Upon first usage of the extension, you will be prompted to customize your settings. You can also open the configuration window by selecting "settings" in the context menu of the ribbon bar Save & Share icon.
Step 1: Select Storage Service
Select your storage service (e.g. Box, Egnyte) and authenticate your account.
Step 2: Set Automatic filing preference
Optionally, Save & Share can automatically create sub-folders using properties of the email you are saving. These sub-folders are created in the folder you drag the email to. This feature allows you to better organize your messages in your storage service without having to do so manually.
An email, with subject "Proposal", is dragged to a storage folder called "correspondence". S&S first creates a sub-folder named "Proposal" and then files the email there.
You can create several levels of sub-folders from many different email properties, such as, sender or message date. Common sub-folder arrangements include:
- sender - Ex: email@example.com
- sender / subject - e.g. "firstname.lastname@example.org / proposal"
You can select multiple fields and drag them in the order you want.
|If you do not want to automatically create sub-folders, simply select the option "None".
Step 3: Save Settings
These settings let you determine how emails are saved to your storage.
- Do not overwrite existing messages
Check this option if you do not want S&S to overwrite a preexisting email that has the same file name (e.g. subject). Upon a file collision, S&S will add an incremental number to the end of the file name.
e.g. "proposal-1.pdf", "proposal-2.pdf", etc.
Read more here
- Save attachments
To save an email's attachments as separate files check this option.
Use a sub-folder to store attachments:
If you want the attachments saved to a separate sub-folder select this option and indicate the name of the sub-folder.
- Save message as an .eml source file
Saves an original copy of the email that can be later opened by an email client and acted on (replied to, forwarded, etc.)
Save email source as MSG
If you would prefer to save the original copy in the MSG file format, instead of EML, select this option.
Use a sub-folder to store source
If you want original copies of emails saved to a separate sub-folder select this option and indicate the name of the sub-folder.
- Save message as PDF
To save a searchable PDF version of the email body (message), select this option.
Example Email saved as a PDF
Use a sub-folder to store PDF version
If you want PDF conversions of emails saved to a separate sub-folder select this option and indicate the name of the sub-folder.
- Mark email as Shared
When collaborating, if you want to add text to the beginning of emails being shared, select this option.
Note: this option works best with MxHero's platform product. The platform will remove text from emails when sent.
Step 4: PDF and EML file name formatting
You can use properties of the message to name PDF and Original files stored. Common options are:
- subject - Ex: "Final Proposal.pdf"
- Received Date / Sender - Ex: "email@example.com"
|Note: "Received Date" can be sorted alphabetically and result in a chronological listing. You can drag select multiple fields and drag them to the order you want.