It sounds like you’re spending an awful lot of time and effort working around the e-mail setup. I’m not sure what your specific issues are, but it should be fairly easy to get going, and sounds like it will save your folks a ton of time in shuffling documents. Here’s a good guide to setting up basic e-mail in GP: https://community.dynamics.com/blogs/post/?postid=8002aee5-4db1-4d5f-9934-5ce842502d6c
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