes the change.
Next steps
Last updated
Was this helpful?