Sent mail is missing when the thread matters most.
Change orders, approvals, and client replies disappear from the record.
Outlook filing for cleaner records
Your Inbox Is a Source of Truth.
MailLedger files email into the Outlook folders you already use, keeps sent mail in the record, and turns scattered threads into one reliable timeline.
Need centralized deployment? Contact for a team rollout.
Search. File. Done.
Find the right folder and file the message in two clicks.
Acme Tower
Clients / Acme / Tower Renovation
Smart Suggestions
Recent
Harbor Point
Clients / Harbor Point / Leasing
West End Legal
Matters / West End / Discovery
June Renewal
Accounts / Northstar / Renewals
AI Enabled
Acme Tower
Clients / Acme / Tower Renovation
Smart Suggestions
Recent
Harbor Point
Clients / Harbor Point / Leasing
West End Legal
Matters / West End / Discovery
June Renewal
Accounts / Northstar / Renewals
AI Enabled
Choose your path
Solo operators
For consultants, owner-led businesses, and one-person workflows that need cleaner records without extra admin.
Teams
For Microsoft 365 teams that need cleaner handoffs, shared accountability, and better review-ready histories.
If email is where the record lives, start with the path that matches how you work.
The problem
Search never works when you need it.
In a handoff, dispute, renewal, closing, or audit, nobody wants search results. They want one complete timeline.
Context leaves with the person who remembered it.
Handoffs, departures, and role changes erase institutional knowledge.
Leadership needs evidence now, not another search.
Audits, disputes, and closings require a timeline — not search results.
The solution
Keep the record where the work already happens.
MailLedger files every email into the Outlook folders you already use, whether you run the work yourself or hand it across a team.
Find any folder instantly.
Stop scrolling through hundreds of nested folders. Search by name, and MailLedger surfaces the right one immediately.
Create folders on the fly.
New client or matter? Create a subfolder right from the add-in without navigating Outlook's folder tree.
Sent mail stays in the record.
Replies you send are captured automatically — no manual filing, no gaps in the timeline.
Export when it has to travel.
Generate a PDF or CSV timeline when someone outside Outlook needs the full chronology.
ROI estimate
Estimate the value of cleaner email history.
Use your own assumptions for time spent filing, searching, and rebuilding context during handoffs to estimate what a cleaner record is worth each month.
Monthly estimate
Search and filing hours recovered
40 hrs
Handoff and escalation hours recovered
12.0 hrs
Estimated monthly value recovered
$2,322
Starter monthly cost
$35.94
6 users × $5.99/mo
Best for solo users and teams that need filing, folder lookup, and sent-mail capture.
Pro monthly cost
$95.94
6 users × $15.99/mo
Best when you also need PDF or CSV exports for external review.
Time spent filing, searching, and rebuilding context adds up fast. MailLedger gives it back. Start free and put it to work immediately.
Fast rollout
Start immediately, no training required.
01
Keep the folders you already use.
No migration project. Start with the client, matter, job, deal, or reference folders you already trust.
02
Deploy in minutes, not months.
Install it yourself right inside Outlook, or let IT deploy it across the organization through the Microsoft 365 admin center.
03
Open one record when it counts.
When pressure hits, one folder gives you the timeline. Pro exports it as PDF or CSV.
Pricing
Start free. Keep the record in Outlook.
Every plan starts with a 14-day free trial. Card required. Cancel before renewal and pay nothing.
Starter
File email and keep replies in the Outlook folders you already use.
$5.99/month
14-day free trial. Card required.
Best for solo users, owner-led businesses, and lean teams that need a clean record without changing workflow.
- Smart filing inside Outlook
- Send & File for replies
- Fast folder search
- Outlook web and desktop
Pro
Everything in Starter, plus exports when the record needs to leave Outlook.
$15.99/month
14-day free trial. Card required.
Best for audits, disputes, client reviews, and any workflow that needs a portable record.
- Everything in Starter
- One-click PDF export
- One-click CSV export
- Shareable audit trail
Capability
Starter
Pro
Autofile conversations into Outlook folders
Included
Included
Keep sent mail in the same record
Included
Included
Fast folder lookup in Outlook
Included
Included
Portable PDF export
-
Included
Portable CSV export
-
Included
Billing runs through Stripe after your trial. Cancel anytime.
Team rollout
Need centralized deployment or billing-owner approval?
Self-serve works for individual buyers. MailLedger can also be rolled out through the Microsoft 365 admin center for larger teams and controlled deployments.
How it works
Five things MailLedger does for you.
Less admin. Faster retrieval. Stronger records.
File email where it belongs
MailLedger uses sender, subject, thread history, and your corrections to suggest the right folder.
Keep sent mail in the same record
Send & File keeps replies in the same timeline.
Find the right folder fast
Search by project, client, deal, or matter instead of digging through Outlook trees.
Get better suggestions over time
Real filing behavior improves future suggestions without brittle rules.
Export when the thread has to travel
Pro exports the record for audits, disputes, handoffs, and review.
Compare approaches
How MailLedger replaces the workarounds.
Search, rules, and CRMs all try to solve email chaos. MailLedger keeps the record clean inside Outlook — no migration, no training, no overhead.
Full context
Regular Email
Search results, not a timeline. Rules are easy to break.
Dedicated CRM
The record stays split unless the team logs everything.
MailLedger
One folder, one chronology.
Sent mail
Regular Email
Easy to miss, and rules often drift out of place.
Dedicated CRM
Needs sync rules, BCC habits, or manual logging.
MailLedger
Send & File keeps it together.
Handoffs
Regular Email
Depends on memory. Exceptions create gaps.
Dedicated CRM
New owners still chase email outside the system.
MailLedger
Open the folder and start.
Exports
Regular Email
Copy-paste at best. Not built for review.
Dedicated CRM
Strong on fields, weaker on the actual mailbox thread.
MailLedger
PDF and CSV on Pro.
Operational overhead
Regular Email
Low structure, high mess — or constant upkeep.
Dedicated CRM
Setup, mapping, training, and admin overhead.
MailLedger
Works in Outlook on day one.
Industry solutions
Built for email-driven work.
Start with a broad path or jump straight to the workflow that matches how your record is organized.
Solo Operators
Keep client, admin, and approval email organized without adding a CRM workflow.
Teams
Keep shared records readable across handoffs, escalations, and reviews.
Construction
Keep change orders and approvals in one job record.
Legal
Keep matter history ready for review and export.
Client Services
Make account handoffs clean and fast.
Real Estate
Keep every deal thread in one place.
Agencies
Keep briefs, approvals, and feedback together.
Don't need an industry-specific page? Start with Solo operators or Teams.
Trust and control
Straight answers on security and control.
Microsoft sign-in, metadata-driven filing, Outlook-native records, and straightforward billing.
Microsoft sign-in
Users sign in through Microsoft with the scopes needed for filing and mailbox actions.
Metadata-based filing
MailLedger files from sender, recipients, subject, date, and history signals.
The record stays in Outlook
MailLedger upgrades the Outlook folders you already use instead of moving the record somewhere else.
Stripe billing
Checkout and billing run through Stripe.
Centralized deployment
IT admins can deploy MailLedger across Microsoft 365, while solo users can install it themselves.
Guides
Search-targeted answers for Outlook filing problems.
Practical guides for sent mail, shared mailboxes, folder filing, and exporting the timeline when someone needs the full history.
Industry guide
Outlook add-in for construction projects: keep job email in one record
How construction teams can keep RFIs, approvals, vendor delays, change-order replies, and sent mail together inside Outlook.
Industry guide
Outlook add-in for law firms: keep matter records complete
How law firms can keep matter email together in Outlook without turning every review, handoff, or discovery request into a mailbox hunt.
Industry guide
Outlook email filing for real estate: keep the transaction timeline intact
A record-first Outlook workflow for real estate teams that need every approval, reply, and transaction email easy to review later.
Comparing MailLedger to shared inbox, cleanup, or speed-first email tools? Visit Alternatives.
Common questions
Questions people ask before they start.
Trial terms, migration, privacy, and rollout.
Visit supportCan I use MailLedger on my own?
Yes. MailLedger works for solo professionals, owner-operators, and teams that file email by client, project, matter, deal, or account.
Does MailLedger offer a free trial?
Yes. Every plan starts with a 14-day free trial. A card is required to start the trial. Cancel before renewal and you pay nothing.
Do I need to migrate email into a new system?
No. MailLedger works in the Outlook folders you already use. No migration, no parallel system.
What does MailLedger actually use to file messages?
Signals like sender, recipients, subject, folder history, and thread patterns. Your email body stays in Microsoft 365.
Get started
Start free. Roll out when you're ready.
Start a 14-day self-serve trial, or contact us for centralized deployment and billing-owner approval.