Outlook Plugin v2 — New Features

The Levitate Outlook Plugin v2 brings several powerful improvements to the Mail Read pane and contact panel, making it faster and easier to manage contacts, log activity, and stay organized — all without leaving your inbox.

Searchable Sender and Recipient List

When you open an email with multiple recipients, the Mail Read pane now displays a searchable list of everyone on the thread — the sender and all recipients. Instead of scrolling through a long list, you can type a name, email address, or company to filter it instantly.

From the list, click any person's name to jump directly to their contact profile in Levitate, or use the quick-add option to create a new contact with their information already filled in.

Save an Email as a Note

You can now save any email directly as a note in Levitate with a single click. In the Mail Read pane, select Save this email as a note and Levitate will capture the full email body, inline images, and standard file attachments, then save them as a note linked to the sender and every recipient on the email. Links in the email body are preserved as working links.

Attachments that live outside the email itself — files shared from a cloud location such as OneDrive or SharePoint, and emails attached as items — can't be included in the note. When one is skipped, the plugin lets you know in the save confirmation.

This makes it easy to preserve important conversations in your contacts' activity history without any copy-and-paste work.

You can also save the email to contacts who are not on it. Select Save email as note to other contacts and search your Levitate contacts — you can select more than one. The note is saved to the contacts you pick in addition to the people on the email, so it's useful when a conversation is also relevant to someone who wasn't on the thread.

Contact Panel Enhancements

The contact panel in the Outlook Plugin v2 has been updated with several new capabilities to help you manage contacts more completely from within Outlook.

Tag-Triggered Automations

You can now start tag-based automations directly from the contact panel. When you apply a tag that has an automation attached, a confirmation prompt appears in the panel. Review the automation details and click to confirm — the automation starts immediately without needing to open the full Levitate web app.

Custom Fields

Custom fields are now visible and editable in the contact panel. Any custom fields your organization has configured in Levitate will appear here, so you can view and update contact details specific to your business without switching to the web app.

Editable Email Addresses

You can now edit a contact's email addresses directly from the contact panel in the plugin. Update or correct an email address on the spot and the change is saved to the contact's Levitate profile right away.

Private Contact Visibility

Setting a contact's visibility to Private in the plugin is now restricted to the contact's original creator or an administrator. This matches the behavior in the Levitate web app and helps ensure that only the right people can control who has access to a contact's information.

If you are not the contact's creator and do not have admin permissions, choosing Private shows a message that you do not have permission to make the contact private, and the change is not saved.

Insert Levitate Templates While Composing

A new Templates card in the Outlook compose pane lets you browse your Levitate email template library, preview any template with merge fields filled in from the draft's recipient, and insert it directly into your draft — without switching to the Levitate web app.

Open the card to search your templates by name. Clicking into the search box also shows a filter picker — choose All templates or My Templates; the search box shows which one is active. The list displays a few templates at a time — select Show more to reveal the rest.

Note: Template file attachments require Outlook mailbox requirement set 1.8 or later. On older versions of Outlook the Templates card still appears and inserts the template body and subject, but the plugin will let you know if a template's file attachments could not be added to the draft.

How inserting a template works

When you select a template and click Insert, Levitate places the template body above your Outlook signature. If the subject line is blank, it is filled in from the template — an existing subject is left unchanged. Any file attachments included with the template are added to the draft automatically.

Templates requiring compliance tokens

Templates that require compliance tokens — such as unsubscribe links or file-request links — cannot be inserted from the compose pane. These templates appear in the library but the Insert button will be unavailable. To send a template that requires a compliance token, use the Levitate web app instead.

Send and Request Files from the Compose Pane

The Outlook compose pane lets you send files as a tracked download link or request a file from a recipient. Sending files is done from the Secure Files card. Request files is in that card too, or in its own Request Files card if you can request files but cannot send file links (see Request Files below).

Note: The Secure Files card requires the Files feature to be enabled on your account and permission to send file links. Requesting files requires both the Files and Surveys features and permission to request files. If you do not see a card, contact your Levitate administrator.

Secure File Send

Open the Secure Files card and click Add files to upload files directly from the compose window. Once a file is attached, the card shows a Title field, prefilled from the email subject, and a Message (optional) field. When the files finish uploading, click Insert secure link. Levitate adds a Securely Download Files link to the email body. Recipients click the link to download the files, and Levitate records when the download happens.

Because the files are hosted by Levitate rather than attached to the email, this approach bypasses email attachment size limits and gives you visibility into whether the recipient has actually downloaded them.

The Title and Message fields lock once the link is inserted. If you add more files, the title and message you entered are kept.

Adding files turns on Track with Levitate, and that checkbox is locked while secure files are attached. When you send the email, the files behind the link are attached to the note Levitate saves for the email and to its tracking record, so you can see what was sent. The options under Advanced Settings can still turn tracking off, so keep Save a copy of this email as a note checked; if it's unchecked, the files aren't added to the note and no timeline entry is recorded for them.

When the email is sent, Levitate adds the files to the contact's timeline, and they appear under Sent to [contact] on the contact's Files tab. When the recipient downloads them, a Downloaded files entry is added to the contact's timeline. If you insert a link and never send the draft, nothing is recorded.

Note: A secure link is tracked for one recipient. If the email has more than one recipient in To or Cc, the link isn't recorded on anyone's timeline and downloads aren't tracked. The card shows a warning when this applies. Send to one recipient to track the link.

Request Files

Click Request files in the compose pane to open an inline request form. Fill it in and click Add upload link, and Levitate inserts a personalized upload link into your email. The link is unique to the recipient, who can use it to upload a document directly to their Levitate contact profile — useful when you need a signed form, an ID, or any other document back from a contact. Request files works only when the email has a single recipient in To who is already a Levitate contact.

The request form has two fields:

• What do you need? (required) — prefilled from the email subject. It is sent as the name of the request.
• Instructions (optional) (up to 1000 characters) — sent as the description of the request.

If the What do you need? field is empty, the form shows "Say what you need so [first name] knows what to send." with the recipient's first name, and the request is not created until you fill it in.

Requests to more than one recipient are not supported. If the email has more than one recipient, Levitate refuses the request.

Note: Requesting files requires the Files and Surveys features on your account and permission to request files. If you have that permission but not permission to send file links, Request files appears in its own collapsible Request Files card instead of inside the Secure Files card. The card is hidden if file requests are disabled for your account. Contact your Levitate administrator if you do not see it.