communications - how to manage emails

  • Updated

The Email Management feature helps you quickly find, review, and organize project-related emails, without switching between multiple screens. The following sections walk you step by step through:

  • Connecting your outlook account with Neostella.
  • Filtering emails.
  • Viewing email details.
  • Managing Project associations.

how to connect your outlook account with neostella

Follow the steps below to connect your Microsoft Outlook account to Neostella and start using the Email feature to see all emails related to your assigned projects in one place.

Once connected, your project-related emails will automatically synchronize, giving you instant visibility and full context without leaving Neostella.

  • Remember, only emails received or sent after your account is connected will be displayed. Previous emails will not show.
  • The integration only needs to be enabled once. After activation, it remains connected continuously and does not require manual reconnection.
  1. After accessing Neostella, click the User account icon, located at the top right of the page, and select the Account option. 
  2. In the System Preferences, click the CONNECT TO MICROSOFT button. The Outlook page to Sign in is open in a new tab.

If the tab is not displayed, check in your browser the locked pop-up window, click the Pop-up blocked icon in your browser's address bar (often in the top-right), and select Always allow.

  1. Login with your Outlook credentials.
  2. Once the authentication is successful, the CONNECT TO MICROSOFT button will be disabled and the emails that match your projects will start to display in the Email page.

For more information on how the emails are identified as part of a project and synced in Neostella, please read: how the email synchronization works.

how to filter emails

Narrow down the list of displayed emails by using the available filters, follow the steps below:

filter by email source

  1. Locate the Email Source filter section.
  2. Click the Email Source dropdown.
  3. Mark or unmark the Inbox and/or Sent checkboxes depending on what you want to display.
  • By default, both Inbox and Sent emails are displayed.
  • Inbox: Select this checkbox to view received emails.
  • Sent: Select this checkbox to view sent emails.
  • When both checkboxes are selected, all emails are displayed.

filter by project

This option is only available in the main Communication > Email tab view. When you are in the Emails view within a Project, all synchronized emails are associated to that specific Project.

  1. Click the Project dropdown.
  2. Start typing to search for a specific Project.
  3. Mark or unmark the checkboxes next to the Project names  to include them.

clear filters

  1. To remove a single filter, click the X next to the selected label in either the Email Source or Projects filter.
  2. To remove all selections within a filter, click the X on the right side of the corresponding dropdown.

The email list updates in real time based on the applied filters. Only relevant filtered selections are immediately displayed.

how to visualize the email details

Follow these steps to open and view an email, including its full thread and information:

  1.  In the Email page, locate the email to review and click to open it. Once the Email page is opened, the following details are displayed:
  • Sender name and email address.
  • Recipient(s).
  • Date and time the email was sent.
  • Projects the email is related to.
  • The complete email content within the thread. All related messages are displayed together, allowing you to easily follow the entire conversation from newest to oldest.

Images and files attached to emails are not currently displayed. This feature is coming soon.

how to add or remove projects from an email 

Each email in Neostella can be linked to one or more Projects. This helps keep communications organized under the correct case or context. If an email is linked to the wrong Project(s) or is not linked to the correct ones, users can easily add or remove Project(s) associations as needed.

When you add or remove a Project from an email, the update is applied to the entire thread.

Follow these steps to add or remove Projects from an email:

  1.  In the Email page, locate and click it.
  2. At the top of the email details page, locate the Projects field.

To remove a project:

  • Click the X next to the Project name.

OR

  • Click the Projects dropdown and uncheck the checkbox next to the Project to remove.

The email is immediately unlinked from the selected Project.

To add projects:

  • Click the Projects dropdown.
  • Select the checkbox next to the correct Project(s).

The email will immediately be linked to the selected Project(s).

  • Keeping emails linked to the correct Project:
    • Prevents confusion for your team.
    • Keeps case communication clean and accurate.
  • If a Project was removed by mistake, add it again at any time by clicking the Projects dropdown and marking the checkbox next to the correct Project .The email will immediately be linked back to that Project.
  • When all projects are removed from an email, it could be associated with any projects again., Access the email in the Emails tab from the Cases > Communications menu.