Save Emails to SharePoint
Enterprise Email Management
There was a time when all business correspondence and documentation were carried out via paper. Whilst this may have been more time-consuming, paper files were easy to keep track of and store. In the modern business world, emails have replaced paper correspondence as the primary method of communication. With the passing of the good old days of paper trails, what we now have left in their wake is an increasing influx of digital data.
According to National Archives of Australia “Email is considered to be the largest body of digital records coming into and being sent from your agency each day”. It’s no wonder that businesses are struggling to keep on top of their email data. Nowadays businesses must find better ways to store and sort their emails.
Fail Safe Emails
When an employee leaves a company, they often take their email account with them. This can be a major problem for the company, as all the important information within those emails is lost. Specialist teams may be able to retrieve some of that information, but it will be at a significant cost. The lost information may include attachments and data such as invoices, project proposals, business approvals, stakeholder communications, process & business documents, etc.
If companies want to avoid this situation, they need to implement a secure email archiving solution. This will allow them to archive all employee emails, so that even if an employee leaves, the company still has access to that critical information. Implementing such a solution will require an initial investment, but it will be worth it in the long run when companies are able to avoid the costly process of retrieving lost data. If those emails contained vital information for your organisation, such as invoices, project proposals, business approvals, etc. then you may be at a significant disadvantage.
Why save emails to SharePoint?
SharePoint is a secure, cloud-based platform that is suitable for storing and managing email records. It offers businesses several benefits, including:
Improved compliance
SharePoint helps organisations to meet their compliance obligations by providing a centralised repository for email records. Compliance regulations also require that attachments be saved along with the email, and SharePoint makes it easy to do this. To save attachments to SharePoint, simply drag and drop the files into the relevant SharePoint library.
Searching and Tagging Capabilities
By tagging content with relevant keywords, users can quickly and easily filter and search for the information they need. This makes it easy to keep track of important correspondence, find attachments, and track email threads. In addition, by tagging email with date, sender, and recipient information, users can create a virtual paper trail that is easy to follow and reference.
Enhanced security
SharePoint is a highly secure platform, with features such as data encryption and user authentication. This means that your email records will be safe from unauthorised access and tampering and only accessible by those with the appropriate permissions.
Optimising how your organisation saves emails to SharePoint
Whilst it has several advantages, there are also some things to consider when using SharePoint for email archiving. SharePoint doesn’t automatically index email content, which can make it difficult to find specific records. This can lead to the loss of critical information, not to mention time wasted searching for emails. What is needed is an Outlook SharePoint integration tool that can automatically index and archive email content to SharePoint.
The Outlook SharePoint Explorer App from Konnect eMail is a powerful SharePoint Outlook integration platform. It seamlessly surfaces SharePoint in Outlook letting the user save emails and attachments to SharePoint, view, search, filter and attach SharePoint documents to Outlook, but most importantly, extracts crucial email header information and adds that information as metadata on SharePoint. This makes email classification and searching much easier and more organised. This app empowers businesses to improve their email management practices significantly, and as a result, they will be able to work more efficiently and get more done.
Final thoughts
The SharePoint Email Parser App from Konnect eMail helps your organisation handle its email data more effectively and efficiently, with features such as automatic indexing and metadata extraction. Easier searching, tagging and maintenance of records leading to improved compliance for legal and audit purposes, mitigating risks of losing data and enhanced security. So, if you’re not already saving emails to SharePoint, now is the time to start. And if you aren’t using Konnect eMail to manage your SharePoint email content, you’re missing out on a crucial part of what makes SharePoint so powerful.
With Konnect eMail, your team can take full advantage of the benefits of SharePoint without ever having to leave their Outlook interface. The Outlook to SharePoint Integration tool makes it easy to save emails and attachments, and automatically indexes email content for easy search and retrieval. With this valuable tool, you can prevent information loss, save time, and improve productivity by bringing SharePoint directly into Outlook. With Konnect eMail, your team will have everything they need to be successful right at their fingertips.
Konnect eMail offers a free trial so that you can explore all the features and benefits for yourself. So why not sign up today and see how Konnect eMail can help your organisation save time and unnecessary stress when it comes to managing email data?
