Opening and Editing Emails

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 FYI - Drafts folder of your Outlook.

If you only want to look at the contents of a document, as read-only, you can use the Preview or Read function. Refer to Previewing a Document and Viewing Documents as Read Only.

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 the 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

1. In any list in FYI, click on an email to highlight and select it.
2. For a email that is still draft, click the Open button  
   
   
   For a sent or received email, you can Reply, Reply All or Forward an email.
   
   
   In the button, click the option you want to use, for example, click over Reply in the button to send a reply.
   
   Click over Reply All in the button to reply to all recipients.
   
   Click over Forward in the button to forward the email.
   

This opens the email into Outlook 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 Edit, Reply, Reply All and Forward to select the following:

If you use the Edit, Reply, Reply All or Forward button, the email will open in your default Outlook setting (i.e. via Desktop or Web Version). If you do click on the down arrow next to both Edit and Forward, you can choose to open via Outlook (Web Version).

The following message will appear after you have selected your option:

For more information about changing your default Outlook defaults, please refer to Setting Defaults and AutoFile Defaults for our Own Login

The email is added to your My Edits (in your Dashboard) list in FYI. It is marked as being edited by you and no other user can edit it. 

In Outlook, all emails that you have opened for editing are included in your FYI - Drafts folder in Outlook (Desktop or Web Version).

When editing the email, you will need to do the following:

Outlook (Web Version)
Locate the email in your FYI - Drafts folder and open the email. Next, click the Continue Editing button to begin editing.

Outlook (Desktop)
Locate the email in your FYI - Drafts folder and open the email. You can begin editing the email once it's opened.

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.

From the FYI Draw in Outlook, you will be prompted to save the edited email before checking it in to FYI. With the edited email open, press Ctrl-S on your keyboard to ensure the email is saved. This will ensure Outlook captures the changes made ready to sync it back into FYI.

When you have saved the edited email:

1. Click the following button in the FYI Drawer.
   
   This is a reminder to ensure that you have saved your edited email.
   
   
2. Next, click the I am finished editing button. This ensures your saved edited email syncs back to FYI.
   The following message will also appear in the FYI Drawer alerting you that the email is syncing back to FYI.

Stop Editing

On the documents 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.

We recommend not selecting this method of stop editing in FYI as changes made in Outlook may not be saved. This method should only be used in circumstances where you need to check in a document immediately.

If needed, an FYI administrator can check back in an email 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 an email locked for editing is out of the office. Refer to Administrator Check in of Locked Emails.

Refer also to Opening and Editing Documents