3.1 Open a message
Mailroom reads the selected Outlook item through Office.js — subject, sender, recipients, date, body, and attachments. Changing messages re-runs destination and metadata suggestions.
3.2 Choose a destination
- Use a Quick file chip for the last library or a favorite.
- Browse Favorites, or search the tenant by site name and star a result.
- Suggestions pick a library from filing rules, learned senders, and recent patterns. Confirm before you save.
3.3 File name and format
| Format | When it is used |
|---|---|
| MSG | Native Outlook export on classic Outlook when EWS is available |
| EML | Full MIME from Microsoft Graph — New Outlook, Outlook on the web, and mobile |
| Printable copy built in the pane from subject, headers, and body |
Rename the file before save. Naming patterns can use Subject, From, To, Date, and Time. Unique names append the save date and time so a second save does not overwrite the first.
3.4 Attachments
- Save with email — keep attachments inside the message file.
- Save email and attachments separately — write each file beside the message.
- Save attachments in a subfolder — keep the email in the library root and put attachments in a folder next to it.
- Save attachments only — skip the message file.
3.5 File selected and File conversation
Select several messages, then File selected. Batch filing uses the common library, file-name pattern, duplicate rule, header mapping, and the columns shown above the File button. File conversation saves every message in the thread to the same library. Pin the pane — Outlook allows up to 100 items at a time.
3.6 After File
The SharePoint or OneDrive copy always stays. After File you can leave the Outlook copy in the inbox, mark it read, archive it, or move it to an Outlook folder. Mailroom can add a Filed by Mailroom category and create that category if it is missing.
