• Introduction
• Setup Steps
• Example Use Case
• How Does It Work?
• Setup Steps
• How to Monitor Sync Status

Introduction

cloudHQ can save your Outlook emails (Microsoft 365 and Hotmail) to Dropbox. You can automatically save emails from a specific Outlook folder and its sub-folders to a Dropbox folder or a Dropbox team folder. This is useful for archiving a lot of emails or setting up ongoing email saves to Dropbox.

For example, if you have a label called Clients, you can set up automatic saves of all emails under this label directly to a Dropbox folder. Here are some benefits of doing this:

1. Backup and Archiving: By automatically backing up emails to Dropbox, you have a secure and accessible archive of important messages. If your email server crashes or emails are accidentally deleted, having a real-time backup on Dropbox means you can quickly recover crucial data. This is especially important for critical labels like “!Clients,” where lost emails could seriously affect your business.
2. Organization and Accessibility: Saving emails from a label to Dropbox helps you organize them beyond your email account. This makes it simpler to locate specific emails or attachments without sifting through a cluttered inbox. Dropbox’s search and folder features make this process even easier, especially for large numbers of emails.
3. Collaboration and Sharing: Saving emails in Dropbox makes sharing and collaboration easier. For businesses or teams, this means everyone can access client or project emails without forwarding or copying multiple messages. This streamlines internal communication and ensures everyone is aligned, which is helpful for managing projects or client relationships.

Example Use Cases

Here are some real world use cases:

1. Saving Invoices and Receipts: Automatically save email invoices and receipts from vendors or clients to a designated Dropbox folder. This ensures all financial records are securely stored and easily accessible for bookkeeping and tax preparation.
2. Managing Real Estate Transactions: Organize emails related to property deals, such as contracts, client communications, and legal documents, by saving them directly to a Dropbox folder. This helps realtors and clients keep track of critical documents in a centralized and secure location.
3. Archiving Legal and Compliance Emails: Save important legal and compliance-related emails, such as contracts, agreements, and policy updates, to Dropbox for secure record-keeping. This ensures that essential documents are preserved for audits, legal references, or regulatory compliance.

How Does It Work?

Once you add an email to a designated Outlook folder, cloudHQ will automatically and almost instantly convert the email into your chosen format (PDF, TXT, or others) and save it to a corresponding Dropbox folder. If you create a sub-folder in Outlook, cloudHQ will mirror that structure by creating the same sub-folder in Dropbox.

For example, a real estate professional can set up an Outlook folder named Transactions to organize property-related emails. If they add a sub-folder called 312 Bliss Way (representing a specific property or transaction), cloudHQ will instantly create a matching sub-folder in Dropbox. All emails moved to 312 Bliss Way in Outlook will be automatically saved in the corresponding Dropbox sub-folder, keeping transaction records organized and accessible.

Or in case of saving invoices, you can set up an Outlook folder named Invoices to manage financial documents. If they create a sub-folder called Vendor A – 2024, cloudHQ will automatically generate the same sub-folder in Dropbox. Any invoices moved into Vendor A – 2024 in Outlook will be instantly saved in Dropbox, ensuring easy access for bookkeeping, expense tracking, and tax preparation.

Setup Steps

You will need to start the cloudHQ sync wizard to set this up.
Follow these steps:

1. Launch the sync wizard to connect two cloud accounts:
   

2. If you want to save emails from a Microsoft 365 Outlook account, click the Microsoft 365 Outlook icon. For Hotmail (personal, free) emails, click the Outlook icon:
   

3. Select an existing Microsoft Outlook 365 account or click Authorize Microsoft 365 Mail to add a new account:
   

4. Choose Two-way or one-way sync of a specific Microsoft 365 Mail Folder, then click Next Step:
   
5. Select the Microsoft 365 Mail folder with emails you want to autosave.
   
6. Click the Dropbox icon
7. Select an existing Dropbox account or click Add Dropbox to connect a new Dropbox account
8. Make sure the arrow points from Microsoft 365 Mail to Dropbox.
   
9. Choose the Dropbox folder where you want your emails, or create a new one, then click Next:
   
10. Select sync options for exporting and saving your emails to Dropbox.
    
    Backup and email storage options are explained as follows:
    1. Backup / Save Email Message Body

    This option ensures that the body of email messages is saved and backed up. It provides different export format options:

    • Export messages into EML format
      
      EML is a standard email format used by many email clients (such as Outlook, Thunderbird, and Apple Mail). It retains metadata, attachments, and email structure.
    • Export messages into TXT format
      
      This would save emails as plain text, stripping away formatting and metadata.
    • Export messages into HTML format
      
      Saves emails as HTML files, preserving formatting, embedded images, and links.
    • Export messages into PDF format
      
      Emails will be saved as PDFs, maintaining formatting and structure, useful for legal and archival purposes.
    2. Save / Backup Email Attachments
       This option ensures that email attachments (such as PDFs, images, or documents) are also saved and backed up along with the email messages.
11. Start the sync.

How to Monitor Sync Status

Follow this link for instructions to check your sync status: How to Monitor Status of Sync.

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