Video - Viewing and searching emails using DMS

Filter emails

Emails can be filters based on the columns displayed i.e. Subject, To, From, etc

Here’s an example of filtering the Subject column – click Filter on the View Bar and select Subject:

Alternatively, move mouse on to Subject column heading and when the ˅ is clicked enter words to filter for Subject:

To Clear the Filter

Show All Items Without Folders

The default view in DMS reflects the default view configured in SharePoint library settings All Documents which shows folders or document sets (if used) when a library is selected.  To view the files in a library or top-level folder, click on the button below:

Creating a Personal View

You can create personal views of document libraries to show the columns and items that are most important to you when working with MacroView DMS.  Personal views allow you to define the metadata columns that are displayed along with the column order and item filtering.

To create a personal view, select an existing view, make any required modifications such as adding and removing columns and click the Save view as button.  Then enter a name for your personal view and click OK.

Opening an email

When an email is opened from a SharePoint folder, all the Outlook options are present making it easy to reply or forward an email which has been saved to SharePoint using MacroView DMS.

Searching for emails using Find Files

Find files is located to the right side on the View Ribbon and allows you to quickly locate any emails containing the entered text in their metadata or content from the location selected in the MacroView Tree

While Find Files is applied to the file list an additional Found in column is appended to the current view:

To clear the Find Files results and return the file list to show only files within the currently selected view and with any currently applied filters, click the 'X' in the Find Files control.

Searching for Emails

To launch the search form to search for emails based on email metadata i.e. To, From, Subject etc, click the Search option bottom right of the MacroView Tree.

When using To and From in a search choose names not the email address, using surname is more unique and will return less emails.

If you want to search for an email address, key into the All of these words field and note the wildcard character * can be used for searches:

To search a date range to narrow down results, either manually enter the dates or use the calendar picker

To select a previous month for the “from” date, use the forward/back symbols or click on the month and select month.

To choose a previous year, use the forward/back symbols, then select the month and date

Repeat above to select the “To” date

If the email you are searching for contains and attachment, tick the checkbox for the option Has Attachments?

To narrow down searching emails, also consider using Subject