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How to set up the Outlook plugin and send out a case file

Kim Reglin
  • Updated

You can send documents for signing fast and easily with your usual email platform by using Penneo Outlook Plugin.

This is especially useful if your document management system can only export files directly to Outlook.

Screenshot 2024-08-27 at 16.05.52.png
Note that this plugin is only compatible with Windows. 

How to install the Outlook plugin

Make sure you already have the Desktop Application installed (v. 1.1.4 or later).

  1. Firstly, make sure that Outlook is closed during the installation process (not only minimized). 
  2. Download Penneo for Outlook, and install the plugin.
  3. Open Outlook. When creating a new email, there should be Send til Penneo button on the top toolbar under the Message tab. If you cannot see the Send til Penneo button in Outlook, please check out this guide.

Penneo Outlook Plugin is built on Visual Studio 2010 for Office and requires VSTO for Office. In the vast majority of cases, you should already have this program installed on your computer.

You will be notified if your computer does not have the VSTO 2010 when installing the Outlook Plugin. In that case, you can download it here.

For Citrix and terminal administrators, see the paragraph below: How to install the Outlook plugin if you are using Outlook in Citrix/Terminal environment.

How to send a case file with Outlook

  1. Create a new email in Outlook:
    • The recipients of this email will be the signers in the case file, and Cc recipients will be copy recipients in the case file.
    • The email subject will be the case file name.
  2. Attach documents (only PDF files can be used).
  3. Click the Send til Penneo button on the toolbar under the Message tab.
    Screenshot 2024-08-27 at 16.04.22.png
  1. The Penneo Desktop Application will now open. Create the case file as you would normally do by selecting Case File Type, Document Type, and Roles for the signers. 
  2. Once you are done adjusting the settings, send out the case file through the Desktop Application by clicking Next, and then Send Documents. See more here.
You will no longer need the email you created in Outlook; therefore, simply close it down without sending it.
Screenshot 2024-08-27 at 16.04.30.png
 

How to install the Outlook plugin if you are using Outlook in Citrix/Terminal environment

The Penneo Outlook Plugin adds registration keys during the installation under the HKEY Current User, which must be applied via Group Policy when completing the plugin in a Citrix environment.

Screenshot 2024-08-27 at 16.04.37.png

  • Start by logging on to the domain controller for the Citrix environment.
  • Open Group Policy Management Console and select that GPO (or create a new one) that needs to have added the keys.
  • Right-click on the new GPO, select Edit.
  • Under User Configuration -> Preferences -> Windows Settings, select Registry.
  • Right-click it, expand New, and select Registry Item.
  • Add the following keys (see screenshot for reference):
    • Action: Update
    • Hive: HKEY_CURRENT_USER
    • Key Path: Software\Microsoft\Office\Outlook\Addins\PenneoOutlookPlugin
    • Value name: FriendlyName
      • Value type: REG_SZ
      • Value data: Penneo Outlook Plugin
    • Value name: Description
      • Value type: REG_SZ
      • Value data: Send documents for signing through Penneo
    • Value name: Manifest
      • Value type: REG_SZ
      • Value data: C:\Program Files (x86)\PenneoOutlookPlugin\PenneoOutlook.vsto|vstolocal
    • Value name: LoadBehavior
      • Value type: REG_DWORD
      • Value data: 3
      • Base: Hexadecimal
  • Close the editor and assign the GPO to the OU containing the users who should be able to open the Penneo plugin in Outlook.

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