Syncing and Sending Emails From Law Ruler With the Outlook/Office 365/Exchange E-Mail and Calendar Integration Follow
Law Ruler’s email sync feature is compatible with Microsoft Office 365 and Exchange Versions. This will allow you to compose and automatically save sent emails, as well as any forthcoming replies to those emails directly to the corresponding leads/cases in the "Emails" tab.
The Outlook integration will automatically insert a unique number in invisible ink, inside each email that is composed inside of Law Ruler (if your Outlook is paired with that user account). The unique number allows Law Ruler to automatically pull in and save all replies to your email into the appropriate lead or case. Plus, this allows 2-way sync of your Outlook calendars. Feel free to review a related support FAQ for the Law Ruler 2-Way Outlook Calendar sync.
You only need to pair your e-mail account with Law Ruler one-time (unless you change your password for your e-mail account, then you will need to update it later).
Microsoft Outlook and Office are third-party products created by Microsoft so if they are not set up properly and sync is not possible, then please contact Microsoft business support or your IT vendor directly since Law Ruler Software LLC is not the author of those software products.
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Average time to implement this solution: Less than 5 minutes 👍
Level of technical expertise needed: None
📧 This will use your firm's actual Microsoft email account to send emails out of Law Ruler and is comparable to sending emails directly from Outlook, with some added benefits. When emails are composed and sent from Law Ruler, a copy of those emails will automatically save in the appropriate lead or case in Law Ruler, and in your Outlook sent folder.
The Outlook integration will automatically insert a unique number in invisible ink, inside of each email that is composed inside of Law Ruler (if your Outlook is paired with that user account). This unique number allows Law Ruler to automatically pull in and save all replies to your email into the appropriate lead or case. Plus, this allows 2-way sync of your Outlook calendars.
📅 For the calendar sync, feel free to review a related support FAQ for the Law Ruler 2-Way Outlook Calendar sync.
For more information on pairing your Outlook account with Law Ruler, please go to the User Settings screen and feel free to watch this video
How to Pair Your Outlook E-mail with Law Ruler:
- Click the "User Settings" option in the left blue nav menu as shown below:
- Click the green "Add New Account" button in the top-right corner of the Sync Your Microsoft Outlook Email and Calendar area.
3. Enter your E-mail Address and password for your e-mail account.
4. Select the Account Type from the Dropdown Menu as shown below.
5. If you would like to make this your Default Account for composing emails, then set the switch to the "On" position to set a default.
6. You may also add an e-mail signature for each paired Outlook account. Similar to how signatures in Outlook function, any configured email signatures will be automatically added to all outgoing mail that you compose from Law Ruler.
- Include an email signature on all new emails: set the switch to the "On" position to automatically include this email signature on all composed emails from inside of Law Ruler. It is "Off" by default.
- Include an email signature on all replies/forwards: set the switch to the "On" position to automatically include this email signature on all replies and forwarded emails from inside of Law Ruler. It is "Off" by default.
You can create a new e-mail signature just for Law Ruler, or you can copy/paste your e-mail signature from your existing e-mail account outside of Law Ruler.
Please note: To upload an image to your email signature, you will need to first send it to the Law Ruler server. To do this, click on the image icon in the Email Signature editor.
A pop-up will come up and you will want to go to the "Upload" tab. Next, click on the "Choose File" button to choose the image file from your computer. After the image is selected, click on the "Send it to the Server" button. The image file will load in the pop-up and you will be able to resize it if you'd like. Click on the "Ok" button once you're ready to add the image to your signature block.
7. Press the “Create” button to save and test your e-mail settings. If it is successfully paired, then you will receive an on-screen messaging that says it was successful. If you receive an on-screen message that says it has Failed to Connect, then you may have entered the incorrect E-Mail Address or incorrect E-Mail Password. Please try again until it pairs successfully, or you will not be able to use this feature.
💡 If you know that you have the correct login and password and it still will not sync, then you likely have Two-Factor Authentication (2FA) or your organization requires an Application Password for security reasons. See the next section below for further details.
Law Ruler's current integration with Microsoft Outlook/Exchange does not directly support 2FA, but the workaround is to use what is known as an "Application Password" or "App Password" if you have 2FA enabled. This only needs to be done 1-time per account.
If you have two-step verification turned on and an app isn't prompting you to enter a security code when you sign in, you may be able to sign in with an app password instead. An app password is a long, randomly generated password that you provide only once instead of your regular password when signing in to an app or device that doesn't support two-step verification.
You only need to create an app password if you have two-step verification turned on and are using an app that doesn't support it.
To create an "App Password" for your Microsoft account, please follow these instructions provided by Microsoft Support: https://docs.microsoft.com/en-us/azure/active-directory/user-help/multi-factor-authentication-end-user-app-passwords
⚠️ If you have issues with creating an "App Password" then please contact Microsoft Support, not Law Ruler Support, since Microsoft is a third-party company and is the only authorized company to provide support for their product.
Where to create and delete your app passwords
You can create and delete app passwords, based on how you use two-factor verification:
1. Your organization uses two-factor verification and the Additional security verification page.
If you're using your work or school account (such as, email@example.com) with two-factor verification in your organization, you can manage your app passwords from the Additional security verification page. For detailed instructions, see Create and delete app passwords using the Additional security verification page in this article.
2. Your organization uses two-factor verification and the Office 365 portal.
If you're using your work or school account (such as, firstname.lastname@example.org), two-factor verification, and Office 365 apps in your organization, you can manage your app passwords from the Office 365 portal page. For detailed instructions, see Create and delete app passwords using the Office 365 portal in this article.
3. You're using two-factor verification with a personal Microsoft account.
If you're using a personal Microsoft account (such as, email@example.com) with two-factor verification, you can manage your app passwords from the Security basics page. For detailed instructions, see Using app passwords with apps that don't support two-step verification.
Once you have the "App Password" setup, you will need to enter it into the screen as shown below.
While viewing any lead, intake, or case, to send a new email, you may click on the email icon next to any contact in Law Ruler to open up the "Compose E-mail" screen. Or, you may also press the “Compose E-mail” button in the "Emails" in a lead/case.
❌ Need to Opt-Out a Client From Emails? You may opt-out any of your contacts from emails or text messages at any time by clicking on the red X icon next to each contact in the system.
Sending an email is simple and very user friendly.
The "Compose E-mail" screen that is shown below allows you a lot of flexibility:
- From: to select from 1 or more synced accounts to send from, click the "From" dropdown. Any paired email accounts for your user account will be displayed.
- To: You may address the email to any recipients. You may click in the "To" field and the system will show you all of the contacts and users associated with each lead/case.
- Cc and Bcc: You may Cc: or Bcc: any additional recipients as needed.
⌨️ If you would like to manually enter an email address, then enter the email and then press <Enter> or a comma after each email address to save it to the addressees.
📎 Attaching Documents to Emails: You may add documents from either your local computer/device or from the Law Ruler Document Cloud inside of each Lead/Case. To do this, press the "Attach File" button at the bottom of the "Compose Email" screen.
❗ Importance: You may set each email's importance. By default, this is set to normal, but you can use the "Importance" dropdown at the bottom of the "Compose Email" screen to change the level. The available options are Low, Normal, and High.
Inside of each lead/intake/case, you may click on the "Emails" tab at any time to view the email history of each client record. Any synced emails will save to this tab area. You may click on any of the emails in the "Emails" tab and view, reply, reply-to-all, or forward them, as shown below.
If you need further assistance, then please contact Law Ruler Support to assist you further. However, if you have issues with creating an "App Password" then please contact Microsoft Support, not Law Ruler Support, since Microsoft is a third-party company and is the only authorized company to provide support for their product.
🤗 Thank you very much for choosing Law Ruler!