Article Contents
- Introduction
- Archive emails from your mailbox
- Archive emails after sending
- Automatically tag project numbers
Introduction
Hiro has a Microsoft Outlook plug-in that you can use to save your email messages to the Email Archive, enabling you to take control of your inbox and stay on track.
You will need to install the plug-in onto your PC before using it - instructions are available here.
Archive emails from your mailbox
Select your email/s to archive
Emails can be archived after you select them from any of the folders in your mailbox in Outlook. You can select more than one email at a time:
- to select a sequence of emails: click the first email item in your mailbox, hold down the Shift key on your keyboard, then click the last email in the sequence you want;
- to select a non-continuous sequence of emails: hold down the Ctrl key on your keyboard, then click each email you want to archive.
Once you have selected the email/s you want to archive, click the "Archive Email" button on the ribbon at the top of the main Microsoft Outlook window:
Tag project numbers to email/s
After you click the "Archive Email" button, you will be presented with the below popup window. Search for and select which project (either enquiry or job number) you want to tag these emails with.
Learn more about how project numbering works in Hiro here.
If you know the job or enquiry number, you can enter that into the search box. Alternatively, you can search for projects by any of their key fields - e.g., billing entity name, location or client reference.
Selected project numbers will appear underneath the search box. You can tag multiple project numbers if you wish. Click the X icon adjacent to a selected project to remove it.
Select how to archive your email/s
Once you have selected the email you wish to archive, you have two options of how to archive your email:
- Archive and delete from my mailbox
This button automatically extracts all the information from your selected email/s (e.g., sender, author, body), and afterward moves the email/s to your "Deleted Items" folder in Outlook. - Archive, but keep a copy
This button automatically extracts all the information from your selected email/s (e.g., sender, author, body), but does not move or delete the email/s in your Outlook mailbox. Instead, those email/s get tagged with a category labelled "Archived".
You will see this category label in two places: either in the Categories column when viewing your mailbox items in their folders in Outlook, or when you double click to open the email - refer the two example screenshots below:
Archive emails after sending
After you send an email, Hiro will popup asking you whether you want to archive that email, saving you having to go hunt for it in your Sent Items folder. The popup looks a little different after you send an email, and you get an additional option how to handle that email you just sent.
The third option added is "Just delete it (don't archive)". If you select this option, your email is not sent to Hiro, and is instead just moved from your Sent Items folder to your Deleted Items folder.
Automatically tag project numbers
To save you even more time, you can automatically tell Hiro which project number/s the email relates to, either when you manually select emails, or when the Email Archive popup appears after sending an email.
To instruct Hiro what the project number for that email is, add it to your email's subject line. You can see in the screenshot example above that the subject line was "259 department added to job - Brisbane (Planet Express)".
Because 259 is a valid job number in this example, when the Email Archive popup appears (either the archive button is pressed or after the email is sent), the project number box is automatically populated. Just click the button for the archive option you want and you're done!