The Outlook add-on lets you export emails and their attachments to AODocs libraries.
Note: The Outlook add-in is available only in Document Management libraries, using any storage platform. Learn more: Where is my content stored?
You can:
- Export a batch of emails you received (this article)
- Export single emails you received
- Select attached files from AODocs and add them to a draft email in Outlook
This article explains how use the Outlook add-in to save a batch of emails you received to AODocs.
Automatically generated table of contents
Create rules for batch exports
1. Open the Outlook add-in options and select Export a batch of emails.
2. Click Set up rules. The dashboard opens on the Rules tab.
3. Click Create a rule.
4. Define:
- a name for your rule
- a description, if required
- one or more folders to import from
- the target library – only libraries in which you are a contributor are listed
- the target document class – only document classes with a String property named "Email ID" and in which you have the right to create documents are listed (learn more: Configure your library)
5. If required, select the checkbox Export emails in subfolders too.
Any emails in subfolders of selected Outlooks folders will also be exported.
Important: You can only select this checkbox when you create a rule. It isn't available when you edit a rule subsequently.
6. If required, select:
- a category and a value – all documents created with the rule will have this category and value defined
- Folder and a folder name – all documents created with the rule will be exported to the defined folder
Notes:
– All categories in your selected document class are listed.
– You can only select one category value, even for multi-value categories.
– The Folder option is available only if folders have been configured in the library.
7. If required, activate the switch Run once per week.
The batch export based on this rule will run:
- the evening you create (or edit) the rule with the switch activated
- once a week on the same day from then on
8. Click Save.
Run a batch export manually
1. Open the Outlook add-in options and select Export a batch of emails.
2. If you want to run a batch using all your rules, click Export all.
Alternatively, click in the Select rules field and select a rule from the list of rules. Repeat if you want add more than one rule.
Tip: Click Remove to remove a rule from the list.
3. Click Export.
The emails specified by the rules you selected are exported to AODocs as separate documents. Each document has the same characteristics as documents created when you export single emails.
The export is recorded in the Outlook add-in dashboard under Batch exports.
Run batch exports automatically
If you activated the switch Run once per week when you created or edited a rule, the batch export based on this rule will run:
- the evening you create (or edit) the rule with the switch activated
- once a week on the same day from then on
You can follow the progress of batch exports in the same way as when you export single emails. Learn more: What happens when I run the export?