Email SharePoint integration for comprehensive Outlook connectivity

Email filing takes hours whilst switching between Outlook and SharePoint disrupts flow and manual metadata entry creates inconsistencies.

Ideagen Mail Manager transforms email SharePoint integration through workflows that preserve metadata and file communications directly from Outlook. No more context switching.

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Overview

Intelligent email filing solution

Ideagen Mail Manager works natively within Microsoft 365, learning your filing patterns whilst transforming fragmented email management into streamlined workflows. Eliminate manual tasks whilst maintaining full audit trails.

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Challenge & Solution

Multiple steps required to save emails to SharePoint creates filing bottlenecks

The traditional process requires selecting emails, navigating SharePoint, finding libraries, uploading files and adding metadata—five steps for one email.

Ideagen Mail Manager reduces this to one click directly from Outlook or can be configured to ‘send and save’ with automatic capture at point of sending. The system preserves metadata, routes to the right location and maintains governance standards without leaving your email client.

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Challenge & Solution

Users must leave Outlook to file emails disrupts workflow continuity

Every SharePoint filing traditionally means leaving Outlook, losing context and breaking momentum.

Ideagen Mail Manager brings SharePoint directly into Outlook—file without switching applications. Contextual filing options appear based on email content whilst real-time synchronisation keeps everything organised. Improve the speed and ease of email filing whilst maintaining natural workflow patterns.

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Challenge & Solution

Manual metadata entry slows down the filing process and creates inconsistencies

Custom properties, document classifications and manual tagging for every email causes teams to give up, creating information silos.

Ideagen Mail Manager ensures consistent tagging based on your taxonomies through metadata prompts and contextual classification. Override when needed but enjoy comprehensive searchability without the overhead. Email SharePoint integration that actually scales.

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See Ideagen Mail Manager in action

Access your personalized demo below.

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Additional reading

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Ramboll

Mail Manager is now being used heavily across a number of Ramboll’s global offices including the UK, Sweden, America, and Australia.

Austin-Smith:Lord

As the solution has developed over its ten years at Austin- Smith:Lord, it has simply become a way of life at the company, and everyone is now filing their project emails both consistently and centrally.

LiRo Group

With Mail Manager, the staff has time to focus on core business functions, which has shown in improved efficiency, productivity, results, and client feedback.

Formation Architects

With Mail Manager, Steve and other staff members no longer need to spend valuable time searching for emails, plus they have added security, particularly since they have moved to SharePoint.

Arup

As messages are filed in the same location as other project documents they are all in one place and thus easy to find both during the life of the project or many years later from an archive.

Nitsch Engineering

Nitsch Engineering was storing 222 Gigabytes of data, which was slowing down the email server. After implementing Mail Manager that number decreased to 35 Gigabytes of data within 3 months.

WSP

The speed of finding information has proved extremely beneficial for WSP.

IKM Consulting

IKM Consulting belive without Mail Manager, it would put a significant time constraint on people to file and search emails, and it will run the risk of human error. It would increase our workload and introduce another layer of error.

M. J. Harris Construction Services, LLC

It simplifies a manual process and allows to search for emails in an intuitive way, allowing them to quickly find key information.