Smokeball’s integration with Outlook allows you to send emails from and save attachments to your matter.
Important Note
Smokeball’s Outlook toolbar should automatically be included with your Smokeball installation. If this toolbar is missing or not working, please contact our Support team for assistance.
Send an email from Smokeball
-
Open a matter and select Email from the Actions toolbar.
-
Click the Add button next to the parties and/or staff that you’d like to address the email to.
-
By default, email addresses you select will be added to the To field.
You can add email addresses into the CC and BCC fields by selecting either of these fields at the bottom of the window before clicking the Add button beside any of the parties and/or staff you'd like to add to the email.
-
By default, email addresses you select will be added to the To field.
- Select Next.
- If you have your Outlook app open on your desktop device, a new window will open with a blank email that has the To, CC and BCC fields already pre-filled as per the selection you made in step 2.
-
Compose your email and attach documents if needed. Use the Smokeball matter bar at the bottom of the email window to action Smokeball-specific tasks:
- View the details of the matter directly from Outlook by selecting View Matter.
- Attaching a document from Smokeball? Select Attach to easily find and attach it to your email.
-
Add more email addresses by selecting Send To, which will bring up the list of parties and staff to select from.
-
When you’re ready to send, select Send. The contents of the email will be saved in the related Smokeball matter.
View all email communications for a matter
You can access all emails sent from Smokeball regarding a matter by navigating to the Emails tab within the matter.
Select the arrows next to the categories to show emails sent or received from a specific email address.
Save emails to Smokeball
With the Smokeball to Outlook integration, you’ll see a Smokeball search bar at the bottom of emails, allowing you to browse for a matter to save the email to. To save the email:
-
Open the email in Outlook, then select Browse from the Smokeball search bar.
Alternatively, you can click into the Smokeball search bar and type in the matter you wish to save the email to.
-
Select the matter to save the email to.
If there’s attachments you wish to save as well, tick the checkbox next to the attachment name.
You can change the folder location that files will be saved to by clicking 'change' in the Location section of the window. - Click OK or Attach.
Any emails saved to a matter will have the Smokeball tag applied to them in Outlook.
They will also appear in the Received category in the Email tab of the matter.
The email and associated attachments will also be accessible from the Documents section in the matter.
Save multiple emails to a matter
You can save multiple emails to a matter from Outlook:
- In Outlook, hold the Ctrl or Shift key while selecting multiple emails.
-
Right-click on one of the emails and select Smokeball – Associate emails with matter.
- Select the matter and tick the attachments you wish to save. Then, select OK.
Save one email to multiple matters
An email can only be assigned to a single matter from Outlook.
If you need to have copies of an email added to other matters:
- Save the email to a matter.
- Right-click on the email in your Document list.
-
Select Copy to, then Another matter.
- Select or search for the matter.
- Repeat the previous steps for every applicable matter.
Save attachments from email replies
When you receive a reply to an email that has been saved to a matter, the reply will also be saved to the matter automatically. You can choose to have Smokeball save any attachments included in those replies. The attachments will appear in the Documents section of the matter.
To enable this:
- Select the Settings (gear icon) in the top-right corner of the Smokeball Desktop App to enter Smokeball Settings.
- Select Outlook and Notifications from the left-hand menu.
- Tick either one or both of the following options depending on your preference:
- Save file attachments from reply emails to a matter (e.g., PDFs, Word Docs, etc.)
-
Save inline images from reply emails to a matter (e.g., embedded logos, images, email signature icons, etc.)
- Select Save.
Next steps
Once you’ve learned how to send emails from Smokeball, learn how to send emails from Microsoft Word, or set up email containers to automate emails.