Who is this article for?

 

Mail Manager admin/users wanting to add a new email filing Location

Users need access to the shared config folder for universal sharing.

This article explains how to add a Location for filing emails to, and how to also ensure it is accessible to those other users that need to access it.

1. Establishing the Type

Firstly, identify the type of collection you want to add a location to.

If there's a tick symbol in the status column referencing a .mmcollection file, it's a manual location and you can follow these steps.

Other symbols like file system, or SharePoint, indicate auto-discovery collections. Refer to Adding an Auto-Discovered Collection.

For fixed-rule systems like Teams, follow the discovery rules as configured.

2. One Location or more

If adding multiple locations, consider if they qualify for auto-discovery. If so, check Adding an Auto-Discovered Collection. If auto-discovery isn't set up, consult your account manager for assistance.

For few or singular locations, this article outlines the necessary steps.

3. Steps to follow

1. Click on Tools, then Locations.

2. Review the collections and their symbols. Auto-discovered collections, indicated by SharePoint, file folders, Teams, or Huddle icons, cannot be edited manually.
3. To add a location, select a collection with a tick sign. Avoid personal collections if sharing with others; use a shared location instead. If existing collections aren't suitable, create a new one.

4. When creating a new collection, consider who needs access. For all users, create it in the shared configuration folder. If only specific users need access, save it in a shared location they can access.
5. To find the shared config folder, go to Tools, User Preferences.
6. If the shared config folder is blank, it may not be set up. Consult colleagues or your account manager for assistance. Mail Manager can work without it, but users must add the collection manually.

7. Use the New button to create a collection:

3.1. Example: File system location

After clicking New, select the folder type. For example, create a collection called "Projects" on a networked shared location (S: drive) for accessibility.

3.2. Example: SharePoint location

1. For SharePoint, ensure the site is in the start from list. Add the site link, noting that the display name may differ from the URL.

2. For multiple users to add this collection, open shared configuration preferences with CTRL + SHIFT + E.
3. Use the browse button to select the mmcollection file.
4. Click OK to add the file.
5. Avoid manual path entries; use proper methods for the "Start From" config.
6. For automatic sharing, use the Shared Configuration folder.
7. If your storage type isn't listed, contact your account manager for assistance.
8. Select the new or existing collection and click Add Location to add a location.
9. Ensure you click Add Location to avoid confusion.
10. Choose the storage type and describe the location. Ensure it is shared; avoid personal drives.
11. Save the collection after adding the location.
12. Close the Locations window and follow prompts to save.
13. You can now file to that location.

4. Sharing the collection

4.1. Simple sharing

For small user groups, they can manually add the collection by navigating to the Projects.mmcollection file in File Explorer.

Ensure they don’t open a local copy if the collection may change, as this will create separate lists.

For other storage types, use the Add button to navigate and add the collection.

4.2. Automatic sharing with everyone

For widespread sharing, save the collection in the shared config folder. Update the collections.txt file to include the new collection name.

After saving, users can restart Outlook to see the collection added automatically.

• For locations outside the shared config folder, use the full path.
• For integration-based locations like SharePoint, indicate this with 'SharePoint:;'.