How to upgrade to the latest version of Ideagen Mail Manager
Every supported Ideagen Mail Manager customer has access to the latest version as soon as it is released. Staying current ensures compatibility with the latest versions of Microsoft Outlook and Windows, keeps machine learning filing predictions performing at their best, and maintains access to Ideagen's technical support.
This page covers everything needed to prepare for, download, and complete an upgrade — whether updating a single machine or rolling out across an entire team.
Before you upgrade: preparation checklist
A few steps before downloading will prevent the most common upgrade issues.
- Confirm your support status. Only customers with an active, maintained license can download upgrades from this page. If your support has expired, contact us for a renewal quote before proceeding.
- Check your license type. If you are using a Fixed license, you must deactivate it before upgrading. Go to Ideagen Mail Manager Help > Key Manager and select the Deactivate button. Concurrent (floating) licenses do not require deactivation.
- Verify system requirements. Confirm your environment meets the minimum requirements for the latest version (see the system requirements table below).
- Close Outlook. Outlook must be fully closed — not minimized to the system tray — before running the installer.
- Back up your search index (optional but recommended). If you have a large search index built over months or years, exporting it before upgrading protects against needing to rebuild. Go to Ideagen Mail Manager Help > Dashboard > Diagnostics to export.
System requirements for Ideagen Mail Manager
Operating system - Windows 10 or Windows 11
Email client - Microsoft Outlook (desktop) — Classic Outlook for Windows. Check Ideagen's What's New page for the latest New Outlook compatibility status.
Microsoft 365 - Supported. Ideagen Mail Manager integrates with Microsoft 365 and files directly to SharePoint, OneDrive, network drives, or other connected storage.
.NET Framework - Version 4.7.2 or later
Disk space - Approximately 80 MB for the installer; additional space required for the local search index depending on volume of indexed emails
Permissions - Local administrator rights required for per-machine (MSI) installation. Per-user installation does not require admin rights.
Choose the right installer type
Ideagen Mail Manager offers two installer types. Selecting the correct one avoids deployment issues and ensures updates are handled the way your IT team expects.
Per-User Installer
For Non-virtual, physical machines, using Windows 10 or 11 (not suitable for VDI Systems)
Best for:
Non-virtual, physical machines running Windows 10 or 11. Best for companies that want updates applied automatically (install and forget).
Update behavior:
Automatic — new versions (~80 MB) are downloaded and installed for each user automatically
Key consideration:
Not suitable for VDI systems, terminal servers, or environments using AppLocker, Software Restriction Policies, or other whitelisting software that blocks executables in %appdata% and %localappdata%.
Per-machine installer (MSI)
Per Machine Installer for Virtual machines using a VDI System. E.g. Citrix, Remote Desktop (required for VDI Systems)
Best for:
Virtual machines using a VDI system (e.g. Citrix, Remote Desktop). Also suited to terminal servers and environments where IT needs to control which version of Ideagen Mail Manager is used.
Update behavior:
Manual — IT must monitor for new releases and deploy updates
Key consideration:Requires license details pre-configured into the installer. If you have a shared configuration, you can include its path. Contact Ideagen Support for packaging details. Smaller hard drive footprint (single installation per machine).
How to upgrade Ideagen Mail Manager: step by step
- Complete the download form on this page using your company name and company email address.
- Accept Ideagen Mail Manager's terms and conditions.
- Run the downloaded installer file. If you are using the per-user installer with automatic updates enabled, future upgrades will apply automatically.
- Restart Outlook once the installation completes.
- Verify the new version by going to Ideagen Mail Manager Help > About.
- Download the MSI installer from this page.
- Pre-configure the installer with your license details and shared configuration path (contact Ideagen Support for packaging assistance if needed).
- Deploy the MSI using your existing deployment software (SCCM, Intune, Group Policy, or equivalent).
- Ensure Outlook is closed on target machines during deployment, or schedule the rollout outside working hours.
- On next login, users will see the updated version of Ideagen Mail Manager in their Outlook ribbon.
- Complete the download form on this page using your company name and company email address.
- Accept Ideagen Mail Manager's terms and conditions.
- Run the downloaded installer file. If you are using the per-user installer with automatic updates enabled, future upgrades will apply automatically.
- Restart Outlook once the installation completes.
- Verify the new version by going to Ideagen Mail Manager Help > About.
- Download the MSI installer from this page.
- Pre-configure the installer with your license details and shared configuration path (contact Ideagen Support for packaging assistance if needed).
- Deploy the MSI using your existing deployment software (SCCM, Intune, Group Policy, or equivalent).
- Ensure Outlook is closed on target machines during deployment, or schedule the rollout outside working hours.
- On next login, users will see the updated version of Ideagen Mail Manager in their Outlook ribbon.
Need extra support?
On Ideagen Luminate you can find a range of gudies for users, admin and IT teams as wel as getting in touch directly.
Frequently asked questions
Ideagen releases updates to Mail Manager on a regular cadence throughout the year. Customers with the per-user installer and automatic updates enabled will receive new versions as soon as they are published. Customers using the per-machine (MSI) installer should monitor the What's New page or subscribe to release notifications.
No. Upgrading Ideagen Mail Manager does not move, delete, or alter any previously filed emails. Filed emails remain in whatever storage location they were filed to (SharePoint, network drives, ProjectWise, etc.) because Ideagen Mail Manager does not host customer data. The search index may need to be rebuilt in rare cases, but the underlying email data is unaffected.
Yes. Ideagen Mail Manager upgrades are cumulative. You can upgrade directly from any older supported version to the latest release without needing to install intermediate versions.
No, but it is recommended. Different versions running simultaneously within a team can occasionally cause minor inconsistencies in shared configuration behavior. For the smoothest experience, coordinate upgrades across the team within the same maintenance window.
A Fixed license is tied to a specific machine. It must be deactivated on that machine before it can be activated elsewhere or before upgrading. A Concurrent (floating) license is tied to a pool of available seats and does not require deactivation before upgrading.
The installer may not accept your credentials. Contact us to renew your support contract before attempting to upgrade.
Still have questions?
Visit out FAQs page for answers to further questions.