How do I archive, send and open e-mails in SuperOffice CRM?

Archived e-mails now open in the SuperOffice e-mail client or preview, but you can still open them in your local e-mail client, e.g., Outlook, when you need to. Below you can find how to:

• Archive e-mails to SuperOffice CRM
   
• Send e-mails from SuperOffice CRM or your local e-mail client
   
• Open archived e-mails in your local e-mail client

 

Archive e-mails to SuperOffice CRM

You can archive e-mails to SuperOffice CRM with one of the following tools, depending on the e-mail client you use.

• If you use Outlook, we recommend SuperOffice for Outlook. With this app, you can archive e-mails to SuperOffice CRM directly from Outlook.

When used on a new e-mail, it also allows you to search and add recipients from your SuperOffice.

• If you use Gmail, you can use SuperOffice Gmail Link. This web extension connects your Gmail account with SuperOffice CRM and lets you archive e-mails directly from Gmail.

• If you want to work with e-mails directly in SuperOffice CRM, you can connect your e-mail account to SuperOffice Inbox. Then you can read, archive, and send e-mails in SuperOffice CRM without switching to other programs. To set up SuperOffice Inbox, please follow the steps below:

1. Click the personal settings icon in the top right corner and select E-mail options (1).
   
   
    
2. Click Connect (2) and log in to your e-mail account.
   
   
    
3. Then click on the personal settings icon again and select Preferences (3).
   
   
    
4. Go to E-mail (4) and set Show my inbox in SuperOffice to Yes (5).
   
   

Your e-mail inbox is now available in SuperOffice CRM. To archive an e-mail from the inbox, open it, click the Archive icon (1), and select Archive e-mail (2).

 

Send e-mails from SuperOffice CRM or your local e-mail client

By default, new e-mails are created in SuperOffice CRM. We recommend setting up SuperOffice Inbox for sending e-mails (see Archive e-mails to SuperOffice CRM above). Without it, SuperOffice CRM cannot send e-mail invitations from meetings or quote confirmation e-mails.

• To send an e-mail from SuperOffice CRM, please follow the steps below:

1. Click New and select E-mail (1), or click an e-mail address on a Contact card (2).
   
   
   
   
    
2. A new e-mail opens in SuperOffice CRM with your SuperOffice signature. Write the e-mail and send it.

You can edit your signature by clicking the personal settings icon and selecting Edit personal signature:

• If you prefer to create new e-mails in your local e-mail client, please follow the steps below. This works only for new e-mails. E-mail invitations from meetings and quote confirmation e-mails still require SuperOffice Inbox.

1. Go to Preferences - E-mail (1) and set Use local e-mail app for new e-mail to Yes (2). E-mail addresses in SuperOffice CRM now open a new e-mail in the default e-mail client on your computer.
   
   
    
2. To choose the default e-mail client, go to Default apps in Windows and select the app for MAILTO, e.g., the new Outlook or classic Outlook. If you use Gmail, select the browser you use.
   
   
   
   
    
3. If you use Gmail, the first time you click an e-mail address in SuperOffice CRM, your browser asks which program to open the link with. Select Gmail.
   
   

 

Open archived e-mails in your local e-mail client

• Archived e-mails open in the SuperOffice e-mail client or preview. You can read them without logging in to your e-mail account, but you need to log in to reply to them.

• To open an archived e-mail in your local e-mail client, e.g., Outlook, please follow the steps below:

1. Right-click the e-mail in the Activities archive and select Download (1). You can also open the e-mail, click the more options icon, and select Download (2).
   
   
   
   
    
2. Open the downloaded file. It opens in the default program for that file type, e.g., Outlook.

To open downloaded e-mails automatically, set your browser to always open this file type. In the browser's download list, right-click the downloaded file and select the option to always open this file type, e.g., Always Open Similar Files in Firefox or Always open files of this type in Google Chrome. E-mails can be saved as different file types, e.g., .eml and .msg, so you need to do this once for each file type.

• If your company often opens archived e-mails in a local e-mail client, your SuperOffice administrator can use an advanced setup. It creates an e-mail archive on the Company or Contact card where an e-mail is downloaded when you double-click it. To set it up, please follow the steps below:

1. Go to Settings and maintenance and open Screen designer. Open the archives of the Company card or the Contact card.
    
2. Select the archive and click the edit icon (1) at the bottom.
   
   
    
3. Click Add.
   
   
    
4. Enter a name for the archive, e.g., E-mail, and click Settings on the left.
    
5. In Content, select Document (1). Then filter by Type and select all the e-mail document types (2).
    
6. Under Advanced options, On double-click, navigate to, select URL (3), and paste the following URL: https://app.superoffice.com/CustXXXX/filedownload?filetype=emaildocument&id={document_id}
    
7. In the URL, replace XXXX with your customer ID. You can find it in your browser's address bar when SuperOffice CRM is open, e.g., Cust12345.
   
   
    
8. Save the changes

Now you can double-click an e-mail in the new archive to download it. If your browser is set to always open the file type, the e-mail opens directly in your local e-mail client.

Note! E-mails downloaded this way are saved as files on your computer and are not deleted automatically.

 

More information

FAQ: How do I use SuperOffice with the new Outlook?

Docs: SuperOffice for Outlook (SOFO)

FAQ: SuperOffice for Outlook: Authorisation guide

Docs: Set up SuperOffice Inbox

FAQ: How do I start using the SuperOffice Inbox?