Exchange integration and Outlook Add-in

ALB

Exchange integration and Outlook Add-in

Version 3.1.0

Manage your diary in Outlook, a mobile device or ALB and file emails directly to ALB.

REV260619IS

Disclaimer

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Contents

Exchange Integration and Outlook Add-in .............................4

Introduction.................................................................................................. 4 Exchange Integration Introduction............................................................ 4

Setup Exchange Integration ................................................................ 6 Add Appointments and Tasks ............................................................. 8 Exchange Limitations ......................................................................... 12 The Diary Queue ................................................................................. 16 Outlook Add-In Introduction .................................................................... 18 Incoming emails..................................................................................18 Outgoing emails..................................................................................24 Configuring the Outlook Add-In........................................................25

Index .........................................................................................27

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ALB OUTLOOK ADD-IN 3.1.0

Exchange Integration and Outlook Add-in

Introduction

There are two parts to the Exchange and Outlook integration with ALB. The Exchange Integration provides a powerful tool allowing you to manage your diary in Microsoft Outlook, on a mobile device or within ALB, with all changes replicated throughout your connected devices. The Outlook Add-in enables you to file incoming and outgoing emails directly to an ALB record, with the option to print and/or record time as part of the process.

RELATED TOPICS ? Exchange Integration ? Outlook Add-in

Exchange Integration Introduction

A powerful tool to enable you to manage your diary in Outlook, a mobile device or ALB.

The ALB Exchange integration provides a powerful tool vital in today's mobile world. Users can manage their diaries in Microsoft Outlook, on a mobile device or within ALB, with all changes replicated throughout their connected devices. Using the integration you can:

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CHAPTER EXCHANGE INTEGRATION AND OUTLOOK ADD-IN

? Create, update and progress ALB appointments and tasks in Outlook, on a mobile device in and ALB.

? Synchronise your diaries into one so all other users can see your commitments regardless of their chosen working environment.

? Manage appointments and tasks which have not been assigned a client or matter number in a diary queue within ALB ? useful if creating a lot of appointments on a mobile device.

When working in Outlook, a new easy to use panel allows you to select the client and matter, set the type of diary entry, its status, venue and colour ready for it to be pulled into the ALB Diary.

Any entry which does not have a client or matter associated with it, or has not been marked to do bypass the queue, will appear in the Diary Queue within ALB. The Bypass Diary Queue option should be used for user only appointments or tasks.

Within the ALB toolbar, users can easily access the Diary Queue which presents you with a list of tasks and appointments which need attention. You can choose to dismiss the items from the queue, assign en-masse or edit each one individually to assign missing data such as clients or matters. It is important to note that while an item is sat in the Diary Queue it still populates the ALB diary for that user. This queue also presents items created on a mobile device where the association with a client or matter is not possible.

Entries that are created in the ALB Diary will go straight to your Outlook calendar or task list.

Subsequent changes to any diary entries link between Outlook and ALB with automatically be propagated throughout all devices and applications connected to the service.

NOTE You should be aware that all appointments and tasks in Outlook, including those marked as Private, will be synchronised with ALB. If there

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ALB OUTLOOK ADD-IN 3.1.0

are items you do not wish others to see, please mark them as Private or remove them from your diary.

RELATED TOPICS ? Setup Exchange Integration ? Add Appointments and Tasks ? The Diary Queue

Setup Exchange Integration

Once the Exchange Integration software has been installed on the server, the Exchange add-in has to be installed on each computer and the relevant permission set within the user features for each user that requires this integration.

To Set the User's Permission 1. Open Utilities and click on Licensing and Users. 2. Click on the System Users node, expand the Users folder and then select the Staff folder. 3. Right-click the required user in the right-hand pane and select Edit. 4. Click on the Features tab. 5. Select the Diary node and then the Enable Diary Synchronisation with Exchange and click OK.

To Install the Exchange Add-in 1. Users will receive an email similar to below from the administrator which includes the following information:

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CHAPTER EXCHANGE INTEGRATION AND OUTLOOK ADD-IN

Fig: Sample email

2. Click on the link to install the Legal Outlook Add-in. 3. The Microsoft Outlook Security Notice may display, depending on your

Office version and security settings. If the warning displays, click Yes. 4. The Microsoft Office Customization Installer dialog box displays. Click

Install. 5. Once the Exchange Add-in is installed you need to enter the ALB Diary

Settings, including the Diary Service Address and the PMS username and password. 6. Open Outlook and create a new appointment. Click on the Settings icon in the ALB Diary Details section of the New Appointment screen. 7. The ALB Diary Settings dialog box displays.

? Diary Service Address. Enter the address as specified in the email as above.

? ALB Username. Enter the user's user name. ? ALB Password. Enter the user's password. ? OK. Click to save and enter the buttons. ? Cancel. Click to cancel out of the set up.

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ALB OUTLOOK ADD-IN 3.1.0

NOTE If the site had the previous PMS Outlook Add-in installed, the ALB Diary Settings will be populated automatically.

8. Click OK. 9. You then need to restart Outlook and you are ready to go.

RELATED TOPICS ? Add Appointments and Tasks ? The Diary Queue

Add Appointments and Tasks

Once the Exchange Integration has been installed, when you create an appointment or task the ALB Diary Details panel displays on the left side of the window to enable you to set the additional fields, such as client/matter, appointment type, required to set the item up for ALB. Because of the differences in how ALB and Exchange deal with appointments and tasks, there are some limitations which you need to be aware of when creating and working with these items. For further information on this, please see Exchange Limitations.

To Add an Appointment or Task to ALB 1. From within Outlook, go to the Calendar view and click on New Appointment tool or the Tasks view and click on New Task. ? You can also use the New Items tool from other Outlook views and select Appointment or Task.

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