Completing an email

Use the Complete - Email window to record information about a completed email.

To complete email history record details:

  1. Perform one of these steps:
    • Select one or more email messages and click Record to History in Outlook.
    • Click Send to CRM in Outlook, after composing an email.
    • Drag and drop one or more email messages from Outlook to an application contact, account, lead, opportunity or ticket detail view.
    Note: 
    • If you are prompted for duplicate records or to select which records to record history for, you must first select the correct record before the email can be recorded to history.
    • If you are prompted that the contact or lead was not found, you cannot be able to record the email to history.
  2. Perform one of these steps if the Quick Complete window is displayed:
    • Click Individually to complete each email history record separately. Proceed to step 3.
    • Use the Quick Complete window to enter history information for multiple email messages. See Completing multiple Email history records
    Note: This window only displays if you dragged and dropped an email and the Log to History option in Options is set to prompt. If you selected to not be prompted for history, then the email history is recorded automatically and you can skip the remaining steps. See General options
  3. Specify this log history information if the Complete Email window displays:
    Regarding
    Select an item from the list.
    Location
    Specify a location if applicable.
    Completed
    If required, modify the Completed date. To modify the date, click Calendar to select the date.
    Scheduled
    If required, modify the Scheduled date. To modify the date, click Calendar to select the date.

    Perform an action on either Duration or Timeless field.

    Duration
    Click the Duration drop-down arrow and select a value from the list.

    You can either use the Duration field or the Timeless field.

    Timeless
    Select the Timeless check box if the activity that occurred on a specific date, but at no specific time and without a specific duration.
    Result
    In the Result field, click the arrow and select an item from the list.
    Contact
    If necessary, select Contact and use Find or Delete to change or remove an associated lead, contact, account, opportunity or ticket.
    Lead
    If necessary, select Lead and use Find or Delete to change or remove an associated lead, contact, account, opportunity or ticket.
    Priority
    Select the importance of the email.
    Category
    Select the category of the email.
    Leader
    Select a leader if someone other than you completed the activity. Not all users appear in the Leader pick list. You can only choose a user to be an activity leader if you have access to their calendar.
    Notes
    Specify any additional information about this activity.
    Follow-Up

    If required, specify a follow-up activity in the Follow-Up field. Select the Carry Over Notes or Carry Over Attachments check box to copy notes or attachments from this activity to the follow-up activity.

  4. Click Open Email to view the email message.
  5. Click the Attachments tab to add or view a document or URL.
    Note: 

    The Send to CRM option in Outlook saves email attachments using one of these methods:

    • Email attachments are saved as individual files.
    • A single email attachment that contains the email and all attachments.

    The method used is determined by the administrator.

  6. Click OK.
    Note: If you scheduled a follow-up activity, the Schedule an Activity window displays for you to complete. See Scheduling or modifying an activity
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