So You Want To Save Outlook Emails To SharePoint Too?September 20, 2020
Replacing Public Folders with Microsoft TeamsOctober 18, 2020
- MacroView desktop software (MacroView DMF and MacroView Message) provide a complete, accurate tree-view of your Teams sites, their channels and folders. The MacroView tree-view makes visualising the structure of Teams as familiar as working with a tree of folders in Windows or Outlook.
- The MacroView desktop software can display your Teams sites grouped to Hubs, and certain Hubs (e.g. those containing Teams sites for closed Projects) can be hidden. This helps a lot when your organisation has a proliferation of Teams sites. See Implementing Great Designs for SharePoint and Teams
- All views defined for document libraries are available in the MacroView desktop UI. Default views, filtering, sort ordering and columns are as defined in SharePoint.
- Drag and drop one or multiple emails from any Outlook folder to save them to any Teams channel or folder for which you have permission. Bulk saves are performed in the background so you can go on working on Outlook while the save proceeds.
- Saved emails automatically named to prevent duplicates of any one email in a Teams channel or folder, regardless of how many recipients attempt to save the email. That’s a distinct improvement over Public Folders!
- Automatic saving of emails to Teams areas as those emails are sent and received. This auto-email filing is controlled by special filing tags that are inserted in the email. Once an email has a filing tag, all subsequent emails in the conversation will be saved automatically to the area identified by the tag. See Automatic Email Filing to SharePoint
- Drag and drop one or multiple attachments to an email, or multiple files from any Windows folder to save to any Teams channel or folder for which you have permission. You are prompted for any metadata defined in the destination area that cannot be recorded automatically. When saving multiple files, you have the option to supply common metadata for all files, or be prompted individually for each file.
- Automatic recording of email attributes as metadata. All non-personal attributes are recorded. The MacroView desktop software makes it easy to extend a Teams document library with the metadata and views to support this feature.
- Automatic recording of other metadata such as Client Name, Project Name, Project Code, Project Type, Project Start Date, etc. This is achieved by adding custom metadata to your Teams libraries, which can be automated by using MacroView Solution Provisioning. See Provisioning SharePoint for Document and Email Management
- Ability to ‘slice and dice’ the files in a Teams library or to search across all Teams sites for emails and documents based on their metadata and / or text content. This filtering and searching can be done while you work in Outlook – you do NOT need to jump out to the SharePoint web browser UI. This is a real improvement over Public Folders, where you can search using text content, but not metadata.
- The list of available MacroView Search Types can readily be extended – e.g. to enable searching based on custom metadata attributes (e.g. Client Name, Project Name, Project Code, Project Type, Project Start Date, etc), again without needing to leave Outlook.
- Emails retrieved from the SharePoint Online areas used by Teams and opened in desktop Outlook, so you can reply and forward. Now that’s something you cannot do when you open an email in the Teams UI!
- Rapid navigation of a large number of Teams and other SharePoint Online site collections, sites, libraries, document sets and folders. Users coming from a large Public Folder environment really appreciate this rapid navigation feature. The MacroView desktop software uses the SharePoint Online search engine so that the area that you want to navigate to is found very quickly, even in the largest SharePoint environments.
- Favorites and Recents also help to speed up navigation. In addition to users adding their own , Favorites can be deployed from a central SharePoint list. Going forward, the same favourites will be available in both the MacroView desktop and MacroView Mail apps.
- Secure sharing of Teams folders and files with other users, including users outside your organization (without those users needing a subscription to your organization’s tenant). This is done by right-click an area in the MacroView tree, or a file in a MacroView file list and choosing Share.
- Save emails and attachments to any OneDrive for Business, SharePoint Online or Teams area for which you have permission while you work in the Outlook app on an iOS or Android device, a Mac or in Outlook Web Access. This is via an Office app called MacroView Mail. The emails are saved with the same naming and metadata as from the MacroView desktop software.
- Emails that have been loaded into Teams or other SharePoint Online areas can be bulk-processed so that their naming and metadata is the same as emails that have been saved by drag and drop with the MacroView desktop software or with the MacroView Mail app. This tool is aptly-named MacroView Standardiser and it is designed to handle large SharePoint Online libraries (i.e. it is not constrained by the List View Threshold).
- The Teams and other SharePoint Online areas required to replace a Public Folder tree can be created and have their metadata provisioned in bulk, by running the MacroView Solution Provisioning tool as a console app – e.g. in your Azure instance.
- Each Teams site collection can store a maximum of 25TB of content. In other words, a Teams-based solution is not volume-constrained.
- The MacroView desktop software uses right-click menus, which are familiar and convenient for any Windows user. MacroView can extend these right-click menus with additional options, which further improve user productivity and adoption. Examples include right-click> Create New Project (to automate the creation and provisioning of the Teams site for a new project) and right-click>Workflow (which allows a user to view the state of an email or document in a workflow, and if permitted to advance to the next workflow state).
For more information see the MacroView channel on YouTube or contact MacroView Solutions.