Email Capture - User Guide

Email Capture enables users to save project emails and their attachments directly from Microsoft Outlook using Egnyte for M365 in Outlook, keeping important correspondence accessible alongside other project files. This guide covers the end-user configuration steps.

Refer here for the Admin Guide.

Configuration Steps

Use the Egnyte M365 app in Outlook  to create folder mappings and sync Outlook folders with Egnyte Project Folders.

1. Open Outlook Add-in and go to the Folder connections
   
2. To create a mapping, users can also use the link in the notification they receive when an Admin enables Email Capture on their domain.
   
3. In the Folder Connections panel, review recommended connections and click on Approve connections to approve them and create mappings.
   
4. Users can also create new mappings. Select Not connected from the dropdown, choose the Outlook folder to map, and click the Pencil icon on the right to edit it.
   

5. Select the Egnyte Project Folder to map to the selected Outlook folder.
   

   Project Folders marked as Bookmarks will appear on the top of the list.

6. Click on Change to confirm
   
7. Egnyte Project Folder will be connected to the Outlook folder. Any email moved to this Outlook folder will be automatically saved to the corresponding Egnyte Project Folder. Users can just drag and drop them. The new mapping will appear in the All and Connected tabs.
   

Remove Connection

• To remove a mapping, click the bin icon.
  
• Confirm the deletion in the dialog that appears.
  

Edit Connection

• Use the pencil icon to change connected folders
  
• Select target Project folder from the list
  
• Click on Change to Confirm
  

Manually Save an Email to Egnyte

Use the Egnyte M365 in Outlook to file a specific email and its attachments at any time. Refer here for details. 

1. Open the Egnyte Add-in: In Outlook, select the email to save. Click the Egnyte icon in the top ribbon to open the side panel.
   
2. Select content to save: In the Egnyte side panel, check the box for Select all to file the email and all attachments, or check individual items to file selectively. By default, toggle to save all emails in the thread is on but users can turn off this setting. Choose a destination by clicking on the Select location button at the bottom of the panel.
   

3. Navigate to folder: Browse Egnyte folders using the Projects, All, or Bookmarks tabs. Select the specific project folder where the email should be stored. Click the Save to Egnyte button.
   

   Search within the folder picker searches across all folders, regardless of which tab is currently selected. Tab-specific search filtering is not yet available.

4. Verify: Once the upload is complete, a View in Egnyte link will appear. Click it to open the Egnyte Web UI and confirm the file's location.
   

Preview for Saved Emails and Attachments  

In the Egnyte web interface, users can preview saved emails and attachments. 

1. Click any file to open the preview. To see all emails and attachments in a thread, click the thread icon on the left.
   
2. The thread panel shows all emails and attachments in a thread. Click any file to open it in preview and quickly review the whole thread.
   

Expected Behavior

File Storage and Folder Structure

Filed emails are saved as .eml files and stored within the following folder structure inside the target project:

Emails / YYYY / YYYY-MM (Month Name)

Example: Emails / 2026 / 2026-03 (March)

• Monthly folders are used, there are no day-level subfolders
• Folder names display the year first for chronological ordering across multiple years
• Email attachments are stored separately in the same monthly folder alongside the .eml file

Visual Indicators in Outlook

Once an email has been automatically filed to Egnyte, it will be labelled with the Egnyte category in Outlook. This provides a visual indicator that the email has been successfully filed, reducing the likelihood of duplicate filings. Visual indicators are visible only for emails filed with automated configuration. 

Email Metadata

Each filed .eml file is tagged with the following metadata in Egnyte:

Metadata Field	Description
From	Sender email address
Date sent	Date the email was sent by the sender
Date received	Date the email was received
Email subject	Subject line of the email
Email ID	Unique ID of the email in the recipient's inbox
Internet Message ID	Universal message ID (same across all recipients' inboxes)
Conversation ID	Unique thread identifier
CC	Comma-separated list of CC recipients
Number of attachments	Total count of attachments on the email
Attachment name	Empty for .eml files; file name for each attachment

Emails With No Subject

Emails without a subject line are saved with the naming convention: YYYY-MM-DD_HHMMSS (No subject) <hash>.eml

Attachments in Filed Emails

When an email is filed, its attachments are extracted and saved as separate files in the same monthly folder. The .eml file itself will contain a text notice indicating that the attachment was removed and filed separately. This notice is visible in standard desktop email clients (For example: Outlook, Thunderbird).