The Outlook plug-in for the Nextiva App provides integration between the Nextiva App desktop client and Microsoft Outlook.
This plug-in enables the following functionality:
- Allows Outlook to display the Nextiva App contact presence
- Allows Outlook to invoke the following Nextiva App functions from within Outlook:
- Call from app
- Call from phone
- Video call
- Allows the Nextiva App to search Outlook contacts
- Allows the contact presence in the Nextiva App to change based on appointments and meetings in the Outlook calendar
The following platforms are supported for the Outlook plug-in:
- Microsoft Outlook 2007
- Microsoft Outlook 2010 (32- and 64-bit)
- Microsoft Outlook 2013 (32- and 64-bit)
- Microsoft Outlook 2016 (32- and 64-bit)
- Microsoft Windows 7 SP1
- Microsoft Windows 8
- Microsoft Windows 8.1
- Microsoft Windows 10
- Nextiva App 22.1.1.x or higher (desktop client only)
The Outlook plug-in cannot be used if you have the following applications installed. You must uninstall these applications in order for the Outlook plug-in to function properly:
- Microsoft Office Communicator
- Microsoft Lync
- Skype for Business
The following third-party components must be installed in order for the Outlook plug-in to function properly:
- Microsoft .NET Framework 4 Client Profile
- Microsoft Visual Studio Tools for Office (VSTO) 2010 Runtime
The following components are downloaded and installed by the installer if they are not found. For the Outlook plug-in to function properly, do not uninstall these components. Additionally, there are further considerations for Outlook 2016 and the OL2016 plug-in:
- The OL2016 plug-in can only be installed by an administrator.
- If an administrator installs for all users and a normal user starts using the OL2016
plug-in, the Nextiva App needs to start before Outlook.
- For logging to work normally, the Nextiva App needs to start before Outlook.
- Every logging level change requires a restart of both the Nextiva App and Outlook for
changes to take effect. This should rarely be needed.
- If Outlook is closed while the Nextiva App is running, you must restart both Outlook and the Nextiva App for the Outlook UI to behave as expected.
Installation for the Outlook plug-in is integrated with the installation (new and updates) of the Nextiva App. Click one of the links below to install the Windows version of the Nextiva App.
To include the Outlook plug-in, you must select the Install Nextiva App’s Outlook plugin checkbox in the installer (Figure 1-1).
Figure 1-1: Outlook Plug-in Checkbox in the Nextiva App Installer
NOTE: If Outlook is upgraded, the Outlook plug-in must be re-installed because the plug-in uses different files based on the version of Outlook.
NOTE: Select the “Install for all users” option during installation if previous installation was performed with that option selected.
To uninstall the Outlook plug-in, uninstall the Nextiva App.
Configuration for Microsoft Exchange Users
If you use Microsoft Exchange with Outlook, you need to configure the SIP (Session Internet Protocol) address for each contact. You do not need to configure the SIP address for SMTP-based accounts, such as Gmail.
The SIP address for the contact in Outlook must match the SIP
URI (Uniform Resource Identifier), IM&P (Instant Messaging and Presence) address, or Email field in the Nextiva App. Consult your Microsoft Exchange or Active Directory administrator.
Contact Presence in Outlook
Outlook displays contact presence status from the Nextiva App as a color-coded dot next to the contacts in the following Outlook locations:
- Email messages, in the To, From, Cc, and Bcc fields
- Local contacts list (People view)
- Contact card
- Calendar appointments
The contact presence status can be available (green), away (yellow), busy (red), or offline (white) (Figure 1-2).
Figure 1-2: Contact Presence Status
NOTE: You must be signed in to the Nextiva App for the presence to be displayed. Presence is shown only for contacts that have a valid SIP address (for Microsoft Exchange users) and that are listed in your Nextiva App contacts list.
Contact Actions in Outlook
Outlook integration allows Outlook to invoke the following Nextiva App functions from within Outlook:
- Call from app
- Call from phone
- Video call
You can right-click a received email to view the context menu that lists the options to Chat, Call from App, Call from Phone, and Video Call with the sender (Figure 1-3).
Figure 1-3: Contact Actions in the Context Menu for a Received Email Message
You can also access the same options from the context menu when you right-click a contact in your Outlook contacts list (Figure 1-4).
Figure 1-4: Contact Actions in the Context Menu for an Outlook Contact
NOTE: The Chat option is only available for contacts that are listed in the Nextiva App. The Call options are available to all contacts as long as they have a valid phone number.
The same contact actions, displayed as icons, are also available on the contact card (Figure 1-5).
Figure 1-5: Contact Action Icons on Outlook Contact Card
You can call any of the phone numbers listed on the contact context menus and on the contact card in Outlook.
NOTE: You cannot call phone numbers stored in an Active Directory (AD) or Global Address List (GAL). You can call only numbers that are stored in the local Outlook contacts list.
Outlook Search in the Nextiva App
Outlook integration allows you to search the Outlook address book from the Nextiva App (Figure 1-6). However, searching Outlook will not return Distribution List objects (Contact Groups) or contacts without any communications capabilities (i.e. phone number or email address).
Figure 1-6: Searching the Outlook Address Book from the Nextiva App
Right-click the contact and select New Contact to add it to your Contacts list.
NOTE: Adding an SMS contact in Outlook to send SMS through the Nextiva (Windows) App requires the proper formatting to work successfully. When adding an SMS contact, ensure that you format the field similar to the following example: email@example.com
Contact Presence During an Appointment or Meeting
With Outlook integration, Outlook calendar appointments and meetings trigger automated contact presence changes. Presence status in the Nextiva App is automatically set to meeting (red) when an appointment or accepted meeting starts, and there is no ongoing call (Figure 1-7).
Figure 1-7: Contact Presence in the Nextiva App
Consequently, contact presence in Outlook is automatically set to Busy (red) (Figure 1-8 and Figure 1-9).
Figure 1-8: Contact Presence on Contact Card in Outlook
Figure 1-9: Contact Presence on Received Email in Outlook