Capture emails and documents to Microsoft 365

Uploading email messages is available as part of the harmon.ie 365 subscription. With the free version of harmon.ie App for Outlook (OWA), you can upload email attachments.

There are two methods to upload documents to Microsoft 365:

• Saving one or more emails and attachments using drag and drop.
• Saving the current email with the Save button.

When uploading email messages to SharePoint, the message category shows the SharePoint location where the message was saved.

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.
The mapping between email headers and SharePoint columns is configurable from the mapping table in the Settings page.

Save one or more emails and attachments using drag and drop:

1. Launch the harmon.ie App add-in.
2. Navigate or search for the upload location.
3. Drag and drop one or more emails to the upload location.
4. Set upload options and properties.
5. When the upload process ends, you can select what to do next with the uploaded documents.

Save the current email with the Save button:

1. Launch the harmon.ie App add-in.
2. Click Save. harmon.ie opens the contextual footer which shows the currently selected email message and its attachments. Check the document(s) you want to upload.
   
3. Navigate or search for the upload location.
4. Click the Save Here icon () that appears next to available upload locations, or open the location and click the Save to <location> button at the bottom.
5. Set upload options and properties.
6. When the upload process ends, you can select what to do next with the uploaded documents.

Set upload options and properties:

1. If one or more documents with the same name already exist in the location, you are prompted to select between:
   • Keep Both/All: uploads the document(s) with new name(s).
   • Add New Version: uploads the document(s) as a new version.
   • Cancel: cancels the upload operation.
2. harmon.ie opens the Edit Properties view:
   Select a content type and edit the properties of the email and/or attachments.
3. If the SharePoint location contains Retention Labels, select a Retention Label from the Retention Label drop-down list. Select None to remove a Retention Label.
   
4. Click Save.
5. If prompted, check in your documents, to make them available to other users.

What to do when the upload process ends:

• Show Links: view and copy the SharePoint links of the uploaded documents.
  Click the Copy Link icon () next to a document to copy the link into the Clipboard. Click Close when done.
  Click Close when done. This option is available in mobile devices.
• Compose Email with Links: creates a new message, with links to the uploaded documents in the message body.
• Reply with Links: opens a new message, addressed to the sender, with links to the uploaded documents in the message body.
• Finish.

To select content types and properties:

The Edit Properties view allows you to select a content type for the uploaded email and another content type for the uploaded attachments. In addition, you can edit the properties of the uploaded email, and the properties of the uploaded attachments.

1. If the email is uploaded, click the Email tab, select an Email Content Type from the list and edit the properties. Required properties are marked with a red asterisk ('*').
2. If the attachments are uploaded, click the Attachments tab, select an Attachments Content Type from the list and edit the properties.
3. Click Save when done.

Notes:

• The Email tab > Email Content Types contains the email content types defined in the SharePoint library. If such are not defined, it contains the Document content types.
• The Attachments tab > Attachments Content Types contains the Document content types defined in the SharePoint library.

To check in a SharePoint document:

If the location to which you uploaded documents requires check in, you are prompted to do so.

1. If both major and minor versions are being tracked in the document library, select between Minor version (draft) and Major version (publish).
2. Optionally, check Retain Check Out.
3. Optionally, supply a check in Comment.
4. Click Check-in.