Setting up Email Capture for Outlook

Capture your Outlook business emails, giving you a single, integrated place to share emails and contacts and easily collaborate with your colleagues and clients.

Using this guide, you can:

  • Determine if you're using Exchange
  • Set up Email Capture for:
    • Incoming Mail
    • Outcoming Mail

 

This guide is for users who are using Outlook without Exchange as their mail server. If your Outlook account is connected to an Exchange server, you need to follow the instructions for Exchange, depending on the version your organization is using.

Note that the screenshots in this guide are for Outlook 2011 for Mac.

How can I tell if I'm using Exchange?

The main way to tell if you're using Exchange as your mail server (from Outlook) is to look at your accounts.

accelo outlook tools

From the Accounts page, you'll be able to see a list of your accounts; if there's one there with "Exchange" in its title, you're using Exchange. If not, odds are you're using a POP3 or IMAP email server, which is great news.

For users of Exchange Servers

The instructions for Capturing Incoming Email are the same, no matter which version of Exchange you're using.

While normal users without any knowledge of Exchange can capture their incoming email this way fairly easily, capturing outgoing email requires the cooperation of your IT team. If you can't get this cooperation, you need to make sure:

  1. You send your emails out to clients as activities via Accelo, or
  2. You include log@yourcompany.accelo.com as a BCC recipient of any emails you send that you want to get captured in Accelo. Adding this log@ address to your address book under a short name like "Log" can make this a lot quicker and easier.

For non-Exchange Server Users

For non-exchange users, there are a few options for setting up both Incoming and Outgoing email capture, that the rest of this document is dedicated to helping you work through.

Incoming Email

This document is going to assume you're using a POP3 or IMAP mail server for your email. If you have another email configuration, please contact support@accelo.com today and we'll help you get incoming email going on your own configuration.

Option A: Create a New Message Rule

Different mail server and hosting companies will have their own method of configuring email forwarding, but rest assured that almost all of them can provide this functionality. It is mostly a case of just asking for access to the control panel, either from your internal IT staff, or from your hosting/email company.

Hints for determining your email server

If you don't know who provides your email/hosting service, there are a couple of tricks for helping to work it out.

1. Looking at the mail account name

Using the technique above in "How can I tell if I'm using Exchange", see if the name of the account gives you any hints to who's providing it for you.

2. Looking at the incoming email server

Picking up at the end of the "How can I tell if I'm using Exchange" section above, double-click on your default account. Depending on your version of Outlook, you might need to click on a "Servers" tab.


accelo account profile

The secret is to look for the "Incoming Mail Server", especially if the Account Type is POP3. The incoming email server - in this case of the above screenshot, imap.emailservice.com - will help you work out who is hosting your email - in this case, www.emailservice.com - and from there, you need to try and contact them to try and get access to the necessary control panel(s) to get your email forwarded to your Accelo address.

When you choose to forward your email from your mail server's control panel, make sure you choose to "forward and retain a copy on the server" or similar if you have such an option; this ensures that your emails both go into Accelo and also end up at your desktop. If you turn on forwarding, and emails stop coming through into Outlook, then all of your emails are being sent into Accelo and potentially lost; make sure you don't do this, and whenever you make a change, test it quickly by sending yourself an email, or even better, getting someone external to send you an email (friend, family, or a webmail account you have access to).

Option B: Forwarding email from Outlook itself using Rules

If you can't get in to set up forwarding at the Mail Server level, you can still set up forwarding directly from Outlook. The only downside of this is that the forwarding of messages only occurs when Outlook is online and receiving email messages; if you're offline and mail is queuing up at your mail server, it won't be being forwarded to Accelo.

Capturing incoming email into Accelo requires that each user forward their emails to a specific email address for that user. This way, even if an email is BCC'ed to a user, Accelo can still make sense of who it was originally sent to.

In line with this, one of the easiest ways to capture incoming emails is to set up an Outlook message rule for a particular user, that redirects their email to the Accelo capture system. Using this method, the emails remain in the user's inbox/mailbox, but they also get forwarded across to Accelo with all their header information intact.

Incoming email is handled in Accelo by forwarding emails you receive over to a special email address tied to each user account. For example:

If your Accelo domain is demo.accelo.com

And your user's username is richard

Then the capture address to forward incoming email to is richard@demo.accelo.com

We'll go over the steps to set this up below:

 

  1. Firstly, create a new message rule, firstly by clicking on "Tools" and then"Rules". Depending on your version of Outlook, slight terms and screenshots may vary. 
    Screen Shot 2015 11 16 at 12.11.28 PM
  2. Once there, choose a "blank" rule that applies whenever email arrives.
    accelo outlook rules
  3. Configure the Variables for the rules. In this case for AutoForwarding, it should look similar to something below:
    accelo rules autoforward
  4. Once on this screen, manually type in the email address that matches the format of [yourusername]@[yourdomain].accelo.com into the "To" section.

    Now your message rule will be configured to redirect all emails when they arrive to [username]@[yourdomain].accelo.com. You can always double check the rules by accessing it again, and make sure it's enabled. With that, you're all set!

    Screen Shot 2015 11 16 at 12.48.05 PM

 

 

 

Testing Incoming Email Capture

Testing the Incoming Email Capture process is best done with the help of someone outside your organisation. If you can't convince one of your clients, suppliers or friends to help you, register for one of the free email accounts at places like Gmail, Hotmail or Yahoo.

Once you've identified who is going to send you the test email - it is best to get them to send you one, just so you can be sure - make sure their exact email address is entered in as the email address of a Contact in Accelo.

Remember, the incoming email capture requires an exact match between the email address of the sender of the email, and the email address stored in Accelo.

Once you've got the address in Accelo, send yourself an email from your friend, or via your webmail account, and have a look at the Company or Contact view screen for this Contact. By looking at the activities tab at the bottom of the View screen, you should see - within about 3 minutes - a an activity from this external contact. Additionally, hitting on "To-Do" in the top taskbar of Accelo should show you an unactioned item on your to-do list from this contact.

If you've done all of this, and you're still having trouble, contact our support team via support@accelo.com.

 

 

Outgoing Email

Capturing Outgoing Email in Accelo is best achieved by using Accelo's servers as your outgoing email server; that way, we take care of the rest. Using us as your outgoing server means you benefit from our systems being configured to automatically BCC all emails from your domain into your own log account, so just by using this email server for all emails that go off-site, you’ll benefit from automatic logging.

To enable the outgoing email settings for your Accelo domain, go to "Integrations" under your user account, and then scroll down until you see the Outgoing SMTP box.

Hit "Connect", and you'll be presented with a box like the one below. Note, however, that in place of the red text, you'll have details that you can use to configure your mail server.

While different mail clients use different words, you'll probably find the details you need are:

Alternatively, if all of this is Greek to you (and you're not Greek), then relax as we take you through the steps, one at a time.

Step 1 - open your default email account

The first step is to get into your email account settings, as described above in "How can I tell if I'm using Exchange?".

Go to "Tools" and click on "Email Accounts" (previous versions of Outlook just call them "Accounts" or "Account Settings")

accelo outlook tools

Once there, doube click on your default email account from the list.

Step 2 - change your outgoing (SMTP) mail server

Once you've opened your account, go down to the Outgoing or "SMTP" server section, and change the setting to be your Accelo domain, eg, yourcompany.accelo.com.

Before making any changes, however, make sure you note the old SMTP server name, just in case it doesn't work for one reason or another, and you need to change it back.

Once you've made this change in the "Outgoing Server" or SMTP section, click on "Advanced Settings" or "Authentication" buttons.

Step 3: Ensure you're using Authentication

When clicking on the Accounts, set up your Outgoing Server information.

accelo account profile

Note: The screens in this example are from Outlook 2011, however, the menu locations, fields and screens in previous versions of Outlook are very similar.

Step 4: Be prepared to change your outgoing port

Before you finish, it is worth noting that a lot of ISPs (the people you connect to the internet through) have disabled outgoing email access via the default SMTP port (like a channel) of 25. As a result, it is a good idea to change the Outgoing Port number to overcome these sorts of restrictions.

Click on the 'Override' Port option and change the number provided.

accelo smtp port

Testing Outgoing Email Capture

Testing the Outgoing Email Capture process is as easy as sending an email to a contact who’s listed in Accelo. Send an email, and then open their company or contact record in Accelo and look at the Activity Stream; you should see a captured version of email there as a an activity.

Troubleshooting

Make sure the email address in Accelo exactly matches the email address you’re sending to, and also make sure the email address you appear to send your email “from” exactly matches the address stored in your user account. If in doubt, test the way your “from” email address appears by using a web-based email service like Gmail.

If you're unable to send emails at all, then the combination of SMTP server, Username/Password and/or Port Number aren't correct. Given there are so many things in this set of combinations that could be off the mark, it is best if you contact support@accelo.com (or call us if you can't send email!) to work through your configuration challenges.

Accelo lets you control all of the privacy settings on capturing email, and it only captures emails that match contacts in Accelo's database. For more information on Privacy check out our Privacy Settings pages.

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