Tips & tricks for using Email Email Knowledge Base

Read this article to discover some of's cool features and become a expert.


How to work with the All Locations view:

The All Locations view in the Sites tab is a good location to start looking for your SharePoint content. It lists all the added SharePoint sites (), sites you are following in SharePoint (marked with the Sites I'm Following icon: ), your OneDrive, SharePoint (local files) - locations you synchronized to your computer, locations you marked as Favorites, and Teams and Groups documents.

Use the options > People tab to set which of these locations you want to see.

The All Locations view

How to open a SharePoint location for which you have a link:

Right-click the link and select Open in

How to view your navigation history:

Click and hold the Back button to view a list of the recent locations you visited. Click a location to open it.

Navigation history allows you to revisit SharePoint locations.

How to quickly filter a list:

A few methods help you filter your list to find out exactly what you need:

  • Select a SharePoint view by clicking the View icon ().
  • Select Filter by Tags () and filter the list by any keyword or managed metadata.
  • Right-click a column header and select Filter <column name> (). Select the value(s) by which you want to filter the column, and click OK.

How to quickly navigate to a filtered list:

When working with large SharePoint libraries, it is often helpful to filter the document list by tags. Add the filtered list to your favorites, to quickly navigate back to it again.

How to change the visible columns:

Right-click the columns headers and select Visible Columns. The Visible Column dialog opens, allowing you to add, remove, and reorder the list of visible columns.


How to check in all your documents:

It is good practice to check in all your documents at the end of the day, to let others view and edit them. adds a new view to all SharePoint locations: My Checked Out Documents. Use the navigation history to view the list of locations you have worked in. For each location, click the View icon () and select the My Checked Out Documents. Select all the items in the view, right-click and select Check In.

How to move and copy documents between SharePoint locations:

You can use the sidebar to move and copy documents between SharePoint locations and your computer. Right-click one or more documents, select Cut or Copy > Document. Browse to the destination location, right-click an empty space in the sidebar and select Paste.

How to view the properties of the next/prev item:

When the Properties window is open for viewing: click the up arrow () to view the properties of the previous folder/document, or the down arrow () to view the properties of the next folder/document.

How to edit the properties of multiple documents:

Select multiple documents in the sidebar, right-click and select View Properties. Click Edit. Change the value of the properties. Click Save. You will be prompted to check out and check in the documents if required.

How to share SharePoint documents with others:

You can share OneDrive documents and Office 365 team site documents/items and group documents.

Right-click the document/item you want to share and select Share. Type the name or email address of each person or group you want to share with. Select the access level you want to grant: can view or can edit. Click Share. An email invitation will be sent to the people you shared with.


How to attach a SharePoint document to an email message:

By default, dragging a document from SharePoint to an email message adds a link to this document.

There are cases in which you need to attach the document itself, for example if your recipient does not have access to the SharePoint site.

To attach a document instead of a document link, hold the Alt key while dragging the document from the sidebar.

How to attach multiple SharePoint documents to an email message:

Select multiple documents in the sidebar, and drag them to an outgoing email message to attach them to this email.

How to upload emails and email attachments to SharePoint:

There are several methods to upload emails and attachments:

  • Drag and drop the email/attachment to the sidebar.
  • Select the email and click the Save Message () or Save Attachments () icon.
  • Right-click an attachment and select Save Attachments to SharePoint.
  • Use Outlook Rules or drop folders connected to your favorites to automatically upload emails/attachments to SharePoint. This feature is available in the Enterprise Edition only.

In the Save to SharePoint dialog, you can check Replace attachments with links. In this case the attachments you are saving to SharePoint are removed from the email and replaced with links to the documents on SharePoint.

How to find out if your email recipients have access to a SharePoint link:

The Save to SharePoint dialog opens when you upload an email and/or attachments to SharePoint while sending an email.

If you check the Verify that recipients have access to the selected location, reviews all SharePoint recipients when the message is sent, and warns if any do not have access to the SharePoint location you selected as the upload location.
Note: This feature is available in the Enterprise Edition only. Contact your administrator if this option is not available.

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

When you or someone else from your domain 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 ribbon group.

Click the Saved Location button to view the SharePoint location to which the message was saved. Clicking the location link opens this location in

In addition, when an incoming message was saved to SharePoint, the message icon for saved messages changes to: , and the message category states the SharePoint location in which the message is saved.

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

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

How to map email headers to SharePoint columns:

When uploading email messages to SharePoint, the 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.

Uploading to SharePoint

How to upload and download documents to/from your computer to/from SharePoint:

To upload documents from your computer to SharePoint drag-and-drop them from Windows Explorer to

Similarly, you can download documents from SharePoint by dragging-and-dropping them from to Windows Explorer, or to your Desktop.

How to rename a document when uploading to SharePoint:

To replace a SharePoint document with another document that has a different name, or a newer Office extension (.xlsx instead of .xls, for example): drag the new document to SharePoint and hover over the document you want to replace for 2 seconds. You will be asked if you want to overwrite / add the document as a new version. Drop the document. The new document is renamed and replaces the original document.

Drag and hold a document on top of the document you want to replace.

How to upload a document to a grouped location:

When Group By is defined for a view, groups the SharePoint items by category.

When you drag-and-drop items onto the group header, the items are uploaded to the location and the header value is assigned to the property.

Drag and hold a document on top of a group name to upload to this group.

How to attach a document to a list item:

Drag the document from your computer or from Outlook onto a list item. The document is added to the list item as an attachment.


How to follow documents and be notified when they have changed:

You can follow a SharePoint location to be notified when someone adds or edits a document in this location:

Click the Favorites icon (The Favorites icon) and select Add to Favorites. Make sure that Follow library updates is checked, then click OK.

When there are changes in locations you follow, a badge is added to the People tab. Tap the People tab to see what has changed.

You can use the Documents/items filter icon () to show updates from certain locations you follow.

You can quickly open a document for which you receive an update by clicking the document name.

How to be notified when a new task is assigned to you:

You can follow SharePoint lists, similar to following SharePoint locations. It is often helpful to filter the list before marking it as a favorite, to be notified only when updates apply to you.

For example, browse to your Tasks list, select the My Tasks view, and then Add to Favorites, and check Follow list updates. When someone assigns a new task to you, you will be notified in the Updates view.


How to contact support for help:

If you experience problems using, please contact support:

Open the sidebar menu and click Send Logs to Support. zips the log files and opens a new email message to support, with the log files attached. Send the log files and we will help you resolve your problem.