Email Capture - Overview

Email Capture lets users save emails and their attachments from Microsoft Outlook directly into Egnyte Project folders either manually on demand, or automatically via rules configured by the administrator.

Filed emails are stored as .eml files inside a structured folder hierarchy within the relevant Egnyte Project. Once filed, emails are discoverable via Egnyte search and can be previewed in the Egnyte Web UI, giving teams a single, searchable record of all project correspondence alongside the rest of the project files.

Benefits and Capabilities

Project decisions, approvals, and key communications often live only in individual inboxes making them invisible to the broader team and difficult to retrieve later. Email Capture solves this by bringing correspondence into Egnyte so that:

• Project teams have full context on decisions, regardless of when they joined
• Filed emails are searchable alongside documents, drawings, and other Project files
• Records are preserved for legal, compliance, and audit purposes
• Teams moving from tools like Newforma have a familiar, structured filing workflow

Requirements and Prerequisites

Before Email Capture feature can be used, ensure the following configurations are in place by Egnyte Admin:

• Outlook version: New Outlook for Mac or Windows (classic Outlook is not supported)
• Egnyte for M365 in Outlook : Must be installed from the Microsoft AppSource 
• Folder mappings : Requires an Exchange server connection configured in Egnyte Settings by a domain administrator
• Email Capture: Feature must be enabled by administrator
• Permissions: User must have at least Editor permission to the Egnyte project folder to capture emails to
• Supported mail provider: Microsoft Exchange or Microsoft 365. Other email providers are currently not supported

Limitations and Known Issues

• Outlook Compatibility: The Egnyte Outlook Add-in and all Email Capture features require New Outlook. Classic Outlook is not fully supported. Users who are restricted to Classic Outlook by their IT policy will not be able to use all manual email capture features.

• 50,000 Files Per Folder Limit: Egnyte enforces a limit of 50,000 files per folder. For high-volume projects, when this limit is reached within a monthly folder, a new sub-folder is automatically created using the naming convention: YYYY-MM (Month Name) [From MMM DD] 
  Example: 2026-01 (January) [From Jan 20]

  The folder split is handled automatically. No action is required from the user, be aware that emails for a single month may span more than one folder on very active projects.

• Thread Filing via Add-In: Thread filing via the manual Outlook Add-in is not yet available.
• Multi-Domain Support: Automated Email Capture currently supports the following multi-domain configurations
  • One S&G tenant with one Exchange server + multiple Egnyte domains
  • Multiple S&G tenants, each with the same Exchange server + one Egnyte domain per tenant
  • The following configuration is not supported:
    • A master Egnyte domain (with its own S&G tenant) plus sub-domains under different S&G tenants, where all email capture configurations need to be visible from the master domain.

    • Users on unsupported MEM setups who wish to file to multiple domains must sign out and sign back into the add-in for each domain. Full MEM support is planned for a future phase.

      Contact the Egnyte account manager or Egnyte Sales team for assistance if clarification is required regarding your domain setup.

• Automated Capture (Configuration Is Folder-to-Folder Mapping): The Automated Capture flow relies on admin-configured mailbox-to-Egnyte folder mappings. Rules must be set up manually per project. There is no out-of-the-box auto-detection of which project an email belongs to. AI-assisted automatic routing is under consideration for a future phase.
• Timestamp Discrepancy (Known Issue): In some cases, the message date metadata on a filed email and the date shown in the filename may differ by one day. This is caused by time zone differences between the sender and recipient.

Additional Resources

• Email Capture - Admin Guide
• Email Capture - User Guide