If you use Microsoft Outlook, this tip will save you a lot of time!
Quickly save selected emails into Exact Synergy Enterprise with a simple drag and drop action in Microsoft Outlook.
Many users are familiar with the ability to save an email from Outlook into Exact Synergy – the standard options are:
- Manually save
- Automatically save all emails
But did you know there is a choice in between?
You can set up “Autosave” folders in Microsoft Outlook that allow you to automatically save an email into Synergy, with pre-defined settings, by simply dragging an email into that folder.
This is great for sales or customer service staff who can automatically save emails to customer accounts or project managers who need to track correspondence for each project they are involved with.
Here is how you can set this up:
(Note: actions may vary depending on software versions)
1. Create a New Folder in Microsoft Outlook
Create a new folder in Outlook that you will use to drag emails into for the Autosave to Synergy feature:
- Right-click on “Inbox”
- Select “New Folder”
- A new window will pop up to allow you to give the new folder a name. In this example, we have named it “Synergy Autosave”
2. Set-up the Autosave Function
Click on your “Synergy” tab in the Outlook toolbar/ribbon.
Select “Folder autosave” from the “More” drop-down menu within the Synergy ribbon.
A new window will pop up allowing you to select the folder you wish to use for the autosave feature (you can set this up for multiple folders, e.g. one for each customer, project, etc.)
Note: if you do not see the folder you just created, you might have to click the “+” beside the “Inbox” folder.
3. Configure the Autosave Settings
You can adjust the folder’s save settings (e.g. document type, default accounts, etc.) by double-clicking on the folder. The following window will pop up.
In this case, “Email” has been selected as the default Document Type. The Document Type determines the additional fields you can set as a default.
If you uncheck the box “Map to known contacts” you can select the account and contact that each document you drag to this folder will default to.
Once you have set up all your defaults, you can click “Save”.
Now when you drag an email into that folder, it will automatically be saved into Exact Synergy. You will see them in your Synergy documents list as well as via the account/project/any other field(s) you had set in your defaults.
Note: If you want to keep a copy of the email in your “Inbox” as well, you can right-click and drag the email to the Autosave folder and you will see a menu giving you the option to “Copy” the email.
Taking it a step further, you can add a rule to your email that moves specific emails into a folder and at the same time, they will automatically save into Exact Synergy. If you are not familiar with how to create rules in Microsoft Outlook, please check the help files within Outlook for instructions.
Questions? We’d be happy to help, give us a call!