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, select the desired message and select Save to Aras from the Aras ribbon (or toolbar in Outlook 2007), or right-click and select 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. Select the Document Type and an optional Link to item and enter a Description of the email. Click OK.

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 by default, or may be modified by your administrator:

  • The body of the message is stored as a file called “Message.msg”, available on the Files tab
  • File attachments from the message, if any, are stored with their existing names on the Files tab
  • The Description you enter in the dialog is stored in the Description field in Aras
  • Properties from the email message including Subject, From, To, Cc, and Date may be mapped into Aras.
  • 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.msg file preserves the content exactly, and can be viewed by clicking on the file hyperlink. Likewise, other attached files can be viewed from Aras by clicking on their hyperlinks. 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.