Who is this article for?

Users who want to learn to insert as a PDF capability.

No elevated permissions are required.

The Mail Manager App allows you to insert Microsoft Word, Excel, or PowerPoint documents from SharePoint, Teams, or OneDrive directly into Outlook emails as PDFs, eliminating the need for manual conversion and saving time.

1. Understanding the insert as PDF capability

The Mail Manager App enables you to capture, classify, and access business-critical content from within Outlook. You can select a Microsoft Word, Excel, or PowerPoint document stored in SharePoint, Teams, or OneDrive and convert it to PDF format when inserting into an email.

Without the Mail Manager App, this process would require multiple steps: opening the file, using Save as to convert to PDF format on a local drive, creating a new message in Outlook, browsing to the saved PDF file, and attaching it. The Mail Manager App reduces this to a single step.

PDFs are a secure industry standard for business-to-business communication. Documents remain in SharePoint in their original format whilst the file sent is secure and uneditable.

2. Using the insert as PDF feature

The insert as PDF capability is available on Outlook desktop, Outlook Web App (OWA), and Outlook for Mac.

The insert capability does not affect transaction counts, so you can insert files from OneDrive even after reaching your transaction limit in the save process.

3. Deploying the Mail Manager App

The Mail Manager App can be centrally deployed across your organisation from within the Office 365 Admin Center. The app works in every Microsoft Outlook environment, including:

• Outlook on Windows
• Web browser
• macOS
• iOS
• Android phones

Tip: Stay updated with new capabilities by regularly visiting the What's New section or submitting your suggestions.