Hello, and welcome to the Email Filing with CMap Mail academy course.
My name is Tom and I'll be your AI trainer today!
Lesson Overview
- Open CMap Mail in Outlook
- Orientation of the CMap Mail tool
- File an email
- Mark a filed email as important and/or confidential
- Outlook Tags
- Bulk file emails
- Use the File on Send feature
Open CMap Mail in Outlook
- Find the app in Outlook
- In Outlook for Windows or Online, find it in the ribbon or 'All Apps'
- If not visible, contact your IT team
- In Outlook for Mac, open inbox, select three dots icon, then select CMap Mail
- On mobile, open an email, select three dots icon, then select CMap Mail
- If not visible, contact your IT team
CMap Mail Tool Overview
- Four tabs: Favourites, Project List, Information, Settings
- Favourites tab shows marked projects
- To favourite a project, go to Project List, find the project, click star icon
- Project List tab shows all projects, searchable by Project Code or Name
- Information tab shows details of filed emails, including who filed and where
- Settings tab allows configuration of automations like future filing and file on send
- Enable automations by clicking 'Enable Automation'
- Go to CMap Mail button covered in 'CMap Mail Search and Discovery' lesson
File Emails Using CMap Mail
- Select the email, open CMap Mail in Outlook
- Pin the tool if needed
- Select project from Favourites or All Projects tab
- Optional: mark as important or confidential (if permissions allow)
- Optional: tag the email or select 'No Tag'
- Select 'File'
- 'Filing requested' message confirms process started
- Attachments are copied too
- 'Filed in CMap Mail' tag appears in inbox when complete
- Email becomes available in CMap Mail Search and Discovery
- Tag colour may vary
- Filing an email in a thread files the entire thread
- With automations enabled, intelligent filing continues the thread automatically
Incorrect Filing
- Contact a CMap Mail admin to unfile the email
- Provide the email details and the incorrect project
- Include a screenshot as reference
- Emails can be filed to multiple projects unless permanently deleted
- File to the correct project while waiting for the incorrect one to be removed
Important and Confidential Emails
- Mark as Important to add red exclamation mark in Search and Discovery
- Mark as Confidential to move email to restricted area
- Requires confidential email filing permissions
- If option is not visible, speak to CMap Mail Admins
Outlook Tags
- 'Filed in CMap Mail' tag shows successful filing
- 'Auto-filed by CMap Mail' tag shows intelligent filing
- 'Filed by others' tag shows email filed by a colleague
- Use Information tab to see who filed and to which project
Bulk Filing Emails
- Emails must be filed to the same project and have the same tag
- Select appropriate emails in inbox
- Select the project and tag
- Maximum of one hundred emails at a time
File on Send
- Optional feature, check with IT team before use
- Allows filing of outgoing emails directly to projects
- Enable automation in Settings tab for automatic filing
- If not enabled, manually file a received email to trigger both
- Click 'Send' when email is ready
- CMap Mail message shows three options:
- Send Anyway: send without filing
- File to project: file to a project
- Don't send: keep as draft
- If 'File to project' is selected, choose project from Favourites or All Projects
- Project code appears in subject line in square brackets
- Click 'Send' to file and send the email
- 'Filed in CMap Mail' tag appears in Outlook Sent Items when complete
Lesson Recap
- Found CMap Mail in Outlook
- Orientation of the tool
- Filed emails in CMap Mail
- Handled incorrect project filing
- Marked emails as important or confidential
- Understood Outlook tags
- Bulk filed emails
- Filed outgoing emails using File on Send
We hope you've found this lesson useful, and we look forward to seeing you again very soon.
Thank you for watching.
Updated