Email Compliance Software for Microsoft 365

Meet your regulatory obligations from Outlook — without relying on employees to remember

Email compliance software for Microsoft 365 helps organizations meet regulatory obligations by ensuring business emails are saved to governed storage, not left in personal inboxes where compliance policies cannot reach them.

harmon.ie moves emails from Outlook into SharePoint and Teams with automatic metadata, putting them under Purview governance from the moment they are saved.

Email compliance fails where it matters most — in the inbox

Most organizations have a compliance policy for email. The problem is not the policy — it is that enforcing it depends on individual employees doing the right thing, consistently, across every mailbox in the organization.

They don’t. And the consequences are real:

Regulators don't accept "it might be in someone's inbox". Under SOX, HIPAA, FINRA, and GDPR, you need to produce specific records on demand. Emails buried in personal folders aren't retrievable under audit conditions.
Personal inboxes are not governed. Microsoft Purview retention labels apply to Exchange mailboxes — but emails that never get filed to SharePoint or Teams are invisible to everyone outside the original recipient. They're stored, not organized.
Manual compliance breaks at scale. Asking 500 employees to correctly classify and save emails every day is not a compliance strategy. It's a hope.
Legal holds come without warning. When litigation or regulatory investigation begins, you need to freeze relevant records immediately. If those records are scattered across mailboxes, you have a problem.

The gap is not technology — Microsoft 365 has the infrastructure. The gap is getting emails out of inboxes and into governed, structured storage where compliance policies can actually work.

harmon.ie makes compliance something people actually do

harmon.ie adds a sidebar to Outlook that lets users save emails to SharePoint or Teams in a single drag-and-drop. When they save, harmon.ie automatically writes the email headers — To, From, Subject, Date — into SharePoint metadata columns, creating a structured, searchable record without any manual input.

Those emails now live in Microsoft 365 locations where your retention labels, sensitivity labels, DLP policies, and Purview governance controls apply automatically. There is no separate compliance layer to configure. You are enforcing your retention policy through the infrastructure you already have.

"Emails in Exchange cannot be assumed records. You need to get them into SharePoint."

Chief Legal Counsel, Network Communications Manufacturer

How harmon.ie enforces email compliance

File emails directly to governed SharePoint and Teams locations

Move emails out of personal inboxes and into the Microsoft 365 locations where your compliance policies apply – in one action from Outlook.

Drag-and-drop from inbox to the target SharePoint library or Teams channel
Save & Send captures outgoing emails at the moment of sending — before they can fall through the cracks
Choose what to capture: save the email, all attachments, or specific attachments — so the full compliance record is preserved, not just the email body

Emails saved to SharePoint or Teams are immediately subject to any Purview retention labels, sensitivity labels, and DLP policies configured for that location.

Automatic metadata and email tagging

Every saved email becomes a structured, traceable compliance record — automatically.

harmon.ie writes To, From, Subject, Date and attachment status into SharePoint metadata columns automatically
Required metadata prompts can be configured — users are asked to fill in mandatory fields when saving, ensuring records meet compliance standards
Saved emails are tagged in Outlook — filing status is visible directly in the inbox so nothing slips through
An Email view is created in the library - a grid showing all filed emails sorted by sender, recipient, date, or subject

Automate filing to eliminate human error

The most reliable compliance control is one that does not depend on human decision-making.

Drop folders link any Outlook folder to a SharePoint or Teams location — any email placed there, including via Outlook rules, is saved automatically with metadata (harmon.ie Classic)
COMING SOON: Automatic email thread saving — every email in a thread is captured, not just the ones users remember to file (New harmon.ie)
COMING SOON: Automated filing based on user behavior, rules, and AI integration (New harmon.ie)

Search compliance records across Microsoft 365

Find any compliance email across all SharePoint sites, Teams channels, and OneDrive folders from a single search in Outlook.

Search across SharePoint sites, Teams channels, and OneDrive folders simultaneously or within a specific location
Filter results by app (SharePoint, Teams, OneDrive), file type (email, Word, Excel, PDF) to narrow results for audit or eDiscovery requests
Within any library, the Email view lets compliance teams sort and filter the full compliance record without IT involvement
COMING SOON: Copilot-powered search — ask in plain language and get the right file, email, or content instantly (New harmon.ie)

Centrally deploy and manage compliance settings

IT configures harmon.ie once and rolls it out across the organization — compliance settings are consistent across every user.

harmon.ie complements your Microsoft Purview governance framework

harmon.ie does not replace Microsoft 365 compliance tools — it feeds them.

Emails saved to SharePoint inherit the retention labels and deletion schedules configured in Microsoft Purview for that library
Saved emails in SharePoint and Teams are covered by eDiscovery and Content Search — available to legal and compliance teams when needed
No data leaves Microsoft 365 — harmon.ie is a client-side application with no server or external storage, so your sensitive correspondence is never exposed outside your secure tenant

Why compliance teams choose harmon.ie for Microsoft 365

Adoption is the #1 compliance failure — harmon.ie solves it

A retention policy is only as good as its adoption rate. harmon.ie runs inside Outlook — the application your employees use all day — and reduces saving an email to a drag-and-drop. Organizations that make compliance easy see it happen.

“harmon.ie enables our employees to do information management without knowing they are doing information management.” — Alexandre Singh, Executive Director, ESDC

Defensible, structured records — not just stored emails

Emails saved through harmon.ie aren’t just archived — they’re structured. Metadata is captured automatically, records are searchable by field, and the Email view provides an auditable grid. When regulators or legal counsel ask for specific records, the answer is a filter, not a search party.

Your Microsoft 365 governance policies apply from day one

harmon.ie doesn’t require a separate compliance infrastructure. When an email lands in a governed SharePoint library, Purview retention labels, sensitivity labels, and DLP policies already configured for that location apply automatically. No additional setup.

Trusted in regulated industries at enterprise scale

harmon.ie manages email compliance at some of the world’s largest enterprises, with individual deployments reaching 360,000+ users.

Government, manufacturing, financial services, legal, and construction organizations across the US and Europe rely on harmon.ie for defensible email compliance.

ISO 27001 certified — zero data access

harmon.ie never touches your content. Emails move directly from Outlook to your Microsoft 365 tenant. There is no harmon.ie server, no external storage, no data transmission outside your environment. ISO 27001 certified.

See harmon.ie’s security page.

Covers every version of Outlook during migration

New harmon.ie supports Outlook for Windows (new and classic), Mac, and Web. harmon.ie Classic supports Outlook for Windows (classic) with SharePoint on-premises. Organizations mid-migration to the new Outlook maintain consistent compliance behavior throughout.

Results at scale

500000 +

Emails unlocked from personal inboxes
City of Langford

3 months

To achieve full-organization email compliance
ESDC Canada

70 %

Improvement in email management efficiency
Bosch

Email Compliance Software — FAQ

What is email compliance software?

Email compliance software helps organizations enforce policies for regulated correspondence — ensuring important emails are saved to governed storage, metadata is captured for eDiscovery, and records are retained and deleted according to legal requirements. harmon.ie does this by moving emails from Outlook into SharePoint and Teams with automatic metadata, putting them under Microsoft 365’s governance and Purview framework.

How does harmon.ie help with HIPAA, SOX, or FINRA email compliance?

These regulations require organizations to retain specific business correspondence for defined periods and produce it on demand during audits or investigations. harmon.ie ensures those emails leave personal inboxes and are saved to governed SharePoint or Teams locations — with metadata that makes them findable and a structure that makes them auditable. The actual retention labels and deletion schedules are configured in Microsoft Purview; harmon.ie is the mechanism that gets emails there.

Does harmon.ie work with Microsoft Purview?

Yes. Emails saved through harmon.ie to SharePoint or Teams libraries inherit whatever Purview retention labels, sensitivity labels, and DLP policies are configured for that location. harmon.ie handles the user-level filing step — moving emails out of inboxes into the right governed location with the right metadata. Purview handles the enforcement from there.

Can harmon.ie support legal holds and eDiscovery?

Indirectly, yes. Emails saved to SharePoint through harmon.ie are included in Microsoft 365 Content Search and eDiscovery, which legal and compliance teams use to respond to legal holds and discovery requests. Emails that remain in personal mailboxes are harder to locate and produce. By getting emails into SharePoint consistently, harmon.ie ensures the records are where eDiscovery tools can reach them.

How does automatic metadata help with compliance?

Compliance and eDiscovery require finding specific records fast — by sender, recipient, date, subject, or project. If emails are stored without metadata, the only way to find them is to open files one by one. harmon.ie writes email headers into SharePoint columns automatically at save, creating a structured record that’s sortable and filterable without any manual effort.

How do we ensure employees actually file emails?

This is the core problem harmon.ie solves. By making filing as simple as a drag-and-drop from within Outlook — the application employees already use — harmon.ie removes the friction that causes manual compliance systems to break down. For high-compliance mailboxes, drop folders in harmon.ie Classic can automate filing entirely via Outlook rules, removing the human step altogether. We are also working on automatic email thread saving and AI-based filing that will further reduce reliance on manual action.

What's the difference between email retention and email archiving?

Archiving is a storage method — moving old emails to compressed storage to reduce mailbox size. Retention is a governance policy — defining which emails must be kept, for how long, and where. The two are often confused but serve different purposes. harmon.ie is a retention tool: it structures where emails are stored and ensures metadata is captured. It’s not an archive in the traditional sense.

Does harmon.ie work with SharePoint on-premises?

Yes. harmon.ie Classic supports SharePoint on-premises as well as SharePoint Online. Organizations running a hybrid or fully on-premises environment can use harmon.ie Classic to file emails to on-premises SharePoint libraries with the same automatic metadata behavior.

How is harmon.ie deployed for compliance use cases?

harmon.ie is deployed via Microsoft 365 admin center or Microsoft Intune. IT can centrally configure app options — email header mapping, naming formats for saved emails, and required metadata fields — so compliance settings are consistent across every user without individual setup.

How much does harmon.ie cost?

harmon.ie is priced at up to $72 per user per year, with discounts available for volume, non-profits, and other cases. Both New harmon.ie and harmon.ie Classic are included. A 21-day free trial is available with no credit card required. Contact us for a quote.