The Gmail add-on lets you export emails and their attachments to AODocs libraries.

Note: The Gmail add-on is available in all types of library: Team Folders, Secured Folders and Document Management libraries, using any storage platform. However, the feature to create new versions of AODocs documents is available only in Document Management libraries using Google Drive.

You can:

• export single emails you received (this article)
• export single emails you composed
• export a batch of emails using rules

This article explains how to export into AODocs single emails you received in your mailbox. You can choose to:

Automatically generated table of contents

Create a new AODocs document

1. Open the email you want to export to AODocs. 

2. Click the AODocs Gmail add-on button in the right panel. The AODocs panel opens.

3. Select the library into which you want to export your email.

Tip: When you  enter three or more characters, a drop-down menu appears with all the matching libraries in which you're a contributor.

4. Select the required document class.

5. You can:

• choose the folder where your email will be exported - click the pencil icon and select the required folder
• create a new subfolder at the location you selected - activate the Create a subfolder switch and enter a name in the Subfolder name field.

Note: You can select and create a folder in all Team Folders and Secured Folders. To be able to select and create a folder in Document Management libraries, the folder structure must be activated for the selected document class.

6. Select whether to create a new document or a new version of an existing document.

Learn more about creating a new document version.

7. In Document Management libraries, define the document title.

Note: By default, the document title is the subject of the email. If there is no subject, the field is blank and you must enter a title.

9. Click Next.

Gmail add-on panel with a Secured Folder selected

9. You can choose one of these options for the export of the EML file:

• Export (default)
• Do not export

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

10. You can choose one of these options for the export of the email body: 

• Export as PDF (default)
• Export as Google Doc
• Do not export

If your email has no attachments skip steps 11 and 12.

11. Select which attachments to export.

Tip: Select or deselect the checkbox next to Attachments to select or deselect all the attachments in the email.

12. Define whether to convert each selected Microsoft attachment to the equivalent Google format.

13. Click Export email.

A message appears with a summary of the export. Click View progress to open the dashboard and view the export report under Reports > Single exports.

Your email is exported to the AODocs library as a new document in the document class you defined.

In Document Management libraries, the following files are attached to your AODocs document: 

• all the selected email attachments (Microsoft files are converted to Google format if defined) 
• if selected for export, the email body is exported as a file called:
  • [email subject].pdf if you selected the PDF option
  • [email subject] (no extension) if you selected the Google document option
• if selected for export, an EML file of your email called [email subject].eml

In Team Folders and Secured Folders, separate documents are created, each with one attached file. 

If your library administrator created properties to recover the email metadata (such as "Email ID", "Sender" or "Subject) they are filled in during the export. Learn more: Gmail add-on: Configure your library.

If your library has a folder structure and you selected or created a folder, the email is located in the selected folder. Otherwise it's located at the library root level.

Exported email in a Document Management library

Create a new version of an AODocs document

Note: We will soon remove this feature from the Gmail add-on. Learn more.

Important: This feature is available only in Document Management libraries using Google Drive.

1. Follow the process to create a new AODocs document up to step 6 and select Create new version, then click Choose destination document.

2. In the Import attachments to AODocs dialog select the required document and click Next.

Tip: If you have a long list of documents, use the search bar to find your document. 

3. For each email attachment you selected:

• select an existing attachment in the destination AODocs document that you want to replace
  or
• choose to add it as a new attachment

Note: If the file format has changed (for example, if you chose to convert from Microsoft to Google format), any links to previous versions of the attachment and the Compare feature will no longer work. 

4. If you chose to replace existing attachments by email attachments with different filenames, select Use destination name to use the same name as the existing attachment in the AODocs document. If you don't select Use destination name, your attachment will keep its name when it replaces the selected existing attachment.

5. If required, select Remove all attachments which aren't replaced to remove all the existing attachments in the AODocs document. The new version will contain only the attachments you chose to import. 

By default, the existing attachments in your document are kept in the new version and the files you select from the email are added to the existing attachments. [email subject].pdf

Note: If your document has existing body and EML attachments named [email subject].pdf and [email subject].eml, respectively, these attachments are overwritten with the new body and EML attachments corresponding to the email you imported.

6. Click Start import.

Your email is copied to the AODocs library as a new version of the document in the document class you selected. It is recorded in the Gmail add-on dashboard under Single exports.

During the export the following files are attached to your AODocs document: 

• the selected email attachments as configured during the setup
• a PDF file called [email subject].pdf, containing the text of your email
• an EML attachment of your email called [email subject].eml

If your library administrator created properties to recover the email metadata (such as "Email ID", "Sender" or "Subject) they are filled in during the export. Learn more: Gmail add-on: Configure your library.

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