5 ways to save email from Outlook to SharePoint

Knowledge workers receive tens to hundreds of emails a day in Outlook. Many organisations use SharePoint as a system for storing these e-mails. But how do you store emails in SharePoint in a quick and organised way? In this article, we will show the 5 ways how to save emails from Outlook to SharePoint using Macroview.

1. Dragging e-mails into SharePoint

By far the most popular method of saving single or multiple emails is by dragging them to SharePoint, Microsoft 365 / Teams or OneDrive. You can perform this task from your Outlook folders, public Exchange folders or pst archive files. Emails can be stored in any library, document set or folder based on permissions. The MacroView client automatically extracts e-mail and document properties, sets a storage flag including the saved location and creates a unique e-mail file name to avoid duplicates on subsequent uploads.

2. Right-click on 'Save e-mail'

Another popular approach, especially with multiple items, is to right-click on the highlighted emails and upload them to SharePoint asynchronously in the background. For example, you can run multiple storage processes simultaneously. As with all MacroView's storage processes, you can easily navigate the entire SharePoint environment using our patented fast-acting architecture. Moreover, this is complemented by personal and organisational favourites (subscriptions) and recent storage locations.

3. Save via the ribbon menu

The third approach is to use the integrated ribbon menu from individual e-mails. With this option, you have the advantage that you can also save attachments individually. If desired, you can also drag and drop attachments into the navigation tree pane.

In addition, the MacroView DMS pro client includes 'Open' and 'Save as to SharePoint' buttons in the menu in Word, Excel, PowerPoint, Adobe and Outlook.

With MacroView DMS, this functionality is only available in Outlook.

4. Assisted e-mail archiving

When sending an e-mail, you have a number of options for saving. The first is to perform a send and save action from the ribbon menu. If you want to be prompted to save with every send action, enable 'Save on send'.

To further support e-mail management, the MacroView packages have options to enable inbound and/or outbound filing rules, so that messages are automatically saved to predefined locations in your SharePoint archives. MacroView archiving rules can be further extended with Predictive Email Filing. 

5. Save via mobile devices

There are times when you want to save project- or case-related e-mails while away from the office. MacroView allows users to save e-mails directly to their favourite locations. A favourite location can be a document library, folder or document set. These favourites are visible as folderi folders in the mobile device's email client. Once an e-mail is saved to the favourites folder, it is available to be uploaded to your workstation. When you get back to the office, simply select the offline e-mail upload option if it has not already been done automatically in Outlook to complete the process.