Upload email messages and attachments to SharePoint

Upload email messages and attachments to SharePoint

Uploading email messages is an Enterprise Edition feature. With the free version you can upload email attachments.

  1. Select or open the email message, and click harmon.ie: SharePoint Online Client to launch the add-in.
    - or -
    In the Outlook client only, click the Save to SharePoint (Save to SharePoint icon) icon in the harmon.ie ribbon-button.
  2. Select items to upload. harmon.ie lists the email itself (in EML format) and its attachments. Check the document(s) you want to upload.
    Save message and/or attachments to SharePoint
  3. Click Next.
  4. If prompted to Connect to Office 365, click Connect and follow the on-screen instructions.
  5. Select the upload location:
    • Recent: lets you select a location you recently uploaded to, or documents you recently worked with in Office 365. From here you can quickly access SharePoint documents.
    • Sites: lets you browse to a document library/folder/document set.
    • Teams: lets you connect and browse through your Office 365 Teams documents.
    • Sites I'm Following: lets you connect and browse to a location in a site you follow in SharePoint.
    • Pinned: lets you select a location you previously pinned.
  6. Click the Save Here icon () that appears next to available upload locations, or open the location and click the Save to <location> button at the bottom.
  7. If one or more documents with the same name already exists in the location, you are prompted to select between:
    • Keep Both/All: uploads the document(s) with new name(s).
    • Add New Version: uploads the document(s) as a new version.
    • Cancel: cancels the upload operation.
  8. harmon.ie uploads the document(s) and opens the Edit Properties view.
    Select a content type and edit the properties of the email and/or attachments.
  9. If the SharePoint location contains Retention Labels, select a Retention Label from the Apply Retention Label drop-down list. Select None to remove a Retention Label.
  10. Click Save.
  11. If prompted, check in your documents, to make them available to other users.
  12. When the upload process ends, you can select between:
    • Show Links: view and copy the SharePoint links of the uploaded documents.
      Click the Copy icon ( ) next to a document to copy the link into the Clipboard. Click Close when done.
      Click Close when done. This option is available in mobile devices.
    • New Mail with Links: creates a new message, with links to the uploaded documents in the message body.
    • Reply with Links: opens a new message, addressed to the sender, with links to the uploaded documents in the message body.
    • Finish.

When uploading email messages to SharePoint, the message category shows the SharePoint location where the message was saved.

Email headers (From, To, CC, Subject, Date, etc.) can be automatically mapped to SharePoint columns. To enable this mapping, the SharePoint document library needs to be set up with email specific columns. To learn how to do this, read the knowledge base article Map email headers to SharePoint metadata.
The mapping between email headers and SharePoint columns is configurable from the mapping table in the Settings page.

To browse to a SharePoint location/document:

  1. Under Documents, click the SharePoint site name (Site icon) to browse to a location in your Office 365 server, or OneDrive (OneDrive icon) to browse to a location in your personal drive.
  2. Click Manage Sites to add other site collections. Check the required site collections and then click Done.
  3. Under Teams, click a team name to browse to it.
  4. Click a sub-site (Site icon), document library (Document library icon), folder (Folder icon), or document set (Document set icon) to view its content.
  5. To return to the Documents main page from any location, click the Back to Locations icon (Locations icon).
  6. To search for locations/documents, click the Search icon (Search icon) and start typing a name to quickly filter the list by this name. Click the Clear icon (Clear icon) to clear the search text, or Cancel to close the search bar.
  7. To sort the locations/documents, click the Sort icon (Sort icon) and select between Name, Modified, and Default (which sorts by the default sort order of the default SharePoint view).
  8. To create a new SharePoint folder, click the New Folder icon ( ) and supply a name for the folder.
  9. To refresh the current SharePoint location, click the Refresh icon (Refresh icon).
  10. Click the Level Up icon (Level Up icon) to browse to the parent location.

To pin/unpin a SharePoint location:

You can quickly navigate to pinned SharePoint locations.

To pin a SharePoint location:

  1. Browse to the location you want to pin.
  2. Click the Pin icon (Pin icon) next to the location name.

To unpin a SharePoint location:

  1. View the location under Documents > Pinned.
  2. Click the Unpin icon (Unpin icon) next to the location you want to unpin.

To select content types and properties:

The Edit Properties view allows you to select a content type for the uploaded email and another content type for the uploaded attachments. In addition, you can edit the properties of the uploaded email, and the properties of the uploaded attachments.

  1. If the email is uploaded, click the Email tab, select an Email Content Type from the list and edit the properties. Required properties are marked with a red asterisk ('*').
  2. If the attachments are uploaded, click the Attachments tab, select an Attachments Content Type from the list and edit the properties.
  3. Click Save when done.

Edit properties dialog

Notes:

  • The Email tab > Email Content Types contains the email content types defined in the SharePoint library. If such are not defined, it contains the Document content types.
  • The Attachments tab > Attachments Content Types contains the Document content types defined in the SharePoint library.

To check in a SharePoint document:

If the location to which you uploaded documents requires check in, you are prompted to do so.

  1. If both major and minor versions are being tracked in the document library, select between Minor version (draft) and Major version (publish).
  2. Optionally, check Retain Check Out.
  3. Optionally, supply a check in Comment.
  4. Click Check-in.

To manage teams:

  1. Click Teams > Manage Teams.
  2. At the first time, you are asked to approve harmon.ie's access to your teams. Click Consent > Accept, and close the Web page.
  3. Return to harmon.ie app and Close the Authentication Window.
  4. harmon.ie shows all teams you are a member of. Locate or search for teams in the Search bar.
  5. Check the team(s) you want to access from harmon.ie.
  6. Click Done.

To connect to Sites I'm Following:

Note: This option must be enabled by your administrator.

  1. Click Sites I'm Following > Connect.
  2. If prompted, supply your username and password.
  3. When the login process completes, click Close to return to harmon.ie.