Microsoft Outlook Add-in User Guide

What are the benefits?

The Mailsphere Outlook Addin provides direct access from your local instance of Microsoft Outlook into the powerful search facility of your Mailsphere personal archive.

For too long email archives have been treated as a necessity of regulation or a precaution in case of a disaster with the email system.  At Mailsphere we see the email archive as a valuable storage of your companies most well used communication tool.  The Mailsphere Outlook Addin allows you to quickly search the archive to find the content that will help you answer the latest customer query or colleague request.

Starting for the first time...

On starting up you will notice the following changes to the default view:

  1. A Mailsphere Ribbon - providing access to help guides, a quick link to the web portal and the advanced search options
  2. Email action buttons - enabling an email to be reported as spam and to invoke a quick archive search on the sender or subject
  3. A Mailsphere navigation bar item - allowing full access to the personal archive and Addin features

Authorise the Outlook Addin with your Mailsphere profile

Authorise the Outlook Addin with your Mailsphere profile

The Outlook Addin needs to connect to your Mailsphere profile to be able to access the archive.  The first time you select the Mailsphere option a login box will appear that will require your Mailsphere credentials.

If you have not set your Mailsphere password yet you can do that by following this link:

https://portal.mailsphere.co.uk/first-time

Toggle the Navigation Bar

Toggle the Navigation Bar

By selecting the more options in the navigation bar it is possible to access the Navigation Options of Microsoft Outlook.  Through here you can toggle between the full view and the compact view.

Mailsphere recommends unchecking the 'Compact Navigation' option so easier access to these screens is available.

Reporting an email as Spam

Reporting an email as Spam

If an email reaches your inbox that you have not requested it is possible to report this email as spam to Mailsphere. This will help provide useful feedback to the Mailsphere spam filters so they can learn what emails you view as legitimate and which ones are not desired.

Note: If an email is a newsletter from a well regarded source we recommend unsubscribing using the link that will be available in the email itself.

How to report as spam

How to report as spam

To report an email as Spam there are two methods available:

  1. In the email view / preview a quick action button is available
  2. Through the application menu, accessed by right clicking on the email summary item, a Flag as Spam option is accessible

What happens to email reported as spam?

What happens to email reported as spam?

Once reported as Spam the email will be moved into the Junk Email folder of your Microsoft Outlook / Exchange server.  

The email will also be reported to Mailsphere and moved to the Spam folder of your Personal Archive.  This step also allows Mailsphere to include this email content in your organisations Spam training. This Spam training studies the content so that future emails can more accurately be handled.

Searching your Mailsphere archive

The real benefit of having the Mailsphere Outlook Addin is that it gives you instant access to the fast and versatile search of your Mailsphere archive.  Search can be accessed through the following methods:

  1. The Advanced Search in the Mailsphere ribbon - this gives you the most control over your search
  2. The Search on Sender quick action button will appear in all emails
  3. The Search on Subject quick action button also appears in all emails
  4. Perform a search on a block of text within an email by highlighting the string of text and right clicking inside the email to access the Mailsphere sub menu

Searching from within the Mailsphere Outlook Addin

Once you are in the Mailsphere Outlook Addin you can also perform a quick text search using the field at the top of the email lists.  This quick search field will search across recipients, sender, subject and text from the email body.

Advanced Search

Advanced Search

The advanced search provides you with the greatest control over your archive search.  This will help you find the content that you need in a hurry.

  1. The Search Text field will search across all fields including the email body.  Try to use word or phrase that is no so common to improve your chances of a successul search.
  2. Date within will allow you to select a single date and search around that day by any where from 1 day to 1 year.
  3. The From and To fields allow you to specify who the email was sent by and who was a recipient of the email.
  4. The subject line helps if you are looking for all emails linked to a specific conversation.