How to use the Zoho WorkDrive add-in for Microsoft Outlook

How to use the Zoho WorkDrive add-in for Microsoft Outlook

Zoho WorkDrive add-in for Microsoft Outlook helps you save time and boost productivity by letting you:
  1. Save email attachments directly to WorkDrive.
  2. Save a copy of your Outlook email in .eml file format.
  3. Share WorkDrive files as share links in email conversations.

Save email attachments directly to WorkDrive

You don't have to download your Outlook attachments anymore to upload them to your WorkDrive account. Instead, you can now save the attachments directly to your WorkDrive account by using the WorkDrive add-in.
  1. Open any email that has attachments in your Outlook account.
  2. Click on the Apps icon located at the top of your email. This will open the pop-up window where all your installed add-ins will be listed.



  3. Click Zoho WorkDrive for Email add-in from the list. This will open the collapsible WorkDrive window on the right.

    Note: If required, you can pin the WorkDrive window on the right by clicking the Pin  icon at the top of the WorkDrive window. With this, you can switch between multiple emails and save attachments more easily.

  4. Select the attachments you want to save in WorkDrive and click Save attachments. 
    If you want to save all attachments at once, click the Select all icon next to File name and click Save all.



  5. Choose a destination WorkDrive location where you want to save these attachments and click Save attachments in WorkDrive.
    On the next screen, you will be notified when the files are successfully uploaded to your WorkDrive account.

Save a copy of your Outlook email in .eml file format

Users can now save an entire email content as a copy to WorkDrive in EML (Electronic Mail Format) file format. This way, you can have a backup of important emails and preview them right from WorkDrive whenever you need them.
  1. Select any email and click on the Apps icon located at the top of your email. This will open the pop-up window where all your installed add-ins will be listed.
  2. Click Zoho WorkDrive for Email add-in from the list. This will open the collapsible WorkDrive window on the right.
  3. In the WorkDrive window, choose Save Email as .EML file option.



  4. Select a WorkDrive folder to which the EML file should be uploaded.
  5. Click Save. The selected email will be uploaded as an EML file in WorkDrive.
Notes:
  1. An EML file will contain the email content along with the details, such as subject, sender email address, recipient email address, date and time of the email, and attachments (if any).
  2. Currently, you cannot download attachments in an EML file from the WorkDrive preview. Only the file name will be available for reference.

Share WorkDrive files via Outlook

The WorkDrive add-in for Outlook lets you share WorkDrive files as secure links so you can attach files of any size.
  1. Click the New mail button in the top-left corner. The New mail dialog box will open on the right.
  2. Click on the Apps icon located at the top of your email. This will open the pop-up window where all your installed add-ins will be listed.
  3. Click Zoho WorkDrive for Email add-in from the list. This will open the collapsible WorkDrive window on the right.
  4. In the WorkDrive window, select the files you want to share and click Share items to Microsoft Outlook.
  5. Choose the appropriate share permission for the file or folder and attach the link. The available share permissions for a file or folder are:
    1. Members with access permission in WorkDrive.
    2. Members of your team in WorkDrive (View/Comment/Edit).
    3. Anyone on internet (View only).
  6. You'll see the attached file or folder permalink(s) in the body of your email.



Notes:
  1. If you add a new user to the email thread, the shared links in past conversations can only be accessed if they've required access permissions.
  2. If a user already has a higher permission on a file in WorkDrive, the higher permission will take precedence.
  3. If you change a user's access permission in Outlook, the change will also be reflected in the WorkDrive web app and Cliq app.
  4. Links shared in emails can be stored and accessed even if the email is deleted or trashed.

For Outlook older version

To save email attachments directly to WorkDrive

  1. Open any email that has attachments in your Outlook account.
  2. Click the More actions (...) icon at the top of the email window and select the Zoho WorkDrive for Email add-in from the dropdown. This will open the collapsible WorkDrive window on the right.

    Note: If required, you can pin the WorkDrive window on the right by clicking the Pin  icon at the top of the WorkDrive window. With this, you can switch between multiple emails and save attachments more easily.

  3. Select the attachments you want to save in WorkDrive and click Save attachments. 
    If you want to save all attachments at once, click the Select all icon next to File name and click Save all attachments.

  4. Choose a destination WorkDrive location where you want to save these attachments and click Save attachments in WorkDrive.
  5. On the next screen, you will be notified when the files are successfully uploaded to your WorkDrive account.

To save a copy of your Outlook email in .eml file format

  1. Select an email that you want to save to WorkDrive in .eml file format.
  2. Click the More actions (...) icon at the top of the email window and select the Zoho WorkDrive for Email add-in from the dropdown. This will open the collapsible WorkDrive window on the right.
  3. In the WorkDrive window, choose Save Email as .EML file option.
  4. Select a WorkDrive folder to which the EML file should be uploaded.
  5. Click Save. The selected email will be uploaded as an EML file in WorkDrive.
Notes:
  1. An EML file will contain the email content along with the details, such as subject, sender email address, recipient email address, date and time of the email, and attachments (if any).
  2. Currently, you cannot download attachments in an EML file from the WorkDrive preview. Only the file name will be available for reference.

To share WorkDrive files via Outlook

  1. Click the New email button in the top-left corner. The New email dialog box will open on the right.
  2. Click the More options (...) icon at the bottom of the New email window and select the Zoho WorkDrive for Email add-in from the dropdown. This will open the collapsible WorkDrive window on the right.
  3. In the WorkDrive window, select the files you want to share and click Share item(s) to Microsoft Outlook.
  4. Choose the appropriate share permission for the file or folder and attach the link. The available share permissions for a file or folder are:
    1. Members with access permission in WorkDrive.
    2. Members of your team in WorkDrive (View/Comment/Edit).
    3. Anyone on internet (View only).
  5. You'll see the attached file or folder permalink(s) in the body of your email.
Notes:
  1. If you add a new user to the email thread, the shared links in past conversations can only be accessed if they've required access permissions.
  2. If a user already has a higher permission on a file in WorkDrive, the higher permission will take precedence.
  3. If you change a user's access permission in Outlook, the change will also be reflected in the WorkDrive web app and Cliq app.
  4. Links shared in emails can be stored and accessed even if the email is deleted or trashed.

Also read:
  1. Zoho WorkDrive add-in for Microsoft Outlook
  2. How to use and manage add-ins in Microsoft Outlook