Import emails and attachments within your document management system with ease. Without any additional licensing, get your own email management system integrated within existing Microsoft 365.Streamline your workflow and boost productivity by centralizing all your communication and documents in one place.
Email Manager: Use Cases for SharePoint Integration
Storing emails in SharePoint can bring several benefits to an organization, enhancing productivity, collaboration, and compliance. Here’s a list of some practical use cases:
Project Management
Team members can share emails related to a project within SharePoint, ensuring that all communication and documents are stored in one place. This is particularly useful for maintaining the history of project-related discussions and decisions.
Legal Compliance
Organizations can store emails and attachments that may be subject to legal regulations and compliances. This ensures that all necessary records are maintained and can be presented during legal proceedings or audits.
Contract Management
Emails containing contracts or legal agreements can be automatically saved to a dedicated SharePoint library. This allows HR, finance, and legal departments to access and manage these important documents efficiently.
Invoice Processing
SharePoint can be used to streamline invoice processing by saving invoice attachments from emails directly to a designated folder. This aids in faster approvals and better financial management.
Increased Productivity
It eliminates the need to switch between applications for managing documents and emails. By having both functionalities in one platform, users and organizations can boost 40% productivity.
Reduced Costs
It potentially eliminates cost for an additional 3rd party software as Titan Workspace DMS now comes with this built in feature.
Increased Efficiency
It streamlines the process of importing and filing emails and attachments into document libraries. By setting up auto import feature, this eliminates the need for manual processes.
Meta Data
Apply metadata to your outlook emails easily and classify your e-mails or attachments for enhanced security and collaboration.
Secure Collaboration
Using the email management solution lets you share attachments with colleagues and set permissions like edit/view/restricted for secure teamwork.
Streamlined Workflows
Your email manager can be seamlessly integrated within an approval process including e-signatures.
How email import feature works within Microsoft 365?
Titan Workspace’s document management system (DMS) works within your M365 tenant and simplifies the import of emails and attachments from Online Outlook email management system to directly into your SharePoint document libraries.
Centralized Storage: Consolidate emails and documents in a secure, organized location.
Import Data from Online Outlook: Effortlessly import emails with attachments into your chosen folders within the existing DMS.
Automatic Metadata: Save time with automatic population of document properties from emails.
Flexible Search: Easily search for specific emails within your document libraries leveraging the search features
Duplicate Management: Control how to handle existing files during import (overwrite, skip, rename).
Import Tracking: Avoid duplicate imports with automatic email flagging.
Alert Notifications: Keep your team informed with import notification emails.
Unified Dashboard: See all your saves emails and attachments with a single dashboard that allows you to share and collaborate easily.
Why Titan Workspace is better than other Email Management Tools?
| Feature | Titan Workspace | Others |
|---|---|---|
| Installation | None | Required on all devices |
| Building dynamic flows | Coding Required | No Code |
| File Import Handling | Multiple Import Options | Overwrites Existing Files |
| Metadata | Unified metadata structure with extensive flexibility | Limited Options |
| Search Features | Advance search features | Basic Title Search Only |
| Document Import | Imports entire email as document | Not available |
| Flag Mails | Flag imported mails in Outlook | Not available |
FAQs for Email Management System
For email records management in SharePoint, keep the .msg/.eml file as the system of record to preserve headers, attachments, and legal context. Optionally render a PDF/A for easy reading. Capture key metadata: From, To/Cc, Subject, Sent Date/Time, Internet Message-ID (for de-duplication), Case/Project ID, Customer/Counterparty, Sensitivity, Retention Label, and Keywords. Store large attachments as separate documents and link them to the parent email to improve search and lifecycle control.
Use drag-and-drop into modern libraries, an Outlook add-in/Quick Step that targets a specific site/library, or a shared mailbox + Power Automate rule that routes messages based on sender, subject, or keywords. Standardize content types and default metadata, and enable deduplication via Internet Message-ID so teams don’t save the same thread multiple times. (Titan Workspace can add one-click Save to DMS, auto-tagging, and thread/attachment linking to reduce user effort.)
Apply Microsoft Purview retention labels/policies to email records stored in SharePoint so they’re immutable for the required period. Use event-based retention (e.g., “case closed”) where appropriate. For investigations, place site-level holds and run eDiscovery (Standard/Premium) across SharePoint sites and mailboxes. Keep audit trails for those who viewed or exported content. Avoid unmanaged PST archives—they’re hard to govern and search. (Titan Workspace surfaces audit-ready evidence and consistent retention across email + documents.)
Organize by business unit/case/project (site or library per matter), use email content types, and enforce a least-privilege, group-based permission model. Leverage Sensitivity Labels for encryption and use client/guest portals for external sharing instead of emailing attachments. Standardize naming conventions (e.g., YYYY-MM-DD – Subject – Sender), require essential metadata, and publish a simple “where to save” guide so users don’t default to personal OneDrive. This improves searchability, compliance, and access control.
Use Cases
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