Marketing Automation CRM Success Guide: Technical Help

Tip: Keep the platform open on your computer screen while following the guide on a second monitor/ tablet/ phone. You can also download the PDF file for easy reference (print).

Email Sync Settings #1: How to resolve Sent Mail Sync across devices

Email Sync Settings #1: How to resolve Sent Mail Sync across devices

This guide will show how to sync your Sent mail so that emails sent on one device reflect in the Sent items of any other devices using that same email account.

Introduction

Extract From Hetzner Article - Click to Read More

*** Before following any of the steps below ensure you back up your emails, contacts, calendar, tasks, etc. Failure to back up might result in you losing your data!

Managing your sent mails can be much easier if you synchronise them into one folder. To do this:

  1. Set up IMAP for mail on your server.
  2. Ensure that you have a Sent folder on the server:
    1. 2.1 Check in Webmail if a Sent items folder exists.
      1. 2.1.1 If not, click on the settings/cog icon, select Folders, then tick Sent to subscribe.
      2. 2.1.2 If there is no Sent folder, then send a quick test email from Webmail. This will generate a Sent items folder which Outlook and Mac mail etc. can reference.
  3. Configure the mail applications to recognize the Sent folder so that all your sent mails are directed to that folder.

Usually, the configuration happens automatically when you set up your email address in the mail programme, creating a folder labelled Sent Messages. In some cases however, the email sync programme may default to saving the sent mails locally on your computer instead of saving them on the server. In these cases you’ll have to set up the folder manually in order to sync the sent mails. The main advantage of synchronising your emails on the server is that it allows you to access the mails on any device.

Manual set up should be a final resort and should be done if the auto sync fails.

  • Outlook 2007 and 2010 have account settings that will let you choose whether or not to save sent mail in a folder called Sent Mail 
  • Outlook 2013 automatically saves your sent mails in the Sent Items file
  • For Gmail users, there’s a Gmail IMAP that automatically saves the sent mails to Sent 

When the server tries to determine the folder and fails, here are a few guidelines to help you sync the sent mails manually in Outlook.

*** Reminder: back up your data

Subscribe to a Folder in Outlook 

  1. Open the Outlook email client
  2. Right click on the Inbox folder
  3. Select IMAP Folders
  4. Untick the box that says ‘when displaying hierarchy in outlook, show only subscribed folders‘ so that all folders are visible, not only the subscribed ones
  5. Click on query
  6. Select the folders that you are not subscribed to
  7. Click Subscribe (one by one)
  8. Click OK to close the dialogue boxes.

Subscribe to an Outlook Folder on an Apple Device 

You can sync your IMAP email account settings from an Apple device; an iPhone, an iPod or a Mac device. Unlike the case with other devices, you must define the IMAP  path prefix when using an Apple device.

To set the IMAP path prefix:

  1. Click on Settings (mobile) or System preferences (desktop)
  2. Click on Mail (mobile) or Internet Accounts (desktop)
  3. Select the relevant Account
  4. Click Advanced
  5. Click  IMAP (if applicable)
  6. Set the Path prefix by typing INBOX
  7. Save and your folder will appear.

Outlook 2013 and Outlook 2016 may not find the correct folder to save the sent mails. When this happens, it will automatically create a folder called Sent (this computer only) – but this folder won’t sync the sent mails with the server.

Root Your Mailbox:

There are times when your Outlook may not recognise your folders due to some errors. When your mailbox is rooted, the IMAP set up will be based on a root structure and Outlook will recognise all the correct folders. Rooting will make Outlook ignore the pre-existing Sent Items and Deleted Items folders and let you use local folders in their place. It will then use the Root folder path to recognise the local folders as the correct folders.

  1. Go to  File and click Account Settings
  2. Open your IMAP account.
  3. Click on More Options
  4. Open the Advanced tab
  5. Under options, click on Root folder path
  6. Click OK to close the dialogue boxes

If your new folders don’t appear amongst the folders in the IMAP dialogue box, make sure you update the folders list then refresh the mail server or the browser you are using. To update the folders:

  1. Open the mail client
  2. Right click on the first folder on your IMAP account
  3. Click on Update Folder List

How to Determine the Root Folder Path 

To determine the root folder path for your mailbox root:

  1. Right click on the IMAP mailbox
  2. Select IMAP Folders
  3. A dialogue box will appear; click on the Query button
  4. The root name is the common name before the dot

Outlook 2010: 

When assigning a folder to the Sent Items in Outlook 2010 follow these steps;

  1. Open IMAP by clicking on File, Account Settings and then double click on the IMAP account.
  2. Click on More Settings
  3. Select Sent Items
  4. Enable “Save sent items in the following folder on the server”.
  5. Choose your preferred folder

Performance Note: 

As the Sent folder size increases, your mail application will become slower to access, especially on iPhones and other mobile devices. It is recommended that you create a Sent Archive folder on your local computer and/or a backup drive. Every year or so, move the year-old Sent items to the Sent Archive.

You are not going to need/ refer to these messages frequently since they’re more than a year old, but you will still be able to access them if required.

Email Sync Settings #2: How to resolve your Personal Folders (.pst) file in Outlook

Email Sync Settings #2: How to resolve personal folders (.pst) file in Outlook

Applies to: Microsoft Office Outlook 2007, Microsoft Outlook 2002 Standard Edition, Microsoft Office Outlook 2003.

*** Before following any of the steps below ensure you back up your emails, contacts, calendar, tasks, etc. Failure to back up might result in you losing your data!

Extract From Microsoft Article - Click to Read More

Summary

This article describes how to move a personal folders (.pst) file to a different location on your hard drive.

Note: Moving a .pst file to a network share is not supported.

For more information, click the following article number to view the article in the Microsoft Knowledge Base:

Personal folder files are unsupported over a LAN or over a WAN link

More Information

Use the procedures in this section to move a .pst file.

How to identify the name and location of your personal folders file

*** Reminder: back up your data

Microsoft Outlook 2010

  1. Start Outlook 2010.
  2. Click the File tab in the Ribbon, and then click the Info tab on the menu.
  3. Click the Account Settings
  4. Click Account Settings
  5. Click Data Files.

    Note the path and file name of your .pst file. For example, C:\Exchange\Mailbox.pst indicates a .pst file that is named Mailbox.pst and is located in the Exchange folder on your drive C.

  6. Click Close, click OK, and then click Exit and Log Off on the File menu to quit Outlook.

Microsoft Office Outlook 2002 through Microsoft Office Outlook 2007

  1. Start Outlook.
  2. On the Tools menu, click Options.
  3. On the Mail Setup tab, click the Data Files
  4. Note the path and file name of your .pst file. For example, C:\Exchange\Mailbox.pst indicates a .pst file that is named Mailbox.pst located in the Exchange folder on your drive C.
  5. Click Close, click OK, and then click Exit and Log Off on the File menu to quit Outlook.

How to copy your personal folders file

  1. On the Start menu, point to Programs, and then click Windows Explorer.
  2. Browse through the files to the location of your .pst file.
  3. Copy your .pst file to the location that you want.

For more information about how to copy a file or folder, follow these steps:

  1. Click the Start button, and then click Help.
  2. Click the Search tab, and then type copy.
  3. In the Select Topic to display box, click
    Copy or move a file or folder.

How to point Outlook to your new personal folders file

Microsoft Outlook 2010

  1. Open Outlook 2010.
  2. Click the File tab on the Ribbon, and then click the Info tab on the menu.
  3. Click the Accounts Settings tab, and then click Account Settings
  4. On the Data Files tab, click Add.
  5. Under Save as type, select Outlook Data File (*.pst).
  6. Find the new location for your .pst file, and then click OK.
  7. Select the .pst file, and then click Set as Default.
  8. If this is your default e-mail delivery location, you will receive the following message:

You have changed the default delivery location for your e-mail. This will change the location of your Inbox, Calendar, and other folders. These changes will take effect the next time you start Outlook.

Click OK.

  1. Click the .pst file that was identified in step 4 in the "How to Identify the Name and Location of Your Personal Folder File" section, and then click Remove to remove the local .pst file from your profile.
  2. Click Yes, click Close, and then click OKto close all dialog boxes.
  3. On the File menu, click Exit.
  4. Restart Outlook.

    Your profile now points to your .pst file in the new location. Outlook opens your new .pst file, and you can now delete the .pst file from its old location.

Microsoft Office Outlook 2003 and Microsoft Office Outlook 2007

  1. Open Outlook.
  2. On the Tools menu, click Options.
  3. On the Mail Setup tab, click the E-mail accounts button, even if you do not have an email account specified.
  4. On the Data Files tab, click Add.
  5. Click Office Outlook Personal Folders File (.pst), and then click OK.
  6. Find the new location for your .pst file, and then click OKtwo times.
  7. Click Set as Default.
  8. If this is your default e-mail delivery location, you will receive the following message:

You have changed the default delivery location for your e-mail. This will change the location of your Inbox, Calendar, and other folders. These changes will take effect the next time you start Outlook.

Click OK.

  1. Click the .pst file that was identified in step 4 of the "How to identify the name and location of your personal folder file" section, and then click Remove to remove the local .pst file from your profile.
  2. Click Yes, click Close, and then click OKto close all dialog boxes.
  3. On the File menu, click Exit.
  4. Restart Outlook.

    If the .pst is your default delivery location, you will receive the following message:

The location that messages are delivered to, has changed for this user profile. To complete this operation, you may need to copy the contents of the old Outlook folders to the new Outlook folders. For information about how to complete the change of your mail delivery location, see Microsoft Outlook Help. Some of the shortcuts on the Outlook Bar may no longer work. Do you want Outlook to recreate your shortcuts? All shortcuts you have created will be removed.

Click Yes to have Outlook update the Outlook Bar shortcuts so that they point to your new .pst file location, or click No to leave the shortcuts for your original local .pst file.

Your profile now points to your .pst file in the new location. Outlook opens your new .pst file, and you can now delete the .pst file from its old location.

Microsoft Office Outlook 2002

  1. Open Outlook.
  2. On the Tools menu, click Options.
  3. On the Mail Setup tab, click the E-mail accounts button, even if you do not have an email account specified.
  4. Click to select the View or change existing e-mail accounts check box, and then click Next.
  5. Click the New Outlook Data File
  6. Under Types of storage, click
    Personal Folders file (.pst), and then click OK.
  7. Browse through the folders to the new location for your .pst file, and then click OKtwo times.
  8. Under the Deliver new e-mail to the following location list, click the Personal Folders file that was just added, and then click Finish.
  9. If this is your default email delivery location, you will receive the following message:

You have changed the default delivery location for your e-mail. This will change the location of your Inbox, Calendar, and other folders. These changes will take effect the next time you start Outlook.

Click OK.

  1. On the Mail Setup tab, click the Data Files
  2. Click to select the .pst file that was identified in step 4 in the "How to identify the name and location of your personal folder file" section, and then click Remove to remove the local .pst file from your profile.
  3. Click Close, and then click OKto close all dialog boxes.
  4. On the File menu, click Exit.
  5. Restart Outlook.

    If the .pst is your default delivery location, you will receive the following message:

The location that messages are delivered to, has changed for this user profile. To complete this operation, you may need to copy the contents of the old Outlook folders to the new Outlook folders. For information about how to complete the change of your mail delivery location, see Microsoft Outlook Help. Some of the shortcuts on the Outlook Bar may no longer work. Do you want Outlook to recreate your shortcuts? All shortcuts you have created will be removed.

Click Yes to have Outlook update the Outlook Bar shortcuts so that they point to your new .pst file location, or click No to leave the shortcuts for your original local .pst file.

Your profile now points to your .pst file in the new location. Outlook opens your new .pst file, and you can now delete the .pst file from its old location.

Import/ Export spreadsheets: How to resolve CSV files in Excel and Google Docs

Import/ Export spreadsheets: How to resolve CSV files in Excel and Google Docs

Note: only .csv format files can be uploaded to the platform.

  1. Preparing a contact list to import to the platformIn Excel:
    • 1.1. You must have as minimum information, the following columns:
      • • First Name
      • • Last Name
      • • Email
    • 1.2. Click ‘File’ tab, click ‘Save As’, and ensure correct document names is in the ‘File name:’ dialog box.
    • 1.3. Below in ‘Save as type:’ click dropdown and scroll till you find ‘CSV (Comma delimited)(*.csv)’ and select this option and click ‘Save’.
    • 1.4. Click ‘OK’, click ‘Yes’
    • 1.5. To close file – click ‘Save’ and save to a location you can find (if unsure, choose ‘Desktop’), click ‘Save’. If it askes to replace it, click ‘Yes’. If another dialog box appears, click ‘Yes’.

    In Google Drive open a Google Sheet:

    • 1.6. You must have as minimum information, the following columns:
      • • First Name
      • • Last Name
      • • Email
    • 1.7. Click on ‘File’; select ‘Download As’, select ‘Comma-separated values (.csv, current sheet)’
    • 1.8. In the dialog box select which folder you want to download to (if unsure, choose ‘Desktop’), click ‘Save’.
  2. Importing a csv file to the platform
    • 2.1. On the platform, hover your cursor over ‘Contacts’ on the top navigation bar and click ‘Import Tool’
    • 2.2. Read the notes.
    • NOTE: Go to Help Docs on the platform and in the search bar type ‘Using the Import Tool’ and select the help doc
  3. Exporting a list
    • 3.1. Choose a list you want to download
    • 3.2. Near the top on the right click the grey cog/gear dropdown and select ‘Export Members’
    • 3.3. A yellow bar will appear with the words ‘Export Manager’ – click the words
    • 3.4. The download list will appear in the Export Manager window.
    • 3.5. Click the list and a dialog box will open.
        • 3.6.In the ‘File name:’ section make sure you name your list clearly (recommended that you do not use the file name that appears there)
    • 3.7. In the ‘Save as type:’ in the dropdown, if you do not want it saved a comma delimited file, select ‘All files’.
  4. Converting a .csv file to a standard Excel file
    • 4.1. Open the .csv file
    • 4.2. Click column ‘A’ (click on the ‘A’). The column should then be highlighted.
    • 4.3. On the top tabs of Excel click the ‘Data’ tab, and in the section ‘Data Tools’ click ‘Text to Columns’.
    • 4.4. A dialog box opens – select the radio button ‘Delimited’ and then click ‘Next’.
    • 4.5. In the next dialog box screen deselect any box’s that might be ticked and then tick only the ‘Comma’ box and click ‘Next’
    • 4.6. Select the radio button ‘Text’ and click ‘Finish’.
    • 4.7. Your data should now be in the normal Excel format

How to split text into different columns with the ‘Convert Text to Columns’ wizard

You can take the text in one or more cells, and spread it out across multiple cells. This is called parsing, and is the opposite of concatenating, where you can combine text from two or more cells into one cell. For example, if you have a column of full names, you can split that column into separate first name and last name columns, like this:

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Go to Data > Text to Columns, and the wizard will walk you through the process.

Here’s a full breakdown of how it works:

1. Select the cell or column that contains the text you want to split. Note: Select as many rows as you want, but no more than one column. Make sure there’s enough empty columns to the right so nothing over there gets overwritten. If you don’t have enough empty columns, add them.

2. Click Data >Text to Columns.

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3. This starts the Convert Text to Columns Wizard. Click Delimited > Next. 

4. Check Space, and clear the rest of the boxes, or check Comma and Space if that is how your text is split ( Smith, John, with a comma and space between the names). You can see a preview of your data in the Data preview window.

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5. Click Next.

6. In this step, you pick the format for your new columns, or you can let Excel do it for you. If you want to pick your own format, select the format you want, such as Text, click the second column of data in the Data preview window, and click the same format again. Repeat for all the columns in the preview window.

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7. Click the placeholderbutton to the right of the Destination box to collapse the dialog box.

8. Select the cells in your workbook where you want to paste your split data. For example, if you are dividing a full name into a first name column and a last name column, select the appropriate number of cells in two adjacent columns.

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9. Click the placeholderbutton to expand the dialog box, and then click Finish.

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How to join numbers or words in different columns

A. Using the Ampersand ‘&’

Using the Ampersand symbol, which you can enter with Shift + 7, is the simplest way of joining cell contents. In the following example, we'll use =A2&" "&B2 to join first and last names.

1. Click the cell where you want to put the combined text.

2. Type =, then click the cell that contains the first text you want to combine, such as a person’s first name.

3. Type  &” “& (a space enclosed in quotation marks).

4. Click the next cell with the text that you want to combine, such as the person’s last name, then press Enter.

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Tip: To combine the text from more than two cells, continue selecting cells, and typing &” “& after each cell you select. If you don’t want to add a space between the combined text, type & instead of &” “&. To add a comma, type &”, “& (a comma followed by a space, both enclosed in quotation marks).

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Once you have joined the words in excel, you need to copy the column with the joined words and paste it into a Word document. Then copy it from the Word document and paste it back in Excel in the column where you want the joined words/numbers displayed. (The reason for doing this is that the Excel column displays the result of a formula, and by copying to a Word document you remove the formula and retain only the information you want.

B. Using Flash Fill

Note: Flash Fill is only available in Excel 2013 and later.

Let's say column A contains first names, column B has last names, and you want to fill column C with first and last names combined. If you establish a pattern by typing the full name in column C, Excel's Flash Fill feature will fill in the rest for you based on the pattern you provide.

1. Enter the full name in cell C2, and press ENTER.

2. Go to Data > Flash Fill, or press CTRL+E.

3. Excel will sense the pattern you provide, and fill the cells below C2 with the combined text.

How to export a list from the Platform to Excel

How to Export a List from the Platform to Excel

  1. Step 1: Locating the list to export
    • 1.1. Go to Automation tab on navigation bar
    • 1.2. Click on lists
    • placeholder

      • 1.3. Click on relevant folder
    • 1.4. Find the list you want to export
    • 1.5. Click to open that list
    • placeholder

  2. Step 2: Export the list
    • 2.1. Click on the grey gear wheel button on the right
    • 2.2. Select Export members
    • placeholder

    • 2.3. A yellow bar and a message appears confirming that your export is ready for download
    • placeholder

    • 2.4. Click on the words “Export Manager” in the yellow bar. This will open the export manager
    • 2.5. You will see your exported list
    • placeholder

    • 2.6. Before you download the list - copy the name of the list.
    • 2.7. Left Click on the list name and it will automatically download the list to your downloads folder (or the folder you generally select for downloads) on your computer.
    • 2.8. Rename the file by pasting the list name you copied, and then save the file.
  3. Step 3: Convert .csv file to standard Excel file