All email messages will be displayed in your inbox. Incoming messages that are recognized will automatically be linked to a corresponding contact. If the recipient is unknown you can add the contact to your database as new or link it to an existing contact. In the following paragraphs we will explain more about the tools that the inbox contains.
6.1 Screen layout
The inbox screen is divided into five parts and is similar to the archive layout. Below we explain what information can be found where.
Part 1: Received message overview
This section speaks for itself; all received messages are displayed. They can be arranged by name, subject or date.
Important points of attention:
- Double-click on the sender: you will be taken to the corresponding contact card.
- Double-click on the message subject: the message will open.
- Right-click provides a menu with a number of smart tools. This is the same menu that can be called up in your archive. (Chapter 4. Archive section)
- Individual messages can be dragged and dropped to folders (only if folders are created).
Part 2: Preview of selected correspondence
Beneath the message overview you see the preview presented the way you are used to in your email application. The first part of the content of a message is shown.
Part 3: Linked folders
The top left corner shows all folders that have been created for this contact. You can create a folder by using your right-click ‘Create folder’. This way you can organize and classify messages from one contact. (Examples of commonly used folders are; Service, Support, Sales, Tenders, Projects, Visits, Invoices)
All existing folders are listed in this left section. To add a received message, drag it to a folder. Use double click on the folder to view the complete contents. In chapter 8 we discuss the benefits of using folders.
Part 4: Mailaccount folders
Under the folders you will find the menu structure you are used to in your mail program. Only ‘Finished’ is different from what you are used to. This will be discussed in paragraph 6.6.
Part 5: Contact information
In the bottom left corner you find some contact’s information, when the contact is known to SpinOffice based on the email address.
6.2 Linking emails to contacts
Any message, from a familiar and unknown email address, can be linked to any contact. Why would you link a mail to a contact? To make sure that emails end up in the proper archive. Unknown senders are marked with the question mark icon.
Add them as new contact to the database by clicking on the question mark icon or link to an existing contact via right-click menu-option ‘Link to contact’.
You can link emails to several types of contacts in your inbox:
- Link an unknown sender to an existing contact: use the right-click, choose ‘Link to Contact’ and search for the right contact in your SpinOffice to link to, in the search box which will appear. After linking the correct contact, the current message and subsequent messages will be stored in the corresponding archive, and the contact and email address are paired.
- Add unknown sender as new contact to the database: use the right-click, choose ‘Add contact’ and fill in all relevant information. After saving, contact will be added and the current message and subsequent messages will be stored in the corresponding archive.
- Link a familiar sender to an existing contact: use the right-click, choose ‘Link to Contact’ in menu and search for the right contact to link to, in the search box which will appear. After linking the correct contact, only this particular message will be stored in the corresponding archive.
An individual email message can be linked to more then one contacts.
6.3 Linking emails to a folder
An email can be linked to a folder. With folders you can organize and classify messages from a contact. Examples of commonly used folders are; service, support, sales, tenders, projects, visits, invoices. A link can be made in two ways:
- Right-click when on the message and select ‘Link to Folder’. All existing folders are listed and can be linked by double clicking on the folder name so that it is moved to the right part of the screen.
- Drag and drop the message by its subject directly into a folder into a folder in the list on the left.
Linking to a folder is only possible once folders have been created. Note that if a new folder is created, it is always linked to the contact that is visible/active on your screen!
To see the complete content of the folder, double click on the folder in the list on the left.
6.4 Linking emails to colleagues
This option is available when multiple users that attend in the same database. Use the right- click on an email message in the inbox and choose ‘Link to Colleague’ or quickly via the ‘Internal’ option in the Preview part (see image on the right).
In both cases the message will automatically be visible in the colleague’s inbox.
6.5 Converting emails to a task
Is there a follow-up action required to a message? Convert the email to a task also via right- click on the message and choose ‘Convert to Task’. You can schedule and prioritize it for yourself. A reminder can be set and also this action can be linked to a folder.
6.6 Archiving / finishing emails
This is an important feature. To prevent the inbox from becoming over full, messages should be archived when read and finished with. In SpinOffice we call this 'Finish’. Click on the 'Finish’ icon to remove the message from your inbox; the message itself remains stored in the archive.
So the ‘Finish’ function is a way of cleaning up your inbox. All finished items are to found in the ‘Finished’ folder in the inbox on the left. (see inbox screen layout image in paragraph 6.1)
6.7 The difference between Finish & Delete
As mentioned in the paragraph above, finishing an email message in the inbox will make the item disappear. For the ‘Delete’ option the same counts, but the difference is:
- ‘Finish’: message will be moved from inbox folder to the ‘Finished’ folder and the item is archived behind the contact card of the contact.
- ‘Delete’: message will be moved from inbox folder to the ‘Trash’ folder and is not saved behind the contact card of the contact.
6.8 Menu items under right-click
As mentioned more often in this manual, a lot of smart tools are available under the right- click. Each message in the inbox can be:
• linked to a folder, another contact or to a colleague when using SpinOffice with multiple users
• marked as unread
• highlighted in yellow
• printed or deleted
• converted to task
• marked as private (content is shielded for other database users)
• notes can be added
• versions can be seen
• all documents in the archive can be converted to PDF
All messages can be dragged and dropped into folders in the left ‘Folder’ section. Linked items are displayed with a folder icon.