Saving an email to an Entry from Microsoft Outlook
You can save email messages in Microsoft Outlook directly to Address Book entries; Opportunities; and Customer Service cases in Maximizer. Email messages are saved in the documents tab of the selected entries. You can save a single email message or multiple email messages; to an Address Book entry; Opportunity; or case.
| If you or another user has already saved the email message to the entry; Maximizer will avoid creating a duplicate entry by not saving the email again. |
If there are no Address Book entries; Opportunities; or Customer Service cases associated with the email message; you can search for entries in your Maximizer Address Book to save the email message to. The email message is then saved to the selected entries as a document. Depending on your logging preferences; notes may be automatically saved to the entries as well.
| This procedure is written for Microsoft Outlook 2010. The steps may differ slightly in earlier versions of Outlook. |
- In Outlook; select one or more email messages.
- In the Home; Message; or Maximizer tab; expand the Save to Maximizer menu and select Save to Address Book Entry; Save to Opportunity; or Save to Case.
To enable or disable the Confirm when saving email option; select the Maximizer Outlook Integration Preferences icon. - If the Confirm when saving email option is disabled; the email message is saved as a document to the Address Book entry that contains the email address of the sender or recipient; or the opportunity or case whose contact contains the email address of the sender or recipient.
- If the Confirm when saving email option is selected; the Save Email to Maximizer Address Book Entry; Save Email to Opportunity; or Save Email to Case dialog box opens. The list displays all of the entries that contain the email address of the sender or recipient. If no such entries exist; the list is empty. The Search Maximizer Address Book entries; Search Maximizer opportunities; or Search Maximizer cases dialog opens.
- Enter the Last Name or Company of the Address Book entry or opportunity contact that you want to search for and click Search.
– or –
Select the case field to Search for and the value to Search by; and select the case Status that you want to search for and click Search. The search results are displayed in the list. - Click Change column view to choose a different column setup for displaying the search results.
- Select the checkbox next to each of the entries to which you want to save the email and click OK.
- Select the checkbox in the header row to check or un-check all of the entries in the list.
- Click View selected entry in Maximizer to open your Maximizer Address Book and view the selected entry.
- If you want to include attachments when saving the email; select the Include attachments option.
- To change the default for the “Include attachments” option; select the Maximizer Outlook Integration Preferences icon.
- Specify the document properties for the saved email.
- Enter a Name and Description for the document.
- From the Full access and Read access drop-down lists; select the users or groups with rights to the document.
- From the Category drop-down list; select the document category.
- Check the box next to each of the entries that you want to save the email to and click OK.