Before using the Outlook E-mail Interface, you must have Microsoft Outlook (version 2000 or later) installed on your computer and you must be assigned the Outlook E-mail User role in SmartOffice. If you aren t sure whether or not you have the proper user role assignment, check with your SmartOffice administrator. Installation From the SmartOffice main menu, click Installations then click on Outlook E-mail Interface. When prompted to install the interface, click the Yes button. When the installation is complete, open Outlook to verify that the installation was successful. You will see a new Post to ECP button on the Outlook toolbar. When the link between Outlook and SmartOffice is active, the Post to ECP button will have a check mark on it. If the link is not active, the checkmark will be replaced with an x. Using the SmartOffice Outlook E-mail Interface To send an e-mail from SmartOffice, select a contact using the contact search tool. From the Personal tab of the contact record, click on the Send E-mail button in the toolbar. SmartOffice will prompt you to select whether you will send the new e-mail to the selected contact or to another SmartOffice user regarding the selected contact. If you choose to send an e-mail to the contact selected in SmartOffice, select the Is this message to the current Contact? option and click OK. Outlook will open a blank e-mail addressed to the selected contact. You may choose to send the e-mail to an individual other than the selected contact. With the Is this message regarding the current Contact? option selected, click on the User-1 hypertext link then select a recipient from the list of available SmartOffice users. 1
You can choose to send an e-mail to a number of SmartOffice users with the User-2, User-3, and User-4 hypertext links. To send an e-mail message to more than four SmartOffice users, click on the I want to select Additional Users checkbox. After selecting the user(s), click OK and Outlook will open a blank e-mail addressed to the selected SmartOffice user(s). When Outlook opens the new blank e-mail, compose the e-mail as you normally would. When you have finished composing the e-mail, click Send. The Outlook E-mail Interface will prompt you to post a record of the e-mail to the SmartPad record of a contact or contacts in SmartOffice. To post the e-mail, click Yes. 2
Before you can post an e-mail from Outlook to a contact record in SmartOffice, you must enable permission for the two programs to communicate with each other. Outlook will launch a permission window informing you that a program is trying to access e-mail address information. You need to allow this communication in order to post the e-mail to a contact record in SmartOffice. Click on the Allow access for checkbox and choose a period of time from the pull down field. One minute is sufficient to post one e-mail message. The most time you can select is ten minutes. Note: If you do not receive this warning, you have not installed the latest Microsoft security patches. We highly recommend that you update your version of Outlook with the latest security patches available. After you have allowed permission for Outlook to share e-mail address information with SmartOffice, the Outlook E-Mail Interface dialogue window will open. On the left, you will see an entry for the newly composed e-mail. On the right, you will see contacts who have e-mail addresses entered in SmartOffice that match the e-mail addresses associated with the e-mail entered on the left. To post a record of the e-mail message to a contact listed on the right, place a check in the box by the Source entry and click Post. Outlook will send the e-mail and SmartOffice will post a copy of the e-mail to the SmartPad of the selected contact(s). Open the SmartPad of the selected contact(s) to verify the posting. 3
You can post e-mails sent directly from Outlook or e-mail messages received in Outlook to SmartPad records as well. If you compose an e-mail message in Outlook while the link between SmartOffice and Outlook is active (the Post to ECP button will have a checkmark on it), the Outlook E-mail Interface will automatically ask if you want to post the e-mail to contacts in SmartOffice. If you would like to post the e-mail, click Yes and follow the same procedure as described above. To post e-mails received in Outlook or e-mails sent when the link between SmartOffice and Outlook was not active, select the e-mail in the Outlook Inbox or Sent Items folder. With the e-mail selected, click on the Post to ECP button. You will need to allow permission for SmartOffice to communicate with Outlook as in the previous example. After allowing permission, the Outlook E-mail interface will search SmartOffice for contacts with e-mail addresses matching the addresses associated with the selected e-mail. Choose the contacts from the list with matching e-mail addresses and click Post. If you would like to post an e-mail from Outlook to a contact in SmartOffice other than one directly associated with the e-mail, click on the Search button in the upper right hand corner of the Outlook E-mail Interface dialogue window. Perform a search using the last name, first name convention used to search for contacts in SmartOffice. Select the contact(s) whose SmartPad record(s) you would like updated with the selected e-mail. Click OK. 4
The selected contact(s) will be added to the list of contacts in the Outlook E-Mail Interface. Note in the example that the first two entries, Joseph Ackerman and Daniel Odell, have a listed e-mail address but Kathleen does not. Kathleen was added to the posting using the search feature while Joseph and Daniel were added because they have e-mail addresses listed in SmartOffice that match addresses associated with the selected e-mail in Outlook. When you have finished selecting the contacts whose SmartPad records you would like updated with the selected e-mail, click Post. The Outlook E-mail Interface will post a record of the e-mail message selected in Outlook to the SmartPad record of the selected contact(s). 5