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  2. Support
  3. Knowledge Base
  4. Knowledge base
  5. Integrations
  6. Email Integrations
  7. Workbooks Outlook Connector
  8. Using the Outlook Connector
  • Welcome to the Knowledge Base
  • Introduction
    • Using the Knowledge Base
    • Editions & Licensing
      • Renewing Licences
    • Workflow
      • Queues
    • Logging In
      • Configuring Security Policies
      • Google Authentication
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      • Microsoft Azure Active Directory
        • Link Workbooks to Microsoft Azure
        • Setting up User Templates
        • Locking down your Workbooks
    • Support Processes
  • Training
    • Training Videos
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  • Getting Started
    • Supported browsers
    • Introduction
    • Desktop
      • Tips & Tricks on the Desktop
      • Welcome Messages & Bulletins
    • Records
      • External Links to Workbooks records
      • Tabs
        • Default Tab Views
        • Summary Timeline View
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      • Watching Records
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      • Bulk Actions
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      • Customising Views
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        • Filtering
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        • Calendar Views
        • Card View
          • Report Card View
          • Worked Examples of Card Views
      • Deleted Items
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      • Exporting Data
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    • Workbooks on Mobiles and Tablets
  • Preferences
    • Introduction to Preferences
    • Setting your Preferences
      • Email Accounts
      • Notifications & Reminders
  • Activities
    • Introduction to Activities
    • Using Activities
      • Meetings
        • Integrating Workbooks and Google Calendar
          • Installing and Managing Workbooks and Google Calendar Integration
          • Synchronising your Google Calendar with Workbooks
      • Follow-on Activities
  • Cases
    • Introduction to Cases
    • Displaying & Adding Cases
    • Managing Cases
    • Case Portal
      • Installation
        • Custom Fields
        • Case Portal Configuration
          • Company Details
          • General
            • Case Portal Reports
          • New Case
          • Help Text
          • Emails
          • Advanced Features
          • Field Mappings
          • Help Dialog
          • Product Area Questions
        • Case Portal Additional Features
          • Setting up Public/Private Activity creation
          • Setup Registration Emails from a Person
          • Automatic Emails on Case Status Change
      • Using the Case Portal
        • Case Updates - Public & Private Activities
        • Inviting a Person to the Case Portal
  • Email
    • Introduction to Email
    • Working With Emails
    • Email Signatures
    • Sending Bulk Email
    • Common Email Errors
    • Email Integrations
    • Mailing Lists
  • Forecasts & Quotas
    • Introduction to Forecasts & Quotas
    • Sales Forecasts
      • Adjusting Forecasts
      • Included Forecasts
    • Sales Quotas
  • Importing Data
    • Introduction to Importing
    • Preparing your Import Data
      • Import Templates
      • Compulsory fields for Import
    • Workbooks Import Wizard
      • Uploading your data
      • Defining Field Mappings
      • Extending your Import to other Record types
      • Checking for Duplicates
      • Running and Reviewing your Import
    • Managing your Imports
      • Undoing an Import
  • Leads
    • Introduction to Leads
    • Displaying & Adding Leads
    • Converting Leads
  • Marketing
    • Introduction to Marketing
    • Marketing Campaigns
      • Displaying & Adding Campaigns
      • Campaign Management
      • Campaign Membership
      • Tracking URLs on Campaigns
      • Integrating DotDigital and Workbooks
        • Configuring Workbooks and Dotmailer
      • Integrating MailChimp and Workbooks
        • Configuring Workbooks and MailChimp
    • Mailing Lists
      • Creating Mailing Lists
    • Products
      • Pricing Schemes
      • Supply Scheme
      • Product Bundles
    • Mailshots
      • Creating a Mailshot
    • Upload Library
      • Using the Upload Library
    • Templates
      • Creating Templates
      • Creating a Template to show multiple lines
      • Extra Template Placeholders
    • Using HubSpot with Workbooks
    • Event Management
      • Introduction to Event Management
      • Enabling the Event Management Module
      • Using Event Records
        • Event Records
        • Event Sessions
        • Event Speakers
        • Event Sponsors
        • Event Products
        • Event Tickets
        • Event Attendees
      • The Event Management Portal
        • Introduction to the Event Management Portal
        • Prerequisites for installation
        • Accessing the Plugin
        • Installing the Event Management Portal
        • Amending Event Portal Parameters
        • Adding Custom CSS to the Event Portal
      • On The Day Registration App
      • Setup On the Day Registration App
    • Compliance Records
      • Introduction to Compliance Records
      • Enabling Compliance Records
      • Creating Compliance Records
      • Using Compliance Records
    • Spotler Integration
      • What is Spotler?
      • Navigating your Spotler homepage
      • GatorMail
        • Introduction to GatorMail
        • Managing your GatorMail Account
          • Domain Setup
        • GatorMail Configuration
          • GatorMail Field Mappings
            • GatorMail Hard Bounces
          • Preference Centres & Landing Pages
            • Preference Centre Setup
        • Creating Emails in GatorMail
          • Imbedding Images and Videos
        • Sending Emails in GatorMail
          • Sending GatorMail Campaigns
            • Campaign Action Types
            • Ramp-up
            • Testing Campaigns and Emails
          • Using SendForensics
          • Understanding your Campaign results
        • Advanced Features
          • Gator Smart Forms
          • GatorMail - Dynamic Content
      • GatorLeads / Web Insights
        • Tracking Code
          • Restricting Page Tracking
        • Setting up the Plugin
        • Viewing Web Insights Data on your Form Layouts
        • Domain Names and Online Activities
        • Reporting incorrect Leads created through Web Insights
        • Reporting on Web Insights data
        • Using UTM Values
        • Why aren’t Online Activities being created in the database?
        • Why is GatorLeads recording online activities in a foreign language?
      • GatorSurvey
      • GatorWorkflow
        • Spotler Data Sync
        • Triggered Mailshots
      • GatorPopup
  • Opportunities
    • Introduction to Opportunities
    • Displaying & Adding Opportunities
    • Opportunity Line Items
    • Opportunity Relationships
  • Integrations
    • Mapping
      • Introduction to the Mapping Module
      • Using the Mapping Module
      • Using Mapping in Reports
        • Changing the size/colour of Map Pins
    • Electronic Signing Tools
      • Docusign Integration
        • DocuSign Functionality
          • Copy Document on Signature
          • Update Related Records
          • Sending Multiple Documents
          • People, Organisations & Cases with DocuSign
          • Invoice Payments with DocuSign
          • Managing DocuSign Documents
        • Setting up the DocuSign Integration
          • Authentication with DocuSign
          • Production vs Sandbox
          • Creating a Document with a DocuSign Template
          • Creating a Document with a Workbooks PDF
          • DocuSign Fields
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          • Form Layout Configuration
        • DocuSign - Worked Examples
          • Taking Payments
          • Updating Related Records
          • Multiple Document Sends
          • Creating a Template for Cases
          • Creating a Template for Organisations
          • Creating a Template for People
          • Unified PDF for Transaction Documents
        • DocuSign - Reporting
          • Multiple Send Report Grid
          • Document Review Report
          • Monitoring Integration Errors
      • Adobe Sign Integration
        • Introduction to Adobe Sign
        • Authentication with Adobe Sign
        • Installing the Integration
        • Integration Monitoring & Error Handling
        • Setup of Adobe Sign
        • Adobe Sign Fields & Form Layout Configuration
        • Optional Custom Fields for Adobe Sign
        • Adobe Sign Button Process
        • Using the Adobe Sign Integration
    • Creditsafe Integration
      • Installing the Creditsafe Plugin
      • Configuring Organisations to use the Creditsafe Integration
      • An example of how to use the Creditsafe Integration
    • Zapier
      • Introduction to Zapier
      • Available Triggers and Actions
      • Linking your Workbooks Account to Zapier
      • Setting up Zaps
        • Posted Invoices to Xero Invoices
        • Xero payments to Workbooks Tasks
        • New Case to Google Drive folder
        • New Case to Basecamp Project
        • New Workbooks Case to JIRA Ticket
        • Jira Issue to new Case
        • 123FormBuilder Form Entry to Case
        • Eventbrite Attendee to Sales Lead and Task
        • Facebook Ad Leads to Sales Leads
        • Wufoo Form Entry to Sales Lead
        • Posted Credit Note to Task
        • QuickBooks Online
          • Initial Setup
            • Authentication with QuickBooks Online
          • People & Organisations to QuickBooks Customers
          • POSTED Workbooks Invoice to QuickBooks Online
          • QuickBooks Online Payment to Workbooks Invoice & Task
          • QuickBooks Sales Tax Code Lookup
        • Survey Monkey responses to Tasks
      • Multistep Zaps
    • Email Integrations
      • Email Dropbox
        • Setting up your Dropbox
        • Using your Dropbox
      • Workbooks Exchange Server Sync
        • Supported email clients
        • Set Up
          • Setting up the WESS
          • Setting up the Outlook Add-In
          • Customising the WESS Add-In
          • How to change Authentication setup for WESS
            • O365 Exchange authentication Troubleshooting
        • What gets synchronised?
          • Synchronising with the WESS
          • Synchronising with the WESS Add-in
          • How to force a sync
          • Best practice
        • WESS Troubleshooting
      • Workbooks Outlook Connector
        • Introduction to the Outlook Connector
        • Before downloading the Outlook Connector
          • System Requirements
          • Enabling the Outlook Connector
        • Download/update the Outlook Connector
        • Installing the Outlook Connector
          • Uninstalling the Outlook Connector
        • Using the Outlook Connector
          • Configuring the Outlook Connector's Settings
          • Identifying Records in Workbooks created in Outlook
        • Outlook Connector Troubleshooting
    • Event & Webinar Integration Tools
      • GoToWebinar
        • Installation
          • GoToWebinar Fields & Processes
          • Setting up Process Buttons for GoToWebinar
        • Authentication
          • Multiple GoToWebinar Accounts
          • Removing GoToWebinar Accounts
        • Create/Update & Cancel Webinars from Events
        • Event Attendees as Webinar Registrants
        • Event Speakers as Webinar Panelists
        • Retrieve Webinar Data
      • ON24
        • Installation
          • ON24 Fields & Processes
          • Setting Up Process Buttons for ON24
        • Authentication with ON24
          • Removing ON24 Accounts
        • Create Webcasts from Events
        • Event Attendees as Webcast Registrants
        • Retrieve Webcast Data
          • Reporting: Survey Responses
          • Reporting: Poll Responses
        • Retrieve Survey Data
        • Engagement Hub Interactions
    • Microsoft Office
      • Azure Active Directory
      • Excel
      • Outlook
      • Power BI
      • SharePoint
        • Authentication
        • Installation
          • Custom Fields & Processes
          • SharePoint Integration Settings
        • Using the SharePoint Integration
      • Word
        • Introduction to the Word Add-in
        • Deploying the Word Add-in
        • Creating Word Add-in Templates
          • Example Word Add-in Templates
        • Using Word Add-in Templates
        • Word Add-in Tips and Tricks
    • Outreach
      • Installation
        • Outreach Fields & Processes
        • Create Outreach Custom Field Mappings
          • Configure Outreach Field Dynamic Picklist
        • Sync Outreach Mappings
      • Outreach Authentication
        • Remove Outreach Account
      • Sync People to Outreach Prospects
        • People Field Mappings
      • Sync Organisations to Outreach Accounts
        • Organisation Field Mappings
      • Sync Workbooks Opportunities to Outreach
        • Opportunity Field Mappings
      • Sync Tasks/Activities from Workbooks to Outreach
        • Follow-Up Activities created via Scheduled Process
      • Sync Outreach Sequences to Workbooks
      • Sync Outreach Sequence States to Workbooks
      • Sync Outreach Sequence Step Numbers to Workbooks
      • Sync Prospects/Accounts/Opportunities from Outreach to Workbooks
      • Sync Outreach Tasks/Calls/Meetings to Workbooks
    • Scribe/Workbooks Connector
      • Connection Setup
        • Microsoft SQL Server Connection Requirements
      • Connector Control Blocks
      • Worked Example - Create, Read, Update & Delete
    • RingCentral
      • Installation
        • RingCentral Integration Fields and Processes
      • RingCentral Authentication
        • Remove RingCentral Account
      • Creating Phone Call Activities
      • Click to Dial
  • People & Organisations
    • Introduction to People & Organisations
    • Organisations
      • Displaying & Adding Organisations
      • Customers & Suppliers
    • People
      • Displaying & Adding People
      • Adding People to Outlook
    • Relationships
      • Change Employer Wizard
      • Direct Relationships
      • Third Party Relationships
    • De-duplication and Merge
      • Workbooks Merging
      • Workbooks DQ
      • Data Quality
    • Using Postcode Lookup
    • Data Enrichment
      • Introduction to Data Enrichment
      • Setting up Data Enrichment
  • Snippets
  • Reporting
    • Introduction to Reporting
      • Creating Reports
        • Standard Workbooks Reports
        • Creating a Pre-populated Report
        • Creating a Report from a Template
          • Report Templates
        • Creating a Blank Report
        • Auto-refreshing Report Views
      • Sharing Reports
    • Using Reports
      • Reporting Explained
        • Adding Targets, Conditional Formatting and CSS Styling
          • Calculated Targets
          • Target Sets
            • Creating a Target set for Closed Cases per Customer Support Agent
            • Creating a Target set for Closed Sales amount per Sales Person by quarter
        • Reporting with multiple currencies
        • Drilling into Summary Views
        • Improving Report Performance & Run Time
      • Displaying reports within Record Views
      • Displaying Reports
        • Reporting Views (Reports on Landing Pages)
      • Adding a Report view to a Dashboard
    • Charts
      • Creating & Using Charts
        • Bar Charts
          • Targets on Bar Charts
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        • Dial Charts
    • Exporting Reports
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    • Advanced Reporting
      • Types of Split Columns
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        • Introduction to the IF Statement
        • Introduction to the CASE Statement
        • Applying Search filters in Calculated Columns
        • Comments in Calculated Columns
        • Financial Year Reporting
        • Introduction to Date Functions in Reports
        • Using Calculated Criteria
        • Reporting on empty fields
      • Audit Reporting
  • Dashboards
    • Adding Elements to Dashboards
      • Configuring Dashboard Elements
    • Dashboard Views
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    • Creating a Sales Dashboard
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    • Adding a Dashboard as a Record Tab
  • Okta Authentication
  • Transaction Documents
    • Introduction to Transaction Documents
      • Displaying & Adding Transaction Documents
      • Copying Transaction Documents
      • Transaction Documents Fields Help
      • Transaction Documents Line Items Help
      • Printing & Sending Transaction Documents
      • Managing Transaction Document Currencies
      • Managing Transaction Document Statuses
      • Setting a Blank Default Currency on Transaction Documents
    • Credit Notes
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      • Displaying & Adding Contracts
      • Using Contracts with Cases
    • Sagelink
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  • Configuration
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            • Configuring the Advanced Security Module: Segmenting Users by function
            • Configuring the Advanced Security Module: Segmenting Users by location
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        • Setting up your Own Organisation
    • Email & Integration
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        • Setting up a Web2Case Form
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  • Workbooks Glossary

Using the Outlook Connector

The Workbooks Outlook Connector is simple to use and there are lots of features that may not be immediately obvious after first installation. Below, you will find our usage video which runs through how to use the Connector and its functionality. If you have not yet installed the Outlook Connector, you can find instructions on how to do this in our Outlook Connector Installation guide.

Sharing Outlook records with Workbooks

Once the Outlook Connector is installed, items in Outlook have one of the following states:

  • Native: these are items which have been created in Outlook, and are not compatible to be shared with Workbooks. These items are identifiable in the contact list view within Outlook by the standard contact card icon.
  • Unshared: these are items which have been converted so that they can then be shared with Workbooks, however have yet to be shared. These items are identifiable in contact list views within Outlook as they use a greyed out Workbooks People icon.
  • Shared: these are items which have been converted and shared with Workbooks, and will therefore appear both in your Outlook and Workbooks. These items are identifiable in contact list views within Outlook as they use the Workbooks People icon.

Newly created Outlook items can be automatically converted and synced to Workbooks upon creation, this is configured within the Outlook Connector’s Settings.

Converting Outlook Contacts

In Outlook Contacts can be converted to sync with Workbooks after the Outlook Connector has been installed. This is done by accessing the Contacts page within Outlook and highlighting a Contact, once a contact has been selected, you will be able to choose whether the Contact needs to be synced to Outlook or Workbooks.

You will need to select Convert to Workbooks and then open the Contact record, you will then see a black banner across the top of the Contact record.

Selecting this banner will change the colour from black to blue, this means that the Record will be sent to Workbooks when a sync next runs.

From here you can also change who the Record will be Assigned to when it is created in Workbooks, to do this you can either type directly into the Assigned To Field or select the book icon. This will bring up a list of all active Users within the database. 

Note: Filters can be applied in order to quickly find the relevant user.

This same process can then be applied to set the Employer on the Person, this will link the Person to the selected Organisation Record within Workbooks.

Once you have made the changes be sure to Save & Close the Contact Record, otherwise these changes will not sync to Workbooks.

Sharing Meetings & Emails with Workbooks

Find the meeting that you wish to synchronise in your Outlook calendar and open it, you will see a black banner across the top of the meeting.

To sync an Email you can open an email from either your inbox or sent items and you will see a black banner across the top of the email body.

Clicking on the banner will change the colour from black to blue, meaning that the meeting or Email will be synced to Workbooks when the sync next runs.

Correspondence Manager

This feature of the Workbooks Outlook Connector has been designed to make the task of syncing emails with Workbooks against contact records easier for you. This functionality allows you to automatically sync emails from specific people in your Outlook Contacts meaning that emails do not need to be manually synced saving you time and the need to remember a manual sync..

To set this up you will need to go to the Contacts view in Outlook, select a contact that has already been shared with Workbooks in the Workbooks Outlook Connector section you will be able to select the Correspondence drop down. From this list select Save Correspondence this means that any email sent or received from this email address will be synced with Workbooks automatically.

You can also add or remove contacts using the Correspondence Manager, to do this select Open manager… this will open a new dialogue box that will allow you to change the status of contacts as to whether you are saving their correspondence or not.

Contacts can only be amended individually by using the central arrows to change their respective lists.

Relating Emails to other records in Workbooks

By default when sharing an email with the Outlook Connector it will be added to any Person or Lead Record with the sender’s or recipients’ email addresses. It is also possible to relate the Email to specific records such as Cases, Organisations or Opportunities.

To do this you will first need to ensure that the email has been set to be shared with Workbooks, this will mean that the Connector banner is blue. Once in this state a new window will appear at the bottom of the email.

From this new window you will be able to add or remove relationships between this email and other records.

To relate items, click the Add Related Item(s) button and choose the relevant records. By default you'll see a list of Organisations but you can use the dropdown under Show to access records of different types. The Workbooks Outlook Connector allows you to look up records that you may not necessarily decide to synchronise down from Workbooks with your filter settings.

The feature allows you to relate an activity or email to a record that you may be working on for a specific time period and you do not wish to synchronise this down permanently with other records as defined in your filter settings. 

From this view you can either select a record from the list, or search for the record’s name in the search bar. If you cannot find the record in this lookup use the Search in Workbooks button to lookup the information in Workbooks.

Synchronising the Outlook Connector

Once you've installed the Workbooks Outlook Connector the synchronisation will run in the background at the frequency you applied when working through the First Run Assistant. 

It is possible to sync the Outlook Connector at any time through the Connector Menu. To force a synchronisation, click on the Workbooks Outlook Connector icon in your system tray at the bottom right of your screen. 

When you right click on the icon, you will be able to select one of the following options.

Synchronise All Changes: This starts a two-way sync between Workbooks and Outlook updating all records in both systems and sending them to the other.
Synchronise Local Changes: This starts a one-way sync with all of your Outlook updates to Workbooks.
Show Progress: This is only accessible when sync is in progress, you can click this button to show a dialog box to review the progress.

Accessing the Outlook Connector Control Panel

The Outlook Connector Control Panel shows you a summary of your most recent sync. This includes, the number of new records that have been created, the number of records updated as well as any issues encountered during the synchronisation.

To access the Control Panel click on the Workbooks Outlook Connector icon in your system tray at the bottom right of your screen.

 When you right click on the icon, you will be able to select Show Control Panel...

This will open a new window where you can review your sync and open any records that encountered issues.

  • Uninstalling the Outlook Connector
  • Configuring the Outlook Connector's Settings

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