Office 365 Email Staff Use

- Note: Updated 13 May 2024 for newest Office 365 Email Settings and Forms

Administration Staff Setup

<<Update 13 May 2024>>

In the Administration system (in the Admin tab of Prime 16), search for and open a "Staff Member" input screen for the staff person. Got to the "Email Setup" tab.

1. Enter the staff person's Email Address for O365 - e.g., james@kempscaseworks.com
2. Enter the staff person's name as it should be shown in sent emails - e.g., James Spencer
3. Enter IMAP into the Account type
4. For O365
   1. The incoming mail server should be outlook.office365.com
   2. The incoming port should be 993
   3. Incoming security should be SSL
   4. Outgoing mail server should be smtp.office365.com
   5. Outgoing port should be 587
   6. Outgoing security should be TLS
   7. The email server username should be the same as the email address entered above
   8. The email server password is not technically used, but requires an entry. A few random characters suffice.
   9. Click the "Use O365 Settings"
5. If the user has send / receive capability in another email address, enter that email address in the "Send As Email Address" - e.g., intakegroup@kempscaseworks.com
6. If the user has send / receive capability in another email address, enter the name that should be used when sending with that email address - e.g., Intake Group

Save and close the staff record.

First Use

The first time a staff person uses the Office 365 Email System, a web browser will open asking them to log on. They will have to go through the normal logon process that your organization has set up. They have 60 seconds to complete this process or it will time out. The process should appear normal to users that use any web associated system in the O365 system.

If they succeed, the web browser should show "OAuth2 access is granted". They can close the browser at that time.

Sending Mail

<<Update 13 May 2024>>

Open a client record. Ensure there is a valid email address entered for the client. Click the "Send Email" button. The "Send Email" form should open.

Choose a "From" email address. There may only be one address shown here. That might be your primary email address or a "shared" email address. If there is more than one shown in the "From" dropdown, you can select which one the email will come from.

The client's email address should be shown in the "To" box of the "Send Email" form. You may use semi-colons to separate email addresses. You may enter these manually.

Enter any "CC" (carbon copy) or "BCC" (blind carbon copy) addresses, again using semi-colons to separate email addresses if there is more than one.

Type the body of the email.

If you want to attach a file, click the "Attach File" button. You can choose files from the drives available on your computer or from files in the document tracking system. You may choose multiple files from both the local drives and document tracking.

To choose a file from the local drives, after clicking "Attach File", you are asked "Do you want a file from Document Tracking?" Select "No" to be taken to a file selection form. You can choose a file from any available drive. After clicking on the file, click the "Open" button to choose it. The file path should now be shown in the "Local File Attachment" box. To select another file from the local drives go through the same process. The next selected file path should be shown after the first, separated by a semi-colon.

To choose a file from the case's Document Tracking, after clicking "Attach File", when asked, "Do you want a file from Document Tracking?" Select "Yes" to be taken to a list of that case's Documents. You may select one or more documents from this list. Click on each document you want to highlight it. When you have selected all you want to send, click the "Add Selected Document to Email" button. The "Doc Trac Attachment" box will show the ID numbers of the selected documents to be sent, each document separated by a semi-colon.

Be aware that your email system (as well as the receiver's email system) most likely has a limit on the size and type of documents you may send by email.

If you want to remove all attachments from an email to be sent, click on the "Clear All Attachments" button.

To send the Email, click on the "Send Email" button. When sent, a copy of the basics of the email are saved with the case. A case note is also entered showing the email that was sent.

You can use the "Add Address" button to add additional email addresses that you have access and authority over. You can use "Clear Credentials" to clear the currently set Office 365 Email Credentials and start over.

Viewing Case Email

Open a client record. Click on the "Case Email" button. A basic list of the emails associated with the case are displayed. To see the body of an email, select it by clicking on its row, then click the "View Email" button.

Viewing and Associating Incoming Mail

<<Update 13 May 2024>>

To view incoming email and associate it with one of your open cases, go to the top line menu and select View --> Email.

Choose an Emailbox in the dropdown. There may be more than one, depending on your setup. There may be a shared email box that is shown as well as your own email. Once you have selected this, click the "Get Mail". This will open a list of the email currently in the Inbox for the selected Emailbox.

Choose an email and click the "Download Selected" to download the email. This will allow you to read it, by clicking on the "Read Email" button. You can also "Reply", "Reply to all", or "Delete" that email.

If you wish to copy the email to an open case's email storage, ensure the email is selected after downloading it, choose the case in the dropdown box, then click "Copy to Case". If the email has document attachments and you wish to copy those to the case's document tracking, you can then click the "Attachments to Case Doc Track". A list of the documents copied will be displayed.

It's always wise to ensure the email and documents copied properly by viewing them from the case. The documents are copied to a folder called "Email Attachments".

You can use the "Add Address" button to add additional email addresses that you have access and authority over. You can use "Clear Credentials" to clear the currently set Office 365 Email Credentials and start over.