Creating and Sending Emails from Outlook

Creating and sending emails from Outlook should only be used in limited scenarios where creating the email in FYI is not possible.

This article explains how to create an individual email from Outlook and ensure it is filed correctly to FYI. To create and send an email with attachments refer to Adding Attachments to Emails.

If you would like to send bulk emails to clients, refer to Process Step Details - Create Emails and Documents.

Creating an Email in Outlook

To create and send an email from Outlook, and ensure it is correctly filed to FYI:

1. Create a new email in Outlook.
    
2. From the Outlook menu ribbon, click the FYI icon, to open the Outlook FYI Drawer.
   Tip: If the drawer has been pinned, it will open automatically each time an email is created.
   
    
3. Add the Recipients, Subject and Body of the email.
   Note: The Signature applied to the email will be as per your email signature settings in Outlook, and will not import the signature configured in FYI.
    
4. If using the Desktop version of Outlook, save the email. Otherwise move to step 5.
    
5. Complete the Filing section details, to ensure the email is filed to the appropriate Client, Cabinet and Categories.
    
6. Select an Email Template from the Template section, where required.
    
7. Click Send. The email will be moved to your Sent folder and synchronised with FYI within 15minutes.

Sending an Email from FYI - Drafts Folder

When an email has been created in FYI, and Draft in Outlook is selected from the Save or Send option, the email will appear in your FYI - Drafts folder in Outlook.

It is important to note that once an email is sent to the FYI - Drafts folder, you cannot send the draft back to FYI. All required changes need to be made and sent from Outlook.

Important Note: Do not move, delete or rename the FYI - Drafts folder. It must be a top-level folder in Outlook:

• If the folder is deleted or renamed, FYI will automatically recreate it. Ensure you are checking the correct folder for any draft emails.
• If you have issues with Draft in Outlook emails, check the Status tab in My Settings and confirm Outlook FYI Drafts shows as Found. If it does show as "Found", check whether the FYI - Drafts folder has been moved in Outlook, for example, into another folder as a subfolder.

To edit and send the email in Outlook:

1. Open the draft from the FYI - Drafts folder.
   
2. Select the email to edit and send.
    
3. Add any additional Recipients, make changes to the Subject or update the Body of the email.
   Note: The Signature applied to the email will be as per your email signature settings in Outlook, and will not import the signature configured in FYI.
    
4. From the Outlook menu ribbon, click the FYI icon, to open the Outlook FYI Drawer.
   Tip: If the drawer has been pinned, it will open automatically each time an email is created.
    
5. Expand the Filing section to review the filing details. The email will be filed to the Client, Cabinet and Categories that were selected when the email was created in FYI. This will be displayed in the following message:
   
   "This email will be filed with the thread. Filed into the cabinet '(Cabinet name)' for your client '(Client name)'. 
   
   To update the filing details, select Change filing and edit the information in the Filing section.
   
    
6. Select an Email Template from the Template section, where required.
   Note: If a template had already been selected in FYI, it will override the existing email body content.
    
7. Click Send. The email is removed from your FYI - Drafts folder in Outlook and synchronised back to FYI.
   Note: It may take a short period for the sent email to synchronise and display any updated content in FYI.

For practices using New Outlook, after sending, New Outlook may temporarily show the original draft version in the Sent Items folder. This is a local caching issue in New Outlook and does not affect the email delivered to the recipient or the version stored in FYI. Refer to New Outlook Sent Folder Shows the Original Email Instead of the Edited Version.

Saving the Email in Outlook Desktop

Before an email is sent from Outlook Desktop, it should be saved to ensure that the most up-to-date version is filed in FYI. Failing to save the email may result in an incomplete version of the email being filed to FYI.

Note: If you are using the online version of Outlook, emails are saved automatically and these steps do not need to be completed.

To save the email before sending:

1. On your keyboard, click Ctrl+S.
   This will save the email along with any changes you have made.

Email Drawer Details

When creating an email from Outlook, the FYI Email Drawer contains two sections:

• Filing Section: Complete fields to file the email to the appropriate Client, Cabinet and Categories.
• Template Section: Select from an email template to populate the email body.

Filing Section

Enter the required details in the Filing section, to ensure the email is filed to the correct Client, Cabinet and Categories. 

These details can only be entered where there is content in the email body. If the email body is blank or is still syncing to the Outlook Exchange Server, an alert will be displayed in the Outlook FYI Drawer.

Once each field is completed, click Create. 

Important Note: If a template is required, ensure the Template Section has been completed before clicking Create. Once Create is selected, the Template Section will no longer be displayed and a template cannot be selected.

Template Section

Enter the required details in the Template section to populate the name and body of the email with predefined template details.

Once each field is completed, click Insert Template. The body of the email will be populated with the selected email template details.