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Help & User Guide

Everything you need to know about using Inbox Jockey.

Getting Started

Installation

1. Install Inbox Jockey from Microsoft AppSource.
2. Open any email in Outlook.
3. Click the Inbox Jockey icon in the ribbon (or find it under Apps).
4. Click Start 7-day free trial or enter a license key.

Supported platforms

• Outlook on the web (outlook.office.com)
• New Outlook for Windows
• Outlook Classic for Windows
• Requires a Microsoft 365 (Exchange Online) mailbox
• On-premises Exchange is not supported

Permissions

When you first use Inbox Jockey, you'll be asked to grant these permissions:

• Mail.ReadWrite — read and move your emails
• User.Read — display your name and email address
• Tasks.ReadWrite — create To Do tasks from emails
• MailboxSettings.ReadWrite — manage Out of Office auto-replies

Quick File

The core feature. File emails into folders faster than you ever have before.

How it works

1. Click on any email in Outlook.
2. Open Inbox Jockey — the Quick File tab shows the current email's subject, sender, and which folder it's currently in.
3. If Inbox Jockey recognizes the sender, it shows suggested folders at the top. Click one to move instantly.
4. Or use the search box to find any folder by name (fuzzy matching — you don't need to type the exact name).
5. Or browse the full folder tree and click any folder.

Smart suggestions

Suggestions come from two sources, in priority order:

1. Filing history — folders where you've filed this exact sender's emails before. This is the strongest signal.
2. Domain patterns — folders where 3+ emails from the sender's domain have been found. For example, if your "Clients/Acme" folder has 10 emails from various @acme.com addresses, any new @acme.com email will suggest that folder.

If neither source has a match, no suggestions appear — Inbox Jockey never guesses.

Learn patterns

Click Learn patterns to scan your existing folders and learn where senders and domains have been filed before. This runs automatically on first launch and refreshes every 24 hours. It scans up to 100 folders and the most recent 25-50 messages in each.

File modes

Three buttons control what gets filed when you select a folder:

• File this email — moves just the email you're viewing (default)
• All from sender — moves every email from this exact sender in your Inbox
• All from domain — moves every email from @theirdomain.com in your Inbox

Current folder indicator

The message info card shows which folder the email is currently in (e.g., 📁 Inbox, 📁 Archive/2024). This is especially useful when you're viewing search results and want to know where an email lives.

Create new folder

Click Create new folder at the bottom of the folder list. Choose a name and parent folder (or create at the top level). The email is automatically filed into the new folder once it's created.

Delete email

• Move to Deleted Items — same as Outlook's Delete button. Recoverable from Deleted Items.
• Permanently delete — bypasses Deleted Items. Only recoverable from "Recover deleted items" for a limited time.

VIP Inbox

Track your most important contacts and see their recent emails at a glance.

Adding VIPs

• Click + Add on the VIP tab.
• Enter an email address (e.g., boss@company.com) or a domain prefixed with @ (e.g., @importantclient.com).
• Optionally add a label for easy identification.
• Add from current email — pre-fills with the sender of the email you're viewing.

Filters

• All / Unread / Read — filter which emails to show (defaults to Unread)
• Time range — Last 24h, 3 days, 7 days, 30 days, 90 days, or All time (defaults to Last 3 days)

What you see

Each VIP email shows the sender name, subject, relative time (2h, 3d), and which folder it's in. Unread emails have a blue left border. Click any email to open it in Outlook.

Managing VIPs

Go to Settings (gear icon) to edit labels, remove VIPs, or import/export your VIP list as JSON.

Tools

The Tools tab contains utility features for the email you're currently viewing.

Save email as HTML + images

Downloads a ZIP file containing the email body as a complete HTML file with all images (inline and external) saved locally. Attachments are included in a separate folder. Open the HTML file in any browser to see the email exactly as it appeared.

Duplicate draft

Creates copies of a draft email in your Drafts folder. Only available when viewing a draft — disabled for regular emails. Enter how many copies you want (1-50).

Create Microsoft To Do task

Creates a task in your default To Do list with the email's subject as the title. The task body includes the sender, a preview of the email, and a link back to the original message.

Find related emails

Finds all other emails in the same conversation thread, across all folders. Click any result to open that email. Useful for finding scattered replies to a thread.

All attachments from sender

Searches your entire mailbox for every email from this sender that has an attachment. Shows the attachment name, file size, source email subject, and date. Click any row to open the source email.

Unsubscribe helper

Checks the email's headers for a List-Unsubscribe link (standard in newsletters and marketing emails). If found, offers:

• One-click unsubscribe — sends the RFC 8058 unsubscribe request automatically
• Open unsubscribe page — opens the sender's unsubscribe URL in your browser
• Send unsubscribe email — opens a mailto: link to send an unsubscribe request

Not all emails include unsubscribe headers. If the button says "No unsubscribe header found," the sender didn't include one.

Mailbox info

Shows your mailbox statistics: total emails, unread count, and a breakdown of every folder with item counts. On Microsoft 365 business accounts, folder sizes are also shown.

Out of Office

Manage your auto-reply settings directly from the add-in, without navigating through Outlook's settings.

How to use

1. Go to the OOF tab.
2. Toggle Auto-reply on.
3. Optionally toggle Schedule a date range and pick start/end dates.
4. Choose who receives your auto-reply: inside your org only, org + contacts, or everyone.
5. Type your message or click a quick template (Out of office, Vacation, In a meeting, Limited access).
6. Optionally toggle Use a different message for external senders.
7. Click Save settings.

Licensing & Trial

Free trial

• 7-day free trial with full access to all features.
• No credit card required.
• One trial per Microsoft 365 account — you can't restart the trial.
• After 7 days, the add-in locks until you enter a paid license key.

Purchasing

Visit inboxjockey.com/pricing to purchase. After payment, you'll receive a license key by email in the format IBJKY-XXXX-XXXX-XXXX.

Activating

Open Inbox Jockey, enter your key in the activation screen, and click Activate. The key is stored in your Microsoft 365 account settings and syncs across all your devices automatically.

Plans

• Personal ($2.99/mo) — 1 user seat
• Team ($9.99/mo) — 5 user seats
• Enterprise — 6-250 seats with volume discounts (14-38% off)

One license, all devices

Your license is tied to your Microsoft 365 account, not your device. Activate once and it works on every computer, browser, and Outlook edition where you're signed in with that account.

Offline use

Inbox Jockey validates your license once per day. If you're offline, it continues working for up to 30 days before requiring reconnection.

Deactivating

Go to Settings → License → Deactivate license. This frees up the seat so it can be used on a different account.

Settings

Click the gear icon (⚙) in the top-right corner.

• VIP List — manage, edit, remove VIPs. Export/import as JSON.
• Folders — refresh the folder cache if your folder structure changed.
• Appearance — cycle between System, Dark, and Light themes. Your preference syncs across devices.
• License — view your current license key, tier, expiry date. Deactivate if needed.

Known Limitations

These are platform limitations imposed by Microsoft's Office Add-in framework, not bugs in Inbox Jockey.

Other limitations

• "File all from sender/domain" only searches Inbox. Emails in other folders (Sent Items, Archive, subfolders) are not included in the batch move. This is by design — filing is about cleaning your Inbox.
• Email size queries are not supported by Microsoft Graph. The Graph API does not allow filtering or sorting emails by size on most tenants. This prevents features like "find your largest emails."
• Folder sizes only available on M365 Business/Enterprise. Consumer Outlook.com accounts don't expose folder size data through the API.
• Search results limited to ~1000 per query. If a single sender or domain has more than ~1000 emails in your Inbox, some may not be found by "File all from sender/domain."
• VIP domain matching uses eventual consistency. When filtering by domain (e.g., @company.com), Microsoft Graph may not return the most recently received emails due to its indexing delay. This typically resolves within a few minutes.
• Unsubscribe not always available. The unsubscribe helper only works when the sender includes a List-Unsubscribe header. Many senders don't.
• Trial is one per account. The trial is tied to your Microsoft 365 account. You cannot restart it or get a second trial on the same account.

Troubleshooting

The add-in shows a blank white panel

This usually means the add-in's web page couldn't load. Check your internet connection and try closing and reopening the panel. If using a corporate network, your firewall may need to allow connections to the add-in's hosting URL.

I'm being asked to sign in with the wrong account

If you have multiple Microsoft accounts in Outlook, the add-in may prompt for the wrong one. The sign-in popup should pre-select the correct account based on which mailbox you're viewing. If it doesn't, sign in with the account that matches the mailbox you're looking at.

"Permission denied" or "Access denied" errors

You may need to re-approve the add-in's permissions. Try signing out (Settings → Deactivate license, then reload) and signing back in. If your organization restricts add-in permissions, contact your IT admin.

Suggestions aren't appearing

Suggestions only appear when Inbox Jockey has seen the sender or their domain before. Click Learn patterns on the Quick File tab to scan your existing folders. After filing a few emails manually, suggestions will start appearing for those senders.

VIP emails show "No recent emails"

Check your filter settings — you may have "Unread" selected with no unread emails, or a short time range. Try switching to "All" and "All time" to verify the VIP is working.

Out of Office not saving

The first time you use Out of Office, you'll be prompted to approve the MailboxSettings.ReadWrite permission. If the save fails with "Permission denied," sign out and back in to trigger the consent prompt again.

Contact support

Email us at support@inboxjockey.com with a description of your issue, your Outlook version (Classic, New, or Web), and any error messages you see.