The MagManager integration with Microsoft 365 allows you to login to MagManager with your Microsoft 365 login credentials.
This has several benefits.
- All emails** sent from MagManager will be sent from your Microsoft 365 account.
- You will receive non-delivery alerts for any failed emails.
- Any emails sent from your Microsoft 365 account to a client in MagManager will be recorded on their timeline in MagManager.
- The mail from name when sending messages from MagManager will be your name, as per your Microsoft 365 account.
- You will no longer need to bcc emails to rocket@magmanager.space for them to appear in the clients timeline, this will happen automatically.
- You can share Microsoft Outlook calendars in MagManager.
As the integration is with Microsoft your email must be hosted on Microsoft 365.
The email client you normally use to access your email makes no difference. Examples of email clients Outlook, Mac Mail or Webmail.
In order to link your Microsoft 365 account to MagManager you must ensure that the email address (user names) match in both systems.
**Due to restrictions imposed by Microsoft on emails, Bulk mailing will still be handled by the MagManager mail server this is to prevent spam emails being sent via your Microsoft 365 account. The one exception is that Invoice emails will be handled by your Microsoft 365 account when bulk emailing them. You may notice that this will take a little longer than usual as Microsoft restricts email sending to 30 per minute.
How to Link MagManager to Microsoft 365
Sending Emails from Microsoft 365
Sending Emails from MagManager
Replies from Customers to Emails Sent via MagManager with Microsoft 365 Integration
Disconnecting your MagManager Account from Microsoft 365
How to Link MagManager to Microsoft 365
Before connecting please check your client records and remove your email address and any other user email addresses from your client records.
The MagManager Microsoft 365 add-on is built for Microsoft Office 365 with email that is hosted on the Microsoft 365 platform. (This integration does not work with emails hosted elsewhere eg Google, Ionos, Go Daddy etc).
Requirements
1. You’ll need to have an active Microsoft 365 login
2. You will need your login credentials for Microsoft 365 to install the add-on.
Connecting your MagManager Account to Microsoft 365
Go to MagManager Login page > Click ‘Sign in with Microsoft’.
Note: If you are already logged into your Microsoft account on the web browser you are using, you may not need to enter your Microsoft email and password after clicking Sign in with Microsoft.
Enter your Microsoft 365 email address > Click Next.
Enter your Microsoft 365 email address password > Click Sign In
You will be presented with the Permissions Requested page > Click Accept.
Shared emails
All emails sent and received will appear on the client timeline of your MagManager account, for all relevant sales team members to see. (Providing their user settings allow access to the client Timeline). Don’t worry about messy CCs, BCCs, or forgetting to share crucial updates.
All system emails (Client Email Tab, Booking Confirmations, Invoices, Artwork Requests and Artwork Approvals) sent from MagManager will appear on the client timeline example 'Invoice Email Sent'. Sent system emails do not appear in notifications.
Example of Invoice email sent on the client timeline:
All emails sent from your email client will appear on the client timeline & in notifications as 'Email Sent'.
Example of 'Email Sent' on the client timeline:
Example of 'Email Sent' in notifications:
All reply emails received from clients will appear on the client timeline & in notifications as 'Email Received'.
Example of 'Email Received' on the client timeline:
Example of 'Email Received' in notifications
In addition system emails sent from MagManager will appear in your email client (Outlook/MacMail etc) Sent Items folder.
Example of how a sent email appears in the Outlook email client Sent Items folder:
Example of how a reply email from your customer appears in the Outlook email client inbox:
Sending Emails from Microsoft 365
Important: Your customer must already exist in MagManager for this to work.
The Microsoft 365 Integration allows you to send emails to your MagManager Customers directly from your own email client (Outlook/Macmail etc).
All correspondence with your customers (both sent and received emails) are automatically recorded in notifications and on the client's timeline.
You no longer have to add rocket@magmanager.space to the BCC field.
You no longer need to CC other members of the team or cut and paste correspondence from your email to MagManager, as a record of each email will be added to the client timeline.
Tip: Ensure you do not have multiple clients with the same email address. As any emails will be recorded on the timeline of the first email match that it finds.
Sending Emails from MagManager
With the Microsoft 365 integration the system emails: Client Email Tab, Booking Confirmations, Invoices, Artwork Requests and Artwork Approvals. Are sent directly to your clients through Microsoft 365.
Examples of System Emails in MagManager
1. Client Emails
Open a client record in MagManager > Select the Email tab > Select your email template from the list > A pop-up screen will appear > Edit as required > Click Send Email.
Click here for more details on how to create your own document templates.
2. Booking Confirmations
Open a client record in MagManager > Create the booking > Click Save & Email/Print or Email/Print booking (if you have previously saved the booking) > Select the Booking Confirmation Email from the dropdown > Click Select > A pop-up screen will appear > Edit as required > Click Send Email.
3. Invoice Emails
Open a client record in MagManager > Select the Financial Tab > Click the magnifying glass to expand the invoice details > Click Email Invoice > A pop-up screen will appear > Edit as required > Click Send Email
4. Artwork Request & Approval Emails
Open a client record in MagManager > Select the Artwork Tab > Update the Artwork Status to the Artwork Request or Artwork Approval option > The assigned to field will update to the client > Click Save & Email > A pop-up screen will appear > Edit as required > Click Send Email
All the above emails will appear in your customer's email inbox and display as being sent from your email address. Eg yourname@yourmag.co.uk
A copy of the email will appear in the Sent folder of your email client (Outlook/MacMail etc).
A copy of the email will appear on the Client Timeline in MagManager.
See Microsoft support here if you need help with your display name.
Note: MagManager Mailshots are excluded from this to prevent spam emails being sent via your Microsoft 365 account. Mailshots will continue to be sent via the MagManager mailserver.
Replies from Customers to Emails Sent via MagManager with Microsoft 365 Integration
When the client clicks reply, the reply is delivered to the inbox of your email client (Outlook/MacMail etc).
A copy of the email will also appear in MagManager:
1 - Notifications (Bell icon top right of the navigation bar).
2 - Timeline tab (On the clients page).
Non admin users on your account will only see replies to emails they have sent out in notifications. Admin users will see the replies to ALL emails in notifications.
Note: You may experience a delay in the email replies appearing in notifications and the timeline as we poll the email server to pick up the new email messages.
Disconnecting your MagManager Account from Microsoft 365
Click your initials/avatar top right of the screen > Select My Details > Click ‘Disconnect from Microsoft’ > Click Save.
Trouble shooting
User cannot see the client timeline
In order to see the client Timeline non admin users need to have the setting switched on in user settings.
Go to the main settings page > Under Admin > Select Users > Select the user's name > Click the checkbox for View client Timeline > Click Update.
The notifications bell is not updating
Opening any client record will force a poll of the email server, Once you move to another page in MagManager the notification bell will update.
From the client's screen > Click to open any client record > Click any heading on the top navigation bar > The notification icon will update.
Emails sent from your email client not appearing on the client timeline
Check to see if your MagManager account is connected to Microsoft 365. To do that click your initials/avatar top right of the screen > Select My Details > If connected you should see a button ‘Disconnect from Microsoft’. If you don't see that button, your account is not connected and that's why the email is not appearing on the timeline.
Microsoft Login Authentication Failed
This is likely to happen if you use Microsoft Windows 11 Home operating system where you login to your computer using hotmail. When you open a web browser it's automatically logging you in with your hotmail account.
To resolve this open Chrome in an incognito window by clicking the 3 dots top right and selecting New Incognito Window
Once the window is open, go to MagManager.co.uk and select Sign in with Microsoft, it should prompt you to type in your microsoft 365 email address and password rather than automatically connecting to your hotmail account.
Change Email Display Name
The email display name comes from your Microsoft 365 account, it's not controlled by MagManager. See Microsoft support here if you need help with your display name.
Microsoft 365
Link below for more information on Microsoft 365
https://www.microsoft.com/en-gb/microsoft-365/business/compare-all-microsoft-365-business-products
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