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Saving emails to SharePoint in Outlook Classic using MacroView Managed Filing

MacroView Support
  • Updated

Video - Saving emails to SharePoint in Outlook Classic using Managed Filing

Automatically Saving emails to SharePoint

MacroView Managed Filing is the solution to automatically save emails to SharePoint and the license can be added to the DMS/DMS Pro licence.

Saving an email using Managed Filing

If your organisation is using Managed Filing a special email tag can be inserted into the subject of a new email and the email will be automatically saved to the location matching the tag.  The special tag will be a unique code and typically represents a Matter Number, Project Number, Insurance number, etc. 
This will be set up by your System Administrator.

In a new Message, from the MacroView group on the Message ribbon, choose Insert Tag à Search.  The Recently Used list will show up to the last 10 tags used:

Use Browse, Search or Favourites to locate the folder to save the email into:

The email tag is inserted into the Subject of the Message.  Regular Expression is used to build the managed filing rules, it is extremely configurable.  When the email is sent, it will be marked with an orange box with the text “Saved to SharePoint using Managed Filing” in the Category column:

When the email reply is received into your Inbox, it will automatically be saved:

Contents of the SharePoint email folder shows the automatically saved emails:

Show Tag

Using the Show Tag option allows you to display the location for all email filing tags in the email subject.  From More Options on the Home ribbon, in the MacroView group of buttons, choose Show Tag

There are two options:

  • Show Location – this will open the saved location in the MacroView Tree, but not move away from the Outlook folder which contains the tagged email i.e. Inbox or Sent Items
  • Open Location – this will open the saved location in the MacroView Tree, replacing the Outlook folder which contains the tagged email with the contents of the SharePoint folder

Automatically saving an email to multiple locations

An email can have more than one tag in the subject.  When the second tag is added, the following dialogue will display, click OK to continue but if you want to remove the existing tag, tick the checkbox then choose OK to remove.