Saving attachments to SharePoint

Saving attachments to SharePoint

It is recommended to save attachments of incoming and outgoing email messages to SharePoint. Attachments saved to SharePoint are instantly shared with all other SharePoint users (for more information, read availability of attachments). This feature helps you collaborate with colleagues on documents and also saves storage space on the mail server.

To save the attachments of an incoming email message to SharePoint:

Follow one of these methods:

  • Drag the attachment from the body of an email message or the preview pane to the harmon.ie sidebar, to upload it to the open SharePoint location.
  • Right-click the attachment and select Save Attachments to SharePoint. The Save to SharePoint dialog opens, and lets you set the upload options.
    Note: The Save to SharePoint attachments context menu item is not available for messages in RTF format.
  • Select or open the message, and click the Save Attachments button (The Save Attachments icon) from the harmon.ie ribbon button. The Save to SharePoint dialog opens, and lets you set the upload options.
    The Save Attachments button in an open message allows you to save the attachments to SharePoint.
  • Configure harmon.ie to automatically upload email attachments to SharePoint using Outlook Rules or drop folders connected to your harmon.ie favorites. This feature applies to harmon.ie for Outlook, Enterprise Edition, only.
  • The upload process can be monitored and stopped.

To save the attachments of an outgoing email message to SharePoint:

  1. Send an email message containing attachments.
  2. By default, the Save to SharePoint dialog opens, and lets you set the upload options.
    To learn how to disable this prompt, read Setting email options.
  3. If you are uploading the attachments to a location with required properties, you are asked if you want to send the message before filling in the required properties. If you click No, the properties window opens, and the message is not sent. Fill in the required properties, and then send the message again.

Note: If you want to attach a file that already exists on SharePoint, it is recommended to send a link to the file. Drag the document from the sidebar to the message or right-click the document in the SharePoint documents panel, select Copy > Link and then paste the link into the email message.

To rename the attachments of an outgoing email message:

  1. Creating your email message and attaching the required files.
  2. Click the Save Attachments button in the harmon.ie ribbon button. The Save to SharePoint dialog opens.
  3. Select the attachment you want to rename, and perform one of the following actions:
    • Right-click the attachment and select Rename.
    • Double-click the attachment.
    • Press F2 on your keyboard.
  4. Type the new name of the attachment.
  5. Click OK. The attachment is saved with the new name.

To automatically upload email attachments using Outlook rules:

This feature applies to harmon.ie for Outlook, Enterprise Edition, only.

You can use harmon.ie favorites to connect an Outlook folder to a favorite SharePoint location. Email messages containing a single attachment of a preconfigured type saved to this folder - either manually or with an Outlook rule - are automatically uploaded to the associated SharePoint location. The email subject line is parsed and its information is saved as metadata fields of the saved attachment.

Note that this feature must be enabled and configured by your administrator.

To automatically upload email attachments to SharePoint, follow the directions in to automatically upload emails using Outlook rules.

Availability of attachments:

When using the Replace attachments with SharePoint links feature, you need to verify that:

  • The email recipients have access to the SharePoint site where the attachments are uploaded. If they cannot access the SharePoint site, the document links in the message will not open for them.
  • You can instruct harmon.ie to verify that your SharePoint recipients have access to the SharePoint location you defined as the upload location.
  • If you are uploading the attachment to a document library that requires check out, the document will be unavailable until checked in. harmon.ie can prompt you to check the attachments in. To learn more, read Uploading documents to SharePoint.