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. Below we explain what information can be found where.
Part 1: Messages overview
All messages from the selected IMAP folder on the left side are displayed. Default, your Inbox folder is selected of course. Messages are arranged by date, but you can change that on top of the list under 'Filter on'. Arrange items by date or email address. Other options to filter the messages on, is by unread items, highlighted, private items or unlinked items.
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)
- There is an important difference between the 'Finish' and 'Delete' function. We explain this in paragraph 6.7.
Part 2: Preview of selected message
Next to the messages 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: 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 here below in paragraph 6.6.
Part 4: Linked folders and tasks
Here all folders and tasks appear that are linked to for this contact. Add new folders via the '+' or on the contact card. This way you can organize and classify messages from one contact. (Examples of commonly used folders are; Service, Support, Sales, Tenders, Projects, Visits, Invoices)
To add a message to a linked folder or task, just drag it to the folder. Use double click on the folder to view the complete contents. In chapter 8 we discuss the benefits of using folders.
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
A smart feature in SpinOffice is the option to link any email to a colleague. You don't have to forward messages anymore, just link the colleague of your choice to the message.
Use the right- click on an email message in the inbox and choose ‘Link to Colleague’ or use the quick way as shown below, here in the Preview part.
Click on your name and tick the user(s) where the email should be linked to. If needed tick or untick yourself. (there might be cases where it is useful to keep yourself linked too.
In both cases, the message is automatically 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 there is a different behavior. And there is a difference if the email is linked to one user or to multiple users.
An email that is only linked to you
- ‘Finish’: the message will be moved from inbox folder to the ‘Finished’ folder and the item is archived behind the contact card of the contact.
- ‘Delete’: the message will be moved from inbox folder to the ‘Trash’ folder and is not saved behind the contact card of the contact.
An email that is linked to multiple users
When an email is linked to you and other colleagues and you click on finish or delete, the behavior is as follows:
- ‘Finish’: the message is only finished for yourself, the message remains in the Inbox of your linked colleagues. The message is to be found in your ‘Finished’ folder, the item is archived behind the contact card of the contact.
- ‘Delete’: the message is deleted for all users, the item is 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 before in this manual, many smart options are available under the right-click. Use the right-click menu to quickly take an action on the selected item in your Inbox.