Understanding the Email Capture Toolbar
Migration Manager's automated Email Capture system is designed to continuously monitor and capture emails which you have sent and recieved that are stored in your Outlook Inbox and Sent folders. When those emails are captured, they are copied from Outlook and saved in Migration Managers Email Capture window. Migration Manager will then attempt to automatically match and save those emails (and any attachment) to their relevant matter based on a number of protocols. Most of this will occur automatically - the main interaction you will have with the Email Capture window is to review and manually match any email which the system was unable to automatically match.
The toolbar in the Email Capture window has a number of tools which you can use to review, search and interact with emails which have been captured.
The Auto Capture On/Off switch controls whether Auto Capture for this user is activated. When you first start using Migration Manager this will be set to Off. You need to turn it to the On position for Auto Capture to be activated for this User. For instructions on how to Activate Auto Capture see this article: Activating Auto Email Capture. Once Auto Capture is activated you can leave this switch set to the On position. If you switch it to the Off position the Auto Capture will cease to monitor and capture your emails automatically.
The Run button will force Migration Manager perform a capture of your emails. You use this button if you want to run the capture before the next scheduled auto capture.
The Manual Capture button enables you to launch the Manaual Email Capture tool. The Manual Email Capture tool is user in two scenarios:
3.1. To capture selected emails from anywhere in Outlook.
This function is most often used to capture emails from time periods before you turned on the Auto Capture service. For full details see: How to perform a Manual Selected Email Capture.
3.2. Where you choose not to use the Auto Capture service and instead want to capture emails yourself as and when you want to.
For full details see: How to perform a manual All Email Capture.
When you have an email selected, you can preview its contents by clicking the Preview button. This will open the selected email in a preview window on the right hand side of the Email Capture window.
When you have an email selected, clicking the Match button brings up the Match window, from where you can search for a relevant matter to match the email to, or create a new matter. See How to Match an Email to an Existing Matter and How to create a New Matter from an Email for instructions on how to use this feature.
When you have an email selected, clicking the Duplicate Email button will create a duplicate email entry in the Unmatched section of Email Capture. This will allow you to match an email to multiple Matters (each duplicate can be matched to a different Matter).
When you have an email selected, if you click the 'Exclude Domain' button it will add the domain (ie the @gmail.com.au part of the email) from which this email was sent to the excluded Domain list. It will then hide this email and all other emails which have been received from that domain. All future emails received from this domain will not be captured. For full details see: Blocking Emails
When you have an email selected, if you click the 'Exclude Email' button it will add the email address from which this email was sent to the excluded Email list. It will then hide this email and all other emails which have been received from that email address. All future emails received from this address will not be captured. For full details see: Blocking Emails
When you have an email selected, if you click the Ignore and Hide button, it will hide this email from the main view. You use this function if you don't want to see this email (or multiple selected emails) in the Email Capture window.
Clicking the refresh button just refreshes this screen.
Clicking the 'Show Ignored' emails button will change the window to only show you all emails which have previously been set to be ignored. Note that this view does not show emails which have not been captured as a result of being on the Domain or Email block list.
Clicking the Group View button will present you with a number of options to sort and view the captured including:
- Chronological Order - this will sort and show all emails in the order that they were sent/received by Outlook. The order shown is from oldest to newest.
- By Match Status - this is the default view. This seperates the emails in to two groups: Matched & Saved and Unmatched
- By Name - this will group the emails by email address
You can use the Search Emails field to search for emails which have been captured. This field can search receipient, email addresses and subject line.
Clicking the settings button opens up the Email Capture settings window. For full details on this window see: Understanding the Email Capture Settings
Clicking the Capture History button will reveal the Email Capture History window. This window shows you a record of each time a capture was performed and what occured during that process.
Clicking the Help button will open a webpage which will take you to the User Manual section that covers the topic of Email Capture