Adding Microsoft Word Files as Outgoing Paper Mail

1. Open the Microsoft Word document you want add to DocPoint (see figure 6.4).

   Figure 6.4: DocPoint Office Toolbar

   

2. Click on the 'DocPoint Document' button on the DocPoint toolbar. An 'Outgoing Mail Card' card will appear (see figure 6.5).

   Figure 6.5: Adding Outgoing Mail - Cabinet, folder, and Outlook Settings

   

3. Enter the following document parameters:

   Subject

   a subject describing the document.

   Writer

   select the author of document.

   Cabinet

   select the document’s relevant filing cabinet.

   Folder

   select the document’s relevant folder.

   Target date (optional)

   press the '...' button to display a calendar and select a target date reminder for the document.

   Add to Tasks List (optional)

   select this checkbox to add the reminder as a task in your Outlook tasks list.

4. You can specify the document's addressee. This is optional but highly recommended to assist in retrieving information. If you do not want to specify an addressee you can press the 'Add to DocPoint' button to add the document to DocPoint. If you want to add an addressee to improve search capabilities perform the following:
   1. Click on the 'Addressee' tab (see figure 6.6).

      Figure 6.6: Adding Outgoing Mail - Addressee

      

   2. Enter the addressee's name and mailing address.

5. You can tag the document with relevant keywords. This is optional and not mandatory. If you do not want to add keywords you can press the 'Add to DocPoint' button to add the document to DocPoint. If you want to add keywords to the document to improve search capabilities perform the following:
   1. Click on the 'Keywords' tab (see figure 6.7).

      Figure 6.7: Adding Outgoing Mail - Keywords

      

   2. Select a keyword group.
   3. Select the keywords relevant to your document.
   4. Press the right arrow button to attach the keywords to the document.
   5. Press the 'Add to DocPoint' button.