Best Available Integration of Outlook with SharePoint, Office 365 & Hybrid
Interested in using Microsoft SharePoint / Office 365 to store, rediscover and share your Outlook email messages ?
Finding the current Outlook integration with SharePoint extremely frustrating to use efficiently and effectively ?
Wanting an Office experience that your teams are most productive with ?
MacroView Message and MacroView DMF® provide excellent integration of Outlook and SharePoint. By enabling you to view, navigate, search and manage your SharePoint document content store directly from within Outlook, these MacroView products make SharePoint an attractive alternative to Exchange Public Folders and an ideal replacement for traditional document management systems for managing messages and their attachments.
Ways to save emails natively to SharePoint
Native Outlook Integration with SharePoint / Office 365
There are various ways you can save an email to SharePoint file container using the built-in functionality of Outlook and SharePoint. These include:
File Save As an Outlook MSG to a SharePoint URL
Via Office 365 Public or Private Groups
Drag and drop to the Explorer View of a SharePoint document library
Connect to a discussion and save the email
Email enable your SharePoint document libraries
Exchange Managed Folders or Using Site Mailboxes
Unfortunately all of the above have various limitations for non-SharePoint gurus. Frustrations include attachments being split off and saved separately, poor naming of the saved message files, messages saved in EML format (i.e. cannot be opened in certain versions of Outlook) and custom metadata not being prompted for immediately as the message is uploaded.
Better management of email communication is a key issue for many organizations, a number of vendors have developed add-on software that improves the out-of-the-box integration of Outlook and SharePoint. All of these add-ons let you drag-and-drop in Outlook to save an email message to SharePoint, in most cases with automatic capture of email attributes such as To, From, Subject, etc.
Beyond Drag & Drop Save
Automatic Email Filing
Outlook MSG File Fidelity
Intuitive Tree Folder Navigation
Metadata & Keyword Search
Designed for SharePoint Hybrid
Navigation & Column Filters
Quickly Jump to File Containers
Shared with Me Views
Configurable Right-Click Menus
Windows 'Style' Folder Browsing
A Web Browser is Optional
Mobile & OWA Integration
Structured Content Storage
Plus OneDrive for Business Connectivity
MacroView Message (Outlook) and MacroView DMF (Office+)
MacroView Message and MacroView DMF provide the ‘best available’ Outlook integration with SharePoint / Office 365. These add-ins enable SharePoint-based email and document management solutions that have excellent functionality, an intuitive user experience and good performance even with very large SharePoint document stores. MacroView Message and MacroView DMF make SharePoint an attractive replacement to Exchange Public Folders or even for traditional DM systems as a way of managing emails and their attachments.
The standout features of MacroView Outlook / SharePoint integration include:
1. Intuitive tree-view of the SharePoint Farms & Office 365 tenants, displayed in Outlook.
2. Drag and drop to save emails or attachments to ANY document library, document set or folder where you have permission.
3. Prevents duplicate copies of an email message in any one library.
4. Lists all files in all views of a document library, direct from Outlook.
5. Previews of emails and most other file types stored in SharePoint.
6. Keyword and meta-data based searching for files and email messages stored in SharePoint, direct from Outlook.
7. High performance, background saving of emails and attachments and efficient support for libraries with large numbers of files.
8. Incoming and outgoing filing rules to automate the saving of key emails.
View and Navigate the SharePoint Document Store Directly from Outlook
Installing MacroView Message or MacroView DMF adds a new pane to your Outlook environment that displays an intuitive tree-view of your Microsoft SharePoint document store. The document store can be implemented to use Office 365 SharePoint Online, SharePoint On-premises, OneDrive for Business or hybrid combinations of both.
This SharePoint tree-view is security trimmed so that you see all the SharePoint Web Applications, Site Collections, Sites, Document Libraries, Doc Sets, Folders and Files for which you have access permission, but nothing that you would not be able to access using the web browser interface of SharePoint.
When you click on a document library or folder in the tree-view you see all files in the default view of that library. All views of the library are available.
Clicking on a saved file in the file list displays a formatted preview of that file.
Attachments in saved emails are displayed as hyperlinks in the preview. Double-clicking on a saved email causes that email to be retrieved from SharePoint and opened in Outlook, exactly as it was saved – including any attachments. Double-clicking other types of file cause them to be retrieved and opened in the relevant application – e.g. DOCX files in Microsoft Word, PDF files in Adobe Reader, etc.
Clicking a column heading sorts the file list by that column. Sorting by ‘Subject’ groups the messages by Conversation Topic, just as it does in Outlook. You can filter the file list to quickly and efficiently find a particular file based on its file name or other attributes.
MacroView DMF and MacroView Message provide a rich menu of options when you right-click on a file in a file list. This right-click action is familiar to any Windows user.
The MacroView tree-view makes it easy to navigate SharePoint document stores to find a particular site, document library or folder. MacroView DMF and Message are specially designed to provide good performance and minimal bandwidth usage when you are navigating a large SharePoint site tree, high-volume document libraries or deeply nested folder structures.
File uploads and opens performed by MacroView in Outlook are done using WebDAV techniques – the same techniques as are used by the native SharePoint interface.
Clicking on a site in the MacroView tree-view displays the front page of that site in the right pane of Outlook. This facilitates access to Contacts, Events, Tasks and lists managed in SharePoint – directly from Outlook.
Suitably authorized users can right-click in the MacroView DMF tree-view to create a new document library, document set or folder. The new navigation and storage location will appear in the MacroView tree-view for all users.
Drag and Drop Save to Any Document Library, Doc Set or Folder
To save email messages or their attachments you simply drag and drop to any library, doc set or folder in your MacroView tree-view. You do not first have to declare that library as a Favorite or to register a site or site collection – MacroView automatically discovers and displays all areas of the SharePoint On-premises server or SharePoint Online tenancy for which you have permission.
MacroView DMF and Message will assign a unique file name to each message that is saved to SharePoint, which prevents duplicate copies of any message being saved in a library. You can optionally have messages automatically deleted from your Outlook environment as they are saved successfully to SharePoint.
As it saves an email message to SharePoint, MacroView DMF and MacroView Message automatically record Outlook attributes – such as Subject, To, CC, From, SentOn, etc. As it saves to SharePoint the software will prompt immediately for values of any other custom metadata columns defined in the destination document library. MacroView supports all metadata column types that ship with SharePoint – including Business Connectivity Services (BCS).
MacroView supports saving multiple emails and multiple attachments. You can continue working in Outlook while the save proceeds in the background. Any custom metadata can be automatically applied to all the saved files.
MacroView DMF and MacroView Message ship with an Email Content Type and sample libraries with an Emails view. The result is that Outlook messages saved to SharePoint by MacroView are displayed much as they would be in an Exchange Public Folder, Outlook Mailbox or PST Archive.
Great Support for Email Message Attachments
MacroView DMF and Message save Outlook email messages to SharePoint as MSG files, which ensures that any attachments are preserved.
Ever wanted to detach files from an incoming message and save them to SharePoint or to retrieve files from SharePoint to attach to a new email message? MacroView makes it easy to save all or selected attachments from an open message to SharePoint, and capture any relevant metadata as you save. You can even drag and drop to save one or multiple attachments from messages in preview panes in Outlook.
MacroView automatically removes any characters in attachment file names that are flagged as illegal in SharePoint, and records the original file name so that it can be used when searching and re-instated when a file is later retrieved from SharePoint and inserted as an attachment.
Retrieving files from SharePoint to insert as attachments to a new message in Outlook is a multi-step process if you use ‘out-of-the-box’ SharePoint and Outlook. MacroView makes it very easy to retrieve and insert files from SharePoint as attachments. If you prefer you can insert links to files rather than embed them in new messages. Inserting links rather than embedded attachments can be made the default action by using a configuration setting.
If your email messages have PDF attachments – e.g. containing scanned images from a Smart Copier – then you will appreciate the way MacroView DMF includes support for saving PDFs to SharePoint direct from Adobe Reader or Adobe Acrobat. The save experience is the same as when using MacroView DMF in Word, Excel, PowerPoint and Windows. You can rename the PDF as it saves to SharePoint. MacroView DMF will prompt for metadata as defined in the destination area in SharePoint and also respects versioning.
Single Click Navigation with MacroView Favorites
The ‘Favorites’ feature of MacroView DMF and MacroView Message supports one-click navigation to your frequently used document libraries, document sets and folders. The Favorites mode display can be arranged into groups, similarly to Internet Explorer. You can click to expand a Favorite and see the areas that are nested within it – e.g. you click on a Favorite site to see the sub-sites, document libraries, document sets and folders contained in that SharePoint site.
To add to your Favorites you simply right-click on an area in the tree-view displayed in the Browse mode of MacroView Message or DMF and select Add to Favorites.
You can drag and drop to any document library, document set or folder in your Favorites mode to save emails and attachments to SharePoint. Clicking on one of these areas in Favorites displays the default view of the corresponding area in SharePoint. This is the same save and display experience as you enjoy in the MacroView Browse pane, but Favorites streamline working with the areas of the SharePoint store that you use often.
When you add a document library, document set or folder as a Favorite, MacroView Message and MacroView DMF will also automatically create a corresponding Outlook folder in the Mail Folders area of Outlook. These Outlook folders are a familiar way to view and save emails and documents in SharePoint, but the Favorites mode of MacroView Message and MacroView DMF make it easier to visualize and navigate a large SharePoint document store.
You can drag and drop emails to your Favorites folders to save them to SharePoint when you are working offline in Outlook, or are otherwise unable to connect to the SharePoint server. The save to SharePoint and capture of metadata will be completed when you are next online or able to connect.
Clicking on a Favorite folder in the Mail Folders pane you can view the files that are awaiting the completion of their save.
You can drag and drop to SharePoint Favorite folders to save emails when you are using Outlook Web Access.
MacroView Message and MacroView DMF provide convenient right-click access to Microsoft tools for offline operation and synchronization – such as One Drive for Business – that are installed in your PC workstation.
Searching the SharePoint Document Store Direct from Outlook
MacroView also assists when you want to search across SharePoint for email messages or other types of file – while you continue to work in Outlook. The Search mode of MacroView Message or MacroView DMF lets you perform searches based on content and / or metadata powered by the SharePoint Search engine – without requiring you to jump out to the web browser.
MacroView Message and MacroView DMF ship with two search panels:
Email Search panel facilitates searching for emails stored in SharePoint, based on their content AND / OR their metadata attributes – e.g. To, From, Received Time, Subject, etc., the attributes that are automatically recorded as emails are saved to SharePoint. Search results are displayed attractively in the main pane of Outlook – the same place where emails within an Inbox or Sent Emails folder would normally be displayed.
Clicking a search result displays a formatted preview of the email or file. Right-clicking a search result and choosing Open File Location switches you into Browse mode, automatically navigated to the area in SharePoint where the search result is stored. This lets you see all the other emails and files that have been stored for the same project / case / matter / transaction.
The MacroView search pane is not restricted to searching for emails. The Keyword Search pane; that ships with MacroView Message and MacroView DMF allows all types of file to be found – e.g. Word, Excel, PowerPoint, PDFs, graphics files etc.
MacroView allows a user to save searches and to easily rerun them again when required.
MacroView also enables additional search panels to be defined and made available to users or individual teams in an organization. By taking advantage of this feature of MacroView Message and MacroView DMF an organization can create searches that reflect their metadata attributes.
Managing Files Stored in SharePoint While You Work in Outlook
You can upload files to SharePoint from any Windows folder by dragging and dropping them to a library, document set or folder displayed in the Browse or Favorites mode of the MacroView pane in Outlook. MacroView will prompt for metadata as defined in the destination area of SharePoint, and allow common metadata to be captured in a single prompt. The upload process is performed in the background so that you can continue working while the upload proceeds. It’s a great way to upload files into SharePoint.
In the Browse and Favorites modes of MacroView Message and MacroView DMF you can cut and paste or drag and drop to move files from one area of the SharePoint store to another. To copy files you press CTRL as you drag and drop – the same action as in Windows. As you move a file or files between libraries, MacroView will preserve metadata and version history. If you are using MacroView with an on-premises SharePoint Server the destination library can be in a different site collection or even a different web application.
The Browse, Favorites and Recent modes of the MacroView pane in Outlook provide a rich menu of options when you right-click on a file in a file list. This right-click action is familiar to any Windows user. The right-click options are a convenient way to perform a wide range of management actions on files, including deleting, renaming, moving, copying, inspecting version history and audit history, sending as attachments or links, applying legal holds, declaring as records, etc.
The MacroView right-click menus let you perform a wide range of other tasks related to managing files that are stored in SharePoint including open, open read-only, check out / check in / discard checkout, download, delete, view version history, set permissions, view and edit properties, apply legal holds, declare as record, view audit history, etc.
Designed for Large SharePoint Document Stores
MacroView DMF is designed to provide good performance when you navigate and work with documents, even in very large SharePoint document stores:
1. Multiple SharePoint web applications
2. Large numbers of site collections
3. Large numbers of sites, and libraries
4. Libraries with large numbers of files
5. Libraries with deeply nested folder structures
If you are running with an on-premises SharePoint Server, MacroView DMF and MacroView Message can utilize a custom MacroView web service, which allows greater functionality and performance than can be achieved using the standard SharePoint web services provided by Microsoft.
The List View Threshold (default 5,000 items) is a volume handling constraint for SharePoint. While MacroView Message and MacroView DMF are impacted by the LVT when displaying file lists, this is not the case when MacroView is navigating a library that contains a large number of folders or document sets. Indeed MacroView DMF has been shown to perform very well when filtering a document libraries that contain in excess of 50,000 document sets.
MacroView DMF / MacroView Message make extensive use of Search techniques to enable consistently quick navigation of a large SharePoint document store. A good example is the Search Site Tree command, which uses Search to find and navigate to any kind of SharePoint area – Sites, document libraries, document sets or folders – whose titles or names contain nominated text.
One Drive for Business and Hybrid Solutions
MacroView DMF 365 and MacroView Message 365 provide excellent support for managing documents and emails in One Drive for Business. For added convenience, One Drive for Business personal sites are shown separately in the MacroView tree display in Outlook.
Hybrid DM solutions that utilize both SharePoint Online / One Drive for Business and on Premises SharePoint Servers are increasingly popular with many organizations. MacroView DMF and MacroView Message are an excellent way to implement such hybrid DM solutions for use from Outlook.
The MacroView tree can display one or multiple on Premises SharePoint web applications, as well as SharePoint Online and One Drive for Business areas.
Drag and drop to move or copy documents & emails between on Premises
and Online, with metadata preserved as appropriate even for bulk saves.
Hybrid Search results available if using SharePoint Server 2013, 2016 or 2019.
Select the Free Evaluation link below or click Contact MacroView for more information about our solutions for Email Management, Document Management or Document Automation and Generation.