Monthly Archives: October 2017


Which Outlook folders are syncing over to NetDocuments?

By standss - Comments ( 0 ) Tuesday, October 17th, 2017

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.

Find out how Outlook users are able to copy emails to NetDocuments using drag and drop

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

MailSync

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
MailSync

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.

Why?

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 support@standss.com).

If your firm is using NetDocuments and you need an easy way to get emails from Outlook to NetDocuments, download a trial of MailSync for NetDocuments and Outlook today.

Categories : MailSync For NetDocuments, NetDocuments Comments ( 0 )

Email Merge to your CRM from Outlook

By standss - Comments ( 0 ) Friday, October 13th, 2017

Here’s a quick tip that allows you to email merge out from Outlook and still track the email in your favourite CRM system.

Thousands of users are already using Email Merge to send out emails from Outlook to get around limitations in their CRM systems (Hubspot, Saleforce etc).

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.

EMM for Outlook

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.

Untitled-4

Categories : EmailMerge for Outlook Comments ( 0 )

Saving documents in Office 365: Sharepoint Team Sites or One Drive for Business

By standss - Comments ( 0 ) Tuesday, October 3rd, 2017

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.

Getting Started

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.

(Microsoft) Should I save my documents to OneDrive for Business or a team site?

The second link has extremely useful tutorials that you can use to setup Office 365, Sharepoint and OneDrive to work in your business.

(Microsoft) Customize your Office 365 team site for file storage and sharing

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.
Office 365

COMMENTS PLEASE: Please share your own favourite tricks for saving files in Office 365 by leaving a comment below.

Categories : Office 365 Comments ( 0 )

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