Mailroom replaces manual drag-and-drop email saving with a governed filing workflow inside Outlook. Open a message, pick a SharePoint or OneDrive library, set metadata columns, and click File — or let Save on Send file the message when you click Send.
This knowledge base is organized by task so you can jump straight to the pane you are working in:
- Getting started — deploy the add-in, connect Microsoft 365, and tour the pane.
- User guide — File Email, destinations, Save on Send, inbox cleanup, filing rules, metadata, and search.
- Analysis and governance — organization policy, security, and data residency.
- Administration — preferences, personas, end-to-end workflows, and troubleshooting.
Mailroom covers File Email, destinations, Save on Send, inbox cleanup, filing rules, metadata, retention, search, and organization policy. Message files stay in your Microsoft 365 tenant.
Mailroom runs as an Outlook task pane on Windows, Mac, and the web. Save on Send uses the Outlook Smart Alert. Files are written with Microsoft Graph to libraries the signed-in user can access.
Who this guide is for
| Reader | Start here |
|---|---|
| Legal counsel or records | File Email, Metadata and Retention, Filing Rules |
| Project manager | Destinations and Favorites, Search Microsoft 365 |
| Finance | Inbox Cleanup, Filing Rules |
| Operations or executive assistant | Save on Send, File Email, Preferences |
| Microsoft 365 admin | Getting Started, Organization Policy, Security |
Conventions
- Menu paths are written as Preferences → Filing or Organization → Default destination.
- Ribbon commands are File Email (opens the pane) and File selected (files a multi-select batch).
- Screenshots are captured from a live Outlook pane and may differ slightly from your theme and mailbox.
- Suggestions score destinations in the browser from the current message. They are not generative AI and do not call Azure OpenAI or Copilot.