19a. Outlook Integration – Setup and Mail [10:14]

Description: This video provides an overview of how to setup Microsoft® Outlook integration in the Core4 CRM using the Outlook Manipulator plug-in. It will also review how to send and import mail to and from the Core4 and Outlook.

Let’s take a closer look at Outlook Integration in the Core4. Outlook integration requires the Outlook Manipulator plug-in. When sending email from the Core to Outlook using the Outlook Manipulator plug-in there are 3 main advantages. You can send HTML or plain text formatted emails, you can send emails with multiple attachments, and there are no Outlook security dialogues as the plug-in suppresses Outlook security pop-ups from appearing which can be convenient when sending mass email campaigns.

0:48 In order to integrate with Microsoft Outlook you will first need to purchase, install, and register the Outlook Manipulator plug-in which is sold separately. This plug-in can be used on a Windows or a Mac machine. Let’s begin by installing the plug-in. Navigate to the plug-in bundle downloaded from our website. Locate the actual plug-in and copy. You want to navigate to the FileMaker Extensions folder to install it. On a Mac, the folder is located in Library > Application Support > FileMaker > Extensions. Paste the plug-in right into this folder. Now we have installed the plug-in. Next let’s open the Core4.

1:47 Now that we’ve downloaded and installed the plug-in the next step is to register it. Navigate to Core > Preferences > Global Settings > Plug-ins tab. Here on the Register Plug-ins tab I can see that the Outlook Manipulator is installed. After you purchase the plug-in you’ll receive a License ID from Productive Computing. Enter your License ID here. Then select the “Register” button. You only need to register once per user per machine. Now the plug-in is running in LIVE mode indicated here. Now we have successfully installed and registered the Outlook Manipulator plug-in.

2:39 Let’s navigate to User Settings to check the email sending method. I’m currently logged in as John Smith. Select the Email tab, and let’s change the Sending Method to “Plug-in.” Here on Andrew’s contact record, let’s create a new email to him by selecting this icon. I’m going to apply this Sample HTML Template. As you can see the body will be populated with merge fields and the HTML text. Select this checkbox and to send an HTML formatted email. This feature is only supported using the Outlook Manipulator plug-in. If you’d like to preview the email before you send it, select the Print button. Then select Send.

3:48 Now let’s send out a mass email campaign. Sending an email campaign with the Outlook Manipulator installed will suppress any Outlook security pop-up that would appear. Let’s send this to everyone in the Staff Newsletter group. I’ll send as HTML, and then I’m going to “Send as an email campaign” which will send separate messages to each recipient rather than one message to all. We may also add multiple attachments here. Then select Send. Using the plug-in is an easy way to add functionality to FileMaker. We just sent an HTML formatted email campaign with multiple attachments, and didn’t see any Outlook security pop-up.

5:00 Next let’s review importing emails from Outlook into the Core4. When performing this import you will associate specific emails with specific Core4 contacts. This feature will allow you to find a contact in the Core, and have a complete correspondence history of all emails across the organization.

5:26 Let’s navigate to the Core Preferences to ensure we have all settings in place. Under User Settings and the Email tab, we can see the plug-in is enabled on the Sending tab. The Importing tab allows you to specify the Source Folders and Archive Folders to setup Outlook. These folders must exist in Outlook. Emails you want to import into the Core will be filed in the Source Folders. So in Outlook I should have an Inbox/Core, Sent Items/Core, Inbox/Core Archive, and Sent Items/Core Archive.

6:16 Here in Outlook I do have an Inbox/Core, Inbox/Core Archive, Sent Items/Core, and Sent Items/Core Archive. What’s going to happen is all of the emails from the incoming and outgoing Source Folders (the Inbox/Core and Sent Items/Core), are going to be imported into the Core4. So any email that you put in these specific folders will be imported into the Core. I can see that I have 2 emails in my Inbox/Core, and I have 2 emails in my Sent Items/Core.

7:05 In order to import mail, navigate to the Activities tab. Then select Core, and here we have all of the Activity-related Outlook data exchange options. Select “Import Mail from Outlook.” You’ll receive an alert of the number of emails that will be imported. So 4 emails were successfully imported from Outlook. Although the emails were brought in successfully, they don’t have matches because these email addresses don’t exist in the Core. In Outlook and we can see that the Inbox/Core folder is now empty, and the 2 emails were successfully brought in and moved to the Core/Archive folder. The items in the Sent Items/Core folder have also been moved to the Sent Items Core/Archive.

8:22 Here are the imported emails. We received notification that some of these email addresses don’t exist in the Core. So let’s open this email, and we can see these email addresses do not exist in the Core because they’re highlighted in orange. Let’s navigate to the Contacts tab, and find Taylor to give him another email address.

9:01 Then on the Activities tab, navigate to Core > “Resolve Unmatched Mail.” It will run a check to resolve any of the unmatched email addresses, and link the emails that are unmatched to an appropriate contact record. And here we still have a few unmatched email addresses because I only linked Taylor. Now the appropriate emails have been linked to Taylor’s record.

9:38 This is just a brief overview of the many features and possibilities of the Core4. For more information on what the Core4 can do for you please visit http://www.Core4CRM.com, review the videos and documentation, and try a demo. Please contact us via email, phone, or browse our forum if you have any additional questions.

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