Add Incoming Outlook Email to DocPoint

To add incoming Outlook email to DocPoint:

1. When viewing an incoming email in Microsoft Outlook press the 'Add to DocPoint' button from the DocPoint toolbar (see figure 6.10).

   Figure 6.10: DocPoint Toolbar in Outlook

   

2. An email profiling screen will appear (see figure 6.11).

   Figure 6.11: Add Incoming Outlook Email to DocPoint - Cabinet and Folder

   

3. Enter the following email parameters:

   Subject

   a subject describing the email.

   Cabinet

   select the email's relevant filing cabinet.

   Folder

   select the email's relevant folder.

   Add to Tasks List (optional)

   select this checkbox to add the reminder as a task in your Outlook tasks list.

   Add attachment only (optional)

   select this checkbox to add the email's attachment to DocPoint without the email body text.

4. The 'Send To' tab records information about the sender of the email. You edit these fields as necessary, and send links to the archived email by selecting recipient names from the 'Send a link to' list (see figure 6.12). To send a link to the archived email:
   1. Click on the 'Send To' tab.
   2. Select the recipients from the 'Send a link to:' user list.
   3. Add an optional note in the 'Note' field. This note will be sent to the recipients you selected together with a link to the archived email.
   4. Check the 'Add attachments only' checkbox if you want to archive the email's attachments only.

   Figure 6.12: Add Incoming Outlook Email to DocPoint

   

5. You can tag the email with relevant keywords. This is optional and not mandatory. If you do not want to add keywords you can press the 'Add to DocPoint' button to add the email to DocPoint. If you want to add keywords to the email to improve search capabilities perform the following:
   1. Click on the 'Keywords' tab (see figure 6.13).

      Figure 6.13: Add Incoming Outlook Email to DocPoint - Keywords

      

   2. Select a keyword group.
   3. Select the keywords relevant to your email.
   4. Press the right arrow button to attach the keywords to the email.
6. Press the 'Add to DocPoint' button.