You can email documents directly into your OfficeDrop account. The email bodies and attachments in any of the supported formats will be processed to your OfficeDrop account, just like the documents you mail in or upload.

How emailing into OfficeDrop works

Each OfficeDrop account gets its own unique email address, which is <your-username>@myofficedrop.com. So for example, if the username you use to login at OfficeDrop is johnorganizer, your OfficeDrop email address will be johnorganizer@myofficedrop.com.

Documents attached to this email, in addition to the email itself, will be uploaded into your OfficeDrop online digital filing system. You can share this email address with your coworkers, customers, partners, etc and they can send files into your account as well. However, you will have to provision the system to accept emails from these people – I’ll explain how in a moment.

Everything submitted into OfficeDrop via email becomes text searchable and can be labeled, put into folders, etc. There is a special string you can use in the subject line to automatically direct the email and its contents into a specific folder/label, which I will explain at the end of this email.

What happens when you email something into your OfficeDrop Account

We send an acknowledgment to both the sender and to you, that we have received an email to be processed. The email will then be processed to your account.

Both the email’s body and its attachments (in supported file formats) will be processed to your account. OfficeDrop currently supports over 25 file types, including: PDF, TIFF, JPG, PNG, BMP, GIF, TXT, HTML, DOC, XLS, and PPT. So these files will be uploaded into OfficeDrop

And to state the obvious, both the email body and the attachments will all be made searchable.

If a document fails processing, an email will be sent so that you can inform the sender.

Controlling spam and who can send emails into your OfficeDrop account

By default, only the email id that you provide while registering with OfficeDrop is enabled to send you email. So, if you provided johnorganizer@gmail.com while registering with OfficeDrop, you can already send emails from that email id.

You can modify the settings by clicking into the “tools” “upload via email” links in your account (click here and log in to visit this page.) Note that you can allow individuals to send you emails with their specific email address and/or can allow everyone from specific email domains to email you.

If you have multiple email accounts that you use then you should make sure you give those email addresses permission to email into your OfficeDrop account!

The following image also explains how to modify these settings:

Email to OfficeDrop

How customers are using OfficeDrop’s email feature

It is hard to believe, but we introduced the email-into-OfficeDrop feature in 2008! Since then we’ve been amazed at how different customers have used this feature to get more out of their OfficeDrop account. Here are some of the many ways people are using this feature:

• Automatically send online receipts into OfficeDrop while shopping online. All you have to do is to user your OfficeDrop email address. The same applies for online travel itineraries too.
• Configuring e-faxes to go directly into OfficeDrop. If you get your faxes today via an e-fax service you can set the fax service to automatically send an email of each fax. Authorizing your OfficeDrop account to accept emails from your fax system is a smart way to access these faxes without having to print them.
• Most multi-function printers, desktop and office scanners support the ability to “Scan to Email”. If you have a scanner, you can “Scan to email” any document and add it instantly to your OfficeDrop account. Document types supported by such scanners (TIFF, PDF, JPG) are all supported by OfficeDrop. Of course, we also recommend our ScanDrop Scanning Software to connect your scanner to the cloud…
• Snapping photos with their cameras and sending the images to OfficeDrop. Take a picture of that receipt, or your favorite wine’s label and send it as an email attachment right from your phone.
• Forwarding their own customers’ invoices, contracts, etc directly from their email into OfficeDrop. Why bother to download and then upload a file when you can get it directly into your account?
• Using email to OfficeDrop to get files onto their iPad. Since OfficeDrop released the iPad application, many users have been sending attachments from email into OfficeDrop so that they can access and text-search the attachments on their iPad.

Sending emails directly into specific folders and adding labels

Your emails and their attachments can be sent into specific folders at the time you send the email. By adding a simple string into your email’s subject you can change where it goes. Add #Folder: customers/acme corp to the end of your email’s subject line to send it into the “acme corp” folder. To add a particular label, the syntax is the same: #Labels: label1,label2,label3 in the email subject.

This entry was posted on Monday, September 27th, 2010 at 2:46 pm and is filed under Benefits, OfficeDrop, Organization, Product Features. You can follow any responses to this entry through the RSS 2.0 feed. You can leave a response, or trackback from your own site.