MacroView DMS Next

You can use DMS Next to navigate SharePoint Online, Teams and OneDrive to find files to work with and share, or locations save to. DMS Next is available in Outlook New, Outlook Classic, Outlook Web (OWA) and Teams.

To add the DMS Next icon in Outlook and Outlook Web, click More apps

Select DMS Next

In Teams click Apps button then search or choose DMS Next

To pin the DMS Next icon

To pin the DMS Next icon to the icon bar, right click and choose Pin. This will ensure that the icon will always be present when you launch Outlook New, Outlook Web or Teams.

MacroView Tree

DMS Next displays the MacroView Tree on the left side in both Outlook and Teams

Recent

Provides a list of recent files where Details view is the default view, other views available:

Favourites

When expanded in the MacroView Tree, the list shows items you have added to favourites i.e. sites, teams, libraries, document sets, folders. Groups can be created to organise your favourite items:

My OneDrive

When expanded in the MacroView Tree, the Documents library is displayed showing any folders created in this library:

SharePoint Online:

When expanded in the MacroView Tree, the list shows the user all SharePoint and Team sites they have security access to see including hub sites if used by your organisation:

Teams

When expanded in the MacroView Tree, the list shows the user all the Teams sites (created in Teams) they have security access to see:

Chats

When expanded in the MacroView Tree, the list shows the user all the Teams chats – Meetings, Group Chats and Chats which can be filtered:

Viewing files

Select the SharePoint folder containing files, the middle pane will list the contents of the folder:

Views

When you select a library, by default all the folders in the library are displayed:

Click on the button Click to show all files in a flat file view:

All files in the library will be displayed and the toggle button to the right will now read Click to group files by folder

The default view is the SharePoint view All Documents but if the library has been provisioned using MacroView Provisioner or your organisation have created their own views, these views can be accessed from below. Details is the default; other options are List and Tiles:

Email View

When a library has been provisioned to add the email metadata columns, the Emails view mirrors the Outlook Inbox:

Preview an email

Select the email then choose the View Details option which can be docked on the right or bottom:

Filter files

Files can be filtered based on the columns displayed i.e. Name, Modified, Subject, To, From, etc.
Click Filter to the right of the column name:

Here’s an example of filtering the Name column:

Results:

Here’s an example of filtering the Email From column:

Results:

To Clear the Filter

The Clear Filter button is placed to the right of Details:

Opening an email

When you hover the mouse over the name of an email, or double click to open an email, the dialogue below is displayed:

Search for files, emails and locations

You can use search to quickly find files or locations rather than selecting a favourite, recent file/location, or browsing sites and libraries.

There are three ways to search in DMS Next.

Search Tab

To search for documents:

Enter text in the Search field, click Search and the results will be returned

To narrow down the search e.g. to Word documents and PDFs, choose the Document Type:

Clear search criteria

Click into the Search field, then click X

Searching the name of a folder / document set

Email Search

Complete the Email search form with as much information known about the email(s) you want to find in SharePoint e.g. Subject, To, From etc:

When the library has been provisioned to add the email metadata columns, the Email columns are displayed with the search results:

Received Time

Using a Custom date range:

Clear previous search

To clear the previous search criteria, click Clear Filters

Searching for emails with attachments

If you are looking for specific words in the email, with the above setting on searching for emails with attachments, the words in this search example are found within a PDF attachment in an email

Searching Locations

Search in – choose SharePoint or OneDrive, the default is both

Choose the type to search – deselect items not required in search

Last Modified

Search this location

To search within one site instead of all the sites you have security access to, choose Search this Location from the ellipse button to the right of the site name

Search this Location is also available to restrict searching to Hub Sites, Libraries, Document Sets and Folders:

Send as

To send a file as a Link or Attachment or convert a Microsoft Office file to PDF to send in an email:

Filter the DMS Next Tree

Node Visibility

Below shows how to Filter Hubs or Sites in SharePoint Online

Enter text to filter - full name or part of name:

Below shows example of filtering hubs in SharePoint Online:

Below shows example of filtering sites in SharePoint Online i.e. "Project"

Filter can also be used in other nodes - OneDrive, Teams and Chats.

Clear Filter

Preview Files

Viewing the contents of a document, click the Details button

Select a file to preview – the Zoom button is available at the bottom of document preview:

To the right of the preview, Options, Properties and More Options are available. This section can be docked to the right of the document list:

Rename files

There are a couple of ways to rename a file in SharePoint using DMS Next.

Options:

Select the file and follow the steps below:

Delete files

Select the file(s) and follow the steps below:

Retrieve Deleted Files

Files you have accidentally deleted from a folder can be retrieved from the SharePoint Recycle Bin. Near the library name, choose the Ellipse button and choose Open in SharePoint

Select the file to restore:

Move / Copy Files

There are two methods to use for move/copy.

Method 1 - using the Windows buttons

Select the file(s) and follow the steps below:

Select the location to move / copy the file(s) to from the Select Item dialogue box displayed, choose OK.

Method 2 - using drag & drop and Ctrl + drag & drop

Select the file and drag & drop to new location to move

To copy a file with drag & drop, press Ctrl

Create new library

To add a new library in a SharePoint site or Teams site:

Adding a new library will include the email metadata columns; Email content type, and add them to the site; add library views for Microsoft Office and Adobe

Create new folder

There are a couple of ways to create a new folder in a library.

To the right of the library, click the Ellipse button and choose New Folder, name the folder and choose Create
Click the New button -> New Folder