How to Use the Virtual Cabinet Office Addin in Outlook

Summary:

This article describes how to use the Virtual Cabinet Office Addin in Outlook.

More Information:

Please find the following sections in this article to make full use of the Virtual Cabinet Office Addin in Outlook.

• How to save e-mails to Virtual Cabinet from the Inbox View.
• How to save e-mail attachments to Virtual Cabinet from the Inbox View.
• How to save e-mails to Virtual Cabinet using the Virtual Cabinet Tab in an e-mail.
• How to save e-mail attachments to Virtual Cabinet using the Virtual Cabinet Tab in an e-mail.
• How to attach documents from Virtual Cabinet to an outbound e-mail.

If you need to install the Virtual Cabinet Office Addin, please see the following article Install/Uninstall the Office-Addin.

 

How to save e-mails to Virtual Cabinet from the Inbox View

With Outlook open and your Inbox visible, click on the “Add-ins” tab to display the Virtual Cabinet Office Addin functions.

1. Click on the e-mail you want to send to Virtual Cabinet:
   
   a. Use “Send to My Intray” to send the e-mail to your own Virtual Cabinet Intray.
   
   b. Use “Send to Other Intray” to send the e-mail to one of your colleagues’ Virtual Cabinet Intrays.
   
   c. Use “Index” to bring up the Indexing Screen to Index the e-mail straight to a Cabinet.
   
   
   
    

How to save e-mail attachments to Virtual Cabinet from the Inbox View

With Outlook open and your Inbox visible, click on the “Add-ins” tab to display the Virtual Cabinet Office Addin functions.

1. Click on the e-mail that contains the attachments you want to send to Virtual Cabinet.
   
   a. Click on the “Attachments” Drop down option as shown below.
   b. Use “Send to Intray” to send the attachment(s) to your own Virtual Cabinet Intray.
   c. Use “Select Intray” the send the attachment(s) to one of your colleagues’ Virtual Cabinet Intrays.
   d. Use “Index” to bring up the Indexing Screen to Index the attachment(s) straight to a Cabinet.
   e. Once one of the above options has been selected, if there are multiple attachments to the e-mail, an additional box will appear to confirm which attachments to Index. When sending documents to Virtual Cabinet in this way, all documents will go to the same Intray/Cabinet location as specified by yourself. So if you don’t want them all to end up in the same place, then make sure that you don’t “Select all” at this stage.
   
   
   

   How to save e-mails to Virtual Cabinet using the Virtual Cabinet Tab in an e-mail

   1. With an e-mail open, click on the “Virtual Cabinet” tab to display the Virtual Cabinet Office Addin functions.
      
      a. Use “Send to My Intray” to send the e-mail to your own Virtual Cabinet Intray.
      b. Use “Send to Other Intray” to send the e-mail to one of your colleagues’ Virtual Cabinet Intrays.
      c. Use “Index” to bring up the Indexing Screen to Index the e-mail straight to a Cabinet.
      
      
       

   How to save e-mail attachments to Virtual Cabinet using the Virtual Cabinet Tab in an e-mail

   1. With an e-mail open, click on the “Virtual Cabinet” tab to display the Virtual Cabinet Office Addin functions.
      
      a. Click on the “Attachments” Drop down option as shown below
      b. Use “Send to Intray” to send the attachment(s) to your own Virtual Cabinet intray
      c. Use “Select Intray” to send the attachments(s) to one of your colleagues’ Virtual Cabinet Intrays
      d. Use “Index” to bring up the Indexing Screen to Index the attachments straight to a Cabinet
      c. Once one of the above options has been selected, if there are multiple attachments to the e-mail, an additional box will appear to confirm which attachments to Index. When sending documents to Virtual Cabinet in this way, all documents will go to the same Intray / Cabinet location as specified by yourself. So if you don’t want them all to end up in the same place, then make sure that you don’t “Select all” at this stage.
      
      
      

   How to attach documents from Virtual Cabinet to an outbound e-mail

   1. With an outbound e-mail open, it doesn’t matter if this is forwarding/replying/composing a new e-mail, click on the Virtual Cabinet tab to display the Virtual Cabinet Office addin functions.
      
      a. Click on the “Attach Document” Drop down option as shown below
      b. Use “From Intray” to select documents from an Intray that you have access to. An additional “Attach” window will open (see below B) to allow you to select any documents you want to attach to the e-mail, just select the document(s) you wish to upload and then click “Attach Selected Documents”. Note the “Convert TIFF documents to PDF” option at the bottom of the window.
      c. Use “From Scanner” to Scan a document at this time and attach it directly to the e-mail, the Virtual Cabinet Scan Tab will appear with the usual options allowing you to perform the scan. Selecting “Approve and Save” will attach the document.
      d. Use “From Search” to select documents that are fully Indexed in a Cabinet. An additional “attach” window will open (see below D) to allow you to select any documents you want to attach to the e-mail, this can be navigated just like the search screen. Just select the document(s) you wish to upload and then click “Attach Selected Documents”. Note the “Convert TIFF documents to PDF” option at the bottom of the window.
      e. Use “As Link” to select documents that are fully Indexed in a Cabinet. An additional “Add Links to E-mail…” window will open, much like the “Attach” window used in the “From Search” option. However this time, this will allow you to select any documents you wish to add as a Hyperlink in the e-mail. These Links will only work for users of Virtual Cabinet, so your e-mail would need to be to another user of your Virtual Cabinet system.