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How do you save emails?

I'm probably a bit behind the times saving emails

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I'm a sole practitioner and could probably do with updating some of my systems. I'm starting to see if there are better options for saving emails. I currently use MS Office 365 combined with Techhit and save all emails to Windows folders. Any other sole practitioners or small practices got any better systems?

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ALISK
By atleastisoundknowledgable...
31st Mar 2022 18:39

We literally just drag& drop important emails to the relevant client folder on Sharepoint, which is our filing system.

We use Veam CloudCover to do auto backups of all our Microsoft stuff (basically all our docs on Sharepoint and all emails in Outlook) @£2.50 pppm so we have everything forever anyway.

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Sarah Douglas - HouseTree Business Ltd
By sarah douglas
01st Apr 2022 01:01

We use Microsoft 365 for our account but we use an email software called EM Client

It allows us to export all our .eml files to a client folder in Dropbox for example. It is great as we clear each client down every year and save them to the client folder in Dropbox. We can also save them to our G Drive or Onedrive if we wanted to. It can export hundreds of emails in minutes you just tick the folder you want to export. If you want them back at any time you can just import them back from your saved folder.

It gives it the subject title so you can easily see, and if we need the email again we just click on it again and it opens up in any email package. I have always loved EM Client very productive and much easier than Microsoft Outlook with many more features.

https://www.emclient.com/

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By paulwakefield1
01st Apr 2022 08:43

I am old fashioned in using POP3 rather than IMAP or Exchange as I find it gives me greater control and reliability but, as a one man band, I just keep emails in Outlook and create folders for each client. I archive old emails regularly (which is still instantly accessible -it is just another file) and make sure I have plenty of backups (famous last words).

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Caroline
By accountantccole
01st Apr 2022 08:46

We have a firm wide inbox with categories assigned which are used to split the search folders by client

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Lisa Thomas
By Lisa Thomas - Insolvency Practitioner
01st Apr 2022 09:34

We are paperless so everything gets saved to the client on the paperless system.

Non client emails just get dragged into an archive folder.

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By MCV71
01st Apr 2022 13:40

I'm a home-based sole practitioner and just do same as you. I use Outlook and save important emails to a client folder on my OneDrive

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A Putey FACA
By Arthur Putey
01st Apr 2022 13:43

My secretary who comes in one day a week prints them off, files them appropriately or recycles any unsolicited marketing ones. I then dictate my replies for her to type in replies the following week.

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Replying to Arthur Putey:
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By paulwakefield1
01st Apr 2022 14:23

I would also hope that the use of Tippex or similar is banned. If a mistake is made, it should be retyped.

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Replying to paulwakefield1:
A Putey FACA
By Arthur Putey
01st Apr 2022 16:21

I make her correct the incoming email typos before printing them!

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Replying to Arthur Putey:
Routemaster image
By tom123
01st Apr 2022 14:46

You missed the 12:30 cutoff for April Fool's Arthur :)

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Replying to tom123:
A Putey FACA
By Arthur Putey
01st Apr 2022 16:22

Not if it is true!

Actually did some work years ago for a public sector organisation where the manager did just that.

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Replying to Arthur Putey:
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By Rgab1947
05th Apr 2022 10:08

A secretary? Dictating? How archaic but good luck. Those were the old good times for me.

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Replying to Rgab1947:
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By adam.arca
05th Apr 2022 12:54

Back in the Stone Age (1990s) when I was newly qualified, I worked for a rural practice on the England / Wales border. I was told that, until only a few years before, they'd had an arrangement with an associated practice in Liverpool (never did find out how that came about) and they, the rural types, would draft up their correspondence, accumulate it all for a week before posting it to Liverpool, who would then type it up and return it in about another week. Wtf?

It really was another world back then. No wonder my kids think I'm a dinosaur.

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Replying to adam.arca:
Morph
By kevinringer
05th Apr 2022 13:14

But back then you probably received a response from HMRC far quicker than in this digital age. It depends on whether "progress" is measured in the process or the outcome.

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Replying to kevinringer:
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By DKB-Sheffield
05th Apr 2022 14:00

Hi Kevin

It's not just HMRC though is it? Progress doesn't only lead to a better outcome!

Remember the days you'd get to the office at 8:30. The post would be opened (cos it always arrived on time). You knew your first 30 mins would be spent reading the mail. You knew you had a client meeting at 11. You knew the only interruption would be of a drastic, urgent matter - why else would a client pay to make a phone call? After all of that, you'd get a solid 8 hours work in, with a lunch break away from your desk, and be home for tea - having left the office behind.

Now, you're contactable 24/7. You get emails at 4am, and mobile phone calls at 11pm. Client queries are no longer urgent 2 minute questions, they are 4 chapters of War & Peace. Phone calls are no longer by phone, they're 2-hour Zoom calls. Letters that were answered within a week, now give way to emails that need answering within the hour. Lunch is a sandwich grabbed at some point between 11 and 4, tea is now 'supper' at 10pm. Even with an extended (double) length day, and an increased working week to 7 days, it is a struggle to get a solid 40 hours work in each week!

Technology has driven some major improvements in our profession. However, with those improvements comes significantly increased expectation. Has that progress really led to an improved outcome?

Perhaps, for once, HMRC's refusal to deliver on those increasing expectations is a breath of fresh air? I have zero expectation of HMRC so, if they do deliver something - within say 4 weeks - I'm pleasantly surprised. It would just be nice if they too accepted it if we delivered at a level lower than their expectations of us!

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Replying to Arthur Putey:
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By moneymanager
07th Apr 2022 15:04

And with opies made by carbon paper up to three and by running off Roneo Gestetner copies from a typed "skin" for mass distribution?

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Replying to Arthur Putey:
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By moneymanager
07th Apr 2022 15:05

And with opies made by carbon paper up to three and by running off Roneo Gestetner copies from a typed "skin" for mass distribution?

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By Tomazaan
05th Apr 2022 14:33

At the risk of being pitied for my old fashioned habits, I print nearly all emails to a pdf file and then save that pdf file in the appropriate client folder. That way, I have a record of what was said etc in a format that I shall always be able to read and not reliant on me keeping my current email programme.

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Replying to Tomazaan:
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By janefg
07th Apr 2022 12:54

Hi Tomazaan,
That is great. I have learned something new and will start using this straight away for emails I want to keep!

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By Barry Adams
05th Apr 2022 15:51

All you need is Accountancy Manager. It is like having another member of staff without all of the costs.

It stores email, documents, does client sign up and documents signing as well as tracking all of the deadlines.

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Replying to Barry Adams:
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By DKB-Sheffield
05th Apr 2022 16:04

A helpful tool - maybe (as is Senta and the rest of the 'gang'). But, what about when you leave? In a couple of years or so, when something better (or cheaper) comes along, you still need access to your client communication.

Certainly wouldn't go as far as to say "It is like having another member of staff". All these PM tools save time but, they make rubbish coffee!

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Replying to Barry Adams:
A Putey FACA
By Arthur Putey
05th Apr 2022 16:17

Now acquired by Brightpay I gather

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By AdShawBPR
07th Apr 2022 11:10

I've tried a few options but I can't find anything better than Outlook and saving in client folders. Tried Accountancy Manager but as stated by others I don't like the idea of tieing myself in to a supplier (other than MS!). I also didn't really like the look and feel of emails being sent. Tried another auomated system but too complicated for me and again would have tied me in. Used EM Client for several years and loved that but I have a few other systems that tie into Outlook and they don't work with EM client. I use Taxcalc and they have upgraded there communication tools recently so planning on look at that. It would be tieing me in again but I can't see myself moving from TaxCalc.

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By MCV71
07th Apr 2022 13:19

Not answering the question but on the tangent of archaic methods mentioned above, I was subcontracting to another firm up until two years ago and even then the staff had to handwrite letters, these then went down to the receptionist to type. Why not just type the ruddy letter on the PC yourself?!

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Replying to MCV71:
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By DKB-Sheffield
07th Apr 2022 14:12

To this day I have a client who copies information from software into a manual VAT book and manual P11s (worse still - he prints the blank copies from his payroll software every April).

Every year I ask why?! Every year I get the same answer -"It's just what I've always done". Every year I suggest he just prints everything out at quarter end (etc.). We then have the same conversation around what would happen if HMRC turned up mid-quarter/ mid-month without notice when the computer was not working?!

Needless to say, I get a photocopied version of the VAT Book and P11s every year but, they are never lifted out of the box!

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By rodvoyce
07th Apr 2022 14:07

Dragging and dropping emails is a waste of time. This can be done automatically using software which intelligently files the emails into a client document management system instead of windows folders (risky, clumsy, slow) without any user interaction. Your inbox shows which emails are filed, so you can delete them one at a time, or all the file ones in one go. Instead of having to search in different places, emails should be in the client file along with everything else. Logical Office does this and a lot more. If you want accurate, fast no-effort email filing check out Logical Office www.logicaloffice.com used by forward thinking accountants

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Replying to rodvoyce:
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By Hugo Fair
07th Apr 2022 15:08

You might want to mention that this is just an Advert for your company.

Although having tagged members' activities as "clumsy, slow" and "a waste of time", maybe you don't want to associate yourself with the Advert?

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Replying to rodvoyce:
A Putey FACA
By Arthur Putey
08th Apr 2022 12:55

rodvoyce wrote:

... used by forward thinking accountants

Thats a user base of none then!

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Replying to rodvoyce:
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By MCV71
12th Apr 2022 10:08

In over 10 years I've never misfiled an email when saving to a folder and it takes seconds.
Still, what do I know? I'm just a backward-thinking country bumpkin nyuk-yuk-yuk

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By JD
12th Apr 2022 09:58

If you use Gmail and wish to save to Google Drive, One Drive etc then Cloudhq has some really good utilities including one that will enable you to save receipts/invoice attachments

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Replying to JD:
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By DKB-Sheffield
12th Apr 2022 11:46

Another vote for CloudHQ if Gmail (or Google Workspace mail client) is used.

I have a client who makes full use of all the features for their substantial e-commerce business.

Personally, I use CloudHQ - not for email at the mo - but for OneDrive, Dropbox, GoogleDrive sync. I am considering moving my email client to Workspace, partly to take advantage of the additional CloudHQ Gmail features (amongst other reasons).

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