Using Email

OfficeClip Email allows an efficient communication between the customers and prospects. It provides a common platform to work with all your emails. It will help to directly send, view and receive emails from the OfficeClip Contact Manager. Your team will be able to deliver a better customer service with the help of inbox, personalized folders, mailing list, organized email's etc.

This section describes ways to use OfficeClip Email efficiently.

Accessing Email

The Email application lets you access email from your POP and IMAP accounts. You can set up any number of POP and IMAP accounts and check your messages at one place. Email features include setting up compose email options, setting up mailing lists, mail blocking, organizing, setting up your signature, and customizing your reply options.

access email

The first screen in the email application is the list screen that shows a list of all the email's that have been received by the currently logged-in user.

From this screen the users can easily:

  • Delete the emails.

  • Reply to the emails.

  • Forward emails.

  • Mark the email's are read, unread or add a star.

  • Move emails from one folder to another.

  • Sort emails by date, subject etc.

Composing Emails

  1. To compose an email, click on Compose Email on the button bar within Email.
    Note:

    You have to set up an email account to send emails. To set up an email account, click on the Setup New Account link. To learn more details on how to set up an email account, click here.

    email compose

  2. Select the account to send the email. Enter the email address, add the subject and description. You can also add attachments to the email. Click Send to send the email, to save the email and send it later, click Save.

View Email

  1. Click Desktop > Email.

  2. You will see a list of email's in your Inbox. Click on the email you want to view.

  3. On the view email screen, you can also view the next email by clicking on the icon, and view the previous email by clicking the icon.

Creating Email Accounts

You can set up any number of POP and IMAP accounts and access them in one place. For an example of how OfficeClip works with Yahoo!, see Working with Various Email Servers below.

Note:

From the Account List, users can also edit and delete accounts.

  1. To set up an account, click on the Account List from the button bar within Email. Click Setup New Account.

  2. There are two ways to set up an account

  3. First option is authentication with Login and Password.

  4. Select the Provider. The provider has multiple options to choose from like Gmail, MSN, Mail.com, Yahoo Mail, Outlook.com etc.

  5. Enter the Credentials Login ID and password for using your email account. Your password is what you use to access your POP email. This is not necessarily your OfficeClip password.

  6. Check mark the necessary options in Settings and choose which account you want to create a POP account or an IMAP account.

  7. In Features check mark the required options.

  8. To test whether the SMTP settings entered are correct or not, click on Test Account. If the email goes successfully then the settings are fine, but if it gives an error, the user needs to recheck the Account settings.

  9. Enter the Account Name and click Save.

  10. After saving the accounts, click on the Account List and you will see the list of POP and IMAP accounts created.

  11. To set up SMTP settings for these accounts, click any one of the accounts which you want to use.

    • IMAP Account:

    1. Enter the Credentials.

    2. In Settings set up the SMTP parameters like the Host email address, SMTP security option, SMTP Port Number, the Reply Email Address and Spam throttling. Also enter the IMAP host address, select the IMAP security option and enter the IMAP Port Number.

    3. Finally, in Features check mark if you want to share email's with other applications.

    4. Save the settings and the user can use this IMAP account for sending and receiving email's.

    • POP Account:

    1. Enter the Credentials.

    2. Enter the SMTP settings like the Host email address, choose SMTP security option, enter SMTP port number, add reply email address select the spam throttling from the dropdown. Also,enter the POP Host email address, select POP security option and enter POP port number.

    3. Check mark the Features of POP account as per your requirement.

    4. Finally, click on the Save option. Now the user can send and receive email's through this POP account.

  12. The second option to set up an account is click on the OAuth2 radio button. You will see the Authorize Google Account option. Click on it and it will show all your accounts. Click on the desired account and click on Allow to give OfficeClip access to your Google account.

Note:

If you check the Leave a copy of the message on the server option, the email's will not be removed from the server after OfficeClip downloads them. If OfficeClip email's are removed from the Deleted Folder, these email's can again be reloaded from the server.

Working with Various Email Servers

OfficeClip email works with various POP and SMTP clients. Given below are instructions for using OfficeClip Email application with Yahoo clients and Google Clients.

Yahoo! Mail Plus account

  1. Click on Desktop > Email.

  2. Click on the Account List from the button bar within Email. Click Setup New Account.

  3. Choose a mode from Send Only, Receive Only or Send and Receive.

  4. For Incoming Mail Server (POP) type: pop.mail.yahoo.com.

  5. For Outgoing Mail Server (SMTP) type: smtp.mail.yahoo.com.

  6. For Login User Name (POP) type: Your Yahoo! mail id (Yahoo email address without the @yahoo.com).

  7. For Login Password (POP) type: Yahoo! account password.

  8. For Reply Email Address type: Your Yahoo! email address.

  9. For Server Options: check mark the box if you want the mails to be copied and not moved from the Yahoo! server.

  10. Checkmark the box that says Outgoing email server needs authentication.

  11. Checkmark the box that says Use same settings as incoming mail server.

Google Mail account

  1. Click on Desktop > Email.

  2. Click on the Account List from the button bar within Email. Click Setup New Account.

  3. Choose a mode from Send Only, Receive Only or Send and Receive.

  4. For Incoming Mail Server (POP) type: pop.gmail.com.

  5. For Login User Name (POP) type: Your full Gmail address (example@gmail.com for example)

  6. For Login password (POP) type: Your Gmail Password

  7. For Gmail port (POP) type: 995

  8. For Gmail POP TLS/SSL required: Yes

  9. For Outgoing Mail Server (SMTP) type: smtp.gmail.com.

  10. For Login User Name (SMTP) type: Your full Gmail address (example@gmail.com)

  11. For Login Password (SMTP) type: Your Gmail Password.

  12. For Gmail SMTP port (SSL): 465

  13. For Gmail SMTP TLS/SSL required: Yes

  14. For Reply Email Address type: Your Gmail address.

Email Folders

Email folders show the list of all the folders in the current email account. The users can add new folders, rename them and also delete the folders.

email folders

Add New Folder

  1. To create an email folder, click Desktop > Email.

  2. Click the icon. A pop up will appear.

  3. Give the folder a name and if it is a sub-folder choose the main folder name from the dropdown. Click Save. You can see the new folder in the main Folders List.

Rename Folder

  1. To rename a folder, click Desktop > Email.

  2. Click the icon. A pop up will appear.

  3. Enter the new name for the folder and click Save.

Delete Folder

  1. To delete a folder, click Desktop > Email.

  2. Select the folder you want to delete and then click on the icon.

  3. After getting confirmation from the user, it will delete the folder.

Searching Email

  1. Users can easily search their email's from the folders. Enter the required keywords and click the icon.

    email search

  2. You will find the required email's.