Saving emails and attachments

Docubird for Outlook

Using Docubird in Outlook (on desktop and in the mobile app) requires an add-in. If Docubird is not already automatically visible in Outlook, follow the instructions in Getting Started with Docubird.

After activating the add-in, you can open Docubird via the Docubird icon. Use the pin icon to keep the side panel open by default for quick access while working in Outlook.

Save received emails and attachments

Save incoming messages or attachments directly from your mailbox.

• Open the email
• Click in the Docubird icon if the side panel is not yet visible
• Choose Save
• Select what you want to save: the entire e-mail or one or more attachments
• Navigate to the appropriate file location
• Confirm storage

Saving outgoing emails

You can also use Docubird to directly store emails you want to send yourself.

1. Set up a new email
2. Open the Docubird side panel in Outlook
3. Select which items you want to save (email, attachments or both)
4. Click Save and Send

Adding metadata

While saving messages, Docubird displays the relevant metadata fields associated with the file type. You can fill them in or modify them directly, so that emails remain well-ordered and can be easily retrieved later. Where possible, Docubird will suggest its own metadata based on the sender and storage location so you can move on quickly.

Linking metadata will prove increasingly important in the future. It not only provides better findability, but will also significantly speed up other processes. Think of automating processes set up based on metadata fields (e.g. reminders, approval flows, reports or Copilot analyses). For a future-proof organization, we recommend that you always populate the set fields.

Convert directly to PDF

You can save emails and attachments directly as PDFs. This is useful for archiving or sharing fixed, non-editable versions of documents. The Save as PDF option is available during the saving process and can be enabled or disabled as desired.

Managing Settings

Do you have set preferences for saving emails or attachments? Adjust them through the settings menu.

1. Click on the cog in the Docubird panel
2. Choose which file locations to display
3. Set your default home page (for example, SharePoint or OneDrive)

Determine how attachments are handled by default:

• Bijlagen automatisch selecteren

  Voorkomt dat je bijlagen handmatig moet aanvinken tijdens het opslaan. Je kunt dit per situatie nog uitschakelen.

  
  

• Bijlagen verwijderen uit e-mail bij opslag

  Verwijdert bijlagen uit de opgeslagen versie van het e-mailbericht. De bijlagen kunnen nog steeds losstaand voor opslag worden geselecteerd.

  
  

• Convert email to PDF on saving

  Automatically sets up a PDF version of the e-mail or attachment. This option can be turned off on a situation-by-situation basis.

You can also customize the metadata fields for e-mail headers if you wish, although in most cases it is recommended to leave them at the default value.