Functionality
Once you have installed the Microsoft Outlook Sync integration, enabled automated email saving for incoming and outgoing emails on the Email Sync Configuration page, and installed the Outlook add-in from the Microsoft Store, you can start enabling the Email Auto-save feature for specific Address Book entries and Leads.
Note: Learn how to use Maximizer’s app for Microsoft Outlook here Microsoft Outlook App Overview.
- To enable Email Auto-save for a specific contact, open the Maximizer Outlook app inside your Outlook client and view the contact’s details. You’ll see an Email Auto-save toggle, which is disabled by default. Simply switch it ON to track all emails associated with that contact.
- You can view the list of Address Book entries and Leads with automated email saving enabled by navigating to the Microsoft Outlook Sync > Configuration page > Email tab.
- To stop automatically saving emails for specific contacts, you can either:
- Remove the contact from the list on the Microsoft Outlook Sync > Configuration page > Email tab by clicking the “Remove” icon in the Action column for the desired contact.
- Toggle OFF the Email Auto-save setting on the contact's details page in the Maximizer Outlook app within your Outlook client.
- Note: The list of contacts with enabled Auto-save on the Configuration page is updated at specific intervals. Currently, it is set to refresh every 10 minutes, but Maximizer reserves the right to adjust this frequency.
- To use the Save and Send feature, which allows you to save an individual email to a Maximizer Entry (or multiple Maximizer Entries) as it's sent from Outlook, you must first enable the Outlook Sync > Email Sync as outlined in the instructions above. Otherwise, the Save and Send feature will be unavailable.
- Email synchronization from Outlook to Maximizer occurs at regular intervals. Currently, it runs every 10 minutes, though Maximizer reserves the right to modify this frequency.
Logic
The Email Auto-save feature powered by the Email Sync allows users to automatically save incoming and outgoing emails related to specific Address Book Entries or Leads from Outlook to Maximizer. Once a user enables the Email Auto-save for a specific Maximizer Entry the integration retrieves the selected Entry and uses their associated email addresses to fetch new email messages from Microsoft Outlook.
Incoming Emails: If the incoming email sync is enabled, the system will fetch all incoming emails linked to the selected Maximizer Entries, regardless of the folder they appear in within Outlook.
Outgoing Emails: For outgoing emails, only messages stored in the Sent folder will be retrieved. Emails moved to any other folder within Outlook will not be synced.
Duplicate Check: When saving new emails to Maximizer, the system checks if the email has already been synced by searching its own database. If the email has already been saved, it will be skipped.
Note: This duplicate check only applies to emails saved through the sync process. If an email was saved manually or through another method, the sync will save it again without verifying its existence in Maximizer.
Limitations
Incoming Emails: Currently, only emails where the subscribed email address is the sender are saved to Maximizer. Emails where the subscribed address is in the Cc field are not saved. This is due to a limitation in Microsoft.
Outgoing Emails: For outgoing emails, the sync retrieves all messages from the Sent folder that were sent after the last sync. These emails are then filtered by the subscribed address. No other folders are monitored besides the Sent folder. Outgoing emails are only saved for recipients in the To field. This is a limitation imposed by Microsoft.
Email Auto-save Behavior: If the "Email Auto-save" feature is enabled for a contact and a specific email was automatically saved through the sync but later manually deleted from Maximizer, the user will not be able to resave the email via the Outlook integration.
Please reach out to our dedicated support team at support@maximizer.com if you experience any issues or have feedback.
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