Automatically Save Email Headers in SharePoint Columns Using harmon.ie

This article applies to both harmon.ie Classic and New harmon.ie

harmon.ie’s email header mapping ensures that key information from your emails – like subject, sender, recipients, and sent date – is automatically extracted and saved as metadata when you save an email into SharePoint or Teams. This makes it easier to organize, classify, and find important emails later, without requiring manual tagging.

By mapping email headers to predefined metadata fields, harmon.ie helps your organization maintain consistency, improve searchability, and support compliance – right from Outlook.

How to define email header mapping?

There are two ways to define email header mapping in harmon.ie:

  1. harmon.ie’s default email header mapping (available in harmon.ie Classic 9.5 and later, and in New harmon.ie):
    • No Microsoft 365 admin involvement required
    • Ideal for standard setups and quick configuration
    • Works out-of-the-box for both harmon.ie Classic and New harmon.ie
  2. Customized email header mapping:
    • Allows setting additional columns, non-standard column names or column types, and non-standard content type names
    • Recommended if your document libraries already include email content types or email columns
    • Requires Microsoft 365 admin assistance
    • Requires customizing email header mapping in both harmon.ie Classic and New harmon.ie (if using a mix of harmon.ie Classic and New harmon.ie)

To learn how to configure custom email header mapping, read:

What harmon.ie does when you save an email

When a user saves an email to SharePoint or Teams, what harmon.ie does depends on the save location:

  • The location already has an email content type: harmon.ie assigns the content type to the email and maps the email headers into the email columns.
  • The location has no email content type: harmon.ie creates the email structure, adding an email content type, email columns, and an Emails view.
  • harmon.ie creates the email structure on the user’s behalf, so the user needs at least Edit permission in the Microsoft 365 location.
  • If an email content type already exists in the location, harmon.ie will not create an Emails view, even if the view itself is missing.

Configuring whether and where harmon.ie creates the email structure

harmon.ie can be configured to create the email structure when saving emails to SharePoint and/or Teams.

Even when creation is turned off, harmon.ie still saves email headers and assigns the email content type in locations that already have the email structure.

New harmon.ie

New harmon.ie does not prompt users to create the email structure. Administrators control it with the Create the email content type setting, per destination (SharePoint and Teams), in the harmon.ie admin configuration.

harmon.ie Classic

harmon.ie prompts the user to create an Emails view. You can control whether and where this prompt appears:

  1. Users can control this setting in harmon.ie Classic options.
  2. Administrators can centrally manage this setting for all users using the AutoEmailHeaderMappingBehavior provisioning registry key. [Download registry key sample]
In harmon.ie Classic, if the site or site collection has already been configured with a custom email content type, harmon.ie will not attempt to create a new one at the library level. To enable email header mapping in such cases, ensure that the custom email content type is explicitly added to the target document library. Otherwise, users will be prompted to contact their administrator.

Email metadata columns created by default email header mapping

Email Column Display Name Column Internal Names Type Description
Attachments hrmV2Attachments Single line of text Indicates if the message has attachments. The default value should be “No”
CC hrmV2CC Single line of text Carbon copy recipients
Conversation Index hrmV2ConversationIndex Single line of text Unique conversation identifier
Conversation Topic hrmV2ConversationTopic Single line of text The original subject line, can be used for grouping emails in harmon.ie Classic
Email Thread hrmV2InternetConversationId Single line of text Identifies the email thread, can be used for grouping emails in New harmon.ie. Required for shared categories.
From hrmV2From Single line of text Sender’s address
Mail Preview Data hrmV2MailPreviewData Multiple lines of text A harmon.ie-specific column that enables previewing email messages in harmon.ie Classic
Message ID hrmV2MessageID Single line of text A unique identifier for the message. Required for shared categories.
Received hrmV2Recieved Date and Time Received date and time
Subject hrmV2Subject Single line of text Email subject line
To hrmV2To Single line of text Primary recipients
When creating metadata columns, harmon.ie uses the language set in the harmon.ie sidebar, not the SharePoint site language.

harmon.ie’s Emails view

harmon.ie’s generated Emails view contains the following columns:

  • Name: File name as saved by harmon.ie
  • Attachments
  • To
  • From
  • Received

harmon.ie's Emails view

You can edit the Emails view using the SharePoint Web Interface and modify the contained columns.