Colligo NewsSave Email to SharePoint from Outlook 365 with Metadata and Retention Labels

In this topic you will learn how to:

  • Save incoming email messages from your Office 365 Outlook inbox to SharePoint
  • Apply metadata and retention labels as you save emails to SharePoint for quick search and easy record management using Colligo for Outlook 365
  • Set up quick access SharePoint folders to rapid save to desired file locations
  • Move an email message to SharePoint
  • Share emails as a secure link all without leaving Outlook
  • Capture email to SharePoint using Outlook for O365 on a mobile device

To save an email to SharePoint with metadata and labels

Follow this method:
Colligo | Blog | Save Email to SharePoint from Outlook 365 with Metadata and Labels

  • Click on the Colligo email manager icon to view a quick save box on the right of your screen. It looks the same on any device

Colligo | Blog | Save Email to SharePoint from Outlook 365 with Metadata and Labels

  • Select from predefined sites or,
  • Search for a folder in the search box or select from a list of pinned locations or navigate the site structure
  • Select the email folder to upload
  • Choose the files and attachments to upload
  • Click the Continue button to proceed to metadata and retention labels
  • Review metadata automatically captured such as Sender, Recipient, Subject, Date Sent, etc.
  • Add any further tags required for your records management
  • Add a retention label to employment agreements, contracts, etc. that determines how long the email will be stored in SharePoint
  • Click Continue to upload email

Colligo | Blog | Save Email to SharePoint from Outlook 365 with Metadata and Labels
Colligo | Blog | Save Email to SharePoint from Outlook 365 with Metadata and Labels

Move an Outlook email message to SharePoint

Move an email message to SharePoint while deleting it from your Inbox.

  • Upload the email message and any attachments to SharePoint using the add-in button
  • Find the location in SharePoint and apply metadata
  • Move the email message in your Inbox to the Delete folder once you see the success message

Colligo | Blog | Save Email to SharePoint from Outlook 365 with Metadata and Labels

Share link to email saved in SharePoint right from Outlook

Colligo | Blog | Save Email to SharePoint from Outlook 365 with Metadata and Labels

  • Open the add-in with the icon from a new email
  • Find the document you want to share in its SharePoint location, either by navigating or using the search function

Colligo | Blog | Save Email to SharePoint from Outlook 365 with Metadata and Labels

  • Once you locate the document hover over the file name and click “Attach as Link”
  • The link will be included in the email so the document can be shared without being altered in records management
  • Write your email and press send

Capture email to SharePoint on a mobile device

Colligo | Blog | Save Email to SharePoint from Outlook 365 with Metadata and Labels

  • Open the Colligo add-in through your inbox on a mobile device
  • The icon looks the same no matter what device you use
  • Select from a predefined site or search for the appropriate location in SharePoint
  • Select the email folder and upload the message and attachments, or upload attachments separately
  • Click continue and apply metadata

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