Using Synergy MS Outlook® Explorer

Setup required before use	Who Can Use It?	Where Is It?
Install the MS Outlook® plugin	User Assist. Project Manager Project manager Director Administrator System Administrator	MS Outlook®

The toolbar is displayed as a new Outlook Tab once the Synergy plugin has been installed. The tab labelled 'Total Synergy' is shown next to the View tab in the top menu structure within Outlook. The images below show the Synergy tab within MS Outlook®.

Outlook 2013

Outlook 2010

The buttons in the toolbar are enabled after you login to Synergy. Learn more about using the MS Outlook® plugin features.

The toolbar can be added to you MS Outlook® menu after the Synergy plugin has been installed. Add the 'Total Synergy' toolbar by:

1. Open MS Outlook® 2007.
2. Under the menus 'File, Edit, View etc..' the standard MS Outlook®toolbars are shown.
3. Right mouse click in a blank part of the toolbar are to open the Available Toolbars List.

4. Select the 'Total Synergy' toolbar from the list.

5. The Total Synergy toolbar is now displayed. Drag and drop this toolbar to a different location in the MS Outlook® toolbars area if required.

The Synergy Explorer panel can be moved to 11 different locations in MS Outlook®. After installing the Synergy MS Outlook® plugin the default location for the Synergy Explorer panel is in the bottom of the email pane. Choose where to place the Synergy Explorer in MS Outlook®:

In MS Outlook® the Synergy Explorer panel can be moved to a number of preset locations. When you drag the Synergy Explorer header bar the available locations are shown. Drag and drop the Synergy Explorer panel onto an arrow for the location you want to use. In MS Outlook® the Reading Pane and Folder Pane locations are only shown if you have that pane switched on in MS Outlook®.

Move the Synergy Explorer panel by:

1. Locate the current location of the Synergy Explorer panel within MS Outlook®.
2. Click on the Synergy Explorer header holding the left mouse button, and drag the mouse across the screen.

3. Arrows will appear in the reading, folder and email pane in MS Outlook®. Choose if you want the panel to be at the right, left, top, bottom, or centre of the area.
4. Drag and then drop the Synergy Explorer panel onto one of the arrows. The location of the arrow selected is shown with a grey highlight.

View the reading pane and email pane locations

Click the image below to view the drag and drop locations within the reading pane and email pane. The arrow location selected highlights that area of MS Outlook® in a grey colour. This highlight allows you to see where the Synergy Explorer panel can be located using each of the arrow options.

View the folder pane and email pane locations

Click the image below to view the locations available in the folder pane and email pane within MS Outlook®.

Dragging and dropping onto the arrow will display the explorer panel on the left hand side in MS Outlook®.

5. The Synergy Explorer panel is now stored in the new location. The panel will remain in this location the next time you open MS Outlook®.

Click to login button in the Total Synergy toolbar to activate the buttons in the MS Outlook® toolbar. Enter you Synergy username and password and press the Enter key to login.

After logging in your 'My Projects' list will populate into the Synergy Explorer panel, and the other toolbar buttons will be available in MS Outlook®.

Logout of the Synergy MS Outlook® plugin and the toolbar buttons will be greyed out. Logout of the plugin will occur automatically when the user closes MS Outlook®. This makes the Synergy license available to be used by another staff member.

Save one or multiple emails to Synergy using this button. Select the emails in MS Outlook® and click the 'File in Synergy' button to launch the email filing wizard.

Use this toolbar button to open the folder that the last email was filed to in Synergy. The last folder used by the email filing wizard can either be a:

• Project folder
• Contact folder
• Contract Administration folder

If filing multiple emails in the Synergy filing wizard, then the folder opened was for the last email shown in the wizard (bottom of the list of emails in the filing wizard).

Use the settings button in the toolbar of the MS Outlook® plugin to define the most used settings for saving emails to Synergy. These settings can be different on each users computer, and will need to be configured before first using the MS Outlook® plugin. The settings selected will be automatically applied each time you open the email filing wizard in MS Outlook®.

The available settings are:

1. Save emailThe email message will be automatically marked to be saved to Synergy in the email filing wizard. If unchecked the user will need to select which emails will be saved to Synergy in the email filing wizard. This setting applies to filing emails that have been received or already sent only. Sent emails are only automatically marked to be saved to Synergy if either the Project Number/Title/Reference are found in the email subject line or body.
2. Scan when starting a new email NEW 4.8.7If selected the new email message opened will be automatically scanned for project details when the new message is opened in MS Outlook®. If the email has been generated from Synergy this makes it easier to file the email as the project number, reference name or title will be included in the Subject line of the email template. When this setting is unchecked the email is not auto scanned for these details, and is recommended to be Off in slower networks. When off the user can click the 'scan the email' button to look for these details in the new email message.
3. Save email to controlledWhen checked the 'Save to Controlled Documents' box will be automatically selected to import emails wizard and in the 'save on send' panel on new email messages. When unchecked, all emails will default to be imported to the uncontrolled library.
4. Overwrite email if it already exists in SynergyThe overwrite setting will default the email message to being overwritten if the same file name is entered in the email filing wizard. When saving to controlled this will create a new version of the file. When saving to uncontrolled this will overwrite the existing file that has the exact same file name.
5. Save attachmentsWhen checked any email attachments will be automatically marked to be imported as separate files to the email message. This will allow the email message and the attachments to be searchable in the Synergy document library. If unchecked, attachments are not automatically saved to Synergy as separate files. The user will need to select which attachments to save to Synergy in the email filing wizard.
6. Save attachments to controlledWhen checked any attachments selected to be saved as separate files in the email filing wizard will default to the 'save to controlled' library option. When this setting is Off any attachments default to be saved the uncontrolled library.
7. Overwrite attachments if they already exist in SynergyThe overwrite setting will default the email attachments to being overwritten if the same file name is entered in the email filing wizard. When saving to controlled this will create a new version of the file. When saving to uncontrolled this will overwrite the existing file that has the exact same file name.
8. Delete email after saving to SynergyThe email(s) is moved to the 'Deleted Items' folder in MS Outlook® after the email message(s) have been filed to Synergy. The email will be deleted when the user next empties their MS Outlook® deleted items folder. Note: New email messages being Sent are not moved to the deleted items folder after sending. This setting only applies to filing received email messages or items in bulk from the sent items folder.
9. Strip attachments from email before savingWhen ON any attachments on the email message will be removed from the saved email to Synergy and the attachments can be saved as separate files to Synergy. When the attachment is saved separately to Synergy it is searchable within the project/contact/contract. When using Synergy to audit email agreements made about files version, then it is recommended that this setting is kept OFF to keep a true record of the email sent including the attachments. Note: Strip attachments is not supported for use with Google Apps, gmail, hotmail (Microsoft personnel email accounts). This feature can only be used when you are running Microsoft Exchange.
10. Support Google Apps Email Sync* NEW 4.8.7Enable this setting if you are using Google Apps (Google mail for Business). When enabled this will ensure that Google sync process does not interfere with the Synergy outlook plugin features.

Add all the Synergy contact records attached to you 'My Projects' list to MS Outlook®. Choose what information from Synergy will be shown in MS Outlook® for each company or personnel created within your own custom 'Synergy contacts' folder in MS Outlook®.

Import contacts from Synergy by:

1. Select the 'Import' button in the Total Synergy toolbar in MS Outlook®.
2. By Default all the company/individual contacts that are part of your 'My Project' list will be imported.
3. (Optional) Choose if Personnel will be imported too. Check the 'Personnel' box to include these as separate contact records in MS Outlook®.
4. (Optional) Choose if the category detail from Synergy will be sent for contact and personnel records.
5. On the General Setting Tab select the 'My Sync folder' option, and enter the folder name 'Synergy Contacts'.
6. Click the 'Sync Now' button in the top right corner.
7. Wait a moment for the sync to complete, and then press OK on the completed confirmation pop-up.
8. Click Close.
9. The contacts can now be found in MS Outlook® in a folder call 'Synergy Contacts'.