If your business is still manually archiving important emails—dragging them into folders, renaming attachments, or printing them out to scan later—you’re not alone. We’ve worked with countless clients who spent way too much time trying to organize and store their Outlook emails. It’s tedious, prone to error, and let’s be honest—nobody enjoys doing it.

But what if there was a way to save emails directly from Outlook into a secure, searchable digital filing cabinet—without the extra steps? That’s exactly what the DocuWare Connect to Outlook module delivers.

The Problem: Email Overload Meets Manual Chaos
Email is the lifeblood of most business communication, especially when it comes to contracts, approvals, invoices, and customer conversations. The problem? Outlook wasn’t designed to be a long-term storage solution. Folders get messy, files go missing, and users end up spending more time managing email than doing meaningful work.

Some businesses try to save emails as PDFs. Others print them out and file them in physical folders (yes, that still happens). None of these are scalable, especially when compliance, security, or fast retrieval are important.

The Solution: Connect DocuWare to Outlook
DocuWare is a document management and workflow automation platform that allows you to store, search, and organize your business documents digitally. With the Connect to Outlook module, DocuWare integrates directly into your Outlook inbox—making email archiving almost effortless.

Here’s how it works:

Save Emails with One Click

From right inside Outlook, users can click a DocuWare button to instantly archive an email and its attachments. It’s fast, intuitive, and can even prompt users to tag the email with useful metadata—like client name, project number, or invoice ID.

Smart Indexing & Automation

You can configure DocuWare to auto-categorize emails based on content. For example, if an email comes from a vendor with the subject line “Invoice,” DocuWare can automatically file it in your accounting folder and attach the correct metadata. No more renaming files or digging through folders.

Search in Seconds

Once an email is saved in DocuWare, it’s instantly searchable—by sender, subject, keywords, date, or any custom tag you’ve added. That means no more scrolling through Outlook looking for that one message from last March.

Security and Compliance

Emails stored in DocuWare are protected with user permissions, audit trails, and encrypted access. This is a huge win for companies that need to comply with HIPAA, GDPR, or other data regulations.

Who Benefits from This?

  • Accounting Teams who need to track invoices or vendor correspondence.

  • HR Departments managing employee communication and documentation.

  • Legal or Compliance Officers who require a secure, searchable trail of communication.

  • Any Business drowning in email and wasting time trying to organize it all.

Real Talk: Manual Archiving Is a Productivity Killer
We’ve had clients who spent hours every week dragging emails into folders and manually organizing them. One accounting team had to print every vendor invoice that came by email just to file it correctly. Once they implemented DocuWare with Outlook integration, that entire process was reduced to a few clicks.

If your business relies heavily on Outlook and you’re still handling email archiving the hard way, it’s time to modernize. DocuWare’s Connect to Outlook module gives you a smarter, faster, and more secure way to manage your emails—without disrupting your current workflow.

Interested in seeing it in action? Reach out—we’d be happy to set up a quick demo and show you how easy it can be to leave manual email archiving behind.