Connect to Outlook allows you to archive your emails from Outlook in DocuWare, as well as to access archived emails directly from Outlook.
The application of Connect to Outlook is based on configurations that can also be started directly from Microsoft Outlook. All storage information, such as storage target and indexing, is defined in the configuration.
To find out which versions of Microsoft Outlook are supported, refer to the system requirements.
Accessing Emails in DocuWare
From one email you can find, for example, all archived emails you received from the same sender over the last 30 days with one click of a button.
To do this, simply perform a predefined search in DocuWare from a selected email. First select an email and then select an appropriate quick search configuration via the menu bar or the context menu.
The hits will be displayed under the list of emails in Microsoft Outlook, sorted in such a way that the most recent emails are at the top.
You can start a new quick search configuration directly from Outlook, in the search section of the DocuWare menu.
Storing Emails
There are three ways to store emails from Outlook in DocuWare:
1. Automatic storage
Emails located in a folder watched by DocuWare will be archived automatically.
Select Watch with DocuWare from the folder context menu to configure a watched folder.
Such a configuration specifies, among other things, in which file cabinet and with which index entries the email is archived.
2. Manual storage
Select an email and choose a storage configuration via the context menu or the DocuWare menu.
You can start a new storage configuration directly from Outlook, in the store section of the DocuWare menu.
3. Send and store
You can now send unsent emails and simultaneously store them in DocuWare with one click of a button. This applies to new emails and emails that you reply to and forward.
When inside the new email, go to the Message section and select the Send and store – DocuWare feature. Select the storage configuration from the dropdown list under the button.
Store dialog
Depending on the setting in the configuration, the store dialog will either be displayed or not when storing emails.
The store dialog contains DocuWare index fields, in which the index entries of the email to be archived are entered. You can retrieve the email again later in the DocuWare file cabinet using these index words.
Some fields may already have been completed via the storage configuration. These entries can be changed or added to. In fields that are still empty, you can add additional index entries.
Configuring Connect to Outlook
The application of Connect to Outlook is based on configurations that you create centrally or personally in DocuWare Configuration.
These configurations can be set up by all DocuWare users who have been assigned the Configure Connect to Outlook functional right (DocuWare Configuration > User Management).
There are three configuration types:
Manual storage
Watching folders
Quick search
Limitations of the Connect to Outlook desktop application
Send and store
In the Outlook desktop application, the “Send and store” functionality is only available for the first integrated account. While you can continue sending emails from all mailboxes configured in Outlook, only emails and attachments from the primary account will be stored in the file cabinet.
Emails sent from additional mailboxes will not be stored through this feature. Furthermore, the "Send and store" option does not function if your primary Outlook account is configured as an IMAP account.
The “send and store” feature in Connect to Outlook is not officially supported in the terminal server environments. Users on terminal servers may experience errors when using this functionality. As a workaround, users should send the email first and then store it in DocuWare separately..
Monitored folders
In the Outlook desktop application, a monitored folder configuration is only available for the first integrated account. While you can store manually emails from all shared accounts/mailboxes configured in Outlook, only emails and attachments from the primary account can be stored automatically with the monitored folder configuration in DocuWare.