Egnyte for M365 - Outlook User Guide

Egnyte for M365 in Outlook brings Egnyte content directly into Outlook installed on the user's PC (Windows and Mac) or Outlook on the Web. With this integration, users can:

• Select files from Egnyte and send them as links anywhere within the body of the email
• Save attachments directly from the email message into an Egnyte folder 
• Save the body of the email message into an Egnyte folder 
• Add metadata to the saved content to easily find saved mailbox content

 

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Prerequisites

Supported Client (Outlook) Configurations by Microsoft

Using Egnyte for Outlook for the First Time

Saving Email Messages and Attachments to Egnyte

Sending Shared Links to the Egnyte Files or Folders via Email

Requesting Files from Others

Upload and Share 

Personal Tab

Additional Features within Egnyte for Outlook Add-In

Known Limitations

Additional Resources

 

Prerequisites

Admin has to complete the setup before the user can use Egnyte for M365 in Outlook. 

The following is essential for the user:

• An Egnyte Account

Supported Client (Outlook) Configurations by Microsoft

• The Microsoft Outlook client must be one of the supported applications. Additionally, it should support Outlook add-ins.  For supported Outlook Clients, check Microsoft documentation here.
• Outlook with Egnyte for M365 is currently supported in Desktop (Windows and Mac) and web. Due to Microsoft limitations, support on mobile devices is not provided.
  • The only supported feature for M365 Outlook add-in is the Personal Tab on iOS and Android

Third-Party Contact Disclaimer

Egnyte provides third-party contact information to help find technical support within the external product. This contact information may change without notice. Egnyte does not guarantee the accuracy of this third-party contact information.

Using Egnyte for Outlook for the First Time

1. Open Outlook and create or open a message

2. Egnyte add-in appears in Outlook clients after a few hours after configuration done by Admin (it can take up to 24 hours). The example below is on the Outlook Web and Desktop clients, which shows Egnyte integration in the office taskbar. 

   It’s possible to have two Egnyte icons in the Outlook - there are two separate integrations Egnyte for Outlook - a dedicated Outlook add-in and Egnyte - unified app supporting multiple Microsoft tools (MS Teams, MS Copilot and Outlook). This article covers the second one. Documentation for Egnyte for Outlook can be found here

   
   
   Displayed in Outlook Web UI
   
   Displayed in Desktop Mac Outlook Client
   
3. Complete the authentication process in the next prompt. Click on Sign in to use the Egnyte Add-in
   
   

4. Click Allow Access one time
   

5. The login details are saved until the user logs out or after no activity for 15 days

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Saving Email Messages and Attachments to Egnyte

1. Open an email in Outlook. If the Egnyte for Outlook icon is pinned, it will appear to the right of the message header. Otherwise, access it from the (…) menu, as shown below
   
   
2. Click Egnyte - a separate pane opens, displaying the email with the subject name as an .eml file and listing the attachments with checkboxes. By default, selecting Select All chooses all attachments. To exclude certain attachments from being saved to Egnyte, clear the checkboxes next to the unwanted files
   
   

3. For the first time, the user needs to select Save to the location and select a folder at the bottom of the screen. They can change that folder, by clicking the edit icon. Proceed with Save to Egnyte

4. A progress bar will appear next to each file during the saving process. Once all files are saved, a summary screen will be displayed. If any attachments fail to upload, a retry option will be available next to the file with the corresponding status

5. Once all attachments are saved, the user can preview the attachments by clicking the View in Egnyte link, which opens a new browser tab. To open the email message in Outlook or any installed mail client, use the Egnyte Desktop App and double-click the saved email file. This will open the email with attachments, allowing further actions
   
   

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Sending Shared Links to the Egnyte Files or Folders via Email

The user can use Outlook to send any Egnyte files to external users safely and securely. Current folder permissions and privacy settings are applicable ensuring unauthorized access is prevented. The user cannot send a shared link of a file they do not have permission to share.

1. Open Outlook and click Compose.
2. In the third-party application bar at the top of the new message window, click Egnyte in a Pinned bar or click on the office ribbon. Select Share files
   
   
3. An Egnyte dialog box opens, displaying the Egnyte folders in a long list. Scroll down until the required folder is visible, then click to open it and select the desired file. For ease of access, the last ten recent files and bookmarked folders are also displayed. User can also search for file names.
   

4. Select a file or folder to share (only one file and one folder at a time can be shared)

   
   
   

   By default, the shared link permissions are set to the default settings in the Web UI.  Users can adjust the permissions on the shared link. To do this, click Select to choose a file or folder, and choose the available options on the Sharing Parameters screen

   • Anyone
   • Anyone with password 
   • Egnyte File Server Users
   • Domain users with permission
   • Specific Recipients
     

5. The message redisplays, and Egnyte links are displayed within the email body
   
   

6. Click Send when done. The recipient receives this email with Egnyte's shared link(s). The recipient will need permission to view files shared in the Egnyte Collaborate platform. 

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Requesting Files from Others

Upload links provide an easy way for individuals outside of an Egnyte domain to contribute content directly to a specific Shared folder, ensuring they cannot view the folder’s existing contents. More information about Requesting files from others can be found here.

1. Open Outlook and click New email
2. In the third-party application bar at the top of the new message window, click Egnyte in the pinned bar or select it from the apps on the office ribbon. With this an Egnyte dialog box opens, displaying the list of available actions while creating a new email. Select Request files from others
   
   
   
3. Select a folder for upload (only one folder at a time can be selected) from the Egnyte folder listing. Scroll down until the required folder is visible, then click to select the folder. Users can also search for folder names. Click on continue with the selected folder.
   
4. In the next step, define sharing parameters
   • By default, the link permissions are set to Anyone 
   • If links need to be active for a certain amount of time, set an expiration time, which will prevent uploads after the designated time frame. The drop-down menu offers various time options such as 1 week, 2 weeks, 1 month, etc.
   • The Create separate folder for files received from each person option will store each recipient's files in a unique subfolder.  For example, if 100 people uploaded files via an upload link, then 100 subfolders will be created with each recipient's name, email address, and their respective files.
     
5. Click Share link when done and the Egnyte upload link is displayed within the Email body. Once the email is sent, the recipient receives this email with Egnyte's upload link.
   
   

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Upload and Share 

Users can upload local files to Egnyte and share secure links to the uploaded content in the email.

1. Click on Upload and share Files.
   
2. Select location to save uploaded content.
   
3. Define sharing parameters like who can access the link and link expiration timeframe or number of clicks.
   
4. Click on share and link will be pasted into email body.
   

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Personal Tab

Users can add the Egnyte Personal Tab by clicking on Apps icon in the side panel.

Search for and select Egnyte.

Egnyte Personal Tab will be added to Outlook. 

In the Personal Tab, users can see two Tabs as Files and Links. 

In the Files tab, users can find their Egnyte bookmarks and domain content. They can perform actions, such as co-editing the files, renaming, deleting the files and folders as per their permissions, downloading content, and generating share links. Users can also drag & drop the files from their system to upload and display them in their Personal Tab.

The Links tab displays the shared links. Users can hover over a link and get the link details. They can perform actions, such as open links in Outlook, Open in Egnyte, copy links, and delete links.

At the top-right of the Personal Tab, there are options available to Change displayed folder and Add new domain.

Users can click on the Change displayed folder and select a new folder.

Users can Add new domain, if needed, and they can easily switch between domains. 

• Click on Add new domain and provide the details of the new domain.
  
  
• Provide access, and the new domain will be added. 
  

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Additional Features within Egnyte for Outlook Add-In

1. Outlook Version Information is provided in the About screen in settings. Settings will show more admin options.  
2. Users can also change domains by first logging out and then logging in again.
   

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Known Limitations

• Egnyte Standard users can upload attachments and files to Egnyte, but they can only share direct links. 
• Egnyte for M365 in Outlook integration is NOT supported with on-premises implementations of Exchange.
• The current integration does not support Shared Office365 mailboxes.
• Microsoft Limitation - The client must be connected to an Exchange server or Microsoft 365 using a direct connection. When configuring the client, the user must choose an Exchange, Office, or Outlook.com account type. If the client is configured to connect with POP3 or IMAP, add-ins will NOT load.

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Additional Resources

Egnyte for Outlook Admin Guide

Egnyte for Outlook Add-in: Metadata for saved emails

This integration is available to all Egnyte plans. If there are any questions, reach out to your respective Egnyte representative and report issues to support@egnyte.com.

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