Defining your Email Accounts

Before you can use the email features, you need to set up your email account(s). Top Producer 8i supports a range of email options, so read carefully to decide which one is appropriate for you:

This can include your free email account with the Top Producer domain name that is included with your subscription. In addition, this option allows you to use any existing external POP3 email accounts that may be already associated with your business and have all the email routed through 8i. The benefit of choosing this option is that 8i's email features are well integrated with the rest of the application (for example, you can link an email message to a contact record with just a couple of clicks).

Note: The "sender" email address that will appear on all outgoing email is determined by the email address you enter in the Default Email Address field on this screen.

Open the Email Setup subtab. How?
1. From the [User name] menu in the top right, select Settings. Example:
2. Click the Email tab.
3. Click the Email Setup subtab.
Select the Top Producer Email (@topproducer.com & External Email Accounts) radio button for the Open Email Using option. This opens an inline form.
Enter your desired email username in the @topproducer.com Account field (e.g., agent1 or john.agent).
Click the Create Email button to validate the username. If the email username is available, it is immediately saved.
The email address in Default Email Address is taken from your My Account Email Address. It is the reply-to email address. You can change it to your topproducer account, external POP3 email account or keep it as is.
In the Email Handling section, select whether you want:
- Copies of your outgoing mail stored in the Sent Items folder.
- To allow your assistants to access your email.
Note: For a complete explanation of the fields and settings, see " The Email Setup Tab" topic.
Click the Save Email Setup button to save your settings.

Note: The "sender" email address that will appear on all outgoing email is determined by the email address you enter in the Default Email Address field on this screen.

Open the Email Setup subtab. How?
1. From the [User name] menu in the top right, select Settings. Example:
2. Click the Email tab.
3. Click the Email Setup subtab.
Select the Top Producer Email (@topproducer.com & External Email Accounts) radio button for the Open Email Using option.
Click the Add External Email (POP3) Account link. This will open an inline form.
- Email Username and Email Password: If you are not sure what to enter in these fields, contact your email service provider.
- Incoming (POP3) Mail Server and Port: If you do not know this information, contact your email service provider. If your service provider did not provide you with a port number, leave it blank.
- Leave Mail on Server: Using POP3 email is received and stored for you on your Internet server. Periodically, this email is downloaded to your email account. By default, once this email has been downloaded to your account, the email on the Internet server will be deleted. Selecting the Leave Mail on Server option ensures the email on the Internet server will not be deleted.
- Save mail in: By default, email from your external email server is placed into the My email Inbox. If you want the email to be placed into a different folder, select it from the Save mail in drop-down list box. To set up a new folder for this, click the Add link and specify a new folder name.
Click the Add Account button.

You can delete your @topproducer.com or any existing external POP3 email accounts, but still retain all email received up to this point.

Open the Email Setup subtab. How?
1. From the [User name] menu in the top right, select Settings. Example:
2. Click the Email tab.
3. Click the Email Setup subtab.
Click Edit Email Setup.
In the Email Settings section, select the icon beside the account you want to remove.
If the account you are deleting is:

- Your @topproducer.com account, the Delete Your @topproducer.com Email dialog box opens. If this was your default email address, specify a New Default Email Address. Click Yes.
- An external POP3 email account, the Delete External Account dialog box opens. Click Yes to delete the account.

The account is deleted, but all email you've received up to this point is accessible from the Inbox screen.

If you have a Top Producer Outlook Connector license, you can use this plug-in to manage your email via Microsoft Outlook.

Open the Email Setup subtab. How?
1. From the [User name] menu in the top right, select Settings. Example:
2. Click the Email tab.
3. Click the Email Setup subtab.
Click the Edit Email Setup action link.
Select the Yes radio button for the Use Top Producer Outlook Connector? option. This opens an inline form.

Note: If you have an Outlook Connector license but the Yes option is not available to you, from the [User name] menu in the top right, select My Account. Click My Info, and then ensure that the Top Producer Outlook Connector check box is selected in the Additional Top Producer Applications section.

Create a Security Key using a mix of numbers and letters of the alphabet (upper and lower case).

The value you enter here will be used by Microsoft Outlook to identify itself to Top Producer 8i when sending copies of sent messages to 8i or archiving.
If you have not already downloaded the Top Producer Outlook Connector application, click the link to do so now.

Tip: If you have created an @topproducer.com email account, make note of the username and password. You will need this to configure Outlook to check your @topproducer.com account.

Once the installation is complete, open Microsoft Outlook and do the following:
1. From the menu bar, click Tools > Options.
2. On the new Top Producer tab, enter your login name and security key you specified earlier.
3. Click Apply, then OK.
To have your Microsoft Outlook check your @topproducer.com email account, open Microsoft Outlook.
1. Click Tools, then Email Accounts.
2. Choose to add a new email account and click Next.
3. Select POP3 and then click Next.
4. Fill out the form. More Info:
  
  User Information:
  • Your name: Your full name
  • E-Mail Address: The "reply to" address
  
  Server Information:
  • Incoming Mail Server (POP3): mail.topproducer.com
  • Outgoing Mail Server (SMTP): smtp.topproducer.com
  
  Logon information:
  • User Name: Your @topproducer.com email address
  • Password: Your @topproducer.com password
5. Click the More Settings button.
6. On the Outgoing Server tab, select the My outgoing server (SMTP) requires authentication checkbox.
7. Confirm that the Use same settings as my incoming mail server radio button is selected. Click OK.
8. Click Next, then Finish.

From this point forward, Outlook will launch whenever you access personal email functions from within 8i. However, any email you have received up to this point will still be accessible from the Inbox screen.

Note: Mass email functions will still be handled within Top Producer 8i.

You can use an external email program and deactivate all aspects of the 8i email system. The Top Producer Outlook Connector is not an "external email program" in this context. The Outlook Connector ties Microsoft Outlook into the Top Producer email system.

Warning: If you have already been using 8i's email system and now want to deactivate it, all existing messages will be deleted.