Video - saving emails to SharePoint using Microsoft Outlook Classic

Saving emails to SharePoint

MacroView DMS provides several ways to save an email to SharePoint:

• Drag and drop the message to a Library, Document Set or Folder in the MacroView Tree
• Select the message from an Outlook folder e.g. Inbox, Sent Items, etc and click Save Message(s) in the MacroView group on the Home ribbon
• Select the message in its Outlook folder e.g. Inbox, Sent Items, etc and right-click and choose Save Message to SharePoint
• Open the message and click Save Message on the MacroView Group on the Message ribbon

Saving an email using Drag and Drop

MacroView DMS allows you to save one or multiple emails to SharePoint by dragging and dropping them to a document library, folder or document set in the Browse mode or the Favourites pane, or to a <SharePoint> Favourite folder in your Outlook Mail Folders pane.

Note: Emails can be dragged from Outlook to DMS without needing to be opened beforehand.

When the email is uploaded to SharePoint, two categories will be added to the email; a yellow category named "Saved to SharePoint", and another with the URL where the email was saved.

The URL save path is also inserted into the header of the email:

Saving an email using Save Message(s)

Select the message(s) from the Outlook folder e.g. Inbox, Sent Items, etc and click Save Message(s) in the MacroView group on the Home ribbon (click end of ribbon to reveal options):

When the email is uploaded to SharePoint, the yellow category is visible in the Outlook Categories column marked Saved to SharePoint with the save URL location (shown above)

Saving an opened email using Save Message

Open the message from the Outlook folder e.g. Inbox, Sent Items, etc and click Save Message in the MacroView group on the Message ribbon (shown above):

Saving an email using right-click

Right-click the message(s) from the Outlook folder e.g. Inbox, Sent Items, etc and click Save Message to SharePoint

When the email is uploaded to SharePoint, the yellow category is visible in the Outlook Categories column marked Saved to SharePoint with the save URL location (shown above)

Viewing emails

Select the SharePoint folder containing emails (or document set, library, etc) and from the View Ribbon, choose Emails from the drop-down menu.  If the folder name is the same name, it is possible your Administrator has configured MacroView DMS to automatically select this view.

Save on Send

If you want to be prompted to save every email you send to SharePoint, this is possible by turning on Save on Send option:

Note if an email already satisfies a personal sent email filing rule or an outgoing Managed Filing rule, the user will not be prompted, as the rule has precedence.

With this option selected, you will be prompted with the Save to SharePoint dialogue each time an email is Sent and if you don’t want to save the email, select Don’t Save

Delete emails on Save to SharePoint

MacroView DMS will automatically delete emails from Microsoft Outlook after they have been successfully saved to SharePoint using drag and drop when the option below has been turned on.

Saving email attachments

MacroView DMS provides flexibility with saving emails and attachments via the user setting Save Attachment Type found in Options -> Office.

Save Attachment Type contains four different options that provide greater flexibility when saving emails and/or attachments:

• Save complete message (default) - Save the email including its attachments in a single *.msg or *.eml file.
• Save complete message and attachments separately - Save the email including its attachments in a single *.msg or *.eml file and saves a separate copy of the email attachments.
• Save message body and attachments separately - Save the message body and its attachments separately.
• Show Email Save Options dialog - Show the Email Save Options dialog with the following options, allowing the user to specifically select how an email and its attachments are saved (defaults to most recently selected option).

Email attachments can also be saved by other methods:

• Drag / drop – from the preview pane of an email, or when the email is open – drag and drop the attachment to a folder in the MacroView Tree
• Open the email from Outlook i.e. Inbox and choose Save Attachments from the MacroView group on the Message ribbon

If more than one attachment exists in the email, and you don’t want to save all attachments, deselect attachments not to be saved

• Select an email from a folder in the MacroView Tree and drag and drop the application icon of the attachment shown in the Preview Pane to a folder in the MacroView Tree