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How to install Definely on windows

This article explains how to install and activate Definely on a Windows PC. If you use a Mac or need extra help, please email us at [email protected].

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Written by Joanna Muir

Before you start

Make sure your computer meets the following minimum requirements:

  • CPU: Intel i5 or better (i7 recommended)

  • Memory: 8 GB or better (16 GB recommended)

  • Storage: At least 500 MB of free space for Definely

  • Operating system: Windows 10 or 11 (Home or Professional)

  • Microsoft Office: Office 2019 or later, including Microsoft 365 (must be licensed and activated)

  • .NET Framework: 4.8 or higher

If you already have an older version of Definely installed, see the Upgrading Definely section below before continuing.

Step 1: Download Definely

  1. Open the SharePoint or Google Drive link provided to you by Definely.

  2. Download the installation package. It will be one of the following:

    • Definely.Word.msi

    • Definely.Word.exe

    • Definely.Word.Full.exe

    • Definely.Word.Web.exe

Which package should I use?

  • .msi does not include any additional software dependencies. Use this only if you already have .NET Framework 4.8 installed.

  • .exe files that include "Web" will automatically download and install dependencies (like .NET Framework) during installation.

  • .exe files that include "Full" have all dependencies bundled inside the installer.

If you're unsure which to pick, the Full package is the safest option.

Step 2: Run the installer

  1. Close Microsoft Word completely before continuing.

  2. Double-click the installation file you downloaded.

  3. If Windows shows a "Windows protected your PC" warning, click More info, then Run anyway.

  4. In the Definely installer, tick the box to agree to the licence terms, then click Install.

  5. If Windows asks "Do you want to allow this app to make changes to your device?", click Yes.

  6. Wait for the installer to finish. Definely is now installed on your PC.

The final step is to activate Definely. Follow the section below that matches your version (local or cloud).

Step 3a: Activate the local (on-premise) version

To activate the local version all you need to do is simply open a Word document and run your scan.

The license file is now embedded within the build so there is no need to install this separately.

Step 3b: Activate the cloud version

The cloud version requires you to log in with an email address that has been pre-authorised. You'll log in using either email authentication or Single Sign-On (SSO).

Email authentication (default)

  1. Open Microsoft Word and click Open Definely in the Definely ribbon.

  2. Click Open login window.

  3. Enter your email address and click Sign In.

  4. Check your inbox for an email from Definely with a 6-digit code.

  5. Enter the code in Definely and click Submit.

Once your code is validated, Definely will activate and start scanning your document.,

Single Sign-On (SSO)

If your administrator has set up SSO:

  1. Open Microsoft Word and click Open Definely in the Definely ribbon.

  2. Click Open login window. You'll be redirected to your firm's SSO provider (for example, Microsoft).

  3. Sign in with your usual work credentials.

Once your account is validated, Definely will activate and start scanning your document.

Allow access to required domains

To make sure Definely works properly, your IT team may need to whitelist the following domains:

This access is needed for licence validation, connection to Definely cloud services, and product usage statistics.

You're all set. Open Microsoft Word and start using Definely.

Upgrading Definely

You have two options when upgrading:

Option 1: Uninstall the old version first

  1. Go to Control Panel > Programs > Programs and Features.

  2. Uninstall Definely Addin for Microsoft Word (or Definely for Microsoft Word).

  3. Follow the installation steps above.

Option 2: Install over the top

Just run the new installer. It will automatically update your existing version. For local versions, you can skip licence activation if your licence hasn't changed.

If you need to downgrade to an earlier version, you must uninstall the current version first.

Automated installation (for IT teams)

To install Definely on multiple machines via the command line, download the MSI package and use one of the following batch scripts.

For both local and cloud versions:

:install msiexec /i Definely.Word.msi /qn SET returncode=%errorlevel% :end EXIT /b %returncode%

This installs Definely silently with no UI. Run the batch file as Administrator and ensure Microsoft Word is closed on every workstation.

More information on the MSIEXEC command: https://learn.microsoft.com/en-us/windows-server/administration/windows-commands/msiexec

FAQ

What folders does Definely use?

  • Installation folder: C:\Program Files (x86)\Definely\Definely for Microsoft Word

  • Local storage, settings, and logs: C:\Users\{User}\AppData\Roaming\Definely

  • Vault index: C:\Users\{User}\AppData\Roaming\Definely\kb

How do I find my Windows username?

Open the Start Menu, type cmd, and press Enter. In the command prompt, type whoami and press Enter. You'll see your username in the format domain\username.

Should I install the .EXE or .MSI version?

Either works. Just make sure you stick with the same package type for future updates.

What's the difference between the local and cloud versions?

  • Local (on-premise): The Definely document processing engine runs on your computer. No document data is sent to Definely.

  • Cloud: Documents are uploaded to the Definely-hosted cloud for processing.

Which products are available in each version?

Local (On-Premise)

Cloud

Draft

Draft

Proof

Proof

Vault (no DMS support)

Vault (with DMS support)

–

Cascade

–

Enhance

Can I install Definely on a Mac?

Yes. Definely is available for Mac, but the setup process is different.

Contact your Customer Support Manager or email [email protected] for installation instructions.

Information security

Is any of my document data sent to Definely?

  • Local version: No. Nothing about your document is transmitted.

  • Cloud version: Yes. The document is uploaded for text extraction and AI processing, including text, paragraphs, structure, defined terms, and references. Documents are stored for (by default) 14 days, then automatically deleted.

What other data is transmitted?

Definely transmits your product licence (to validate access) and product usage statistics (stored on Amplitude).

Is any personal information included in usage analytics?

The only personal data sent is your Windows username. This can be sent in its original form or hashed using SHA-256 (which is irreversible).

Is Definely Cloud single or multi-tenant?

Multi-tenant.

Is my data secure on Definely Cloud?

Yes. Definely is ISO 27001 and SOC 2 Type 2 certified. Customer data is partitioned, and access is strictly limited to senior support engineers (and only with customer consent for debugging).

Is my data used for AI model training?

No, unless you explicitly give consent.

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