C ase M anagement
by
Client Profiles
Sending Intra-Office and
Internet E-Mail using
Sending Intra-Office and Internet E-Mail using Client Profiles for Windows
Using a single interface, Client Profiles for Windows can meet all of your e-mail needs, from sending a note to someone just down the hall to sending e-mail with attached files to any Internet address.
Sending Intra-Office Messages
To start the process of sending any e-mail message using Client Profiles for Windows , intra-office or on the Internet, you may click on the New Mail Message button on the System Bar (it looks like a little envelope) or you can press the F6 function key. The message being sent in this training document will be sent only to people within the office.
On the screen a list of users in your office will appear. Click on the name or names of the people to whom you want to send the message. If you wish to select multiple recipients, click on the first one then hold the Ctrl key down as you click on additional recipients. If you don’t hold the Ctrl key, clicking on a name will make it the only name selected.
To help you organize and find names more easily, you can click on the User Id or Name buttons near the top of the list to alphabetically arrange the list by the values in either one of those columns. The first click on either button puts the list in forward (A-Z) alphabetical order by either the User Id or last name of the person. A second click on the same button puts the list in reverse (Z-A) alphabetical order. If you have many users you may want to put either the User Id or the last name of the person in the Search box to locate them more quickly.
In the Recipient area at the bottom of the Send Mail dialogue click on the button labeled “To” to indicate the primary recipients of your message. If you accidentally include someone, highlight their name in the “To” area then click on the “Remove” button.
Note that there are groups defined which will make it easy for you to quickly select the names of all of the attorneys, secretaries, paralegals or any other group which may be defined in your office. You can also press the “Select All” button to send a message to all users.
After all of your primary recipients are selected, either click on the “Clear All” button near the upper right corner of the Send Mail dialogue or just start selecting the name or names of those to whom you wish to send CC’s. After the names are marked, click on the “CC” button. This same method can be used to mark names
for the BC list by using the “BC” button.
When you have selected all primary recipients, CC and BC recipients, click on the “OK” button so that you can compose your message.
In the New Message dialogue you will see a recap of the names of the people to whom the message will be sent and in what manner they will receive the message, either as a primary recipient, CC or BC recipient. If you have forgotten someone you can simply click in
the appropriate recipient area and add the forgotten name. If you do this, make sure to put a comma between all names in the list.
The dialogue will also give you the ability to associate the message with a file by using the Matter lookup button. If you search for a case when sending the message a permanent record of the message will be made in the case for future reference. When the message is ready, just click on the “Send” button to transmit it.
Sending Messages to Office Users at Remote Locations
Sometimes you need to send a message to someone from your office who is not working in the same physical location as you are. If this is true, an Internet address can be set up for possible use. Note in the Send Mail dialogue below that the Internet address for one of the users has been selected so that he will receive the message at his remote location. The other
addressee will receive the message at the office as his Internet address was not chosen.
All other aspects of sending the message are as they were already explained. For example, the message may be attached to a matter within your system. However, if the message is being sent via the Internet you have the additional ability to attach files to the message when it is sent. Look for the button labeled “File Attach” on the New Message dialogue screen which follows the Send Mail dialogue. Clicking on this button gives you the ability to associate a file to be sent along with the text of the message. The ability to attach a
file only applies if the recipient is at an Internet address. Thus, in the message being sent here only Warren would get the attached file since we chose to send the message to him using his Internet address. Aaron will not get the attached file since his address was based only on him being a Client Profiles for Windows user.
You may attach one or many files to the message. When all files have been attached, click on the OK button. The “File Attach” button will now have a number in parentheses indicating the total number of attached files being sent with the message.
Once again, if you have forgotten to include someone as one of your recipients you can type that person’s User Id or full Internet address in the appropriate area. Make sure to spell names correctly and to put commas between names.
Sending Messages to People Who Are Not Client Profiles Users
When you start the process of sending a mail message the Send Mail dialogue first gives you a list of Employees in the upper left
hand corner of the dialogue. If you click on the drop down box on that field you will be given the chance to choose to search in the Company Card File, your Personal Card File, or to see the names of Recent recipients.
If you choose to search one of the Card Files you can then type in the last or company name of the person you are seeking. When you click on the “To”, “CC” or “BC” button that person’s name will appear in the appropriate spot.
You may send a message to some recipients in your office and others who are not, selecting names from the Employees, Company Card File, Personal Card File and Recent lists. As you switch from place to place to pick names all previously selected names will appear in the Recipients area.
Setup Necessary to Send Messages Via the Internet
Not all offices will use Client Profiles for Windows to send Internet e-mail messages. To be able to do so requires both hardware and software setup which is beyond the scope of this document. (If you are a technical person and need to see what is involved, please see the “Gateway Setup for Client Profiles for Windows” manual.) For example, setting up e-mail addresses for users within your office requires the system administrator’s attention. However, there are things that all Client Profiles for Windows users can do to enable sending messages via the Internet.
In the Card File entries for people outside your office you can enter up to two different e-mail addresses for people and companies. See your system administrator if you cannot find the spot to enter the addresses. Even if your firm is not currently using Client Profiles for Windows to send e-mail, you may want to fill in the e-mail addresses so that you will be ready to go if your firm later decides to start sending e-mail from Client Profiles for Windows.
