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End User Guide 5 min read

Using the Outlook Add-In

The AXIS CloudSync Outlook Add-In lets you send large files and secure share links directly from Microsoft Outlook — without leaving your inbox. It's the HIPAA-compliant alternative to email attachments for sensitive documents.

Why Use the Outlook Add-In

Email attachments are one of the most common sources of HIPAA violations. Files sent as attachments are unencrypted in transit, have no access controls, and cannot be revoked once sent. The AXIS CloudSync Outlook Add-In solves all of these problems by replacing attachments with secure, trackable share links.

  • No file size limits — send files of any size without hitting email attachment limits.
  • Encrypted in transit — files are served over HTTPS with 256-bit AES encryption.
  • Revocable — you can revoke access to a shared file at any time, even after the email is sent.
  • Auditable — every download is logged in your AXIS CloudSync Activity Log.
  • Secure shares — password-protect and set expiration dates on sensitive files.

Installing the Add-In

  1. 1Close Microsoft Outlook if it is open.
  2. 2Download the AXIS CloudSync Outlook Add-In installer from the web portal: click your name → Download Outlook Add-In.
  3. 3Run the installer and follow the on-screen prompts.
  4. 4Reopen Outlook. You will see the AXIS CloudSync toolbar in the Outlook ribbon.

Note

The Outlook Add-In is compatible with Microsoft Outlook 2016, 2019, 2021, and Microsoft 365 (desktop version) on Windows. Mac Outlook support may vary — contact support for compatibility details.

Registering Your Account

  1. 1After installation, open Outlook and click the AXIS CloudSync button in the ribbon.
  2. 2The Registration dialog will appear. Enter your AXIS CloudSync email address and password.
  3. 3If Two-Step Authentication is enabled, you will be prompted to enter your authentication code.
  4. 4Click Register. The add-in is now connected to your account.

Important

You will be prompted to re-register when opening a new Outlook session or when your credentials change. This is expected behavior for security purposes.

Sending a Secure Share from Outlook

For sensitive documents — especially anything containing PHI — always use a Secure Share instead of a standard link.

  1. 1Compose a new email in Outlook.
  2. 2Click the AXIS CloudSync button in the ribbon.
  3. 3Select the file you want to share.
  4. 4Choose Insert Secure Link.
  5. 5Set a password and expiration date for the secure share.
  6. 6The secure link will be inserted into your email. The password will be displayed to you — communicate it to the recipient through a separate channel (phone call or separate email).
  7. 7Send the email.

Important

Never include the password in the same email as the secure link. Always use a separate communication channel for the password.

Troubleshooting

  • Add-In button not visible in ribbon — Go to File → Options → Add-Ins in Outlook. Make sure AXIS CloudSync is listed as an active COM Add-In. If it is disabled, click Manage → COM Add-Ins → Go, and re-enable it.
  • Authentication error — Your session may have expired. Click the AXIS CloudSync button and re-enter your credentials.
  • File browser is empty — Check your internet connection. If connected, try logging out and back in from the add-in settings.
  • Link not working for recipient — The share may have expired or been revoked. Log in to the web portal, go to Shares → Shared by Me, and verify the share status.
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