Adding Outlook emails to GoFileRoom

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Storing received email messages in GoFileRoom

GoFileRoom offers two methods for storing email messages received in Outlook. You can drag and drop messages into an Outlook folder that is associated with a ControlPanel profile, or use the Import to GoFileRoom button in the Add-Ins tab of the Outlook ribbon.

Method 1: Using folders associated with ControlPanel profiles (drag-and-drop)

ControlPanel profiles can be configured to appear as a folder within Microsoft Outlook 2003 or 2007. This enables users to drag and drop single or multiple messages into Outlook and have them automatically indexed and stored in GoFileRoom.

When you use this method, messages are uploaded directly to GoFileRoom instead of using the GoFileRoom upload server.

Before using this method, you must create index profiles in ControlPanel and indicate which profiles should appear in Outlook. For more information, see Creating Outlook folders for ControlPanel profiles.

Follow these steps to drag and drop email messages for storage in GoFileRoom.

  1. Click one or more messages in Outlook and drag them to a folder associated with a ControlPanel profile.

    Notes

    • Outlook tasks, contacts, and meetings can also be added to GoFileRoom using this method.
    • You will be prompted to log in to GoFileRoom the first time you use the Outlook Add-In per computer session. You will not be prompted to log in again until after you restart your computer.
  2. In the Add to GoFileRoom dialog, click either the Add As Single File (.MSG) or Add As Separate Files option.

    Add As Single File (.MSG): If you click this option, the email is imported into GoFileRoom as an MSG file. The imported file maintains its email characteristics in GoFileRoom. You will be able to reply to the imported email, forward it, view the recipient list, and so on.

    Add As Separate Files: If you click this option, the email is imported as separate files for the email and any attachments. You will be able to index each component as a separate document. The message body is imported as a text file. Attachments are imported in their native format.

    Note: Adding the email message and its attachments as separate files enables users to index the attachments and message body as individual documents in GoFileRoom.

  3. In the Index Document dialog, enter any additional index information for the message (and attachments, if adding the email and attachments as separate files) that was not included in the profile.

    Note: Client Number and Client Name index values are automatically populated for email fields that are mapped contacts in GoFileRoom lookup lists if your administrator has enabled integration between ControlPanel and Microsift Outlook. Administrators must mark the Available for Notifications checkbox in the Administration > Manage Fileroom > Lists tab for any email addresses that you want to map for the automatic indexing of associated messages.

  4. Click Done.

Method 2: Using the Import to GoFileRoom button

Note: The GoFileRoom Upload Documents Service is required for adding Outlook emails to GoFileRoom using this method.

Follow these steps to store received Outlook email messages in GoFileRoom using the Import to GoFileRoom button on the Outlook ribbon.

  1. In Outlook, open the email you want to add to GoFileRoom.
  2. Click the Import to GoFileRoom button Import to GoFileRoom button in the Add-Ins tab of the ribbon.
  3. In the Import to GoFileRoom dialog, click either the Add As Single File (.MSG) or Add As Separate Files option.

    Add As Single File (.MSG): If you click this option, the email is imported into GoFileRoom as an MSG file. The imported file maintains its email characteristics in GoFileRoom. You will be able to reply to the imported email, forward it, view the recipient list, and so on.

    Add As Separate Files: If you click this option, the email is imported as separate files for the email and any attachments. You will be able to index each component as a separate document. The message body is imported as a text file. Attachments are imported in their native format.

    Notes

    • You will be prompted to log in to GoFileRoom the first time you use the Outlook Add-In per computer session. You will not be prompted to log in again until after you restart your computer.
    • Adding the email message and its attachments as separate files enables users to index the attachments and message body as individual documents in GoFileRoom.
  4. In the Add Email Documents dialog, enter index information for the email (and attachments, if adding the email and attachments as separate files).
  5. Click Done.

Storing outgoing email messages in GoFileRoom

Follow these steps to import outgoing Outlook emails.

  1. In Outlook, compose a new email message.
  2. Click the Add outgoing email to GoFileRoom button Add outgoing email to GoFileRoom in the Add-Ins tab of the ribbon.
  3. Click the Send button.
  4. In the Import to GoFileRoom dialog, click either the Add As Single File (.MSG)
    If you click this option, the email is imported into GoFileRoom as an MSG file. The imported file maintains its email characteristics in GoFileRoom. You will be able to reply to the imported email, forward it, view the recipient list, and so on.
    or Add As Separate Files
    If you click this option, the email is imported as separate files for the email and any attachments. You will be able to index each component as a separate document. The message body is imported as a text file. Attachments are imported in their native format.
    option.

    Notes

    • You will be prompted to log in to GoFileRoom the first time you use the Outlook Add-In per computer session. You will not be prompted to log in again until you after you restart your computer.
    • Adding the email message and its attachments as separate files enables users to index the attachments and message body as individual documents in GoFileRoom.
  5. In the Add Email Documents dialog, enter index information for the email (and attachments, if adding the email and attachments as separate files).
  6. Click Done.

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