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The FYI Drawer in Outlook allows you to view and file email attachments directly to FYI. This provides control over how attachments are filed when managing emails sent or received through Outlook.
This article explains how to file attachments where the email has been created and sent directly from Outlook.
Note: It is recommended to create and send emails with attachments from within FYI, to ensure all emails and attachments are filed to the correct client, cabinet and category.
Emails with Attachments Created in Outlook
Creating and sending emails with attachments from Outlook should only be used in limited scenarios where creating the email in FYI or filing the attachment to FYI is not possible.
Refer to the below for the recommended approach depending on whether the attachment is already filed to FYI.
| Attachment Filed to FYI? | Details |
| Yes |
The email should be created directly in FYI to avoid duplicate documents being stored in your platform. |
| No |
The document should be uploaded to FYI, and the email then sent directly from FYI, to ensure emails and attachments are filed to the correct client, cabinet and category. Where the attached document cannot be filed to FYI, refer to Completing Filing Details in the Email Drawer. |
Completing Filing Details in the Email Drawer
Where a document that is not filed to FYI but must be attached to an email created in Outlook, it is important that the filing details in the Email Drawer in Outlook are completed to ensure that the attachment files to FYI correctly.
- Create a new email in Outlook and attach the required document/s.
- Open the Email Drawer and expand the Filing section.
- Select the Client.
- Select the Cabinet and Categories, where required.
- The Name is the Email Subject and can be updated if required. This will be the name that displays in the Documents list in FYI.
- Select Create. This will save the filing details for the email and the attachment.
Note: Any attachments added after the filing details have been saved will not be filed to FYI.
- Expand the Attachments section to review the attachments.
Tip: Users can click the attachment to open the Filing Drawer for the attachment, and update the filing details where required. Refer to Displaying the Email Drawer in Outlook.
- When using Outlook Desktop, select Ctrl+s on your keyboard to save the email before sending.
Important Note: If the email is not saved, an incomplete version of the email may be filed to FYI. Emails created using Outlook Online will save automatically.
- Click Send. The email and attachments will be synchronised with FYI within 15 minutes.
If the filing details are not completed, and the email is sent from Outlook, the attachments will not automatically file to FYI and won't appear in your In Tray for separate filing. User's will need to file the attachments directly in FYI or from your Sent folder.
Draft in Outlook Emails
When an email is created in FYI using the Draft in Outlook option but sent later from the FYI - Drafts folder in Outlook with added attachments, those attachments will not file to FYI or appear in your In Tray. They also will not appear in the Attachments section of the Email Drawer.
To access these attachments, once the email has been filed to FYI, users will need to Export the email from FYI. Refer to Exporting Documents.
Filing attachments from your Sent Folder
When an email that includes attachments has been created and sent directly from Outlook, and the filing details were not completed, the attachments will not automatically file to FYI and won't appear in your In Tray for separate filing.
Click the relevant headings for details on filing attachments, whether filed with the same filing defaults as the email or filing the attachments separately.
To file the email and all the attachments at the same time, using the same filing details as the email:
- Select the Email from your Sent items in Outlook.
- From the Attachments section of the Email Drawer, click File All.
- A message displays as information that the attachments will all be filed with the same filing details.
- Click OK and the drawer displays. This shows the details for the first attachment that is shown in the Attachments section. The number of selected attachments is shown in the top right-hand corner, e.g. +1 more.
If needed, click the Back arrow in the top right-hand corner to return to the email.
- Select the filing details to be applied to all the selected attachments.
- Click File.
In the Attachments section of the Email Drawer, you can select which of the attachments to file at to the same Cabinet and Categories as the email, and leave remaining attachments to be filed separately.
- Select the Email from your Sent items in Outlook.
- In the Attachments section of the Email drawer, select one or more of the attachments.
- Click File Selected.
- A message displays as information that the attachments will all be filed with the same filing details.
Note: This message will not be displayed if only one attachment is selected.
- Click OK and the drawer displays. This shows the details for the first attachment that is shown in the Attachments section. The number of selected attachments is shown in the top right-hand corner, e.g. +1 more.
If needed, click the Back arrow in the top right-hand corner to return to the email.
- Select the filing details to be applied to all the selected attachments.
- Click File.
- The selected attachments will file to the nominated Cabinet and Categories. Any attachments that were not included are left in the attachments section of the email and can be filed at a later date.
To file each attachment separately, repeat each step above for each attachment.
Any unfiled attachments display as Not Filed in the Attachments section of the filed email.