Importing Email Into An Entry Form

Archiving email into askSam is a great way to get control of your email. askSam offers a quick and easy solution for archiving email. If you are not yet familiar with how easy it is to import your email into askSam take a look at our Archive Email tip from August.

This month we are introducing a new email template. One of the available features is the ability to import your email into an entry form. There are many advantages of importing your email into an entry form...

Ÿ     Track additional information or notes about each email

Ÿ     Perform more accurate and in-depth searches

Ÿ     Automatically record the import date

Ÿ     Create follow-up or to-do lists

Ÿ     Develop more useful reports

Ÿ     Importing your email into an entry form is very easy.

Just follow these simple steps...

1. Create a file and Entry Form

There are several ways to get started importing email. You can use our already existing email template, create your own entry form or modify the entry form that comes with the email template.

Note: To create your own entry form or to edit and existing entry form please refer to last month's tip on Creating an Entry Form.

For this example we are going to use the Email template.

A. Open askSam and choose FILE -> NEW

B. Select the Email template from the list of templates

Note: To use the new improved email template go to

http://www.asksam.com/four/surf29/template.asp

Download the template to your TEMPLATES folder.

(Note: if you installed askSam using the default installation this folder will be located at C:\PROGRAM FILES\ASKSAM\ASKSAM5\TEMPLATES.)

C. Click CREATE

2. Create an Email Profile

An email profile stores all the settings for you email import. You can set your email package folders to import email, then pick the askSam file to import into, and a variety of other settings. All of this information is stored in a Profile that can be accessed at anytime to create or add to your email archives. askSam provides a step by step Email Profile Creation Wizard to help you with this process.

A. Choose FILE -> IMPORT EMAIL

B. Create your Email Profile

For more information on creating an email profile please see our tip on archiving email from August.

C. On STEP5 of the Email Profile Creation Wizard - "Import Options" - pull down the IMPORT INTO ENTRY FORM BOX and choose EMAIL NOTES.

Note: If you do not see this template in the list you will need to download the new email template from our web site. To download go to

http://www.asksam.com/four/surf29/template.asp

Download the template to your TEMPLATES folder. (note: if you installed askSam using the default installation this folder will be located at C:\PROGRAM FILES\ASKSAM\ASKSAM5\TEMPLATES.)

3. Import Your Email

Once you have created a profile and set it up to import into a entry form all you have to do is run the Profile and askSam will do the rest.

A. From the IMPORT EMAIL dialog box select the Email Profile.

B. Choose IMPORT

4. Browse or Search your email archive

Now that you have imported your email you are ready to view your archive. To browse use the arrow keys at the bottom left of the screen or search by typing a word in the search line at the top of the screen and pressing <ENTER>. You will see all of your email inside of askSam with the additional fields at the top.

You can now...

Ÿ     Add information to the fields

Ÿ     Search in a specific field

Ÿ     Create Reports

Ÿ     Mark emails for follow-up

Ÿ     ...and much more

Hope you like the new Email Template.

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