Documentation
Complete guide to Email to Jira for Outlook — installation, features, troubleshooting, and more.
Overview
📝 What This Add-in Does
Email to Jira transforms Outlook emails into Jira issues with a single click. Powered by Google Gemini AI, it automatically generates structured summaries and extracts action items from your emails. Keep complete context, formatting, and email attachments intact when creating issues.
Email to Jira streamlines your workflow by eliminating the manual process of copying email content into Jira. Whether you're handling bug reports, feature requests, or project tasks, this add-in helps you capture everything in your project management system efficiently.
🎉 Free Trial
Start with a 7-day free trial to explore all features. No credit card required. After the trial, a subscription is required for continued use.
Features
🤖 AI-Powered Analysis
Google Gemini analyzes email content to generate structured summaries and extract action items automatically.
📧 Email Preservation
Original email saved as .eml file with complete formatting, headers, and thread context.
📎 Attachment Upload
Email attachments are automatically uploaded to created Jira issues, keeping all context together.
👥 Team Assignment
Assign issues to team members directly from Outlook. Search and select assignees from your project.
🎯 Issue Types
Full support for Bug, Task, Story, Epic, and any custom issue types configured in your project.
🏢 Multi-Site Support
Connect to multiple Jira Cloud sites. Switch between sites when creating issues.
📊 Report AI Issues
Provide feedback on AI-generated content to improve accuracy over time.
♿ Accessibility
Fully keyboard-navigable with comprehensive screen reader support for all users.
Requirements
| Component | Requirement |
|---|---|
| Microsoft 365 | Work or school account (Business, Enterprise, or Education) |
| Outlook | Outlook Web or Outlook Desktop (Windows/Mac) |
| Jira Platform | Jira Cloud only (Server/Data Center not supported) |
| Jira Access | Active account with project access |
| Permissions | Browse Projects and Create Issues in target project(s) |
| Browser | Modern browser (Chrome, Edge, Firefox, Safari) |
⚠️ Important: Jira Cloud Only
This add-in only supports Jira Cloud. Jira Server and Jira Data Center are not supported due to authentication and API differences. If you need Server/Data Center support, please contact us.
Installation
👤 Admin Deployment Required
This add-in must be deployed by your Microsoft 365 administrator through the Admin Center. Individual users cannot install it directly from Microsoft Marketplace.
For Microsoft 365 Administrators
Access Admin Center
Go to Microsoft 365 Admin Center → Settings → Integrated apps
Find the Add-in
- Click "Get apps" or "Upload custom apps"
- Search for "Email to Jira Ticket"
- Select the add-in and click "Get it now"
Configure Deployment
- Choose deployment scope: Entire organization or Specific users/groups
- Review permissions required by the add-in
- Click "Deploy"
Wait for Propagation
Deployment can take 1-24 hours to appear in users' Outlook. Users may need to restart Outlook or clear browser cache.
Usage Guide
First-Time Setup
Open an Email
In Outlook, open any email you want to convert to a Jira issue.
Open the Add-in
Click the "Apps" button in the Outlook toolbar, then find and select "Email to Jira Ticket" from the app menu.
Connect to Jira
- Click "Connect to Jira"
- A popup window opens for Atlassian OAuth authorization
- Sign in to your Atlassian account if prompted
- Select the Jira site you want to connect
- Click "Accept" to grant access
- The popup closes and you're connected
🔐 Atlassian OAuth 2.0
Your credentials are never stored locally. Authentication is handled securely through Atlassian's OAuth system. You can revoke access at any time from your Atlassian account settings.
Start Your Free Trial
- Click "Start Free Trial"
- Enjoy 7 days of full access to all features
- No credit card required
- After trial, subscribe to continue using the add-in
Creating Issues
Select Site & Project
- Site: Select your Jira Cloud site (if you have access to multiple)
- Project: Choose the project where you want to create the issue
- Issue Type: Select the issue type (Bug, Task, Story, Epic, etc.)
Configure Issue Details
- Summary: Auto-filled from email subject (editable)
- Description: AI-generated summary with action items (editable)
- Assignee: Select team member (optional)
- Priority: Set issue priority (optional)
Review & Create
- Review all fields
- Click "Create Issue"
- Wait for confirmation (usually 2-5 seconds)
Success!
You'll see a success message with:
- Issue key (e.g., PROJ-123) and summary
- Direct link to view in Jira
- Option to create another or close the add-in
AI Features
Email to Jira is powered by Google Gemini, providing intelligent analysis of your email content.
What AI Can Do
- Structured Summaries: Converts long email threads into concise, actionable summaries
- Action Item Extraction: Identifies and lists specific tasks from the email
- Context Preservation: Maintains important details and context from the original email
- Smart Formatting: Organizes content with proper headings, lists, and structure
AI Controls
- Review Before Creating: Always review AI-generated content before creating the issue
- Edit Freely: Modify any AI-generated text to better fit your needs
- Skip AI: Option to skip AI processing and enter content manually
- Report Issues: Use the "Report AI Issue" feature to flag inaccurate content
🔒 Privacy
Email content is processed by Google Gemini for AI analysis. No email content is stored permanently. See our Privacy Policy for details.
Permissions
Add-in Permissions
| Permission | Purpose |
|---|---|
| Read email content | To extract subject, body, and metadata for issue creation |
| Read email attachments | To upload attachments to Jira issues |
| Display dialog windows | For OAuth authentication popup |
| Internet access | To communicate with Jira API and AI services |
Jira Permissions Required
| Permission | Purpose |
|---|---|
| Browse Projects | To list available projects and issue types |
| Create Issues | To create new issues in selected projects |
| Create Attachments | To upload email and attachments to issues |
| Assign Issues (optional) | To assign issues to team members |
Troubleshooting
🔍 Add-in Not Appearing in Outlook
- Wait for deployment: Admin deployment can take 1-24 hours to propagate
- Restart Outlook: Close and reopen Outlook completely
- Clear browser cache: For Outlook Web, clear browser cache and cookies
- Check deployment scope: Verify with your admin that you're in the deployment group
- Check add-in status: In Outlook Web, go to Settings → Manage Add-ins
🔗 "Connect to Jira" Button Not Working
- Check popup blocker: Allow popups from Outlook for OAuth window
- Try different browser: Some browsers block third-party cookies needed for OAuth
- Verify Jira Cloud: This add-in only supports Jira Cloud (not Server/Data Center)
- Check Atlassian account: Ensure you can log in to id.atlassian.com
- Clear cookies: Clear Atlassian-related cookies and try again
📂 "No Projects Found" Error
- Check project access: Verify you have access to at least one Jira project
- Check permissions: You need "Browse Projects" and "Create Issues" permissions
- Verify site selection: Ensure you selected the correct Jira site during OAuth
- Re-authenticate: Disconnect and reconnect to Jira
- Contact Jira admin: Ask your Jira admin to verify your project permissions
❌ Issue Creation Fails
- Check required fields: Some projects require specific fields (components, labels, etc.)
- Verify permissions: Confirm you have "Create Issues" permission in the project
- Check issue type: Some issue types may have additional required fields
- Review error message: The error message often indicates the specific problem
- Try different project: Test with another project to isolate the issue
📎 Attachments Not Uploading
- Check file size: Jira has attachment size limits (varies by configuration)
- Verify permissions: You need "Create Attachments" permission in the project
- Check attachment count: Very large numbers of attachments may timeout
- Wait for upload: Large attachments take longer to upload
Best Practices
For Best Results
- Review AI output: Always review and edit AI-generated summaries before creating issues
- Use descriptive subjects: Email subjects become issue summaries — make them meaningful
- Include context: The more context in the email, the better the AI summary
- Select the right project: Choose the most appropriate project to keep your Jira organized
- Assign when possible: Assign issues immediately to ensure ownership
Recommended Workflow
- Open email you want to convert
- Launch the add-in from the Apps menu
- Select project and issue type
- Review AI-generated summary and edit if needed
- Assign to appropriate team member
- Create the issue
- Click the link to verify in Jira
Frequently Asked Questions
How long is the free trial?
The free trial lasts 7 days with full access to all features. No credit card is required to start. After the trial ends, a subscription is required to continue using the add-in.
Does this work with Jira Server or Data Center?
No, this add-in only supports Jira Cloud. Jira Server and Jira Data Center are not supported due to authentication and API differences. If you need Server/Data Center support, please contact us.
How does the AI feature work?
Email content is analyzed by Google Gemini to generate structured summaries and extract action items. You have full control to review, edit, or skip AI processing before creating the issue.
Can I use this on mobile devices?
No, the add-in is only supported on Outlook Web and Outlook Desktop (Windows/Mac). Mobile support is not available due to Outlook mobile platform limitations.
What happens to email attachments?
The entire original email is preserved as an .eml attachment with full formatting and headers. Additionally, individual email attachments (images, documents, etc.) are uploaded separately to the Jira issue.
Can I edit the issue after creating it?
The add-in creates issues in Jira but does not support editing. After creation, use Jira directly to make any changes to the issue.
Is my email data secure?
Yes. Email content is processed in real-time and not stored permanently. Authentication uses industry-standard OAuth 2.0. See our Privacy Policy for details.
Can I connect multiple Jira sites?
Yes, if you have access to multiple Jira Cloud sites through your Atlassian account, you can select which site to use when creating issues.
What fields can I set when creating issues?
You can set: Project, Issue Type, Summary, Description, Assignee, and Priority. Additional fields may be available depending on your project configuration.
Support
We're here to help you get the most out of Email to Jira.
When Contacting Support
To help us resolve your issue quickly, please include:
- Description of the problem or question
- Steps to reproduce (if applicable)
- Screenshots or error messages (if available)
- Outlook version (Desktop or Web)
- Browser (for Outlook Web)
- Your Jira Cloud site URL