Egnyte for Outlook brings Egnyte content directly into Outlook installed on your PC 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.
The Egnyte for Outlook integration is located under the Apps and Integrations page.
Prerequisites
Admin has to complete the setup before the user can use Microsoft Outlook Add-in.
The following is essential for the user:
- Egnyte Account
- A client is not required to use the web version of Outlook.
Supported Client (Outlook) Configurations by Microsoft
The Microsoft Outlook client must be one of the supported applications which supports Outlook add-ins. For supported Outlook Clients, check Microsoft documentation here.
Supported Office Licenses by Microsoft
Tip: If a user has a valid Microsoft 365 subscription but does not have access to the Outlook Client, they can download and install the latest version of Office.
- Microsoft 365 Business licenses (Business Basic, Business Standard, Business Premium), Office 365 Enterprise licenses, or Microsoft 365 Enterprise licenses (E3/E5/F3).
- Version 1808 or later of Office Professional Plus 2019/Office Standard 2019 or later.
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.
Egnyte’s Product and Support Policy includes supporting the last three active versions of Outlook.
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 (it can take up to 24 hours). The example below is on the Outlook Web and Desktop clients, which shows Egnyte for Outlook in the office taskbar.
The screen above is displayed in Outlook Web UI
The screen above is displayed in Desktop Outlook Client
3. After clicking the Egnyte icon users have to click Allow Access one time.
4. Complete the authentication process in the next prompt. Click on Sign in to use the Egnyte Add-in. Click on Allow Access after signing in.
5. The login details are saved until the user logs out or after no activity for 15 days.
6. Optional: If the user would like to Pin Egnyte for Outlook for ease of access then they can do it from: Settings > View all Outlook settings > Mail > Customize actions
The pinned Egnyte icon will display in the Compose New Email view as shown in the screenshot below.
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.
The screen above is displayed in Outlook Web UI
2. Click Egnyte for Outlook. 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.
Sending Shared Links to your 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 bottom of the new message window, click Egnyte in a Pinned bar. Or click on the office ribbon as shown here.
The screen above is displayed in Outlook Web UI
The screen above is displayed in Desktop Outlook Client
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. Users 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 enterprise default settings.
- 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.
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- Anyone
- Anyone with password (NEW)
- 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.
The link is displayed as an icon that can be moved within the body of the email message, for instance, to place between paragraphs or just above the signature. The location of the Egnyte (Add-in) icon varies depending on the Microsoft platform in use, such as Web Outlook Client, Desktop on Windows, or Mac. If the user uses the new Outlook Web app, the Egnyte icon is displayed within a drop-down menu in the lower toolbar (when creating a new message) or in the top-right toolbar (when opening a message) if pinned, or via a bar with an overflow menu (...).
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 for Outlook in the pinned bar or select Egnyte 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
3. Select Request files from others, as shown below.
4. 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.
5. 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.
6. Click Share link when done.
7. The Egnyte upload link will be displayed within the body of the email. Once the email is sent, the recipient receives this email with Egnyte's upload link.
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. Help will let users submit bugs /defects regarding outlook add-in with Egnyte support.
2. Users can also change domains by first logging out and then logging in again.
Known Limitations
- Egnyte for Outlook integration works only for Office365 customers.
- Egnyte Standard users can upload attachments, and upload files to Egnyte., but they can share Direct links.
- Outlook add-ins are different from COM or VSTO add-ins, which are older integrations specific to Outlook running on Windows. Unlike COM add-ins, Outlook add-ins don't have any code physically installed on the user's device or Outlook and are supported via Office Store and add-in program. So if you have installed Outlook.COM Add-in on windows, we recommend disabling it.
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Egnyte for 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.
Related links
Egnyte for Outlook Admin Guide
Egnyte for Outlook Add-in: Metadata for saved emails (new)
Egnyte for Outlook Add-In: Upload a Local File
This integration is available to all Egnyte plans If you have questions. If you have questions, please reach out to your CSMs and report issues to support@egnyte.com.