Rev. 06 JAN. 2008 Document Control User Guide: Using Outlook within Skandocs
Introduction By referring to this user guide, it is assumed that the user has an advanced working knowledge of Skandocs (i.e. the user can search, view, download and log documents in the database). This guide will explain how to: View Emails through Skandocs Drag & Drop Emails from the Outlook Folder to a Skandocs Category
Microsoft Outlook Integration Users have the ability to view the contents of their MS Outlook folders within Skandocs. Depending on the security settings, users can also drag and drop emails directly from the Outlook area to one of the categories set up in the Skandocs database. MS Outlook folder in Skandocs Note 1: The View box must be ticked against the Outlook field in the security area to allow users to view their Outlook mailboxes in Skandocs. Note 2: The Create box must be ticked against the Outlook field in the security area to allow users to drag and drop emails from the Outlook area to one of the Skandocs categories in the database. Note 3: A user will only be able to drag and drop an email from the Outlook area to a Skandocs category where they have permission to log documents in that category. Note 4: If the user has.pst files in their Outlook mailbox which are accessible by a password, they will be prompted to enter this password when they log onto Skandocs.
A. Viewing Emails in Skandocs Viewing Outlook emails via Skandocs is similar to viewing them within the MS Outlook application. a. Expand the Outlook area by clicking on the + next to Outlook and then expand the Mailbox to reveal the Inbox. b. Click on the inbox to display the emails in the Document Listing panel. Note: When the Outlook inbox is highlighted, a security alert prompt may appear, stating that a program is trying to access email addresses stored in Outlook: The security alerts can be removed by installing the Advanced Security for Outlook, contact a member of the Skandocs Team for details. The Outlook inbox folder viewed within a Skandocs database, displaying subfolders (a), email summaries listed in the document listing window (b), and an opened email (c): b a c
B. Dragging & Dropping Emails from the Outlook Folder to a Skandocs Category This is a faster method for uploading emails into the database (rather than saving a copy of an email out of Skandocs (as an.msg file) and then uploading it into the database). a. Highlight the email in the Document Listing panel. b. Click and hold the left mouse button and drag & drop the email into the desired category (folder) in the Skandocs database. Note: Emails can be dropped into any category where the user has permission to log documents. c. Skandocs will automatically complete as many of the meta-data fields as possible, using information given in the subject heading of the email. d. Complete the remaining fields and click the save button. e. If the email has an enclosed attachment the following pop up screen will appear.
By clicking YES, the attachments will be loaded separately to the email into the attachments area. By clicking NO, the attachments will be loaded within the email, so only email will be visible on the attachments tab. f. If the email doesn t have an enclosed attachment the database will automatically upload the document into the database without prompting the user. Notes: a. Emails will not automatically delete from outlook after they have been uploaded into the database. The user will have to manually delete them once they are in Skandocs.
ADVANCED SECURITY FOR OUTLOOK If you are running Skandocs with Microsoft Outlook 2003 you may have noticed a pop-up message every time you access your Outlook emails through Skandocs. This is due to advanced security features in Outlook 2003 which block access to certain email properties in order to safeguard against viruses and malicious use. Responding to this message can grant you access to Outlook for up to ten minutes, but this is obviously not ideal. Advanced Security for Outlook can be installed on your PC in order to allow designated applications (ie. Skandocs) access to these protected Outlook properties, thus avoiding the above security alerts. Installation instructions 1. Go to http://www.mapilab.com/outlook/security 2. Click on Primary Download to download the software for free 1
3. Select Open, and then close the WinZip Comment box (if it appears) 4. Extract the installation files to your PC (remembering which folder you save them to) 5. Close Microsoft Outlook (if you have it open) 6. Go to the folder where you saved the installation files and run setup.exe 7. On the Choose Setup Language window, select English (United States) 8. Click Next 9. Accept the license agreement terms and click Next 2
10. Leave the User Name and Organization as they are, select Anyone who uses this computer, and click Next 11. Click Next on the following window, and then Install 12. When the installation has completed, click on Finish 3
13. Now open up Skandocs, go to your Outlook mailbox from the menu on the left, and try to view your emails When you do this, you should now see the following window appear: 14. Select Allow access, tick the box to Always perform this action, and then click OK 15. Repeat the above whenever this message pops up (should only be two or three times). Once you have allowed access, you will no longer see any Outlook security warnings in Skandocs. NOTE: Because this software only allows access for a particular instance or version of an application, you will need to allow access each time a new release of Skandocs is downloaded. 4