Customize Outlook

In WorkZone for Office, you can add extra columns to your mail folders. This makes it possible to view additional information about your Outlook items without opening them. You can also set up conditional formatting rules: apply different colors, highlight, or enlarge the messages that are most or least important.

Tip:

  • You can customize your Search Folders to show the Outlook items that you have saved on a case. You do this in the same way as when you customize any other folder in Outlook.
  • You can customize your message rules to clean up the emails and appointments saved on a case. You do this in the same way as when you customize any other message rule in Outlook.

Add a column to a folder

You can add Case and Case Document columns to your email folders to see more information about your emails or appointments.

The Case column shows which cases your Outlook items are saved on, and the Document column displays the IDs of the main documents assigned to your saved Outlook items.

Prerequisite: The reading pane must be deactivated in order to view the added columns. On the View tab, click Reading Pane > Off.
  1. Click your mail folder (for example, Inbox).
  2. On the View tab, select View Settings > Columns.
    The Show Columns window is displayed.
  3. Select User-defined fields in Inbox from the Select available columns from drop-down list.
    A list of available columns is displayed.
  4. Select the column that you want to add, for example Case, from the Available columns list, and click Add ->. The Case column is moved to the Show these columns in this order list.
  5. Click OK. The Case column is displayed in the Inbox folder.
Note: If you add a column to any other folder than Inbox, the drop-down item is called User-defined fields in folder.

Use advanced registration pane

Alternatively to the standard registration pane, you can use an advanced Outlook registration pane when you save emails. By using the advanced Outlook registration pane, you can register additional information such as Case Handler, State, Reply Deadline, and Responsible Unit.

To use the advanced Outlook registration pane, proceed with the following steps:

  1. Go to File > Cases & Documents.
  2. Select Use advanced registration pane.