CoCounsel for Microsoft Outlook
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  • Product: HighQ
  • Subject: Add-in,AI,Install,Setup

Installation and Security

CoCounsel for Microsoft Outlook
CoCounsel for Microsoft Outlook allows you to manage your emails, documents and matters directly to HighQ, CoCounsel and Legal Tracker, from Microsoft Outlook for Office 365.
The add-in is linked to your Microsoft 365 account and is available on both Windows and Mac desktops, as well as in your browser.
Install the add-in to add a CoCounsel button in your Outlook integrations bar.
note
Shared email inboxes are not supported.
If the add-in is not installed from a centralised deployment, you can install it directly from the Add-ins Store:

Installation requirements

You must use one of the supported applications for Outlook add-ins.
The following clients support add-ins:
  • Outlook on the web for Exchange 2016 or later.
  • Outlook.com
  • Outlook 2016 or later on Windows, minimum build: 12827.20268, using DialogApi 1.2.
  • New Outlook on Windows.
  • New Outlook on Mac, minimum version: 16.37 (20051002),
    not suitable for Outlook Classic on Mac
    .
restriction
The new Outlook UI ('New Outlook') is the preferred platform for the add-in. While the application can operate with the legacy Outlook UI, there are some limitations: 'Auto-filing discussion' and 'Save Email on Send' are not fully compatible, which may lead to issues that Thomson Reuters cannot address. However, 'Save Email' functions as intended when an email is filed after reception.
Your installation must be connected to an Exchange server or Microsoft 365 with a direct connection. Exchange on-premises configuration is not supported.
restriction
The add-ins will not load if your Outlook is configured to connect with POP3 or IMAP.
  • Microsoft Graph access is required.
  • Microsoft Edge must be installed, but it doesn't have to be the default browser.
note
This requirement is only for access to AI features and is not required to use other features in the add-in.

Deployment

Centralised Deployment via Microsoft 365 Admin Center
This is the recommended deployment if the add-ins are to be used widely within your organisation. It allows you to deploy add-ins directly from the Office 365 Admin Center to users, groups, or the entire organization.
note
This section applies only to system admins with access to the Microsoft 365 Admin Center. If you need further information on Add-in deployment or management, these are available from learn.microsoft.com
Thomson Reuters does not share the installer file (manifest file) that would support other types of centralised deployments. The deployment method presented below is the recommended one.
Follow these steps to deploy an add-in via the Admin Center:
  • Log into
    Microsoft 365 Admin Center
    :
    • Go to admin.microsoft.com and sign in with your admin account.
  • Access the Add-ins Page:
    • In the Admin Center, go to
      Settings
       >
      Integrated apps
       or
      Services & add-ins
      .
  • Select
    Deploy Add-in
    :
    • Click on
      Deploy Add-in
       at the top of the page to start the deployment process and then
      Next
      .
  • Add the Add-in:
    • Follow the prompts to add an add-in from the Office Store: Choose from the store. Then, find the Add-in in the store with the keyword 'HighQ' and select
      Add
      .
  • Choose Deployment Method:
    • Decide whether to deploy the add-in to everyone, specific groups, or just individuals.
  • Review and Deploy:
    • Review your selections and then
      deploy
       the add-in.
  • Validation:
    • A green tick appears when the add-in is deployed.
note
Make sure that you also grant Microsoft Graph access to the application for your organization: training.thomsonreuters.com.

User installation

If the add-in is not installed from a centralised deployment, you can install it directly from the Add-ins Store:
If you want to download this on another device:
For Outlook
Desktop
Applications:
  • Open the Outlook application.
  • Access the
    Add-ins Store
    :
    • Go to the
      Insert
       tab on the ribbon.
    • Click on
      Get Add-ins
       or
      Store
      . This opens the Office Add-ins dialogue box.
  • Browse or Search for Add-ins:
    • You can browse the list of available add-ins or use the search box to find the
      CoCounsel for Microsoft Outlook
       add-in.
  • Add the Add-in:
    • Once you find the add-in you want, click on it for more details.
    • Click
      Add
      ,
      Get
      , or
      Install
       to add the add-in to your application.
For
Online
 Outlook Applications:
  • Open the Outlook Web App
  • Find the
    Add-ins
     Option:
    • Look for the
      New
       message or
      Reply
       window in Outlook Web App.
    • Click on
      Get Add-ins
      ,
      Office Add-ins
      , or a similar option.
  • Browse, Search, and Install:
    • You can browse the list of available add-ins or use the search box to find the
      CoCounsel for Microsoft Outlook
       add-in.
    • Click to add them to your online Office application.
note
In some organisations, IT policies can restrict the ability to download or install add-ins. You might need to contact your IT administrator if you cannot install an add-in.
note
Transition from the Legacy Office Plugin to this new application
As the Legacy Office Plugin doesn’t store any data (it’s just a bridge between Outlook and HighQ/Legal Tracker), the transition to the new one will be very smooth. There isn’t a need to save some specific data. It’s mostly a matter of uninstalling the old one and installing the new one through the process described above.

Log in for the first time

Open the application from the integrations bar and select
Get Started
.
Grant access to the add-in and its features to Microsoft Outlook and Microsoft Graph APIs. Select
Allow
.

Connect to your Thomson Reuters HighQ account

You must connect the add-in with one or both of your HighQ or Legal Tracker accounts.
note
If you log in with a browser, you must allow browser pop-ups to log in to HighQ or Legal Tracker.
Click
Sign In
 in the add-in panel to open account settings.
Connect to CoCounsel (optional)
Access to CoCounsel is not
required
 to use the add-in, but does provide enhanced tools and features.
  • Select
    Connect
     in the
    CoCounsel
     section.
    If you're already logged in, you see a 'Connected' label; no further action for CoCounsel is needed.
  • If you are not logged in to CoCounsel, a
    OnePass
     account window opens.
  • If your company has implemented single sign-on, use your SSO credentials; otherwise, use your CoCounsel credentials (email and password) to sign in.
  • Select
    Close
     after you connect or connect to HighQ or Legal Tracker.
note
See here for more information about signing in and using CoCounsel.
Connect to HighQ or Legal Tracker
Connect the add-in to HighQ, Legal Tracker or both.
Select the down arrow to expand the
HighQ
 or
Legal Tracker
 bar in the
Account
 section.
HighQ instance URL
Enter the address of your HighQ instance and click
Connect
. If you are logged in, you see a confirmation message:
note
If you are not logged in to HighQ, please log in when requested.
Click
Save
 to exit.
Your account is now connected:
Legal Tracker URL
Enter the address of your Legal Tracker instance and click
Connect
. If you are logged in, you see a connection message:
note
If you are not logged in to Legal Tracker, please log in when requested.
Click
Save
 to exit.
Your account is now connected.

Pin the add-in panel to Outlook

Click the 'Pin' icon (next to the add-in name) to keep the panel open while you use Outlook:
note
The contents of the add-in panel vary according to the accounts you have connected.
You can add a download link to the add-on to the profile dropdown menu for HighQ users. This provides a link to the M365 marketplace where the add-on will be available for installation on Outlook.

Security FAQs

What is an M365 Add-in?
A Microsoft 365 add-in is a software extension or application that adds extra features or functionalities to Microsoft 365 applications, such as Word, Excel, PowerPoint, Outlook, and others. These add-ins are designed to enhance productivity, streamline workflows, or integrate external services directly into Microsoft 365 apps.   This specific Thomson Reuters Add-in has been built for Microsoft Outlook.
Limit Collection Principle: Does the system only collect/create the minimum amount of data needed?
Yes, we only collect the minimum data that is required to run the features of the application and deliver a great user experience. Users are always in control as they can easily turn off the features and adjust the application settings.   The application is used to transfer data from Outlook to HighQ and Legal Tracker, we don’t aim to collect any personal data. Data collection only happens when features must have it to run and thus to provide clear benefits to final users. 
Do systems implement safeguards when storing and transferring data? What are the security controls in place?
  • We encrypt personal and sensitive data using cryptography algorithms before storing it. 
  • We use secure APIs to pass the data between client and server (Thomson Reuters HighQ APIs).
  • We rely on HighQ & Legal Tracker access tokens to identify the permissions for users to perform various actions on the main platform.
  • Our application has a gateway through which all requests will be filtered for malicious requests.
In short, we use encryption of data at rest and in transit, our production environment is locked down with access only to authorized support and operations staff, and all resources have restricted access managed by our firewall and application gateway.
Why is Microsoft Graph required?
We use Microsoft Graph REST APIs to save emails and attachments from Outlook to HighQ and Legal Tracker platforms. Microsoft Graph adheres to the security and compliance standards of Microsoft 365, ensuring that data interactions are secure and comply with organizational policies.
The user’s consent to grant access is gathered at the first launch of the application.
note
This table shows the required Microsoft Graph access permissions; usually managed via Microsoft Entra:
  • Contacts.Read - Read user contacts
  • email - View users’ email address
  • Mail.Read - Read user mail
  • Mail.ReadWrite - Read and write access to user mail
  • Mail.Send - Send mail as a user
  • MailboxSettings.Read - Read user mailbox settings
  • MailboxSettings.ReadWrite - Read and write user mailbox settings
  • User.Read - Sign in and read user profile
Is my data stored in other regions?
We have dedicated servers in the regions where this application will be deployed and thus the data won’t be saved in different regions. The data will remain saved in your own region.
The data could be temporarily sent to another region to consume specific services or resources such as Federated Search functionality and Open AI services but won’t be stored there.
Is it safe to use AI features?
Thomson Reuters employs a multi-faceted approach to protect traditional and generative AI models integrated as features within our product portfolio. We align our approach with multiple regulatory and best practice frameworks and follow Thomson Reuters' Data and AI Ethics Principles.
  • We prioritize security and privacy in our use of data throughout the design, development, and deployment of our data and AI products and services.
  • We strive to maintain meaningful human involvement and treat people fairly in our AI product and service design, development, and deployment.
  • We aim to use data and design AI products and services that are reliable, consistent, and empower socially responsible decisions. We implement and maintain appropriate accountability measures for our use of data and our AI products and services.
  • We make the use of data and AI in our products and services understandable. We use employee data to ensure a safe and inclusive work environment and to ensure employee compliance with regulations and company policies.
  • You remain in total control of the AI features and can disable them at any time.
How are LLMs used at TR?
Our use of Large Language Modules (LLMs) is governed by Thomson Reuters' principles, frameworks, policies, and standards. We maintain governance policies and standards designed to minimize the use of sensitive data in Al models, with escalated reviews by a Model Ethics Committee within Thomson Reuters that evaluates the use of sensitive data within an LLM. Thomson Reuters has also built an internal LLM and Al solution for internal utilization and is actively driving employees to use the internal application for product development.
note
Does Thomson Reuters train gen AI models on User Content or User Prompts?
Your User Content and User Prompts:
  • Are not used to train or improve CoCounsel Core v2.
  • Are not used to train or improve any 3rd party gen AI LLMs (OpenAI GPT or Google Gemini).
  • Are not used in output for another 3rd party or Thomson Reuters.
  • Are not stored by Open AI GPT or Google Gemini.
How does Thomson Reuters use User Content, User Prompts, Output, or Usage Information?
Data Types
Improve the product
Train Gen Al models
User Content
No
No
User Prompts
No
No
Usage Information
Yes
No
Al Outputs
No
No
How does Thomson Reuters ensure that User Content and User Input are not trained in gen AI LLM?
Thomson Reuters has established contractual obligations, and where applicable systemic, controls to turn off 3rd-party abuse monitoring solutions to prevent human access or inclusion in their models.
What process does Thomson Reuters use to attempt to mitigate hallucinations?
Thomson Reuters experts rigorously test CoCounsel skills. The product also leverages a Thomson Reuters proprietary mechanism designed to reduce hallucinations.
How does Thomson Reuters utilize usage information to improve CoCounsel Core?
Thomson Reuters analyzes de-identified usage information to manage account health, capacity planning, and develop our product roadmap.
Penetration testing and certifications
Our application was successfully penetration tested in October-2025. The certificate is available here [link pending].

Architecture overviews

Installation or deployment
Architecture of the Add-in

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