How can you be sure that an email has been copied from Outlook to NetDocuments? We added two features to MailSync for NetDocuments and Outlook to give you this information quickly.
MailSync for NetDocuments and Outlook allows users to map Outlook folders to NetDocuments workspaces. This means that any emails you move to folders you have created in Outlook will automatically be copied and profiled correctly in NetDocuments.
You don’t need to do anything extra to copy the email over to NetDocuments.
Users requested for a way to quickly identify if an email has been copied to NetDocuments. We gave them two.
Once an email is copied over, MailSync adds the category MailSynced to NetDocuments to it. The category is displayed as a purple tag to the email and is easy to spot at a glance.
This feature can be turned off from the settings screen if you want.
You can also go the folder where the email is filed, right click on the email (in the list of emails) and click MailSync Where Filed?. MailSync will display a small prompt similar to the following.
This not only confirms that the email has been filed, but also where in NetDocuments you can find it.
We thank our users for their constant stream of ideas that allow us to help solve your problems. We trust that you fill find these feature useful too (and if your own suggestions, please contact us at email@example.com).
Here’s a quick tip if your organization has started saving important documents in Office 365 SharePoint. You can create an alert so that you get notified via email or text message whenever a document that you are interested in changes.
How I use this
My accounts team updates an Excel spreadsheet with key metrics for me once a week. I have setup an alert that lets me know as soon as the update is done.
Now whenever the document is changed, I get an email with a link in it. One click and I can see the latest data.
Setting up Alerts (Step-by-Step)
Here are the steps to set this up for yourself.
1. Go to the SharePoint library or list in which the document is saved.
2. Right click over the relevant document and then click Alert me
3. Enter the options that you want for the alert and click OK.
1. Go to the relevant SharePoint library or list
2. Click on the three dots (…) on the too bar/ribbon and then click Manage my alerts.
3. Click on the relevant alert from the list.
4. Make any changes you need and click OK (or click Delete to get rid of future alerts).
I hope you find this tip useful. Please let us know how you use this or other features in Office 365 by leaving a comment.
Many NetDocuments users are now using MailSync to copy their emails from Outlook to NetDocuments using drag and drop. MailSync maps Outlook folders to NetDocuments so that any emails moved into mapped Outlook folders are automatically copied over to the correct place in NetDocuments.
Based on user feedback, we added several features to MailSync so that users can know easily if they are saving emails to an Outlook folder that is synced over to NetDocuments.
Outlook displays a list of folders to on the left hand side of the Outlook window. How those folders are displayed depends on what view you choose.
(nd) in the Email View
In the Email View (which is the default for emails), you see a list of folder names. There is no folder image displayed beside the names.
In this view, we have added (nd) to end of folders that are mapped to NetDocuments.
This feature can be turned off if required (or you can use your own choice of characters to add instead of nd).
Blue and Red folders in the Folder View
If you change to folder view, the mapped folders are even easier to see.
The mapped folders have either Red or Blue folders displayed instead of the normal yellow Outlook folders.
Blue folders indicate that the emails will be copied over so that all users (with permission) can see them in Outlook while Red folders indicate that you have chosen to sync emails over privately (so that only you can see them in NetDocuments.
This feature was not in our originally specifications for MailSync. However after one of our initial deployments (to 650 users), users told us they needed to quickly know if they were using folders that were mapped already.
In our 15+ experience serving Outlook users in firms of all sizes we have learnt that users know best!
We trust that you fill find this feature useful too (and if your own suggestions, please contact us at firstname.lastname@example.org).
Here’s a quick tip that allows you to email merge out from Outlook and still track the email in your favourite CRM system.
What you may not know is that, even if the emails are sent out from Outlook, you can still record them in your CRM system i.e. copies of the email will be created inside your CRM and linked to the correct contacts.
It’s easy thanks to the BCC field.
Most CRM system assign you your own email address. This is an email address specially assigned to your account in the CRM system.
In order to capture an email in the CRM system, you simply need to BCC the email to that address.
You can use this for any email that you create and send out from Outlook. Simply add the email address assigned by your CRM to the BCC field.
Once the email is sent:
1. It will automatically be received and recorded in the CRM system thanks to the BCCed address.
2. Real recipients will not be affected in anyway, since the BCC address will not show up in the copies that they receive.
How to use this in Email Merge for Outlook
If you are using Email Merge for Outlook to send sales, marketing or support emails to your clients, here are the steps to use this feature so that each email is properly link to the appropriate account or contact in your CRM.
Start the EmailMerge exactly the same as you always have.
In the step where you create the email, enter the email address into the BCC field.
Now continue with the Email Merge Wizard to send out your email. Email Merge will send a personalized copy of the email to each person and thanks to the BCC field, the email will also be recorded next to the correct contact in your CRM.
If you haven’t tried Email Merge for Outlook yet, you can download a 30 Day trial version from here.
We are starting to use Office 365 more and more in our company and I thought I would share some of our learnings. It isn’t always obvious what extra Office 365 can do for you (aside from being a way to rent Office instead of being able to buy it).
Once of the things that was a bit confusing was WHERE in Office 365 should we be filing documents (Word, Excel, PDFs etc). We want to stop using shared drives on our own network and move these files to the Office 365 cloud.
There appears to be two main options: OneDrive for Business and Sharepoint Team sites. In this post, we look at when to use what.
When should you use OneDrive for Business?
OneDrive for Business is meant to be a place where you file your own documents. These are generally documents that you do not want to share with others.
Think of it as your new “My Documents” folder.
The advantage of having your files in OneDrive instead of My Documents are that they are now “in the cloud. This means that you can access your file from any device that you are working on (your computer, your smart phone, tablet etc).
OneDrive for Business also has a handy desktop application that automatically copies any files you create and save (into specific folders on your computer) up into the cloud which makes it a very useful automatic backup tool for your computer.
When should you use a Sharepoint Team Site?
Save documents to Sharepoint Team Sites when you need to file documents into a shared place where other members of your team can access them. Sharepoint has some additional features for setting security and version control on those files but in its most basic form…
Think of Team Sites as the new shared folders (that you used to have on the network… where multiple users can file documents for collaboration and archiving).
Instead of filing documents to shared folders on your network, you should now file them to Team Site folders.
I hope that this brief post helps you understand what should be filed where. Now here are links to two useful posts to help create and setup the appropriate OneDrive and Team Site folders in Office 365.
The first link below gives a more detailed explanation of what I summarised above.
The second link has extremely useful tutorials that you can use to setup Office 365, Sharepoint and OneDrive to work in your business.
NOTE: Office 365 has changed a little from the explanations in the link above. Where the instructions say click on Sites on the Office 365Home page, you will need to click on Sharepoint instead as shown in the following image.
COMMENTS PLEASE: Please share your own favourite tricks for saving files in Office 365 by leaving a comment below.
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