Once you’ve completed the inital setup, Outlook Sync integrates your Outlook email with Top Producer in a number of ways. It’s important to note that this integration does not sync your email, but rather enables you to copy email you send/receive in Outlook to Top Producer for your records.

Outlook Sync enables you to do the following:

  • While composing email in Outlook, you can search your Top Producer contacts and add contacts to the recipient list.
  • Copy any email you send/receive in Outlook to Top Producer for your records.
  • Launch Outlook when composing email in Top Producer, rather than using Top Producer’s Email feature. Top Producer will still be used when sending mass emails or scheduled plan emails.

Note: If Outlook isn’t used when you compose email in Top Producer, from the Top Producer Settings area, click Email > Edit Email Setup and ensure the Use Outlook as Email Editor option is set to Yes.

Adding Top Producer Contacts to an Outlook Message

When sending email in Outlook, you can search for and add your Top Producer contacts to the recipient list.

To add Top Producer contacts to an Outlook message:

  1. When composing an email in Outlook, click Select TP Contacts
  2. Outlook 2010 example:

    select-tp-contacts

  3. Search for the contact you want to add by entering criteria.
  4. Tip: You can also click Add new contact to create a new Contact Record.

  5. Select a contact in the search results and then click To, CC or Bcc to add them to the recipient list.
  6. The email is sent to the selected contact(s) and copied to the Contact Record’s Activities tab in Top Producer.

Copying Outlook Email to Top Producer

You can copy an Outlook email message to your Top Producer contacts for your records. Once copied, the email appears in the Contact Record’s Activities tab in Top Producer.

You can copy email to:

  • All associated contacts (the sender/message recipients).
  • Contacts who didn’t send/receive the email, but you would like a copy for your records.

To copy email to associated contacts:

  1. Highlight the email you want to copy and then click Copy Email to TP.
  2. Note: If using Outlook 2013 and this option doesn’t appear, just double-click the email to open it in a new window.

    Outlook 2010 example:

    copy-email-recipients

    Tip: You can also copy an email while composing it by clicking Send and Copy Email to TP rather than the standard Outlook Send button. 

  3. If an email address doesn’t match a contact in Top Producer, you can:
    • Create a new contact: Enter their information > click OK.
    • Search for the contact: Click the Search for TP contact tab > enter your search criteria > select the contact you want to copy the email to > click OK.
  4. The email is copied to all associated contacts and appears in the Contact Record’s Activities tab in Top Producer.

To copy email to contacts that didn’t send/receive the email:

  1. Highlight the email you want to copy, and then click Search & Copy to TP Contacts.
  2. Note: If using Outlook 2013 and this option doesn’t appear, just double-click the email to open it in a new window.

    Outlook 2010 example:

    copy-email-non-recipients

  3. You can:
    • Search for the Top Producer contact: Enter your search criteria > click Search > select the contact(s) > click Add.
    • Copy the email to a new contact: Click the Add new contact tab > enter their contact information > click Add > click OK.
  4. The email is copied to the selected contacts and appears in the Contact Record’s Activities tab in Top Producer.

Viewing the Copied Email in Top Producer

You can view the Outlook email you copy in the Top Producer Contact Record. Copied email will not appear in your Top Producer Inbox.

To view the copied email in Top Producer:

  1. In Top Producer, open the Contact Record of the person associated with the email, and then click the Activities tab.
  2. Select Complete from the Show drop-down list, and then click the View email message view-email-icon icon to view the email content.
  3. view-email

Determining Which Email You’ve Copied to Top Producer

Any email that has successfully been copied to Top Producer will display the Top Producer label in Outlook.

tp-label

Tip: You can perform a search for “Top Producer” in Outlook to view all of the email you’ve copied to Top Producer.