How to forward Outlook emails to Jira

Forward Emails from Outlook to Hipporello to Create Jira Issues

By forwarding emails from your Outlook inbox to Hipporello, each incoming message is automatically converted into a Jira issue within your selected project.

This setup is especially useful for teams managing requests through shared inboxes such as support@, help@, or sales@. Instead of handling conversations across separate email threads, every message becomes a structured issue that your team can track, assign, and resolve within Jira.

Once an issue is created, your team can:

• Assign it to the appropriate team member

• Add internal comments

• Communicate directly with the requester

• Track progress through Jira workflows

Because every forwarded email becomes an issue, you can ensure that no request is missed.

How It Works

After setup, the process runs automatically in the background:

• Hipporello generates a unique inbound email address

• Outlook forwards selected emails to this address

• Each forwarded email is converted into a Jira issue

• Your team manages and responds to requests directly from Jira

This allows you to continue using email as your entry point while organizing all requests within your Jira project.

Step 1 — Copy Your Hipporello Email Address

Before setting up forwarding in Outlook, you need your Hipporello email address.

1. Go to admin.hipporello.com

2. Navigate to the Emails section

3. Connect your inbox or open your existing email configuration

4. Copy the Hipporello inbound email address

This is the address Outlook will use to forward emails and create Jira issues.

Step 2 — Enable Email Forwarding in Outlook

Next, configure Outlook to forward emails automatically.

1. Open Outlook (web or Office 365)

2. Click the Settings (⚙️) icon

3. Select View all Outlook settings

4. Navigate to Mail → Forwarding

5. Enable forwarding

6. Paste your Hipporello email address

7. (Optional) Enable Keep a copy of forwarded messages

8. Click Save

This enables automatic forwarding from your inbox.

Step 3 — Create a Rule to Forward Specific Emails

To avoid forwarding all incoming emails, you can create a rule to forward only relevant messages.

1. Go to Mail → Rules in Outlook settings

2. Click Add new rule

3. Enter a name for the rule (e.g. Forward support emails)

Define conditions such as:

• Emails sent to support@yourcompany.com

• Emails containing specific keywords

Under Actions:

• Select Forward to

• Enter your Hipporello email address

Click Save

With rules in place, only selected emails will be converted into Jira issues.

Step 4 — Issues Are Created Automatically

Once everything is configured, the system works automatically.

When an email matches your rule:

• A new Jira issue is created

• The email subject becomes the issue summary

• The email content becomes the issue description

• Attachments are included in the issue

Your team can immediately:

• Assign the issue

• Add internal comments

• Respond to the requester

All communication is stored within the issue, providing full visibility and traceability.

Example Workflow

Here’s how the process works in practice:

• A customer sends an email to support@company.com

• Outlook forwards the email to Hipporello

• Hipporello creates an issue in Jira

• A team member reviews and assigns the issue

• They respond directly from the issue

• The requester receives the reply via email

This creates a seamless flow from incoming email to structured issue management.

Benefits

Using Outlook forwarding with Hipporello and Jira helps your team stay organized and responsive.

With this setup, you can:

• Ensure no incoming requests are missed

• Convert emails into structured Jira issues

• Collaborate as a team on each request

• Keep all communication in one centralized workflow

Instead of managing scattered email threads, your team works within a single Jira project, improving visibility, accountability, and efficiency.