Transitioning to Smokeball

The goal of Smokeball is to help keep everything in one place including your matters, documents, emails, calendar, tasks, activity, etc. By keeping everything in one place, Smokeball’s clients find they can spend more time practicing law and serving their clients. Our team is committed to providing resources and training to make help make the transition to Smokeball as smooth as possible.

This article will walk you through how to have a seamless transition and making sure you experience the full value and best experience with Smokeball.

Make the move to Word, Outlook, and Office O365

You don’t necessarily need to be using O365 today, however, Smokeball is optimized to work best with Office 365 so we highly encourage you to start using Office 365. Smokeball integrates with Word and Outlook. If you are using Word Perfect for document creation or Gmail for email/calendar, there are steps you will want to take before your first training with Smokeball.

If you are not using Microsoft Word and Outlook, you will not get the full advantage and impact of Smokeball. Microsoft offers free online training (Word Training and Outlook Training). Here are a few reasons to make the move to Word, Outlook (Office 365 preferred) and optimize your Smokeball experience:

Document Creation/Automation with Microsoft Word

  • Quickly and accurately generate letters, templates, or Court prescribed forms
  • Ensure all documents are saved, accessible, and searchable in one place
  • Respond faster to client requests
  • Standardization and consistency in every document across staff

Email Management with Microsoft Outlook

  • Quickly find, review, or search all emails for each matter located in each matter
  • Emails automatically saved to a matter
  • Quickly and easily save email attachments directly to matters
  • All staff on the same page with all correspondence with a client so clients get answers faster

Calendar Integration with Microsoft Outlook

  • Every calendar event you enter in Smokeball will appear in Outlook and every Outlook calendar event will appear in Smokeball.
  • Easily add events to matters from Smokeball’s mobile app.
  • Smokeball becomes your firm’s shared calendar – See all staff calendars or create calendars

Roadmap to Success with Smokeball

To get the most value of Smokeball and keep all your matters, documents, emails, calendar, tasks, activity, etc. in one place, follow the below steps prior to your first Smokeball training:

Current System

Steps for Success

Office 365

If you are using locally installed version of O365, no action is needed. If you are going to a web browser to check email/calendar, you are not using the local version of O365. Download the local version on all PC’s Smokeball will be installed. Note: You can download the local version of O365 on up to 5 devices.

1.      Install local version of Office 2016


2.      Set up your Outlook

Stand Alone Office Versions 2013/2016

You are using the stand along version of Office, if Office was downloaded only directly to your PC and you do not have the web based office version available with Office 365. Smokeball will function with Office 2013 and 2016, but we encourage you to upgrade to Office 365 for a variety of reasons

  • Office 365 allows the same functionality you are used to with Office 2013 and 2016 boxed product versions.
  • Office 365 ensures you are always up to date with the latest Microsoft versions
  • Smokeball is optimized for Office 365
  • Save money overtime with Office 365 vs. upgrading to new office versions every 3 years.

Gmail for Business

If you are not already utilizing Outlook fro your email and calendar with your Gmail for business, you can migrate your Gmail for Business to Office 365 (Exchange) or keep using you Gmail for Business with Google Apps (G Suite) with Outlook.

Here are a couple helpful links when migrating from Gmail for Business to Office 365:

Set up Outlook and Review Tips and Tricks

Migrate IMAP mailboxes to Office 365

Import Email, Contacts, and Google Calendar to Outlook

Free Gmail Account

For the best Smokeball experience, upgrade to Office 365. If you are interested in migrating your calendar and email from your free Gmail account to Office 365, please work with your IT consultant or reach out to Smokeball’s preferred IT Partners.

It is possible to take advantage of Smokeball’s email integration with Outlook using a free Gmail account.

  • You will need to start utilizing the Outlook/Smokeball calendar. You will not be able to sync your previous Gmail calendar with Outlook.
  • Before setting up Outlook, make sure Gmail less secure apps is enabled.
  • If you want your Gmail calendar to migrate over to Outlook, you will need to upgrade to Office 365 or Gmail for Business. Work with your IT consultant reach out to Smokeball’s preferred IT Partners for help beyond Microsoft support

Note: Once the migration is complete, start using Outlook for all email correspondence and calendar events

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