Top 3 frustrations when saving emails in Outlook to SharePoint

Email is an integral part of our daily work, and for many companies, Microsoft Outlook is the go-to email client. But when it comes to efficiently storing emails in SharePoint, many users experience challenges. In this blog, we take a closer look at the five most common frustrations and offer solutions to overcome these obstacles.

The jungle of libraries, folders and locations

A common frustration for Outlook users is the inconsistency in storage locations within SharePoint. Sometimes it seems like there is no standardised method of storing e-mails, leaving users in a maze of folders and subfolders. This lack leads to confusion and wasted time in not only storing but also searching for e-mails.

Solution: Clear SharePoint structure available directly in Outlook.

To eliminate this frustration, it is essential to establish a logical structure. Create a clear hierarchy of folders within SharePoint that makes sense to all users. For example, organise folders based on projects, teams or specific topics. Communicate this structure to all team members to ensure consistency. With a Outlook & SharePoint integration additionally make this structure available in the Outlook interface via a user-friendly tree structure.

Time-consuming manual operations

Another common annoyance is the amount of manual handling required to move an e-mail from Outlook to SharePoint. Users often experience an excess of clicking and switching between applications such as Outlook and SharePoint. This is not only time-consuming, but also increases the likelihood of errors.

Solution: Automate the storage process

Consider an integration that simplifies the process of email storage. An integration allows users to move emails to predefined locations in SharePoint with a single click. Automation not only reduces the risk of errors but also saves valuable time that would otherwise be spent on repetitive tasks.

Limited search functionality

One of the core aspects of SharePoint is the ability to retrieve documents quickly and efficiently. Unfortunately, users often experience limitations in the search functionality when searching for stored e-mails. This can lead to delays and frustrations, especially in organisations with large volumes of e-mails.

Solution: Improve search functionality from Outlook

Optimise search functionality within SharePoint by using metadata and tags for saved emails. Encourage users to add keywords and descriptions when saving emails. Also invest in training to increase awareness of advanced search features so that users can effectively use the available tools. With smart integration, make metadata management from Outlook a breeze.

Getting started

Effectively storing emails in SharePoint from Outlook can have a significant impact on the overall productivity and collaboration within your organisation. By using a smart integration between Outlook & SharePoint, you tackle these frustrations at the root.