Send an Outlook Email that is Recorded in Slate

Overview

Most of your emailing with prospective students will likely happen via Outlook, UW-Madison's institutional email client. If you'd like an email correspondence with an applicant in Outlook to be recorded in the applicant's Timeline, you can use a Slate feature called Inbox Gateway following the directions below:

Step One: Copy your individual Inbox Gateway address in Slate

1. 1. Hover over the Inbox icon in the top menu of Slate and select Gateway, as shown in the screenshot below
      
      
      
   2. On the far right of the screen, select the Connection Instructions link
      
      
      
   3. In the Connection Instructions pop up window, copy the long @slate-mx.technolutions.net email address, which is highlighted in the screenshot below
      
      
      
      

Step Two: Send your Outlook message to your Inbox Gateway address in the BCC line.

The process for getting the message to record in a prospective student's Timeline depends on if you are sending a new email, replying to an email, or forwarding the email.

• If sending a prospective student a new email or replying to an email via Outlook, add your Gateway address to the BCC. Messages sent this way should appear in the prospective student's Timeline within 15 minutes.
  
  
• If you would like to forward a message from a prospective student to the Gateway address to record it in the timeline:
  1. When forwarding the message from Outlook, add your Gateway address to the BCC.
  2. In Slate, go to your Inbox Gateway (the same place you get your Gateway address)
  3. You will see the message you just forwarded in the list of messages, but its recipient line will be blank. Select that message.
  4. In the box that appears, you can set the recipient to the correct record. Slate usually will provide possible matches (see screenshot below). Select the match or type in the record to which it should be attached.
     
  5. Select the "Save" button, which will record the message in the prospective student's Timeline.

Important Notes: 

• To keep this Gateway address private, only use it in the BCC line. Do not include it in the To or CC lines when replying to a person.
• To see this message recorded in a prospective applicant's Slate Timeline, the prospective student has to have created an application account.

Important Notes on this Process

Save Your Inbox Gateway as a Contact in Outlook

Going through this process to copy your Inbox Gateway address each time you want to add an email correspondence into Slate would be a bit of a drag. Instead, add this Inbox Gateway email address as a Contact in your Outlook account so it is readily available for you. We suggest you give this contact a memorable name such as BCC Slate to remind yourself to put it in the BCC line.

This process only works for sending to an individual applicant

If you email multiple people and add your Inbox Gateway address to the BCC line, it will only attach the email to one of the recipient's timelines. So do not use this process if emailing multiple people.