Who is this article for?

End users who manually need to add a SharePoint site to Mail Manager.

Outlook installed and up-to-date, access to a SharePoint site via a Web Browser, Mail Manager fully installed and activated

SharePoint is a useful integration that can be accessed by different users to an organisation, allowing filed emails to be accessed by anyone with explicit access. Outside of the SharePoint Auto Discovery Feature, SharePoint locations can be added manually, as detailed in this guide.

This article is split into the following sections:

1. How to create a SharePoint site
2. How to configure SharePoint in User Preferences
3. How to add your first Collection to Mail Manager
4. How to add a new Location to an existing Collection

1. How to create a SharePoint site

Before filing to SharePoint can take place, a SharePoint site needs to be created. This can be created via Teams or within a Web Browser. This guide will focus on creating this via a Web Browser, which is explained as follows:

1. Navigate to your Companies homepage for SharePoint; you may be promoted to sign in using your company credentials.
2. At the top left of your screen, you will see a Create site button - click on this to start creating a site.
3. You will be prompted to pick between a Teams site or Communication site, as shown below; select the Teams site option.
   
   

   
   
   

4. As shown below, you can configure the site page to your specific needs:
   
   

   

   
   
   • Site name - choose a suitable name so that it is easily identifiable
   • Group email address - this is the email associated with the Teams site. In the above, this has been renamed to make this easier to read
   • Site address - this is the URL for the SharePoint site, which has been made more user-friendly in the above.
   • Site description - optional, a brief description of what the site is to be used for
   • Privacy settings - this is Private by default, but the following options are available:
     
     

     
     
     

     Please note that setting this to Public will mean this can be accessed by anyone in the Company, so it is advised to consider the impact of this in the long-term, particularly from a confidentiality and data security perspective. 
   • Language - this will be your default language, but this can be changed where needed
     
     
   • Once the above have been set, click Next.
5. Start adding members to the Site, by using the search box, as shown below:
   
   

   
   
   

   • You can change permissions by clicking the dropdown next to Member, as follows:
     
     

     

     
     
     • A Member will have basic read and write access
     • An Owner will have full control of the site 
   • Once the permissions have been adjusted, click Finish. Your SharePoint site has now been created 
6. Navigate to Documents in the SharePoint site and create a new folder. Some organisations choose to keep Mail Manager emails in one folder, so other project files can reside outside of this in the SharePoint site. In this case, this folder will just be for Mail Manager emails. 
   
   

   

7. Enter a suitable name for the folder for your specific needs, such as below, then click Create
   
   

   
   
   

8. You now have a folder to file emails to in Mail Manager.

2. How to configure SharePoint in User Preferences

Once the SharePoint site has been created, this needs to be added to your Shared Preferences. This is explained in the following steps:

1. Open Outlook and navigate to your Mail Manager ribbon, then to Tools and then User Preferences.
2. Go to Microsoft 365 under Integrations and look for the SharePoint section:
   
   

   

   
   
   1. Check the Allow filing option
   2. Check Allow searching
   3. Check Enable SharePoint location picker
   4. Add the previously obtained SharePoint URL from Step 6 in the previous section to the SharePoint tenant box, by completing the following:
      1. Click on the Update button and you will be presented with the following:
         
         

         
         
         

      2. Click on Add and you will see the dialog box below:
         
         

         
         
         

      3. Add the previously obtained URL into the box shown in the previous step and then click OK, then click OK to close the SharePoint Tenant window. You should now see the following:
         
         

         
         
         

   5. You then need to enter a Start from, which is set as follows:
      1. Click on Update next to the Start from box
      2. In the Start from window (as below), click Add
         
         

         

      3. As with Step 4.2, enter the URL of the folder you created.
         • You can obtain this from the Copy link button in the SharePoint window within your web browser.
         • In this context, this will be "https://ideagenplc.sharepoint.com/sites/kyles_example_projects/Shared%20Documents/Mail%20Manager%20Emails/".
         • Once complete, click OK and then OK again.
   6. You should now see something like below and if this is the case, click OK to save your preferences. 
      
      

      

3. How to add your first Collection to Mail Manager

As mentioned, some companies choose to file to Documents section of a SharePoint location directly, but in this case, we will be filing to individual pre-created folder.

Once your SharePoint site has been configured, you can then link the previously created folders in Section 1 to your Location settings. This previously created folder will act as the Collection for our filed emails, with individual folders in the Mail Manager Emails folder acting as independent Locations. 

To create a collection, proceed with the following:

1. Open Outlook and navigate to the Mail Manager ribbon, then go to Tools > Locations, you should see a similar screen as shown below:
   
   

   
   
   

2. In the top-left corner of the above window, click New to create a new collection. You will be presented with the following window:
   
   

   
   
   

3. In the Folder type dropdown list, select SharePoint, then click on Browse to open the SharePoint Locations Picker, as shown below:
   
   

   
   
   

4. In the above Window, navigate to the first folder created, as detailed in Section 1 Step 7. In this case, this is Mail Manager Emails, as shown below. Once selected, clock on Select to close the window. 
   
   

   
   
   

5. Give the new Collection a suitable name, as shown below, then click OK to create the Collection:
   
   

   
   
   

6. You should now see this Collection in your Mail Manager in like that of below, with no Locations present. Proceed to the next section to add your first Location to this. 
   
   

   

4. How to add a Location to an existing Collection

New locations can be added manually from SharePoint to Mail Manager, which is detailed in the following:

1. Create a new folder inside the Mail Manager Emails folder, as shown below. This will act as our first Location, so this needs to be appropriately named. If you have already created a folder, you can skip this step. 
   
   

   
   
   

2. Open Outlook and navigate to the Mail Manager ribbon, then go to Tools > Locations, you should see a similar screen as detailed in Section 3, Step 6.
3. To add your first Location, ensure that you have clicked on the correct Collection. In this case, this will be the one created in this guide, denoted as Kyle's Example Projects. Click on Add Location in the top-center of the window, and you should see something like the following:
   
   

   

4. In the above, select the Type dropdown and choose SharePoint from the list, then click Browse. You should see window such as the following:
   
   

   
   
   

5. In the above, navigate to the folder created in Step 1 and click on this, as shown below. Once selected, click the Select button
   
   

   
   
   

6. You should see something comparable to the following:
   
   

   

   
   
   • The above description can be changed, if necessary.
   • The Usage option is important and this needs to be set to File and search, giving you the option to file emails to here as well as the ability to search for filed emails in this location.
   • Once the above has been set, click OK to close the window. 
7. Once the above location has been added, you should see something like below. If this is the case, you can close this window. 
   
   

   

   
   Note: you might see a window like that of below and if this is the case, click Yes to save changes.
   
   

   
   
   

8. You can now file emails as normal as this location will show when you go to file an email. You can also search in these locations to find emails already filed.