Functions in Microsoft Outlook
M-Files offers useful features for the daily handling of email messages. For example, you can automate storing messages in M-Files.
M-Files has two versions of the add-in for Microsoft Outlook. This sections puts focus on the use of the standard add-in, but many of the concepts and procedures are usable also in the advanced add-in. However, there is a separate user guide for the advanced add-in.
You must have a separate license to use the advanced add-in for Microsoft Outlook. If your organization has purchased M-Files for Outlook, you have access to the advanced add-in.
Features of the standard integration with Microsoft Outlook
- You can save email messages and attachments to M-Files in many file formats.
- You can send an email message and, at the same time, save it to an M-Files vault.
- You can create Outlook rules and use M-Files features to save email messages automatically.
- The email messages that have been saved to M-Files show an M-Files flag.
- Email messages related to a specific subject have a relationship in M-Files. With the relationships, you can easily find and read the entire email conversation in M-Files.
- You can open a stored email message in M-Files directly from Microsoft Outlook.
- M-Files can automatically associate contact persons and customers with email messages.
- The document date in M-Files is automatically the same as the email date in Microsoft Outlook.
Optional settings
To disable the Send and Save to M-Files button in Microsoft Outlook, configure this registry setting on the client computer:
| Key | HKEY_CURRENT_USER\SOFTWARE\Motive\M-Files\<version>\Client\Common\<vault name>\MSOutlookRibbon | |
|---|---|---|
| Value name | ShowSendAndSaveInMFilesTab | |
| Value type | REG_DWORD | |
| Description | When enabled, the Send and Save to M-Files button is visible in the M-Files ribbon. | |
| Default value | 1 | Enabled |
| Value | 0 | Disabled |
| 1 | Enabled | |
To add the Send and Save to M-Files button to the default composer window in Microsoft Outlook, configure this registry setting on the client computer:
| Key | HKEY_CURRENT_USER\SOFTWARE\Motive\M-Files\<version>\Client\Common\<vault name>\MSOutlookRibbon | |
|---|---|---|
| Value name | ShowSendAndSaveInBuiltInTab | |
| Value type | REG_DWORD | |
| Description | When enabled, the Send and Save to M-Files button is visible in the default composer window of Microsoft Outlook. | |
| Default value | 0 | Disabled |
| Value | 0 | Disabled |
| 1 | Enabled | |
The M-Files system administrator can also apply these settings to multiple client computers. For more information, see Configuration Options for the "Send and Save to M-Files" Button.