Adding Archie to an Outlook inbox

Table of contents

1. Forwarding for an shared/group mailbox

2. Forwarding for an individual mailbox.

3. Forwarding for an individual mailbox - Desktop Version

4. Frequently asked questions

Archie, our financial AI assistant, requires access to your invoices/accounts mailbox to process them seamlessly. To ensure this, his email address needs to be integrated into your email system in one of the following ways.

For An Shared/Group Mailbox (Desktop Version):

Instructions to Create a New Microsoft 365 Group and Add External Guests

Step 1: Create a New Group

1. Navigate to the Admin Center:

   • Go to Microsoft Admin Center.

2. Access Teams & Groups:

   • Click on Teams & Groups.
   • Select Active teams and groups.

3. Add a New Group:

   • Click on Add a Microsoft 365 group.
   • Fill in the required information:
     • Owner: Add the owner of the group.
     • Members: Add the members. (Note: External email addresses like Archie cannot be added at this point.)
     • Email Address: Provide the group email address.

4. Configure Group Settings:

   • After creating the group, select it from the list.
   • In the overlay that appears, go to the Settings tab.
   • Enable the following options:
     • Let people outside the organization email this team
     • Send copies of team emails and events to team members' inboxes

Step 2: Add External Guests

1. Access the Group in Outlook:

   • Go to Outlook.

2. Find the Group:

   • Click on New Groups.
   • Select the group you created.

3. Add Members:

   • Click on the Add members button.
   • Type the email address of the external guest. It will appear as a selectable field marked Guest.
   • Click on the Guest option and then click Add.

You have successfully created a new Microsoft 365 group and added external guests!

For An Individual Mailbox (Browser Version):

Step 1: Open Outlook and Go to Settings

• Open Outlook and sign in.
• Click the gear icon (⚙️) in the top right corner.
• Click on "Settings"

Step 2: Go To Rules

• Select "Mail" in the settings pane.
• Click "Rules" and click on "New Rule"

Step 3: Set Conditions

• Choose the conditions for the emails you want to forward (e.g., from a specific sender, with certain words in the subject). 
• Under add a action, please click on "Forward To" and feed in Archie email address (We will generate this email address on our end and provide you).

Step 4: Save Your Changes

• Click "Save."

You have successfully setup a forwarding rule on your Accounts/Invoices mailbox in Gmail. Archie should now be able to access all the emails landing in the Accounts/Invoices mailbox to process the invoices.

For An Individual Mailbox (Desktop Version):

Step 1: Open Outlook and Go to Settings

• Launch the Microsoft Outlook application on your computer. 
• Click on the File tab in the top-left corner of the Outlook window.
• In the menu that appears, select Manage Rules & Alerts.

Step 2: Go To Rules

• In the Rules and Alerts dialog box, click on the New Rule button. 
• In Select a template, please choose 'Apply rule on messages I receive'.

Step 3: Set Conditions

• Choose the conditions for the emails you want to forward (e.g., from a specific sender, with certain words in the subject). Please click 'Next' to move onto the next step.
• Check the box for forward it to people or public group and feed in Archie email address (We will generate this email address on our end and provide you). Please click 'Next' to move onto the final step. 

Step 4: Save Your Changes

• Click "Save."

You have successfully setup a forwarding rule on your Accounts/Invoices mailbox in Gmail. Archie should now be able to access all the emails landing in the Accounts/Invoices mailbox to process the invoices.

Frequently asked Questions:

1. In case of any issues with External forwarding?

            As a security measure, by default, you can't forward email to accounts outside of your organization. An admin needs to turn on external email forwarding before you can forward Microsoft 365 email to a different account. 

• On the leftmost side, open the admin menu, and then Email Forwarding
• Select Forwarding Status. It may take some time to load.
• Under your domain name, turn on the toggle.
  
  
  
  
• After it's done loading, select Close. You can now forward your email to external addresses.

If you see an error when you try to set up external forwarding, please wait an hour and try again. You can also follow the steps under the Microsoft 365 Defender tab instead.