Previewing an Email

Draft, Sent, and Received Emails can be previewed within FYI to quickly view their contents, providing users a fast and efficient way to review emails, confirm filing details, and take various actions such as comments and tasks.

Preview Tab in the Drawer

When an email is selected from a Documents list, the Drawer opens automatically, allowing users to access the Preview tab to display the email content alongside the filing details.

Display the Preview

To preview an email in FYI:

1. From a Documents list in FYI, click on an Email to display the Email Drawer.
2. Click the Preview tab on the left of the drawer.
   
3. A preview of the email will be displayed next to the drawer.
   Note: Refer to If you are prompted to Sign in when required.
4. To close the preview, click the Hide tab, or the X at the top of the preview pane.

Preview Office via OneDrive

When previewing an email, the Preview Office via OneDrive toggle displays in the Email preview. This determines how the Preview function displays the email. This can be set to "On" or "Off".

Tip: In My Settings the option 'Preview Office Via OneDrive', determines the default setting per user. 

If you are prompted to Sign in

When you click Preview, if you are prompted in the Preview pane to sign in, click the Sign In button. This message is displayed if the OneDrive session has expired. When you click Sign in, the email will open.

Once you have logged in, after a period of time the OneDrive session will expire and you will be prompted to sign in again. This is a function of Microsoft 365.

Note: The Preview pane is a OneDrive function and is controlled by Microsoft, not by FYI. If you are having an issue with the Preview pane, please refer to the section FAQs - Preview and Full Screen View.

Previewing multiple Emails

When the Preview pane is displayed for an email, you can click on a different email in the list and the drawer with the Preview pane will remain open. This will display both the filing details and the contents in the Preview of the newly selected email. This is a useful way to look through the contents of emails.

You can also use the Read function to open one or more emails and/or documents as read-only in separate tabs in your browser. Refer to Previewing Documents as Read Only.

Tools in the Preview Tab

You can use the tools at the top of the Preview pane to perform various actions. These are the same as the actions displayed in the toolbar when an email is selected in Documents lists. Refer to Using the Document Action Tool Bar.

Email Preview Tools

Toolbar Function	Details
	Users can Reply, Reply All or Forward emails that have been filed to FYI. Refer to Replying to or Forwarding an Email.
	Click the Read icon to open the email as read-only. This will open the email in a new tab. Refer to Previewing Documents as Read Only.
	Displayed for Draft emails only. Click the Send icon to send the email. Click the Draft in FYI icon to close the preview tab. In the drop-down click Draft in Outlook to continue editing the email in Outlook. Note: Emails saved as "Draft in Outlook" are marked as "Sent" in FYI immediately, and should be managed from Outlook directly from that point onwards. The Workflow Status will be set to "Completed".
	The Copy icon is disabled as Emails cannot be copied.
	Displayed for Draft emails only. Click the Preview icon to view how the email will look when sent. Note: When previewing a sent or received email in FYI, message size limitations apply. Refer to File Limits.
	Click Delete to 'soft delete' the email.  Emails can only be permanently deleted by an FYI Admin. Refer to Deleting Emails.
	Click Doc Link to create a hyperlink to the selected email within FYI. The Doc Link is copied to your clipboard and can be pasted outside of FYI. As a default, the Doc Link copied will be opened as a Preview. For more options, click the drop-down: Excel: Copies the email link so it can be opened when pasted into an Excel document. Staple: Copies the email link to the stapled documents package. Open: Copies the email link, and when clicked, will open the Email.
	Click the Share icon to share the email as an attachment. Once clicked, the Create Email Drawer will open. For practices using New Collaborate, click the drop-down and select No Email to upload the email to the Client folder, without emailing the client. Refer to Sharing Documents using New Collaborate. Note: For practices on the Intermediate plan. this shows as the Send icon.
	The Delivery status is used for information purposes and is typically used as a Mail Register to monitor the delivery of physical documents. Click the drop-down button to select from: Mark Sent Mark Received Clear
	Click Export to download a copy of the email.  Note: Emails in .msg format that were imported during a document migration, must be exported before they can be replied to or forwarded. Refer to What data is migrated into FYI?.
	Click Bulk Update to update the filing information of the email.
	Click Run Automation to run a manual Automation Process against the email.
	Click the Time Entry icon to create a draft time entry associated with the email. Note: This is available for practices on Pro or Elite plans.
	Disabled by default, click the Pin icon to highlight the email as an important document for the whole practice. Refer to Pinned Documents.
	Click Staple to staple multiple documents together. Refer to Stapled Documents.
	Click the Full Screen icon to display the email preview pane as full width. The email displays as a full-screen preview with the drawer open.  To close the Full Screen preview, click the X in the top right-hand corner or click the Exit Full Screen tool.

Other Tools when the Preview is Open

When the preview tab is open, the Email Drawer will automatically open. The following tools can be used while the Email preview tab is open.

Toolbar Function	Details
	When the Preview pane is open, you can add Comments or display the Comments that have been added. To add Comments, click Comments at the top of the drawer. Type your message in the Your Comment area at the bottom of the Comment pane and click Comment. You can also notify another user of the Comment. Refer to Adding Comments and Notifying Team Members. When Comments have been added to an email, and the Preview pane is displayed, the number of Comments displays at the top of the drawer. To close the Comments pane and re-display the drawer, click the Back button.
	Click the Add Task icon to add a new Task for the selected email. This can be done from the drawer or when the Preview pane is open. Tip: When the preview tab is also open, the Create Task displays in the drawer over the top of the Preview pane in the same way as creating a Task with the + button. Enter the details of the Task. Refer to Using the Task Drawer. Note: Tasks cannot be created from a Draft email in your In Tray or in a Draft Filed view. Refer to Adding a Task to an Email or Document.
	Click the Add Time icon to add time associated with the email. Note: This is available for practices on Pro or Elite plans.
	Disabled by default, click the Starred icon to mark an email for easy personal access in your Home workspace. Refer to Starred Documents.
	Disabled by default, click the Pinned icon to highlight the email as an important document for the whole practice. Refer to Pinned Documents.
	Click the Support Assistant icon and the Support Assistant will open. Follow the prompts to submit your request. The document link will be sent to the support assistant to provide additional context to your query.
	Click the Copy Doc Link icon to create a Document link. This can be sent to an internal team member. Note: The link will open the email as a Preview.