Automatically Save Email Headers in SharePoint and Teams Columns Using harmon.ie Classic

harmon.ie’s email header mapping ensures that key information from your emails – like subject, sender, recipients, and sent date – is automatically extracted and saved as metadata when you save an email into SharePoint or Teams. This makes it easier to organize, classify, and find important emails later, without requiring manual tagging.

By mapping email headers to predefined metadata fields, harmon.ie helps your organization maintain consistency, improve searchability, and support compliance – right from Outlook.

How to define email header mapping?

There are two ways to define email header mapping in harmon.ie Classic:

  1. Automatic email header mapping (available in harmon.ie Classic 9.5 and later):
    • No Microsoft 365 admin involvement required
    • Ideal for standard setups and quick configuration
    • Works out-of-the-box for both harmon.ie Classic and New harmon.ie
  2. Customized email header mapping via SharePoint Web interface:
    • Supports custom columns and non-standard column and content type names
    • Recommended if your document libraries already include Email content types or email columns
    • Requires Microsoft 365 admin assistance
    • Requires customizing email header mapping in New harmon.ie (if using a mix of harmon.ie Classic and New harmon.ie)

Automatic email header mapping (harmon.ie 9.5+)

Users should have a minimum permission of Edit to be able to create an Email view in the Microsoft 365 location.

When users upload an email message to SharePoint or Teams, harmon.ie looks for an existing Email content type and email columns in the library. If email columns are found, harmon.ie maps the email’s headers into the metadata columns. If the Email content type is found, harmon.ie assigns it to the uploaded email.

harmon.ie's Email View

If email columns are not found, harmon.ie can prompt the user to create them. You can control whether and where this prompt appears.

Prompt options:

  • When saving emails to Teams and SharePoint
  • When saving emails to Teams only (default)
  • None – Never prompt the user

How to control whether and where harmon.ie prompts to create an email view

  1. Users can control this setting in the harmon.ie options.
  2. Administrators can centrally manage this setting to all users using the AutoEmailHeaderMappingBehavior provisioning registry key. [Download registry key sample]

If approved, harmon.ie will automatically create:

Email metadata columns created by automatic email header mapping

Email Column Display Name Type Description
Attachments Single line of text Indicates if the message has attachments. The default value should be “No”
CC Single line of text Carbon copy recipients
Conversation Index Single line of text Unique conversation identifier
Conversation Topic Single line of text The original subject line, can be used for grouping emails
From Single line of text Sender’s address
Mail Preview Data Multiple lines of text A harmon.ie-specific column that enables previewing email messages in harmon.ie
Received Date and Time Received date and time
Subject Single line of text Email subject line
To Single line of text Primary recipients
  • harmon.ie will not create an Email view if the library is already configured for email header mapping.
  • If the site or site collection is already configured by the administrator with a custom email content type but the specific library isn’t, users are instructed to contact their administrator.

Limitation: harmon.ie uses the language set in the harmon.ie sidebar, not the SharePoint site language, when creating metadata columns.