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Document Management

9 reasons why Outlook integration is indispensable in your document management system!

9 reasons why Outlook integration is indispensable in your document management system!

July 19, 2023 – Iris van Sligtenhorst – Marketing & Communications Manager

Iris van Slitenhorst

Marketing & Communications Manager

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Efficient collaboration and information sharing is essential to an organization’s success. Despite the rise of chat platforms such as Microsoft Teams, email remains the most widely used means of communication to date, especially when (collaborating with) external parties.

Only, with traditional mailboxes it is difficult to archive your mails efficiently. You lose emails because they are in the wrong folders, and if the search function doesn’t cooperate for a while, you can’t find the right email or attachment that way either. This outdated approach to managing emails and attachments hinders productivity, causes problems and can lead to crucial information being overlooked.

Outlook integration is the solution

Imagine collaboration on emails and attachments is effortless. No more emails or attachments getting lost by smart archiving, an advanced search function that lets you find the right file in no time or that you can even have emails and attachments automatically saved in the right place. Sounds good right?

With Outlook integration into your document management system, all that and more is possible. It allows you to intelligently manage all your emails and attachments from 1 environment and collaborate easily. And that not only saves you a lot of time, but it gives you overview and structure.

The benefits of Outlook integration:

  • 1. Easily save
    Easily save emails or attachments in SharePoint in any location using drag & drop. All metadata of the email is read automatically. What the mail is about, the sender, etc.
  • 2. DMS in Outlook
    All document management functionalities are available from an Outlook interface.
  • 3. Add attachments
    You can easily add attachments from SharePoint to emails (also as links).
  • 4. Automated storage of email and attachments
    Emails are automatically stored in the right place. The e-mail manager uses advanced pattern recognition and automatically puts away e-mails and attachments based on self-defined rules, such as customer data, project name or case ID, for example.
  • 5. Advanced Search
    Looking for communications around a project or a specific mail? Quickly find emails and attachments using content structure and metadata, among other tools.
  • 6. Logical content structure
    Emails and attachments are stored clearly and structured, making them easy to find.
  • 7. AVG Compliance
    The email manager supports AVG compliance and ensures that your organization meets the legal requirements.
  • 8. Rights and Roles
    Emails and attachments stored in the email manager are easily accessible to anyone with the appropriate access rights. You can easily manage these roles and permissions yourself.
  • 9. Secure and reliable
    With the email manager, emails and attachments are securely stored in Azure so they are always available and backed up.

Does this sound like the solution to you for smart & efficient archiving of your emails and attachments? Then we can help you with that. Contact us for the possibilities!

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