When you go to open an email, FYI will first check that no other user has an exclusive lock on it. When you open an Email for editing, this creates a copy of the email in the Drafts folder of your Outlook. It also creates a copy of the email as a .eml file in your OneDrive. These are created in your OneDrive folder FYI - My Edits which is added automatically for you by FYI. You can open the .eml file from your OneDrive in your emailing tool.
Opening an Email for Editing
While you have an email open for editing, no other user can edit it. The email is included in your My Edits list. The email shows in lists in FYI with Document being edited icon.
Hover the mouse over the icon to display the name of the person who is editing it.
If you try to edit a email that another person has open for editing, a message displays which includes the name of that person.
Opening an Email
- In any list in FYI, click on an email to highlight and select it.
- Click Reply.
This opens the email either via the browser or via desktop, using the method you have selected in your Profile settings (Online or Desktop). Refer to Setting Defaults and AutoFile Defaults for your Own Login.
You can also use the drop-down next to the Reply button and select:
Reply via Browser (to use the Microsoft application online)
Reply via Desktop (to use your desktop version of the application).
The email is opened in either the online or desktop application for Outlook as relevant for how you selected to reply.
The email is added to your My Edits list.
It is marked as being edited by you and no other user can edit it.
Reply via Browser
If you selected Reply via Browser, click the Continue Editing button in the online application so you can edit the email and Send.
Replay via Desktop
If you selected Reply via Desktop, the Opening Document for Edit displays. At this point you can also click Preview in browser to open the email via the browser.
The email is added to the Drafts folder in your Outlook.
When the email has been opened from your Outlook Drafts folder, make any changes as needed and send it.
Using the Edit Icon
You can also click the Edit icon that displays next to the email Name. This opens the email using the method you have selected in your Profile settings (Online or Desktop). Refer to Setting Defaults and AutoFile Defaults for your Own Login.
Using My Edits
All emails that you have opened for editing are included in your My Edits list.
You can reopen an email from My Edits by selecting it and clicking Edit that displays next to the email Name. Or preview the email from the Drawer.
You can also mark that you have finished editing an email directly from the My Edits list by selecting it clicking Finish Editing.
When you have finished editing an email, you need to indicate that you have finished. This releases the email so other users can edit it if needed.
For an email, this must be done in FYI using one of the following:
- From My Edits in FYI, select the email and click Finish Editing.
- From any list in FYI, select the email in a list and click I am finished editing in the Drawer.
- When you have marked that you have Finished Editing the email:
- It will no longer display with the Document being edited
- The email is no longer included in your My Edits
- It can be edited by another user.
- The copy of the email is automatically removed from your OneDrive so there is no further action you need to take.
On a list, you can also click the Document being edited icon displayed on the right-hand side next to the email.
This displays the Stop Editing popup where you can click Stop Editing.
Administrator Check in of Locked Documents
An FYI administrator can check back in a document that is locked for editing so that another user can open and edit it. This can be used, for example, if the user who has a document locked for editing is out of the office.
In one of the lists, an FYI administrator can click the Document being edited icon. The Stop Editing popup displays the name of the person who has the email locked where the administrator can click Stop Editing.
Refer also to Opening and Editing Documents