Saving messages from Outlook

The Send To Project Portal button in Outlook enables you to save one or more email messages from Outlook to a Project Portal installation. Any files that are attached to the messages are attached to the documents that are created from the messages in Project Portal. Saving messages can be done from any regular email folder in Outlook that contains messages.

Before you start

The Project Portal Outlook Connector is available as an installable desktop component. Verify that the Project Portal Outlook Connector is installed on your computer.

• Open Outlook and verify that the Send To Project Portal button is visible in the menu bar.

If the Project Portal Outlook Connector is not installed, contact your system administrator.

To save a message from Outlook:

1. In Outlook, select the messages that you want to save in Project Portal.
2. Click the Send to Project Portal button in the Outlook tool bar. The Send to Project Portal window opens.

3. Select or enter options using the descriptions in the following table.

   Send to Project Portal options

   Option	Description
   Krono installation	Select the name of the Project Portal installation where you want to save the messages. Note    The names of the available Project Portal installations are specified in the file krono.ini. For more information, consult a system administrator.
   Username	Type your Project Portal user name.
   Password	Type the password for the account specified for Username and then click Connect. The workspace folder structures of the selected Project Portal installation appear.

4. Navigate the folder tree and select where you want to save the messages or select a saved location on the Favorites tab. Value lists for the following properties appear.

   Note    

   • If the lists do not appear after you select a folder, click the Load Properties button or on the Project Portal menu.
   • To navigate to a subfolder of a location listed on the Favorites tab, double-click the favorite.

5. Click options or type values using the descriptions in the following table. All properties are required and will be saved for all documents that are created.

   Send to Project Portal options

   Option	Description
   Description	Type a description of the messages that will be saved. This property can be configured by a system administrator to be invisible. If so, the document description is set from the message body. The maximum number of characters that this property will accept is 3000.
   Relevance	Select a value from the list.
   Type	Select a value from the list.
   LifeCycle	Select a value from the list.
   Access profile	Select a value from the list.

6. Click Send to Project Portal. The Sending Report dialog box appears and lists the messages that were saved. This might take a long time depending on the size of the attachments and the current network performance. Each message in the list is a link that you can click to open the document in your default web browser.
7. If you want to send additional messages to the same Project Portal installation, do not close the Send to Project Portal window. Continue with the following task. Otherwise, on the Project Portal menu, click Exit.

As long as the Send to Project Portal window is not closed, you can send more messages without having to reselect the Project Portal installation and log on again.

To save additional messages from Outlook:

1. In the Outlook window, select the messages that you want to save in Project Portal.
2. Return to the Send to Project Portal window. The connection to the Project Portal installation will still be active.
3. If necessary, select a different destination folder for the messages that are selected in Outlook.
4. If necessary, select different values for the properties in the preceding table.
5. Click Send to Project Portal. The Sending Report dialog box appears as described in the preceding task.
6. When you are finished saving messages, on the Project Portal menu, click Exit.