Documentation
Complete guide to Email to Monday - your powerful Outlook add-in for creating Monday.com items directly from emails.
Overview
Email to Monday is an Outlook add-in that streamlines your workflow by allowing you to create Monday.com items directly from emails. Transform emails into actionable tasks, track requests, and keep your team organized without leaving your inbox.
📝 What This Add-in Does
Transform Outlook emails into Monday.com items with one click. AI-powered by Google Gemini, it automatically generates structured summaries and extracts action items from your emails. Keep complete context, formatting, and email attachments intact.
Features
🤖 AI-Powered Analysis
Google Gemini generates structured summaries and extracts action items from emails automatically.
📧 Email Preservation
Original email saved as .eml attachment with full formatting, headers, and thread context.
📎 Attachment Upload
Email attachments are automatically uploaded to Monday.com items as separate files.
👥 Team Assignment
Assign items to team members directly from Outlook during creation.
🎯 Smart Organization
Select workspace, board, and group for proper item placement.
🏢 Multi-Workspace
Switch between multiple workspaces and boards seamlessly.
⚠️ Report AI Content
Report inappropriate or inaccurate AI-generated content directly in the app.
♿ Accessibility
WCAG compliant interface with keyboard navigation and screen reader support.
Requirements
| Component | Requirement |
|---|---|
| Microsoft 365 | Work or school account (Business, Enterprise, or Education) |
| Outlook | Desktop (Windows/Mac 2016+) or Outlook Web (outlook.office.com) |
| Monday.com | Active account with workspace access (any plan: Free, Basic, Standard, Pro, Enterprise) |
| Monday App | Email to Work Item app installed from Monday Marketplace |
| Permissions | Ability to create items on at least one board |
| Browser (web) | Latest versions of Edge, Chrome, Firefox, or Safari |
Installation
⚠️ Important
This is not a self-service add-in. Your Microsoft 365 administrator must deploy it through the Admin Center. Additionally, you must install the Monday.com app from the Marketplace before connecting.
Part 1: Install Monday.com App (Required)
Open Monday Marketplace
Install the App
- Click "Add to your account"
- Select the workspace where you want to install the app
- Click "Install" to complete
Part 2: Deploy Outlook Add-in (For Admins)
Access Admin Center
Go to Microsoft 365 Admin Center → Settings → Integrated apps
Deploy Add-in
- Click "Get apps" or "Upload custom apps"
- Search for "Email to Monday"
- 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"
📌 Deployment Note
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 any email in Outlook
- Click the "Apps" button in the Outlook toolbar, then select "Email to Monday"
- Click "Connect to Monday.com"
- A popup window will open for OAuth authorization
- Sign in to your Monday.com account if prompted
- Click "Authorize" to grant the add-in access
- Click "Start Free Trial" to begin your 7-day trial
🔐 Authentication
Monday.com uses secure OAuth 2.0 authentication. Your credentials are never stored locally. You can disconnect at any time from Monday.com's app settings.
Creating an Item
- Open the email you want to convert to a Monday.com item
- Open the add-in panel
- Select your Workspace, Board, and Group
- Review the Item Name (auto-filled from email subject)
- Click "Generate with AI" (optional) to create a structured summary
- Set Assigned To and Status if desired
- Click "Create Item"
✅ Success!
After creation, you'll see a success message with the item name, board location, and a direct link to view in Monday.com. The original email is attached as an .eml file.
AI Features
Email to Monday uses Google Gemini AI to analyze your email content and generate:
- Structured Summaries: Key points extracted from email content
- Action Items: Identified tasks and next steps
- Clean Formatting: Organized, readable descriptions
⚠️ AI Disclaimer
AI-generated content should be reviewed before creating items. You can edit, skip, or report inappropriate AI content using the built-in reporting feature.
Permissions
The add-in requests the following permissions:
| Permission | Why It's Needed |
|---|---|
| Read your mail | To read email content for item creation and AI summarization |
| Monday.com access | To create items, upload attachments, and read workspace/board data |
| User profile | To display your name and identify your account |
✅ Privacy Assurance
We only access the email you're currently viewing. We do not scan your inbox, read other emails, or store your email content beyond the current session.
Troubleshooting
🔴 Add-in Not Appearing in Outlook
- Wait a few hours after admin deployment (up to 24 hours)
- Restart Outlook completely
- Clear browser cache (for Outlook Web)
- Verify your admin deployed to your user/group
- Check you're using a work account (not personal)
🔴 "Connect to Monday.com" Not Working
- Ensure you've installed the Monday.com app from the Marketplace
- Check that popups are not blocked by your browser
- Try disconnecting and reconnecting via OAuth
- Clear browser cookies and cache
🔴 "No Workspaces/Boards Found" Error
- Verify you have access to at least one workspace
- Check you have appropriate permissions on boards
- Ensure the Monday.com app is properly installed in your workspace
- Try refreshing by clicking the refresh button or reconnecting
🔴 Item Creation Fails
- Check internet connectivity
- Verify all required fields are filled (item name is required)
- Ensure the selected board isn't archived
- Check Monday.com service status
🔴 Email Attachments Not Uploading
- Large attachments may take longer to upload
- Check your Monday.com storage limits
- Some file types may be blocked by Monday.com
- The item is created even if attachment upload fails
Best Practices
✨ For Best Results
- Review Before Creating: Check the auto-filled name and AI-generated description, edit if needed
- Choose the Right Board: Select boards with appropriate columns for your workflow
- Assign Immediately: Assign items during creation to reduce inbox triage
- Set Status: Set initial status to keep your board organized
- Use Groups: Place items in the correct group for better organization
- Preserve Context: The .eml attachment is your audit trail—don't delete it
🎯 Recommended Workflows
- Customer Requests: Convert client emails to trackable items with full context
- Task Management: Turn action items from emails to assigned tasks instantly
- Project Intake: Create project items from stakeholder communications
- Support Tickets: Transform support emails into tracked items
Frequently Asked Questions
How does the free trial work?
You get 7 days of full access to all features with no credit card required. The trial is organization-wide based on your Microsoft 365 tenant. After the trial ends, a subscription is required to continue using the add-in.
Why do I need to install a Monday.com app separately?
The Monday.com Marketplace app enables OAuth authentication, which is required for secure access to your Monday.com data. Without it, the Outlook add-in cannot connect to Monday.com.
How does the AI feature work?
Google Gemini AI analyzes your email content and generates a structured summary with extracted action items. You have full control to review, edit, or skip AI processing before creating the item.
Can I use this on mobile devices?
No, the add-in is only supported on Outlook Desktop (Windows/Mac) and Outlook Web. Mobile support is not available.
What happens to email attachments?
Attachments are uploaded as separate files to the Monday.com item. The original email is also attached as an .eml file, preserving the complete email context including headers and formatting.
Which Monday.com plans are supported?
Email to Monday works with all Monday.com plans including Free, Basic, Standard, Pro, and Enterprise.
Is my email content stored?
No. Email content is processed in real-time for AI summarization and item creation, but is never stored on our servers. See our Privacy Policy for details.
Can I use Email to Monday with multiple workspaces?
Yes! You can connect to any workspace your Monday.com account has access to. Switch workspaces at any time from the add-in settings.
Can I disable the AI features?
Yes. You can manually enter item details without using AI generation. Simply skip the "Generate with AI" button and fill in the fields yourself.
How do I report inappropriate AI content?
Use the "Report AI Content" button that appears after AI generation. This helps us improve the AI model and ensures quality content.
How do I cancel my subscription?
You can cancel at any time by clicking "Manage Subscription" in the add-in or by contacting support@innovaapps.ai. Your access continues until the end of your billing period.
Support
📧 Contact Us
For technical support, bug reports, or feature requests:
Email: support@innovaapps.ai
When reporting issues, please include:
- Outlook version (desktop or web)
- Operating system
- Steps to reproduce the issue
- Any error messages (screenshots helpful)