Outlook Add-in Setup Guide

If you don't already have an account:

1. Go to https://app.vertigraph.com/auth/signup
2. Important: Sign up using the same email address as your Outlook / Microsoft account. This is how the add-in links to your CivilTakeoff projects.
3. Complete the signup process and create your first project in the dashboard

There are two ways to install:

Option A: From the Microsoft AppSource Store

1. Go to Microsoft AppSource (https://appsource.microsoft.com)
2. Search for "CivilTakeoff CRM"
3. Click on the add-in, then click Get it now
4. Sign in with your Microsoft account and follow the prompts to install

Option B: From inside Outlook

1. Open Outlook (desktop app or web at outlook.office.com)
2. Open any email message
3. Click the "..." (More actions) menu in the email toolbar
4. Click "Get Add-ins"
5. Search for "CivilTakeoff CRM"
6. Click Add and accept the permissions

Option C: Install with Manifest URL (Sideload)

If the add-in is not yet available on AppSource, you can install it directly using the manifest file:

1. Open Outlook on the web at outlook.office.com
2. Click the "..." (More actions) menu on any email
3. Click "Get Add-ins"
4. In the Add-ins dialog, click "My add-ins" in the left sidebar
5. Scroll down to "Custom add-ins" and click "+ Add a custom add-in"
6. Select "Add from URL"
7. Paste the manifest URL: https://www.civiltakeoff.ai/outlook-addin/manifest.xml
8. Click OK and then Install

Note: Sideloading may require admin approval if your organization restricts custom add-ins. Contact your IT administrator if you see a permissions error.

After installation, the "Track Email" button will appear in your Outlook ribbon when reading emails. You may need to restart Outlook for the button to appear.

1. Open any email in Outlook
2. Click the "Track Email" button in the ribbon (or find it under "..." More actions)
3. The add-in sidebar will open on the right
4. Sign in using one of two methods:
   • Sign in with Microsoft; uses your Outlook account (recommended)
   • Email & password; use your CivilTakeoff credentials

Note: Your Outlook email must match the email on your CivilTakeoff account. If they don't match, go to https://civiltakeoff.ai/settings to check your account email.

1. Open an email you want to track in Outlook
2. Click the "Track Email" button to open the add-in
3. The add-in will show:
   • Auto-detected contacts; email addresses matched to your customers and vendors
   • Suggested project; auto-selected based on contact matches
4. Select the project from the dropdown (or use the search box to find it)
5. Optionally choose a Link to type:
   • Project only; just saves the email
   • Customer; links the email to the project's customer
   • Vendor; links to a specific vendor
   • RFQ; links to an RFQ (can also set response status and bidder)
   • RFI; links to an RFI (can update the RFI status)
6. Optionally add a Note
7. Click one of the save buttons:
   • Save Email; saves just this single email
   • Track Thread; saves all emails in the conversation AND automatically captures any future replies

After saving an email, you can set a follow-up reminder:

1. After clicking Save Email or Track Thread, a follow-up option will appear
2. Select a follow-up date to be reminded about this conversation
3. Follow-ups appear in your project's CRM tab and in the add-in's project context panel

While viewing an email, the add-in shows inline project details including:

• Project status and bid due date
• Customer information
• RFQs and RFIs with counts
• Pending and overdue follow-up reminders
• Recent email activity

Click "Open in CRM" to jump directly to the full project view in your CivilTakeoff dashboard.

For the best experience, connect your Outlook account for background email sync. This lets CivilTakeoff automatically capture replies in tracked threads even when you're not using Outlook.

1. Go to https://civiltakeoff.ai/settings
2. Scroll down to the Mail Provider section
3. Click Connect Outlook
4. Grant the requested permissions

Once connected, CivilTakeoff syncs your email every 5 minutes. Any new replies in tracked threads are automatically saved to the correct project.

If you're still having trouble, contact us at support@civiltakeoff.ai and we'll get back to you as soon as possible.

You can also manage your account settings, notification preferences, and connected email providers at https://civiltakeoff.ai/settings