Working with documents using Xtendis 7 in Microsoft Outlook

Using the Xtendis add-in in Microsoft Outlook makes it possible to easily and quickly add e-mail conversations to an archive in Xtendis.

Once added, e-mails are archived in PDF format.

This article explains how this is done.

Note: It is assumed here that the add-in has been added to Outlook and that you are logged in to an Xtendis environment. For details, see Adding an Xtendis 7 add-in to a Microsoft Office application.

Accessing the Xtendis panel

Archiving e-mails to Xtendis is done by using the Xtendis panel. To access the Xtendis panel, do the following:

Step 1. Select an e-mail.

Step 2. Display the Xtendis panel by choosing Xtendis Outlook from the All apps icon in the ribbon.

Tip: Click the Pin icon to pin the panel so that it does not close when selecting a different e-mail.

Step 3. Select an e-mail.

Adding a new e-mail to Xtendis

When a selected e-mail is not yet added to Xtendis, a message appears in the Xtendis panel:

Step 1. Click Upload e-mail.

The panel connects to Xtendis and shows the options for adding the e-mail to an archive that you have access to.

Step 2. From the Archive list, choose the archive to which you want to add the e-mail.

Step 3. (Optional) Select the Fill in properties now option to add properties now. Fill in the details as needed or add them in Xtendis after the e-mail has been added.

Note: For more information about properties and adding them in Xtendis, see Working with properties in Xtendis 7.)

Step 4. Click Upload.

The e-mail is added to the archive and options appear to further work on it:

• Open in Xtendis. This opens the document in Xtendis. For details, see Working with documents in Xtendis 7.
• Copy the document link. This copies the link to the archived document in Xtendis. Use it to send it to someone who has access to the archive.
• Add document again. Use this when the e-mail needs to be added again, for example to a different archive.

In Outlook, an 'Xtendis' label is added to the e-mail to indicate that it has been archived, and for easily finding archived e-mails in Outlook.

Note: This functionality can be enabled or disabled by the system administrator.

Adding an e-mail which already exists in Xtendis

When an e-mail is selected which is already archived in Xtendis, a message to inform you about this appears in the Xtendis panel:

Tip: Click the message to quickly open the archived e-mail in Xtendis.

When the e-mail needs to be added again, for example to a different archive, click Upload again.

Follow the same steps as for uploading a new e-mail as described above.