Create documents from emails in Team Folders and Secured Folders (in Gmail)

With the AODocs Smartbar installed, you can import your emails and their attachments from your Gmail interface into your Team Folders and Secured Folders. The Import into AODocs feature saves your emails and attachments as AODocs documents in your selected library. 

Before running the import, you can:

  • choose to import to the library root, an existing folder, or create a new folder
  • choose whether to import the email body, including any inline images
  • define the format of the email body (if you chose to import it)
  • select the attachments and inline images to import
  • choose whether to import the email attachments and inline images as files or as a zip archive in your export folder

Notes:
– The Import into AODocs button is available in Gmail if you have edit access to at least one library on your domain.
– The Import into AODocs feature isn't available in delegated accounts. A message appears to indicate that the operation must be run by the owner of the email account.

Import an email
          Access the import feature
          Select the destination library and folder
          Choose whether to import the email and select a format
          Select attachments and inline images to import
Access the new document in your library from Google Drive
Visual example

 


Import an email

Access the import feature

1. Open the email to import.

2. Press the Import into AODocs button. The Import email into AODocs pop-up opens.

image01.png

 

Select the destination library and folder

1. In the Import email into AODocs pop-up, select the destination library. There are two ways to do this:

  • Select Recent location and choose from the most recent locations you imported to

image02.png

  • Select Library name and choose a library from the library picker

Tips:
– You can type in the search field to find a library by its name.
– You can press the star button to add a library to your favorites. Your favorite libraries are synchronized between AODocs and the Smartbar, so all your favorite libraries are listed in the library picker drop-down list. Learn more: Manage your favorite libraries.

Important:
– Only the Secured Folders in which you can create documents are listed.
– All Team Folders in which you have at least read rights are listed, but you can only import your emails into a Team Folder in which you can create documents.

image03.png

2. Press Next.

3. Define whether to import to your library's root or to a folder.

To select an existing folder in your chosen target library:

  • position your cursor in the Folder name field
  • select a folder in your library using the Google Drive folder selector that opens
  • press Select

Note: The Google Drive selector displays all folders in your library. Make sure you select a folder on which you have edit rights. 

If required, select the checkbox to create a subfolder (named as the email subject) at the selected location. 

Notes:
– If you select a folder and the checkbox, a new subfolder is created in the selected folder.
–If you leave the Folder name field empty and select the checkbox, a new folder is created at the library root. 
– If you leave the Folder name field empty and don't select the checkbox, no folder is created and your email is imported to the library root. 

4. Press Next.

image04.png 

Choose whether to import the email and select a format

1. If required, activate the switch to import the body of your email. Then select the required format:

  • A Google document: the email is imported as a Google document
  • A PDF: the email is imported as a PDF file

Note: If you import the email body, it becomes a document with a header indicating the subject, sender, recipients and date of receipt. Any inline images are included in the document. You can also choose to import attachments and inline images separately.

image05.png
Example of an email body included as a PDF file

2. Define whether to import the original email in Multipurpose Internet Mail Extensions (MIME) format as an EML file, attached to your AODocs document.

EML is a file extension for email messages in the MIME RFC 822 standard format.
An EML file contains all the original email data (header, body, attachments and inline images).

This format is often used to archive emails. You can open EML files with most email clients like Microsoft Outlook or Mozilla Thunderbird.

Tip: In Google Drive, you can find your EML file by running a search on its ID, subject, sender, recipients, body, attachment names and inline image names.

3. Press Next.

Note: If you don't activate either switch, you must select at least one attachment or inline image.

image05.png

Select attachments and inline images to import

1. Select any attachments and inline images you want to include in the import. By default, email attachments are selected and inline images are not selected.

Notes:
– If you import the email body, any inline images are also included in the Google document or PDF file.
– If you chose not to import the email body or an EML file, you must select at least one attachment or inline image to import.

2. Define how to import the selected files:

  • If you don't activate the Import selected attachments as a ZIP archive switch: each selected file becomes a separate document when imported.
  • If you activate the Import selected attachments as a ZIP archive switch: the selected files are included in a zip archive when imported.

3. Press Import.

A confirmation message is displayed with a link to your Google Drive interface at the location you selected for your import (library root or folder).

image06.png

Notes:
– Your import choices are saved until you reload your Gmail page or leave it. If you want to import another email to AODocs, the previous options are automatically selected.
– If you import an email that's part of a conversation, its body will contain the bodies and inline images of previous emails in the conversation. Only the attachments of the imported email are imported.


Access the import in your library from Google Drive

You can now access the document(s) created from your email in Google Drive. Below are two examples of imports with different settings.

image08.png
Import to a new folder with the option Include the original email (EML file) as attachment selected

image09.png
Import to the library root without importing the body or original email and with the option Include selected attachments as a zip archive selected

 


Visual example

_GIF__Create_documents_from_emails_in_Team_Folders_and_Secured_Folders__in_Gmail__-_GIF_.gif

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