Outlook add-in

Customer knowledge, right where you reply

Most customer communication in sales and service does not run through campaigns but through Outlook. An enquiry comes in, someone replies, and the knowledge about it stays in that one person’s inbox.

That is exactly where it is then missing: in the profile, in the next campaign, with the colleague who calls the customer next week.

The Outlook add-in brings Caymland M4 into the inbox. Next to every email you see who is writing and what interests them. And with one click the email lands where it belongs.

Who is writing, before you reply

When you open an email, the task pane shows the contact from Caymland M4:

• Name, company, position, phone, town and country
• The stage they are currently in, and when they were last active
• Their strongest interests, as points per category in their colours. Not “84 points” but “hiking, family, wellness”.
• One click opens the full profile in Caymland M4

You can pin the pane so it stays open while you go through your emails. You no longer reply blind, but with the knowledge your marketing has gathered about this person.

One email, one click, in the history

“Transfer email” stores a received email in the sender’s contact history, with all attachments. If the contact does not exist yet, it is created. If someone transfers the same email a second time, no duplicate is created, and the task pane shows that it is already there.

So the enquiry in a personal inbox becomes an entry the whole team sees and your campaigns can take into account.

Sent and recorded

While writing, you switch on “Track on send” for a message. When you send, everything happens by itself:

• Missing contacts are created.
• The email is stored in every recipient’s history.
• Attachments are stored along with it.
• Whether the email was opened is shown later in the task pane. Your own looks in “Sent Items” do not count.

Tracking never holds up sending. Outlook always sends the email, and the recording runs alongside in the background.

Wherever your team uses Outlook

The add-in runs in Outlook on the web, in the new and the classic Outlook for Windows and in the new Outlook for Mac. It replaces the earlier extension that only ran on Windows.

It is set up once, centrally: your IT downloads the manifest from Caymland M4 and deploys the add-in through the Microsoft 365 admin center to everyone who needs it. Each person then signs in with their own Caymland M4 account. Recorded emails are attributed to the person who transferred them.

Privacy that thinks ahead

• Only what you choose. An email is transferred when you transfer it, and a sent email only when you switch on tracking for it. The rest of your mailbox stays in Outlook.
• No third party in between. Caymland M4 provides the add-in itself.
• Attachments can only be retrieved through signed links.
• Dedicated permissions decide who may set up the add-in and who may use it.

The address book as well

The add-in comes with a sync with your Microsoft 365 directory. It imports employees or selected groups as contacts, with fields you map yourself. Group memberships can become tags. That gives you audiences such as “all employees” or one per distribution list, without anyone exporting a list. The sync runs on the server, even when nobody has Outlook open.

What this looks like day to day

The travel adviser. A group trip enquiry arrives by email. Before replying she sees that the sender has visited the family offers three times and downloaded the hiking brochure. The answer fits, and with one click the enquiry and its list of participants are in the profile.

The key account manager. He sends a quote straight from Outlook with tracking switched on. Two days later the task pane shows: opened. He calls while the subject is fresh.

Internal communication. The Microsoft 365 directory is synced every day, and every distribution list becomes a tag. The employee newsletter goes to a segment that keeps itself up to date.