Saving Outlook E-mail

Part 1 Part 2
 
Overview - Bridge the Gap with Outlook

Enterprise Organizer Professional can help you organize and archive your Outlook e-mail by saving it out as individual files.  EOP enables users to save pertinent email & attachments directly with their other files.  This way you can group a client or patient’s archived e-mail with the rest of their files.  Many users try to organize their e-mail within Outlook, what they end up with is two separate filing systems: one for their Outlook e-mail and another for the rest of their files. The better approach is to take e-mail messages out of Outlook and treat them like any other file. They still open in Outlook when you double-click them and you can still reply to them. In short, they behave exactly the same as if they were still in Outlook, but you can now store them with the rest of your files. E-mail correspondence with a client, customer, or patient will reside with the rest of their letters, faxes, documents, invoices, etc.

How to Enable Outlook Integration

Enterprise Organizer Pro can show a special Save Copy button in Outlook. Use this button to archive messages as they are received or sent. In addition, Enterprise Organizer Pro can remember where you’ve saved messages in the past on a per-contact basis. When you save a message, Enterprise Organizer Pro can suggest the locations you’ve used before. In a short time, you can reach a point where archiving a message is virtually automatic.  To enable the Save Copy button in Outlook, see Outlook Settings

 

Important

The Outlook Integration feature only works with 32-bit editions of Microsoft Office, however, it works with all editions of Windows OS.

 


How to Save/Archive Received Email Messages 

  1. Inside of Outlook, select one or multiple messages to save.
  2. Select the "Save Copy" button on the Outlook toolbar. This button is also available when you open an individual message.

  3. Select where you want to save the messages too.
  4. Select any of the applicable options.  A description of each option is listed below.
  5. Select the "Save Copy" button
Important!

When saving multiple items, every message/attachment will be saved to every location.

Saving Options

When you save messages using Enterprise Organizer Pro’s Save Copy button, a special Save Copy dialog will appear. Here are the options available:

E-mails

The first section in the dialog shows the e-mails you selected to save. The names as they appear in the list will be the file names for the messages. You can change a name by selecting it and clicking Rename.

Below the list of messages are two options:

Save E-mails
If you de-select this option, the e-mail messages won’t be saved out to file. You’ll find this useful if you only want to save out attachments.
Use E-mail Date for Date Stamp
By default, the saved e-mail messages will get a Windows Date Created/Modified timestamp that matches the time they’re saved out. If you’d rather the Date Created/Modified time match the date/time in the e-mail message, select Use E-mail Date for Date Stamp.

Attachments

If any messages contain attachments, you can extract the attachments and save them to file. Just select Save Attachments Separately. The attachment names as they appear in the list will be the file names. You can change the name of an attachment by selecting it and clicking Rename.

If there’s an attachment you don’t want saved, just select it and click Remove.

You can also strip attachments out of the e-mail messages. Simply select Remove Attachments from E-mail. Note that this strips the attachments from the saved e-mail, not the original copy in Outlook. This also works independent of saving attachments. For example, you can remove attachments from the messages and also choose to not save the attachments separately. This will discard the attachments completely.

Save Locations

Use the Save To area to pick the locations where you want to save the e-mail messages. Use the Browse button to add a location, or use the Most Recent button to pick from the most recent locations you’ve used. You can add as many locations as you need.

Contacts

On the Contacts tab, you can select locations that you’ve associated with your contacts.

A list of contacts that were found in the e-mail message(s) will appear on the left (e-mail addresses that aren’t in your contact list are ignored). When you click on a contact, you’ll see a list of locations that you’ve associated with that contact. To use one of the locations, just double-click it or click the Use As Location button. It will be added to the list of locations where the message(s) will be saved.

Use the New button to add a new location for the contact. This location will be remembered in the future. The Remove button will permanently remove a location from the contact.

Users of Outlook Business Contact Manager

If any contacts are contained in Outlook Business Contact Manager, then in order to save paths to the contacts, you will need to set up a user-defined text field with the name Enterprise Organizer ProMailPaths. Do this from your Businesss Contact Manager Administrator.

Perform the Save

When you’re ready, click "Save Copy". The messages and/or attachments will be saved out as files.

 

 


Sending and Saving

When sending messages, you’ll also see a Save & Send button. Use this instead of Outlook’s Send button to save a copy of the message and send it at the same time.  This timesaver lets you send and save in one step. If you decide to skip saving, click Just Send. The message will be sent without saving it to a folder.

Attached Files
There are no attachments for this article.
Comments
There are no comments for this article. Be the first to post a comment.
Name
Email
Security Code Security Code
Related Articles RSS Feed
Outlook Cabinets
Viewed 2164 times since Tue, Oct 29, 2013
Manage Outlook Drawers
Viewed 1713 times since Fri, Nov 1, 2013
MENU