13.1 Legal counsel and records
File contracts and client correspondence as MSG when classic Outlook and EWS are available. Map From, Date, and Subject into library columns. Apply a published Purview retention label. Use filing rules so opposing-counsel or matter domains land in the correct records library.
13.2 Project manager
Star project sites and Teams files libraries. Use Quick file for the last project folder. Search Microsoft 365 for a prior filed email or a statement of work, then insert the link into a reply.
13.3 Finance
Create a domain rule for vendors (for example invoices@supplier.com). Run Inbox cleanup on the AP mailbox, skip receipt domains you do not want mapped, and file conversations in one click.
13.4 Operations and executive assistant
Turn on Save on Send so outgoing mail is captured when you click Send. Use File selected for a morning sweep. After File, archive or move the Outlook copy while the SharePoint file stays.
13.5 Microsoft 365 admin
Deploy from Integrated Apps, grant Entra consent, pick a dedicated policy library, publish a default destination and Save on Send, and add other Mailroom admins. Monitor the audit file — not the sample overview charts — for real save events.
| Role | Typical path |
|---|---|
| Legal / records | File Email → metadata → retention → rule |
| Project manager | Favorites → Quick file → Search |
| Finance | Rule by domain → Inbox cleanup |
| Operations | Save on Send → File selected → after-file |
| Admin | Getting Started → Organization → Security |