How to use Outlook Email Sync to save emails to AMS+

This article explains how to sync Outlook emails from the desktop app version of Microsoft Outlook to AMS+ as Activities, emails, or both.

Requirements

• You must have the desktop app version of Microsoft Outlook installed on your computer and you must have the AgencyBloc Outlook Sync Add-In installed and activated in the Outlook desktop app. Learn more.
• You must be logged into AMS+ as an Agency User or Agent CRM User.

Sync emails manually

You can sync individual emails or folders directly from Outlook.

• Sync as Activity - The Outlook email will turn into an activity in AgencyBloc. It will be automatically assigned to you with a progress status and due date based on your settings. See sync settings for more details.
• Sync as Email - The Outlook email will be saved as an email in AgencyBloc.
• Sync as Activity and Email - The Outlook email will turn into an activity AND be stored as an email in AgencyBloc.

After making a selection, the email will appear within AMS+ in a few seconds.

Sync emails automatically by folder

You can configure an Outlook folder to sync automatically whenever an email is moved into it.

Any emails moved into that folder will:

• Convert into Activities,
• Be stored as emails, or
• Both, depending on your folder settings.

Set up a folder for automatic sync

In your Microsoft Outlook desktop app, open the Add-In settings.

Select Add Folder and then choose the folder you want to sync.

Select one or both options:

• Sync As Emails
• Sync As Activities

Specify a Sync After Date.

• Only emails with a sent timestamp after this date will sync.
• This is helpful when setting up a folder for the first time to prevent outdated emails from syncing.

Save and close.

To stop a folder from syncing, remove it from the Add-In settings.

Folders with Outlook rules can be synced. Emails filtered into those folders automatically will sync according to your selected settings.

Syncing your inbox

Be intentional about which folders you configure for sync. Avoid syncing high-volume folders such as "Inbox" unless necessary.

Syncing an entire Inbox may result in:

• Unnecessary Activities
• Receipts
• No-reply messages
• Personal correspondence
• Spam

Consider creating a dedicated folder structure specifically for AMS+ sync.

Association options

You can allow AMS+ to automatically associate synced Activities and emails with records, or manually associate them yourself.

Automatic association

AMS+ reviews the email address(es) of the incoming Activity or email and attempts to associate it with an Individual Record that has a matching primary or secondary email address.

• If a match is found, it is automatically associated.
• If no match is found, the item becomes "Unassociated".

You can manually associate unassociated items to new or existing records. See the related article on How to manage unassociated Activities and emails in AMS+.

Tip: Keep email addresses on Individual Records accurate and up to date.

Manual association

To manually associate all synced items:

• Go to My Account > Email & Calendar > Outlook Email Sync.
• Update the association setting.

All incoming Activities and emails will become "Unassociated" and must be manually associated with records. See the related article on How to manage unassociated Activities and emails in AMS+.

Record type limitations

Emails can’t be directly synced to specific record types at the time of sync.

After syncing:

• Emails can be directly associated with Agent Records, Carrier Records, Group Records, or Individual Records.
• When associating an email directly with a Group Record or Individual Record, you can relate it to a Policy Record.
• Activities that remain unassociated can be manually associated with a Sales Record.

You can also copy emails to other records or change their association. See the related article on How to copy and move emails between records in AMS+.

Best practices

Sync as Activity

Select "Sync as Activity" when you want to:

• Create an actionable to-do
• Assign follow-up to another user
• Track progress with status and due date

Synced Activities cannot be deleted after being associated with a record.

Sync as Email

Select "Sync as Email" when you want:

• A stored copy of correspondence
• Attachments preserved
• The ability to delete the saved email later if needed

Saved emails can be deleted after being associated with a record.

Email retention policies

Only sync Outlook emails to AMS+ that adhere to your agency’s email retention policies.

Deleting synced items

Deleting an Outlook email does not delete its corresponding Activity or saved email in AMS+.

If a synced Activity or email was copied or associated to multiple records:

• Deleting it from one record does not affect other records.
• Each Activity or email association is independent.