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title: "Setting up the Outlook add-in: forwarding insights to Learned"
description: "Getting started with the Outlook add-in: forwarding insights to Learned"
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August 3, 2026

# Setting up the Outlook add-in: forwarding insights to Learned

## In this article we explain how you, as a Microsoft 365 / IT administrator, roll out the 'Save to Learned' Outlook add-in to the employees in your organization, so insights are easier to forward.

With the Outlook add-in, employees can forward an email to Learned as an insight with a single click — handy for feedback, observations, or an email you'd like to find back later on someone's profile. All it takes is for you, as the administrator, to roll out the add-in once. After that, it's automatically ready for your colleagues.

### What to check before you start

A few things need to be in place, otherwise you'll get stuck along the way:

- **You need the right admin role**, namely **Global Administrator** (or Global Admin together with Exchange Admin). Without that role, you simply won't see **Settings → Integrated apps** in the admin center.
- **Your employees' mailboxes have to run on Exchange Online** (the Microsoft 365 cloud mailboxes). On on-premises or hybrid mailboxes, Outlook add-ins won't show up, even if they're in the same tenant.
- **Custom app upload has to be enabled for your tenant.** Has your organization locked down custom apps within Integrated apps? Turn that back on first, otherwise you won't be able to upload.

### How do you set this up?

### Step 1: Turn on the email integration in Learned

1. Log in to Learned at [https://app.learned.io](https://app.learned.io).
2. Go to **Settings → Integrations**.
3. Check whether **Email** is already listed under **Communications**. If it isn't, click **Add integration** and add it.
4. Click **Email** to open the window. That's where you'll find the manifests you need next.

### Step 2: Download the manifest

Inside that same email window (from Step 1), two files are waiting for you:

- **Learned-Outlook-add-in-manifest.xml** (the classic manifest) — this is the one you need.
- Learned-Outlook-add-in-manifest.zip (the unified manifest) — only as a fallback.

ℹ️ **Which file should you grab?** Take the **.xml** file. For add-ins you roll out through the Microsoft 365 Admin Center, the classic XML manifest is the most reliable and battle-tested. The .zip package can behave a bit unpredictably through the custom-app upload and sometimes only works in new Outlook. So only use the .zip if Microsoft genuinely rejects the XML.

### Step 3: Roll out the add-in in the Microsoft 365 Admin Center

1. Go to [https://admin.microsoft.com](https://admin.microsoft.com).
2. Click **Settings → Integrated apps** (in the left-hand navigation; you may need to click **Show all** first).
3. At the top of the page, click **Upload custom apps**.
4. Choose **Upload manifest file** and select your **Learned-Outlook-add-in-manifest.xml**. (You can also use "Provide link to manifest file" if you host the file somewhere, but uploading it directly is easiest.)
5. **Assign the add-in.** For this first time, choose **Just me** or a small **test group** — so not "Entire org" just yet. That way you can quietly check that everything works before bothering everyone with it. 
     - If you go for a **group**, do double-check that your testers are actually members of it. **"Just me"** only covers you, not the colleagues helping you test.
6. Click **Accept permissions** and then **Finish deployment**.
7. Finally, check that the **Status shows "Deployed"** (and not "Deploying" or pending) and that the app is switched on in the list of Integrated apps.

### Step 4: A little patience — the add-in needs to spread

After the rollout, Microsoft pushes the add-in to each mailbox in the background. That simply takes time:

- Count on **up to 24 hours**, and for a very first rollout often **6 hours or more**.

### Step 5: How your colleagues find and use the add-in

Good to know: the add-in only appears while you're reading a message. So it isn't on your inbox toolbar, and it isn't in the app bar on the left either. Explain to your colleagues that they should:

1. Open outlook.office.com (or new Outlook) and open a received email.
2. Look in the toolbar at the top of the message for the **Learned** button ("Open Learned Pane").
3. In Outlook on the web, that button is often tucked away behind the **"⋯ More apps" / "Apps"** menu at the top of the open message. Click it and you'll find it.

Not sure whether the add-in actually arrived through your rollout? Open **Get Add-ins** and look under the **"Admin Managed"** tab — that's where centrally deployed add-ins show up. Is it there, but you still don't see it on the ribbon? Then it really is just a matter of looking inside an open email, under that "⋯ Apps" menu.

### Ready to let everyone join in?

Once your testers confirm that everything works, head back to **Settings → Integrated apps**, open the rollout, and switch the assignment from your test group to **Entire organization** (or the groups you want). And here too, the same patience applies: count on up to 24 hours before everyone has the add-in.

Updating or removing the add-in later

- **Updating:** does Learned release a new version of the manifest? Download the new Learned-Outlook-add-in-manifest.xml and go to **Integrated apps → (the app) → Update**. The spreading will take a little time again afterwards.
- **Removing:** go to **Integrated apps → (the app) → Remove**. After the same spreading period, the add-in is gone for everyone.

Running into trouble? If something's not working, we've lined up a few handy tips below:

- **Has it been less than 24 hours?** Then it's almost certainly still spreading. Just wait — there's nothing on the user's side that will speed it up.
- **Is everyone looking in the right place?** The button only shows up in an open email, usually under **"⋯ Apps / More apps"**. It's never on the inbox itself.
- **Check the "Admin Managed" tab** in Get Add-ins (see Step 5). If it's there → the spreading worked. If it isn't → it's still on its way, or the assignment isn't right.
- **Check the assignment.** Look in Integrated apps to see whether the person in question really falls within scope — either assigned individually or a member of the assigned group.
- **Check the status.** The app has to be set to **"Deployed"** and be enabled, so not pending or paused.
- **Is the mailbox running on Exchange Online?** On on-prem or hybrid mailboxes the add-in won't work.
- **Did you accidentally upload the .zip (unified)?** Remove it and upload the .xml instead.
- **Was the add-in ever uploaded via Teams?** If it's also sitting somewhere under Teams → Manage apps → Upload a custom app, remove it there. Two registrations of the same add-in can clash with each other.

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