Publish Existing Emails to the Same Location

You can publish up to 100 emails from your Outlook mailbox to the same locations in PIM. By default, any attachments are published with the email, but you can choose to publish them as separate documents.

You must have the Deltek PIM Outlook Add-in installed and enabled.

To publish existing emails to the same location:

1. In Outlook, select the email that you want to publish.
   Hold the CTRL key to select multiple emails.
2. On the Outlook toolbar, in the Deltek PIM group, click PIM Smart Publish.
3. On the Publish Emails window, choose a publish location from one of the following options:
   • Publish to Suggested Location. To publish the emails to a suggested location, select the location in the Publish Email To Suggested Locations pane.
     Note: Each location displays a rating for how strong the suggestion is.
   • Publish to a Recent Location. To publish the emails to a location that you have recently published to, select the location in the Or Recent Locations pane.
   • Publish to a New Location. To publish the emails to a different location, click New. On the Document Attribute Selection window, select the locations that you want to publish the emails to. If one or more locations are linked to attributes, you can select one or more entity records to link the emails to. For example, if you select a project-based location, you can choose to link the emails to a particular project.
     Note: By default, when you select a new location, it is saved to your recent locations so that you can quickly publish emails to the same location in future. If you do not want to save the location to your recent locations, deselect the Save to Recently Used check box.
   • Search for a Location. To search for a location to publish to, enter you search text in the Quick Add Recent Location field. As you type, a list of matching locations displays, and you can click a location to select it.
4. In the Details field, enter any supporting information about the emails.
   Any information that you add here is displayed to users in the Information Zone when they view the Summary Details of a published email. Note that details you enter here is applied to all emails that you have selected to publish.
   To apply the same details to any attachments that you choose to publish, select the Apply to All Attachments check box.
5. If one or more emails contain attachments, and your system supports email attachments, click the Attachment tab and do one the following:
   • To publish all attachments to the same location, select a location from the list under Publish All Attachments To. Alternatively, if you do not want to publish any attachments, select Do not publish from this list.
   • To publish attachments to different locations, use the list to the right of each attachment to select a location. You can also choose Same as email to publish an attachment to the same location as the email, or Do not publish if you do not want to publish a particular attachment.
   If you select not to publish attachments separately, the attachments are still published with the email, and can be accessed when users open the email in PIM.
6. To delete the emails after you publish them, select the Move to deleted items after publish check box.
7. Click Publish.
8. Review the publish details and then click Yes.