How to save Microsoft 365 Outlook emails in a folder (and sub-folder) to Egnyte

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

Introduction

cloudHQ enables you to save emails and attachments from Microsoft 365 Outlook (BTW, Hotmail is also supported) to Egnyte seamlessly. You can choose to automatically save emails from a designated Outlook folder and its sub-folders into either a Private or Shared folder on Egnyte. This feature is ideal for systematically backing up emails and attachments to Egnyte.

For instance, if you use a label such as Projects, you can configure automatic archiving of all emails categorized under this label to an Egnyte directory. Below are some advantages of this method:

Organized Management and Ease of Access: Saving emails from a label to Egnyte helps organize them outside of your email platform. This makes accessing specific emails or documents quicker without navigating a chaotic inbox. Egnyte’s powerful search and folder capabilities streamline this process, which is particularly useful when managing large quantities of emails.
Team Collaboration and Sharing: Archiving emails on Egnyte simplifies collaboration and sharing. For teams and businesses, it means everyone can access relevant project or client emails without needing to forward or duplicate them. This boosts internal communication and ensures team alignment, which is advantageous for managing projects or maintaining client relationships.

Example Use Cases

Here are some practical applications:

Organizing Financial Documents: Automatically archive digital invoices and receipts from customers or suppliers into a specified Egnyte directory. This process helps maintain secure and easily retrievable financial records, streamlining accounting and tax filing.
Facilitating Property Transactions: Categorize emails related to real estate, including negotiations, client interactions, and legal paperwork, by saving them straight to an Egnyte directory. This approach assists real estate agents and clients in managing vital documents securely and centrally.
Preserving Legal and Compliance Correspondence: Store crucial emails pertaining to legal matters and compliance, including agreements, contracts, and policy notices, within Egnyte for safe document retention. This practice guarantees crucial records are available for audits, legal purposes, or compliance checks.

How Does It Work?

Upon assigning an email to a specific Outlook directory, cloudHQ initiates an automated process to convert the email into your selected format—such as PDF or TXT—and archives it within an equivalent Egnyte directory. Should you implement a sub-directory structure within Outlook, cloudHQ will replicate that hierarchy by establishing an identical sub-directory in Egnyte.

Consider a scenario where a real estate specialist organizes emails by creating an Outlook directory labeled Transactions. If a sub-directory named 312 Bliss Way is introduced—denoting a particular property or transaction—cloudHQ will promptly mirror this by forming a corresponding sub-directory in Egnyte. Every email relocated to the 312 Bliss Way folder in Outlook will be systematically archived in the matching Egnyte sub-directory, ensuring transaction documents remain systematically managed and readily accessible.

Similarly, for handling invoices, an Outlook directory named Invoices can be established to catalog financial communications. Upon the creation of a sub-directory such as Vendor A – 2024, cloudHQ will automatically set up a parallel sub-directory within Egnyte. Any invoices transferred into Vendor A – 2024 in Outlook will instantly be archived in Egnyte, facilitating effortless bookkeeping, expense management, and tax auditing.

Setup Steps

You simply need to set up a sync pair from an Outlook folder to an Egnyte folder.
BTW, cloudHQ sync pair defines the following:

what to sync (i.e., which folders to sync, which cloud accounts to sync, etc.) and
how to sync (i.e., one-way sync, backup sync, sync for migration, two-way sync, how to convert documents, how to convert emails, etc.).

So you will have something like this:

Microsoft 365 Mail (alice@company.com)/Folders/Invoices -> Egnyte (company.com)/Shared/Email Invoices

A short movie describing this setup is here:

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

Launch the sync wizard to connect two cloud accounts:
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:
Select an existing Microsoft Outlook 365 account or click Authorize Microsoft 365 Mail to add a new account:
Choose Two-way or one-way sync of a specific Microsoft 365 Mail Folder, then click Next Step:
Select the Microsoft 365 Mail folder with emails you want to autosave.
Click the Egnyte icon
Click Add Egnyte to connect a new Egnyte account
Make sure the arrow points from Microsoft 365 Mail to Egnyte.
Choose the Egnyte folder where you want your emails, then click Next:
Select sync options for exporting and saving your emails to Egnyte.

Backup and email storage options are explained as follows:
1. Backup / Save Email Message Body
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.
Start the sync.