Work with emails in WorkZone

In the WorkZone 365 pane in Microsoft Outlook, you can edit email information for your sent or received emails saved to WorkZone.

Prerequisite: WorkZone 365 Outlook - Mail module is only supported with Microsoft Exchange Server Online. It is not supported with Exchange Server 2019 or Exchange Server 2016.

Tip:

Click Pin in the upper right corner of the WorkZone 365 pane, to pin this pane. This will prevent it from closing when you switch between emails. However, if you need to switch between many emails very quickly, we recommend not to pin the WorkZone 365 pane, and instead open it for a particular email with which you want to work in WorkZone (see Outlook Mail — Incorrect data is shown for some time in the pinned WorkZone 365 pane when you are quickly switching between emails).
You can also work with saved WorkZone emails from WorkZone Client and WorkZone Explorer.

All sent and received emails are saved to WorkZone. Send a new email to save it to WorkZone.
An email and its attachments are saved to WorkZone as a single.eml file.
For emails saved to WorkZone, you can change information in all fields. Click Save after changing the email information in the WorkZone 365 pane, to save your changes to WorkZone.
Before an email is saved to WorkZone for the first time, you can select its State as Archived – ARK or Locked document – UL.
- Locked document – UL. The email state can be changed to Archived – ARK.
- Archived – ARK. The email state cannot be changed.
The Document type field will be automatically set to I, Incoming, except for the following scenarios:

If sender is the current user, the Document type will be set to O, Outgoing.
If sender's email is directly in the To or Cc fields, the Document type will be left empty.
If the email is located in a shared mailbox, the Document type will be left empty.

Configure WorkZone 365 pane

See Configure Documents tab of the WorkZone 365 pane.

Manage email parties

Email parties are the contacts that relate to the email. The contact's role (for example, Sender or Recipient) defines how the contact relates to the email.

When you open the WorkZone 365 pane, the contacts of an opened email will be automatically added as parties on the Parties tab:

The email sender will be saved as a party with the Sender role.
The email recipients on the To and Cc lines of the email will be saved as parties with the Recipient role.
The recipients on the Bcc line of an email will not be added as email parties.

Note:

You will be notified if an email contact is not found in WorkZone database.
If there is more than one contact registered with the same email address in the WorkZone database, you will be prompted to select which contact you want to save as a party on that email.

Add WorkZone contacts as email parties

You can add or remove email parties or change their roles at any time.

On the Parties tab of the WorkZone 365 pane, use the Add parties search field to add new parties to the email. The parties available in the search are specified for this email in WorkZone Client. You can search parties by name or by email.
Tip: When searching, word order does not matter, but you must enter full words. You can also use a wild card operator * to replace one or more characters in a word. For example, type "Eliz*" to find "Elizabeth".
If necessary, change roles for the parties. The default role is Party.
If necessary, click the "X" next to the party to remove it.
Click Save.