Managing Emails in Outlook (Classic)

Overview

Managing an email in Outlook allows you to save (manage) the email as a document in OneLaw and link it to a Party and/or Matter.

Once managed, the email is stored in the Documents tab and becomes part of the client record. Depending on your selections, you can also:

• manage attachments with the email or as separate documents
• assign categories for organisation and filtering
• record time or create a file note as part of the process

You can start this process directly from Outlook using the Manage option or by dragging an email into OneLaw.

Who can do this

• Any user with access to OneLaw and the Outlook (Classic) with OneLaw add-ins enabled

Before you start

• This feature is only available in Outlook (Classic). It is not available in the new Outlook or Outlook on the web.
• The OneLaw Outlook add-ins must be available in your Outlook ribbon

Steps

1. Start managing the email

   • In Outlook, select the email or emails you want to manage.
   • Click Manage from the Outlook ribbon.

   

   Alternatively:

   • Open the email and click Manage from the email ribbon
   • Right-click the email and select Manage
   • Drag the email from Outlook into OneLaw

   

   Result: The Manage Email and Attachments window opens. 

   Note: Multiple emails can be selected, they are included in the same window and will be managed to the same Party and/or Matter.

    

2. Select the Party and/or Matter

   • In the Party or Matter field, select the record you want to manage the email against.

   If a Matter is selected, the associated Party is populated automatically.

   To select a Party or Matter:

   • Select a Party or Matter from the dropdown list
   • Select the most recently used Party or Matter using the field icons
   • Start typing in the applicable field to search and select from matching results

   Note: If the email was dragged and dropped into OneLaw:

   • Dropping into a Matter will pre-fill both the Party and Matter
   • Dropping into a Party will pre-fill the Party, and a Matter can still be selected if required
      

3. Select what to manage

   Select the items you want to manage.

   • The email is selected by default
   • Select any attachments you want to manage separately

   If:

   • Only the email is selected, the email is managed and any attachments are included within it, but not managed as separate documents
   • You select the attachments, they are managed as separate documents
   • You de-select the email, only the selected attachments are managed
      
4. (Optional) Rename the email or attachments
   • Edit the name of the email or any selected attachment in the name field.
     • Only selected items can be renamed.
        

5. (Optional) Assign categories

   • In the Categories section, select existing categories.

   Alternatively, you can create a new category:

   • Enter a category name in the category field
   • Click Add

   The new category is created and applied to the selected items.

   

    

6. (Optional) Record time

   • Expand Time Recording.

   Enter time details as required:

   • Enter Units
   • Select a WIP Code
     • (Optional) Select Set as Default - the selected WIP Code is saved as the default for future time entries

   (Optional) Add a file note:

   • Enter details in the File Note field
   • Select Manage as file note - the file note is saved as a document to the selected Party and/or Matter
     • Enter a File note name 

   

7. Complete the manage process
   • Click OK.

Result

The email is managed into OneLaw and saved as a document against the selected Party and/or Matter.

• Emails managed to a Matter are also accessible from the associated Party
• Emails managed to a Party are available in the Documents tab for that Party
• Attachments can be managed as part of the email or as separate documents, depending on your selection
• Any assigned categories are applied to the managed items
• If time is recorded, the time entry is saved with the selected details
• If managed as a file note, the file note is managed as a document to the selected Party and/or Matter
   

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