Saving email messages to SharePoint

Saving email messages to SharePoint

In this topic you will learn how to:

Note: Restricted email messages, set with the Do Not Forward permission cannot be saved to SharePoint. Attachments can be saved to SharePoint while preserving their restriction level, as long as they were created using other Microsoft Office programs.

To save an incoming email message to SharePoint:

Follow one of these methods:

  • Drag-and-drop the message to SharePoint.
  • Use the Save Message button from the harmon.ie ribbon button.
  • Right-click the message and select Save Message.

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 Save Message button to save incoming email messages to SharePoint:

  1. Select or open the message you want to save.
  2. Click the arrow next to the Save Message button (The Save Message icon) and select a Recent SharePoint location (used in harmon.ie, Office 365, or SharePoint Online) to upload to, or click More options to launch the Save to SharePoint dialog, and set the upload options.

Note: Your administrator may change the Save Message command name to Declare Record (The Declare Record icon). Both commands save the message on SharePoint.

To save an outgoing email message to SharePoint while sending it:

  1. Click the Save on Send button (The Save on Send icon) from the harmon.ie ribbon button. The button is highlighted.
    The Save On Send button allows you to upload an outgoing message to SharePoint.
  2. Send the message.
  3. The Save to SharePoint dialog opens, and lets you set the upload options.
  4. If you are uploading the message to a location with required properties:
    1. If you choose to upload the message attachments as well, you are asked whether to send the message before filling in the required properties of the attachments. 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.
    2. You are asked to fill in the required properties of the message now.
      If you click Yes, the properties window opens and lets you fill in the required properties. Note that the message is sent regardless of your answer.

To save a draft message to SharePoint:

You can save an unsent email message to SharePoint:

  1. Click the Save Draft Message button (The Save Draft Message icon) from the harmon.ie ribbon button.
  2. The Save to SharePoint dialog opens, and lets you set the upload options.

Contact your administrator if this feature is not available.

To automatically upload emails 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. Each email message saved to this folder, either manually or with an Outlook rule, is automatically uploaded to the associated SharePoint location. To do this:

  1. Save the location as a favorite, or edit favorite, and check the Outlook Folders > Connect favorite to this Outlook folder option.
  2. Optionally, edit the name of this Outlook folder.
  3. Click OK. A new folder is created for you under the harmon.ie Outlook folder. Each email message saved to this folder is automatically uploaded to SharePoint.

Notes:

  • Emails uploaded to SharePoint using this method are saved with a unique name.
  • If harmon.ie fails to upload an email message, the email is moved to a Conflicts subfolder. If the message was uploaded but the operation was not completed successfully - for example, because the message should be checked in - you will receive a notification message in the Conflicts subfolder, explaining how to resolve the problem.
  • This feature can be extended to automatically upload and tag email attachments.

To find out if and where an email message was saved to SharePoint:

  • When you save an email message to SharePoint, using drag-and-drop, or with the Save Message / Save on Send buttons, the Saved Location button becomes visible in the harmon.ie ribbon group.
    Click the Saved Location button (The Saved Location icon) to view the SharePoint location to which the message was saved. Clicking the location link opens this location in harmon.ie.
    See if and where an email message was saved to SharePoint
  • If your email recipients reside in the same domain, the Saved Location button appears for them when they view an email message you saved to SharePoint.
    Contact your administrator if this option is not available to you.
  • You can right-click an email saved to SharePoint and select Open in harmon.ie, to locate the email in the harmon.ie sidebar.

In addition, there are two indications that an incoming message was saved to SharePoint:

  • The message icon for saved messages changes to: Icon for saved messages, and for declared records to: Icon for declared records. Note that the harmon.ie message icon is persisted when replying or forwarding an email that was uploaded to SharePoint, i.e., it replaces the Outlook Forward and Reply icons.
  • The message category states the SharePoint location in which the message is saved.

Message icon and category reflect that message was saved on SharePoint.

The SharePoint location where the message was saved is written in the message.

To move an email message to SharePoint:

You can delete the uploaded message from the Inbox (or any other folder) and move it to the Deleted Items folder when uploading it to SharePoint, by following one of these methods:

Drag-and-drop an email message to move it to SharePoint:

  1. Browse to the SharePoint location in which you want to save the message in the harmon.ie sidebar.
  2. Hold the Alt key and drag the message to harmon.ie.

You can set the default drag-and-drop mode to move. To reverse the behavior set in the application options, and change the drag-and-drop mode from move to copy or vice versa, hold the Alt key while dragging an email to the sidebar.

To move an email message with the Save on Send and Save Message buttons:

Set the Delete email after saving to SharePoint option in the Save to SharePoint dialog. For more information, read Setting email and attachments upload options.

Note: When moving an outgoing email message to SharePoint, the message is not saved in the Sent Items mail folder.

How are email messages saved on SharePoint?

Email messages uploaded to SharePoint are saved as .msg documents and contain the entire message, including body text and attachments. The document name is derived from the Subject field. You can instruct harmon.ie to save each email message with a unique name.

Note: When working with harmon.ie for Outlook, Enterprise Edition, 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 open an email message saved on SharePoint:

Right-click an email message saved to SharePoint and select Open in harmon.ie to locate it on the harmon.ie sidebar.

Double-click an email message stored on SharePoint from the harmon.ie sidebar, and the message opens directly in Outlook.
Right-click the message and select Show Preview to see a document preview.