Saving email messages to SharePoint

Saving email messages to SharePoint

In this topic you will learn how to:

To save an incoming email message to SharePoint:

Follow one of these methods:

Drag-and-drop an incoming email message to save it on SharePoint:

  1. Browse to the SharePoint location in which you want to save the message in the harmon.ie sidebar.
  2. Select the email message and drag it from the Inbox, or any other folder, to the sidebar. This instantly uploads the message to SharePoint.

You can drag multiple messages from your email to the harmon.ie sidebar by holding the CTRL key while selecting the messages to drag.

Use the SharePoint button.

Use the SharePoint button to save an email message:

Note: The SharePoint button is an optional component. To learn more about the features it provides, and how to install it, read the help topic Working with email.

Select Save email to SharePoint from the SharePoint button in the action bar of an open email message. The message is uploaded to the default SharePoint location defined in the application preferences.

You can override this location for a specific email message using the SharePoint button's Change email target location command.

If a default location is not defined, you will be prompted to select a SharePoint location for the email message. You can save the selected location as a default for future operations, by selecting the Save as the default location check box.

How are email messages saved on SharePoint?

Email messages uploaded to SharePoint are saved as .eml documents, which is an industry standard used by email clients, servers, and applications. The .eml document contains the entire message, including body text and attachments. You can instruct harmon.ie to save each email message with a unique name.

Notes:

  • If the subject of an email message contains non-Western or non-West European characters (such as Hebrew or Turkish characters), the .eml documents assigns a unique ID as the name. This is due to a limitation in Internet Explorer’s handling of URLs that contain characters with Unicode values larger than 255. You can still view the original subject in the Title property.
  • When uploading a plain text message to SharePoint it is converted to HTML format, to preserve rendering of Unicode characters when the EML file opens in Internet Explorer.

Note: When working with harmon.ie, it is possible to map the email headers (To, From, Subject, Date, etc.) to SharePoint document metadata. To learn how, read Saving email headers in SharePoint columns.

To save messages with the same subject:

If several messages from the same discussion thread are stored on SharePoint, you are asked if you want to replace the existing message / save it as a new version of the .msg file, or rename the new message. To learn more, read Replacing existing documents.

To set email preferences:

To set the default location where email messages are saved, open File > Preferences and select harmon.ie > Email Settings.

  • Under Default SharePoint location for saving email messages, click the Browse button to browse through the configured SharePoint sites and select a default location to where email messages are uploaded. If you do not see the SharePoint site that you want to select, click the Add Site button to add it.
  • Click the Clear button to clear the current default location.
  • When placing the mouse cursor above the breadcrumbs of the defined target location, a tooltip appears, showing you the URL for the location.

To open an email message saved on SharePoint:

Read Accessing email to learn how to view email messages stored on SharePoint from IBM Notes or from the Web browser.