M-Files Outlook Pro

This blog post provides an overview of the latest release of Outlook Pro from M-Files. It covers both the standard features and the enhancements in the new version.

M-Files Outlook Pro is an M-Files integration for Microsoft Outlook within an M-Files Vault. It works with both the new Outlook Client and the Outlook Web-Client. To ensure backward compatibility, it is also compatible with Outlook Classic Client.

Introduction

The M-Files Outlook Add-In (M-Files for Outlook) is a powerful tool that integrates M-Files directly into Microsoft Outlook. This product will enhance productivity and compliance by streamlining the way in which users manage emails and attachments.

This blog post takes a closer look at the M-Files Outlook Pro add-in. M-Files offers a variety of Outlook add-ins, each with different features, licensing and pricing.

The core features are as follows:

• 📥 Email Saving to M-Files
• 📎 Attachment Management
• 🔄 Automatic Email Archiving
• 🧠 Metadata Suggestions

M-Files Outlook Pro offers users all features for their professional needs:

• 🔗 Linking Emails to M-Files Objects
• 📤 Send and Save
• 🔍 Vault Search in Outlook
• ⚙️ Custom Metadata Card
• 🧾 Email Templates
• 📜 Compliance & Traceability
• 🔐 Security and Access Control
• ⚡ User Experience Enhancements

Further details on some of the features mentioned above will be provided in this blog, or in subsequent blogs.

M-Files Outlook versions compared

✅ fully supported
⚠️ limited supported
❌ not supported

The M-Files for Outlook Add-In (Classic Outlook) is currently in maintenance mode. It is important to note that there are no new features being developed. Only critical bug fixes will be provided.

M-Files Outlook Pro connected to an M-Files Vault

The screenshots below provide a comprehensive overview of the M-Files Outlook Pro interface and how it integrates with an M-Files Vault.

The Outlook Client with the integrated M-Files button is shown on the left.

Clicking on the blue M-Files button allows you to easily store the email in the M-Files vault.

The second picture shows the dialogue box that allows you to select the desired class. Moreover, the metadata that should be used can be selected.

The screenshot on the right shows the email stored in an M-Files vault. In this demonstration, I have selected the Outlook Pro class. You can adjust this according to your specific needs.

Another useful thing about Outlook Pro is that it can automatically save emails to M-Files based on Outlook rules. I’ll share more details on this topic in a follow-up blog. Keep an eye out for this blog, which will be published in the next couple of weeks.

Conclusion

M-Files Outlook Add-In versions are Microsoft Office Web add-ins. You can install them in two ways: via Microsoft 365 or via a manifest in a Microsoft environment.

The lite version is the optimal choice for those with a limited need to store emails and attachments in an M-Files Vault, and when a manual process is an option.
Should you require a solution for storing large quantities of emails and attachments, the Pro version is the optimal choice. This is especially useful if you need to make email conversations available for an entire team, such as customer or vendor management.

Contact us or me for more information about M-Files or to discuss a specific use case. We are pleased to prepare a demonstration or proof of concept for your specific use case.