5.1 Saving E-mail Messages from Outlook

From within Outlook it is possible to save an email message from any folder (Inbox, Sent, etc.) to Aras using the Save to Aras command. This can be done from either the main Outlook window, or when the message is open in its own window. From the main window, just select the desired message and pick Save to Aras from the Aras ribbon (or toolbar in Outlook 2007), or right-click and pick Save to Aras.

Aras Office Integration 1.0

If you have the message open in its own window, use the Save to Aras command in the Aras ribbon.

Aras Office Integration 1.0

A reduced version of the Save to Aras dialog then appears; the only options are to select the Document Type and an optional Link to item.

Aras Office Integration 1.0

The save process will create an Aras Document using the numbering convention established for the selected Document Type. Information from the email message is stored in the Aras Document as follows:

  • The body of the message is stored as a file called "Message.mht", available on the Files tab
  • File attachments from the message, if any, are stored with their existing names on the Files tab
  • Properties from the email message including Subject, From, To, Cc, and Date may be mapped into Aras. Configuration at your site will vary.
  • If enabled by your administrator, the body of the message can also be displayed in a Message property directly within the header area of the Document form.

The option of displaying the message body in the form allows the message to be read directly, but may not display some complex message formatting exactly as shown in Outlook. The Message.mht file preserves the content exactly, and can be viewed by right-clicking on the file and selecting View "File". Likewise, other attached files can be viewed from Aras using View "File", assuming there is a viewing application available which can view the particular file type. Note that MS-Office files that are attached to emails can be opened from Aras into their proper Office application, but are not managed for editing purposes as described in section 4.

Aras Office Integration 1.0

Saving an Outlook email message to Aras is a one-time operation, so there is no connection established between the message in Outlook and the resulting Document in Aras. If you were to save the same email message to Aras a second time, it will just create a second Document.