Publish Existing Emails to the Same Location

You can publish up to 100 emails from your Outlook mailbox to the same location in the DMS. If any attachments exist, you can choose where to publish them to. By default, attachments are not published 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, click PIM Smart Publish.
3. On the Publish Emails window, do one of the following:
   • 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.
   • To publish the emails to a location that you have recently published to, select the location in the Or Recent Locations pane.
   • To publish the emails to a different location, click New Location. 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.
4. In the Details field, enter any details about the emails.
   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 any information 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, click the Attachment tab, and do 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 Alternatively, if you do not want to publish any attachments, select Do not publish from this list.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 select publish locations for individual attachments, 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.