Configuring the email source
The Email Manager needs to be able to connect to your email in order to process it. This can be done in 2 ways:
- Using a Microsoft Outlook profile, or
- Direct legacy IMAP connections to any email system that supports legacy IMAP, including Microsoft Exchange (if legacy IMAP connectivity is installed and configured).
When you install and configure the Email Manager, you must choose one of these methods to access your email. It is possible to change connection methods, but this will require re-configuring the folders used within the Email Manager profiles. Choose your email connection type via the Email Connectivity screen as shown below. This screen is accessed via the Automation (ribbon) > Email Manager Profiles (button).
The word “Profile” may be confused here. An Outlook Profile is different from an Email Manager profile.
- Outlook Profile: The container used by Outlook to access multiple email accounts
- Email Manager Profile: The HelpMaster Email Manager processing logic
Microsoft Outlook profile
If using a Microsoft Outlook profile you will need to install Microsoft Outlook on the machine running the Email Manager service and configure it to connect to the email data source of your choice. Ensure that you install the same bit version of Outlook as the bit version of HelpMaster. ie. If you have installed the 32 bit version of HelpMaster, you'll need to install the 32 bit version of Outlook. 64 Bit version of HelpMaster = 64 Bit version of Outlook. They must match or email connectivity will fail.
You can use an Outlook profile to connect to email accounts within Microsoft Exchange, Microsoft 365, or any Internet based Cloud mail accounts via IMAP4. Outlook profile management can be found in Control Panel > Mail > Profiles.
An Outlook profile allows you to connect to multiple email accounts within a single profile. This is useful if you wish to scan more than one email inbox from a single Email Manager Profile.
Important note when using Outlook with legacy IMAP!An Outlook profile connected via legacy IMAP (eg. GMail, HotMail, etc..), will require the use of our HelpMaster.EmailManager.ServiceExe.exe application to run Email Manager instead of the Windows Service. This application is installed in the HelpMaster installation directory. This is because of file locking issues with the .pst/.ost Outlook file and the Windows Service. HelpMaster.EmailManager.ServiceExe.exe overcomes this by running as an application rather than logging on as a separate user. When used in this way, Outlook AND the HelpMaster.EmailManager.ServiceExe.exe application both need to always be running, and at the same time. Outlook will download and synchronize the email while HelpMaster.EmailManager.ServiceExe.exe will provide the Email Manager functionality. It is highly recommended to use legacy IMAP/SMTP (below) instead, and then these two applications will not need to be always running.
If using IMAP to access your email, you will require login credentials to each of your email accounts. Using built-in IMAP will also limit each Email Manager Profile to utilising a single email inbox. Common processing from multiple mailboxes will require replication of Email Manager Profiles for each mailbox.
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