How-to: Opening and saving emails in Microsoft Outlook
Introduction
Synergy Office Integration (SOI) provides a closer integration between Exact Synergy Enterprise and Microsoft Outlook. You can save incoming and/or outgoing emails with attachments to Exact Synergy Enterprise as documents by using the Save or Save as features. These features are available once you have successfully logged in to Exact Synergy Enterprise in Outlook.
With this, you can conveniently transfer all important information in your emails including attachments to Exact Synergy Enterprise.
The Save and Save as features are available in the following places within Microsoft Outlook:
- In the Reading pane of Microsoft Outlook.
- In the Reading pane of an email when you double click and open it in a new window:
Saving an e-mail to Exact Synergy Enterprise with the Save feature
Before you use this feature, you have to define the document types for the documents created in Exact Synergy Enterprise. Via this feature, the document type of the document will follow the settings defined in the Office Integration tab in Exact Synergy Enterprise at System > Setup > Settings - General > Preferences.
If the settings in the Office Integration tab are not defined, the settings defined in the Corporate (Office Integration) tab will be used. If the settings for both tabs have not been defined, clicking Save will be the same as clicking Save as.
How do I save an e-mail to Exact Synergy Enterprise with the Save feature for incoming or outgoing e-mails?
- Open your Outlook, and click on emails from any folder to display the contents on the Outlook's reading pane or double click to open the email in a new window. SOI will automatically classify emails where sender (from your email address) as an incoming email, and sender (from other email addresses) as an outgoing email.
- Click Save in the Reading pane ribbon to save the email and its attachments (if available) to Exact Synergy Enterprise.
Note: An error message will be shown if the email fails to not upload to Exact Synergy Enterprise. In the sample below, the Account field is mandatory, but was not pre-defined in settings. This results in the account mandatory error.
- Click View in the SOI side panel to view the saved email in a document window.
Note: View is available only if an e-mail is successfully saved to Exact Synergy Enterprise.
Saving an e-mail to Exact Synergy Enterprise with the Save as feature
Via this feature, you can define the properties of the document, such as the document type and subject as and when an email is saved to Exact Synergy Enterprise.
How do I save an e-mail to Exact Synergy Enterprise with the Save as feature for incoming or outgoing e-mails?
- Open your Outlook, and then double-click an email to open the email or click New to compose an email.
- Click at Save on the Synergy ribbon, and then click Save as.
- The following screen will be displayed for you to define the properties of the document, as shown in the following screen:
- Fill in the mandatory fields that are marked with
. You can click the arrow to expand each section and fill in more information.
Note: Besides Subject, Type, Main document, and Security level, the availability of other sections and/or fields are dependent on the settings of the document type selected.
- Click Save to save the email to Exact Synergy Enterprise.
Additional information
- SOI for new Outlook no longer supports saving emails to Exact Synergy Enterprise when sending new emails. Users are still able to save outgoing emails via Sent Items in Outlook.
- Saved column is no longer available in the new Outlook (custom columns are not supported in new Outlook). If an email was previously uploaded to Exact Synergy Enterprise:
- A warning appears when user clicks Save again.
- The Save as button is disabled, and the View button is enabled in the SOI side panel.
- When saving an email with attachment(s), the selected document type must allow for attachments (the Attachment check box in the General tab is selected for the document type at Documents > Setup > Maintenance > Document: Types). Otherwise, the body of the email will be saved to Exact Synergy Enterprise without the attachment(s).
- When saving an email with attachment(s), the attachment(s) must not exceed the size allowed (defined at Attachment in the Documents section at Documents > Setup > Maintenance > Settings). If the size allowed is exceeded, the following message will be displayed:
- When saving an email with attachment(s), the attachment(s) must not exceed the size allowed (defined at Attachment in the Documents section at Documents > Setup > Maintenance > Settings). If the size allowed is exceeded, the following message will be displayed:
- When viewing a document of a saved email, you can change the properties of the document, such as the subject and document type by clicking Edit definition.
- When viewing a document of a saved email, you can delete the document by clicking Delete. Once the document of a saved email has been deleted, View will be disabled for the selected email and the indicator for the particular email will be removed from the Saved column in Outlook. However, if you have deleted the document via Exact Synergy Enterprise, the indicator for the particular email in the SOI side panel in Outlook will not be reset. If you click View, the following message will be displayed:
The
Save as and
View buttons in the side panel will be reset for the particular email when you close the window.
For more information, see Synergy Office Integration start page.
| Main Category: |
Attachments & notes |
Document Type: |
Online help main |
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Security level: |
All - 0 |
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Document ID: |
32.621.760 |
| Assortment: |
Exact Synergy Enterprise
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Date: |
29-07-2025 |
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Attachment: |
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| Disclaimer |