Archiving emails in Outlook

You can archive emails to a SkyVault site or folder in a number of ways.

1. Archive an email manually by using one of the methods specified (either right-click or navigate to the toolbar).
2. In the Archive Directly dialog, select a SkyVault site and folder from the directory tree, or select a folder and site from Previously selected folders.
3. You might see a Metadata dialog, if this has been configured by your system administrator. Enter the information needed for archiving the email.

   For example, you might need to enter a title, description and any associated tags. If you're filing a number of emails, you can check Remember metadata for next object to remember your settings for the next time you archive an email.

   Here is an example Metadata dialog:

   

   • 1 / 1 Your Flexible Benefit Choices indicates the number of emails that you are archiving, and the title of the current email. If you're archiving more than one email, the Next and Previous options are enabled so that you can page between the emails.
   • If you have email attachments, the Apply to all attachments option is enabled and you can apply any metadata you enter to all attachments related to that email.
   • If you're archiving more than one email, the Apply to all emails option is enabled and you can apply the same metadata to all emails that are being archived.
   • If you copy a single file to a folder in SkyVault, and then choose the Cancel option to stop the transfer, the file will still transfer into SkyVault. The Cancel action works best when transferring multiple files. The last transferred file will remain in SkyVault, however the other files will not be transferred.
   • Select Save to save your changes.
   A check is made for duplicates during email archiving. The ID of each email is checked to see if it has already been saved in the same folder or on the same site. If the email has already been saved, a message is displayed saying that the message already exists in the repository, giving details of who archived the file, when it was archived, and the path of the archived file. You can open or overwrite the previously archived email, or cancel the archive operation.

   Note: Overwriting the previously archived email is possible only if the email to be overwritten is in the same folder and overwriting has been enabled in the SkyVault Admin Tools settings. See Configuring email integration and metadata settings in SkyVault Share from more information.

   When an email is archived, it is identified with a SkyVault icon in the Outlook inbox:

   An email that is archived as an attachment can be opened directly by double-clicking the email in Outlook. The email looks the same as it did before archiving and can be read normally. An email that is archived as a link can be loaded into Outlook by clicking the link in the email.

   See Configuring metadata for Outlook for metadata configuration guidance.