1.1 Requirements
- Microsoft 365 with Exchange Online and SharePoint Online.
- Outlook on Windows (classic or new), Outlook for Mac, or Outlook on the web. Outlook mobile supports the read pane.
- A Microsoft 365 admin to deploy the add-in and grant Microsoft Graph consent.
- Classic on-premises NTLM farms are not supported without a hybrid Graph path.
1.2 Deploy the add-in
- Tenant-wide: Microsoft 365 admin center → Integrated Apps → Upload custom apps, or deploy Mailroom from Microsoft Marketplace / App Source.
- Per user: Outlook → Get Add-ins → search Mailroom, then install.
- Pin the Mailroom pane so it follows ItemChanged when you switch messages.
1.3 Connect Microsoft 365
The first time the pane opens, Mailroom asks an administrator to consent the Entra app, then uses Office SSO (with MSAL fallback) so Graph calls run as the signed-in user.
- Open a message, choose Mailroom or File Email, and sign in if prompted.
- If SharePoint is not connected, use Connect SharePoint or Reconnect SharePoint, then ask an admin to grant consent.
- Until consent succeeds, destination lists fall back to a sample catalog. Email content itself is always live from Outlook.
1.4 First-run policy library
After connect, pick one shared SharePoint library for organization settings. That library is not where email is filed. Everyone who uses Mailroom should pick the same library so Save on Send, default destination, and other defaults stay in sync.
- Use a dedicated library such as Mailroom Policy or an IT / Records library. Do not use OneDrive for organization policy.
- Skip only if you are trying Mailroom by yourself. Settings then stay on this device.
- Additional admins can be searched from the directory so they can publish Organization settings too.
1.5 Verify the installation
| Check | Expected result |
|---|---|
| Ribbon | Mailroom group shows File Email and File selected |
| Pane | Reads the selected message subject, sender, date, and attachments |
| Connect | SharePoint and OneDrive sites load under Browse or Search |
| File | A test message saves to a library you can open in Microsoft 365 |
| Trial | A 14-day free trial banner appears until the tenant subscribes |
Additional App Functionality
Subscription, Trial, and Licensing
Mailroom includes a fully featured 14-day trial. After the trial, a yearly Chronodat tenant subscription — billed through Stripe — is required to keep filing.
One subscription covers every Outlook user in that Microsoft 365 tenant. Manage billing from Preferences → Account / Subscription, or from subscription.chronodat.com.
Local development builds may skip the license check. Production App Source builds do not.
- Trial length: 14 days from first activation in the tenant.
- Scope: one yearly subscription per Microsoft 365 tenant, not per user seat.
- Billing: Stripe checkout and customer portal from Settings → Subscription.
- Offline tolerance: a short cached status keeps the pane usable if the licensing service is briefly unreachable.
Microsoft Graph permissions
Mailroom uses delegated Graph only. It does not request application permissions for customer content.
- User.Read — sign-in profile.
- Mail.Read / Mail.ReadWrite — read the item to file; list inbox for cleanup.
- MailboxSettings.Read / MailboxSettings.ReadWrite — Automatic Replies for optional auto-archive; create the Filed by Mailroom category.
- Sites.ReadWrite.All / Files.ReadWrite.All — browse destinations and write files the user can already access.
- People.Read / TermStore.Read.All — person and taxonomy columns.