Using Outlook Connector in Top Producer

Top Producer Outlook Connector is an add-in component for Microsoft Outlook 2003 and 2007. It allows the use of Outlook for personal email messages rather than Top Producer's Email features, while maintaining the ability to search Top Producer for email addresses and copy messages into Top Producer Contact Records.
Top Producer Outlook Connector integrates Outlook with Top Producer in the following ways:

1. When sending single email messages from within Top Producer (by clicking an email address in a contact record for example), Top Producer Outlook Connector launches Microsoft Outlook rather than Top Producer's Email feature.
2. When sending email from Microsoft Outlook, Outlook Connector gives the option of sending a copy of the message to Top Producer for inclusion in the recipient's contact record.
3. Outlook Connector allows the management of a @topproducer.com email account and any additional email accounts within Outlook.
4. Outlook Connector enables searching Top Producer’s contact records and adding contacts as message recipients, all from within Microsoft Outlook.
5. Outlook Connector allows the creation of a new contact record in Top Producer from within Outlook.

After the installation of the Outlook Connector software, a new toolbar will be available at the top of the Microsoft Outlook window. This toolbar contains three buttons: Copy to TP, Search & Copy to Multiple TP Contacts, and Help.

Copy to TP

Any email message, whether it was sent from or received in Outlook can be copied to Top Producer. Simply highlight the email and click the Copy to TP button. Once copied, the email will be marked with the category of Top Producer. This allows you to quickly determine which email messages have been copied to Top Producer.

The Copy to TP function matches the email address of the recipient (of sent emails) or sender (of received emails) to an existing contact in Top Producer. If the email address does not exist within Top Producer, you will receive a prompt with three choices: Add Contact, Search for Contact, and Close.

1. Add Contact opens a form that allows you to directly add a contact to Top Producer with the associated email address. Fill in the Name and any other information you have, and click OK. The contact will be added and the email will be automatically copied.
   

   

   Note: If the contact already exists in Top Producer but does not contain the correct email address, using this feature will add a second (duplicate) contact record. If the contact already exists in Top Producer and you would like to add the new email address to it, use the Search for Contact feature instead.

2. Search for Contact allows you to search Top Producer for the contact record to which the email should be copied. Place a checkmark next to Add to this contact record if you would like the email address to be automatically added to the record. Click OK when finished.
   

   

3. Close will close the prompt and takes no further action. The email message will not be linked to any contact record for the email address shown.

Search & Copy to Multiple TP Contacts

Search & Copy to Multiple TP Contacts allow you to copy the email into one or more contact records within Top Producer, regardless of any existing email addresses in their records.

1. Select an email to copy and click Search & Copy to Multiple TP Contacts.
2. Type in the search criteria for the desired contact(s) and click Search.
3. All contacts that match the search criteria will display in the list. Click to highlight the correct one and click Select Contact. The contact will now display on the right.
   
   
4. If desired, repeat this process to search for additional contacts and add them to the list on the right. To remove a contact from the selection list, click the Trash Icon .
5. When all contacts have been selected, click OK to copy the email into their records.

Help

Clicking the Help button will open the Top Producer Outlook Connector Help file in your browser. To view the help file now, click here.

Composing new messages

When composing a new message in Outlook 2007, new Toolbar options are available for Top Producer Outlook Connector. Click the Add-Ins tab to view the new buttons.

Send and Copy to TP

When the email message has been composed and all recipients added, this button sends the email to the recipient(s) and copies the email to the Top Producer contact record(s). Email attachments are also included when the message is copied.
If one or more of the email addresses do not exist in Top Producer, you will receive a prompt.



This prompt provides the same options as Copy to TP, described above. If you choose to not copy the email at this time (by clicking Close), it is still possible to copy it later by viewing your Outlook Sent Items folder, selecting the email, and clicking Copy to TP.

Select TP Contacts

Select TP Contacts opens a search window allowing you to add contacts that exist within Top Producer. Simply type the appropriate search criteria and click Search. Select the desired contact and click To, CC, or Bcc to add the contact as a recipient. Repeat this process to add additional recipients. Click OK to return to the compose email window.

Viewing copied messages in Top Producer

All messages copied to Top Producer will be accessible as part of the matching contact record(s) completed activities. To access the copied emails, follow the below steps:

1. Log in to Top Producer and open the contact record to which the email was copied.
2. Click the Activities tab. In the Show pull down menu, select Complete.
   

   

3. All copied emails will be displayed in the list of complete activities. Sent Emails and Received Emails are identified under the Type column.
4. To view the email details and access any email attachments, click the email Description.
5. To view the content of the email message, click the View email message icon . To delete the copy of the email message in Top Producer, click the Trash icon .