By default, PracSuite sends emails using our built-in email gateway (Send via PracSuite), which suits the majority of users. PracSuite also integrates with Outlook, including Microsoft 365, so that emails can be sent through these accounts instead of Send via PracSuite.
A key benefit of this integration is that sent emails will appear in the Sent folder of the Outlook account. A disadvantage compared to the Send via PracSuite option is that PracSuite is unable to receive information regarding an email being delivered or failed, so emails will only appear as Sent in the Messages tab of Patient and Payer files.
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To enable this integration, go to Settings > Integrations > Outlook
Linking an Outlook account with PracSuite
Under the Business Emails heading, select Add to start the setup process.
After clicking continue, you will be directed to log in with your Outlook account. After entering your credentials, you will need to authorise PracSuite to send email on your behalf.
Once verified, the Outlook account will be added to the list of available accounts.
Edit the Sender Name and select the Access button to determine which Businesses this Outlook account is available to.
Repeat this process as many times as required for all of your Outlook accounts.
Linking an Outlook 'Send As' address with PracSuite
After linking an Outlook account to PracSuite, you can also register Outlook Send As addresses that are available to that Outlook account, including shared mailboxes and distribution lists.
Note: To successfully send emails from a 'Send As' address via PracSuite, your Outlook 365 permissions must permit the Outlook user to be able to Send As the appropriate email address. Contact your Outlook administrator for further assistance.
On the Outlook Integration settings page, scroll to the Send As Email Addresses section and select Add.
Enter the Send As Email Address, and provide access to this address to the relevant Businesses.
Configuring Outbound Email Settings per Business
After adding Outlook accounts to PracSuite, the final step is to review the Outbound email settings set for each of your Businesses in Settings > Businesses. set Outlook as the Default Email Method and to select the appropriate email address per Business in
After scrolling to the bottom of each Business, you'll find the Outbound Email section where you can change the Default Email Method to Outlook and select the appropriate Outlook account to send from.
Repeat this step for all the Businesses that should use Outlook addresses to send emails.
Note: If PracSuite fails to authenticate with Outlook at any time in the future, all Businesses selected to use that account will revert back to Send via PracSuite. The Outlook account will need to be re-verified in Settings > Integrations > Outlook before it can be used again for emailing.
Linking an individual PracSuite user to an Outlook account
The Outlook integration also allows individual users to link their own Outlook account to PracSuite, which will be available only to that user when manually composing emails. To allow your users to link their specific email with PracSuite, the following setting must be enabled in Settings > Integrations > Outlook.
Users with this permission will then be able to access the Link Outlook Account option from the user menu in the top right corner of PracSuite.
After selecting this option, they will be directed to sign in with Outlook.
Once the individual user account is linked, the Manage Email Addresses option will allow the user to how they would like to send emails through PracSuite.
In the Manage Email Addresses prompt, the user can override their sender email from Send via PracSuite to their Outlook account. They also have the option to send from this email address when composing emails.
Send As email addresses for the individual user can also be configured.
Selecting Outlook Accounts When Composing Emails
Any Outlook accounts that are available to a user will be displayed in the From drop-down list when composing emails.