Using MailConnect on

Opening MailConnect

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Where to find it

MailConnect is on Outlook’s ribbon, in a group called Pinksky: select MailConnect. It’s there when you read an email, when you write one, and when you organise a meeting. In new Outlook and Outlook on the web, the button may be under Apps on the ribbon.

MailConnect opens in a pane next to your email.

If it isn’t there, your organisation may not have rolled it out to you yet. It can take Microsoft up to 72 hours to deliver a new add-in.

Archiving emails and attachments

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1. Choose where to save it

Open an email, then open MailConnect. Find the library or folder to save to:

Tabs along the top, set up by your organisation: for example a list of projects or customers, Followed Sites (the SharePoint sites you follow), or Sites to search across SharePoint. Select a location, then a library, then a folder.
Search, the box under the tabs, searches the tab you’re in.
Suggestions, at the top, are the places you used for earlier emails from the same sender. Select one to go straight there.

You can save to any library or folder you’re allowed to add files to. Where you aren’t, MailConnect says You do not have permission to edit this location.

Drag and drop

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In new Outlook for Windows and Outlook on the web, you can archive by dragging things onto MailConnect. In other versions of Outlook, use the Archive button. Your organisation can turn drag and drop off.

Dropping

While reading mail, open MailConnect and go to the library or folder to save to.
Drag onto the pane: one or more emails from your message list, attachments from the email you have open, or files from your computer. The pane shows Drop to archive.
Let go.

Attachments can only be dragged from the email that’s selected. If nothing happens, select the email first, then drag again.

Adding metadata

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If your organisation allows it, you can give each file you archive a SharePoint content type, and fill in its columns, before it’s saved. Your organisation decides whether Add metadata is there.

Adding metadata to a file

In the Archive panel, or in the drop review, select Add metadata on a file.
Content type: Choose a content type from the ones the library offers.
Fill in its fields. Required fields have an asterisk (*), and say Required if you leave them empty.
Done folds the form away. Edit opens it again, and Remove metadata takes it off the file.

The fields work like SharePoint’s own: choices, people, dates, managed metadata terms, lookups, links, yes/no and numbers. Dates use your date format, and times are saved in the library’s time zone, which the form names.

Attaching SharePoint files

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Attaching files

Write a new email, or reply to one, and open MailConnect.
Find the files: browse a tab down to a library or folder, or search. On the search tab (Organization), narrow the results with All, Sites or Files.
Tick the files you want, in as many folders as you like. They gather at the bottom: 3 selected files.
For Word, Excel, PowerPoint, emails and some other files, choose the format: the file’s own (for example DOCX) or PDF. Convert all to PDF switches them all.
Select Attach.

MailConnect attaches a copy of each file as it is in SharePoint at that moment. Later changes to the file in SharePoint don’t reach the email. A file that can’t be converted to PDF is attached as it is.

Browsing SharePoint

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Tabs

The tabs at the top of MailConnect are set up by your organisation. Common ones:

Tab	Shows
A list, for example Projects	One location per project, customer or case. Select one to see its libraries and folders.
A library	Its top-level folders, and any files at the top of the library.
Followed Sites	The SharePoint sites you follow. Follow a site in SharePoint to have it here.
Sites (reading mail), Organization (writing mail)	Search across SharePoint.

With only one tab, there’s no row of tabs. The tabs can differ between reading and writing mail.

Your MailConnect settings

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Open ⋯ at the top of MailConnect, then Open Settings. Your settings are yours alone. They’re saved in a MailConnect folder in your own OneDrive, so they follow you to other computers.

User Preferences

Setting	What it does
Language	Follow system (the default), English or Dansk. Follow system uses Office’s language if it’s English or Danish, and otherwise your organisation’s language, or English.
Date format	How dates show, and how you type them in date fields. Auto follows your language and region.
Open file preview in new tab	Previews open in a browser tab instead of a window over Outlook.
Return to home after archiving	After archiving, MailConnect goes back to the start instead of staying in the folder.
Number of suggestions	How many suggestions to show for emails from the same sender, from 0 to 5. The default is 1.
Default tab - read mail, Default tab - send mail	The tab MailConnect opens on. Auto uses your organisation’s choice. Shown when there are at least two tabs to choose from.

Some settings only show when your organisation uses the feature behind them, such as previews, archiving or suggestions.

Troubleshooting

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MailConnect normally signs you in with your Outlook account without asking. Sometimes Microsoft asks you to sign in again, in a small window: sign in with your work account. In Outlook on the web, allow pop-ups for Outlook if the window doesn’t appear.

If Microsoft asks for permissions that only an admin can give, your organisation hasn’t approved MailConnect yet. Ask your IT department to finish the installation.

Using MailConnect on

Opening MailConnect

Where to find it

Archiving emails and attachments

1. Choose where to save it

Drag and drop

Dropping

Adding metadata

Adding metadata to a file

Attaching SharePoint files

Attaching files

Browsing SharePoint

Tabs

Your MailConnect settings

User Preferences

Troubleshooting

MailConnect asks me to sign in