CaseMap's Outlook Email Linker has been removed from the File tab's Import submenu. We encourage you to use the new Import Linked Files Wizard to import your emails into your CaseMap case. For more information, see Importing linked files. If you would still like to use this tool, you will need to add the Outlook Email Linker menu to the File tab's Import Submenu.
If you have emails in your Microsoft® Outlook folder that need to be included as part of the case, you can import the emails in the folder and link them into a case using the Outlook Email Linker tool. The emails are imported into the Documents spreadsheet and retain links directly back to the email file in Outlook. Each email record's Linked File cell displays the file path. CaseMap also tracks emails already imported, so you can perform the import again on that email folder without duplicating document records.
The Import Emails from Outlook utility guides you through the steps of selecting a folder of emails in Outlook to import as well as the mapping process used between both Outlook and the case document index. The utility will store the mappings for future use. To clear saved settings, press the SHIFT key while launching the utility. CaseMap does not link to emails in Outlook Express.
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We highly recommend that you use the Import Linked Files Wizard to import emails into your CaseMap case. See Importing linked files.
Emails stored in your local Microsoft Outlook folder and linked to case records in CaseMap are not accessible to other case staff. CaseMap's DocPreviewer add-in program (Convert E-mails to PDFs feature) can convert Outlook .PST emails into PDF files that can be stored in a network folder and linked to case records, and viewable in DocPreviewer. CaseMap's Send Emails to CaseMap tool saves Outlook emails as .MSG files that are saved in a network folder and linked to case records viewable in the CaseMap Document Viewer.
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| 1. | Open Microsoft Outlook and navigate to the folder that is storing the emails you want to import. |
| 2. | Open CaseMap, and on the File menu, click Import, and then click Import Emails from Outlook. |
| 3. | When the DocPreviewer E-mail to PDF Wizard opens, select one of the following options to locate the emails you want to process: |
| • | They are in my copy of Outlook |
| • | They are in a PST on a CD or DVD. |
| • | They are in a PST on my computer or network. |
| 5. | In the Choose one or more Outlook folders to convert dialog box, select the appropriate check box to identify where the files are located, and then click Next. |
| 7. | In the Choose a folder to receive converted PDF files dialog box, browse to/identify the folder to receive the files, and click OK. |
| 8. | Click Next to continue. |
| 9. | In the How do you want the emails sent time to appear in the PDF dialog box, select an appropriate format regarding how you want the Date format to display, and then click Next. |
| 10. | In the Please review your selections box, review your selections, and click Next to continue. |
| 11. | In the Conversion Competed box, review the conversion summary, and then select the appropriate check box to determine what you want to do next. |
| 13. | When the DocPreviewer E-mail to PDF wizard successful completion box displays, click Finish. |
| 14. | In the Send PDFs to CaseMap Utility, click Next to continue. |
| 15. | Select the PDF files you want to send to CaseMap and then click Next. |
| 16. | In the Confirm CaseMap case and spreadsheet box, review/confirm the file(s), and then click Next. |
| 17. | In the Choose Document field mappings box, select all that is appropriate, and then click Next to continue. |
| 18. | In the PDF E-mail Preview box, review the summary, and then click No if you do not want to customize field mappings, otherwise click Yes. |
| 19. | Click Next to continue. |
| 20. | In the Review and begin sending to CaseMap box, review the summary of actions, and then click Finish to send the PDFs to CaseMap. |
| 21. | In the Acrobat message box, click OK to acknowledge the message. |
| 22. | Optional: In Adobe Acrobat, you may open each document for review. |
| 23. | Return to the CaseMap to verify the email import. |
| 24. | Notice there are no Bates numbers for these records since you are linking directly to Outlook to access the file. |
| 25. | Click on a document record's paperclip icon to display the linked path to Outlook and to view the document in Outlook. |
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CaseMap's DocPreviewer Adobe PDF integration features give you the ability to import one or multiple emails into a case's Document spreadsheet. Imported document records are automatically linked to the PDF file stored in a network folder. DocPreviewer uses the Send to Multiple PDFs utility that checks for previously imported and linked PDF files and ignores them, so you can run the import wizard multiple times on the same folder without creating duplicate document records in CaseMap.
You can also import PDF files using the Import Documents Wizard.
For more information, see the Importing PDFs help topic.
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