How to Contribute by Email

Last updated on December 6, 2024

You can contribute to an InfoDesk portal by using the Contribute button in your InfoDesk portal or by sending an email to your InfoDesk portal. This is how to contribute by Email.

How to Contribute by Email

Preparations

1. Click on the mail icon (envelope) in the top menu in InfoDesk to find the email address for your portal in InfoDesk. The address should look like this: [e-mail].
2. Save the address in your email contacts.

Contribute by Email

1. Add the portal email address in the email "To" line.
2. Contribute a link: To contribute a link to InfoDesk, add the link to the email's subject line. The content from the link will be extracted and added to a post in your InfoDesk portal.
   • If you want to add a comment when contributing the link, write the comment in the email body. The comment will be added to the post's comment field.
3. Text-based contribution: Write the post headline in the email subject line and the abstract in the email body.
4. Attachments: Attach any supported files, such as images or PDFs. The attachments will be included in the post. See "Supported Attachments" below for more details.
5. Forward a newsletter: Forward a newsletter you’ve received in your email. The newsletter will be added to your InfoDesk portal as a post with the newsletter text preserved and formatted.
   • Note: We do not support forwarding emails as attachments (e.g., .eml or .msg files). These are specific email formats used when forwarding emails as attachments. To ensure proper processing, forward newsletters inline, with the content directly included in the email body.
6. Delete your signature: Delete your signature before sending the email to avoid misinterpretations when contributing.

Once the email contribution is sent to InfoDesk, it is formatted into a post with a title, sender, preamble, and any images or files. Depending on the portal settings, the post will either display in a designated Contribute Inbox or on the Dashboard and in Search.

Supported Attachments and Formats

• Image formats: PNG, JPEG.
• Other file types: PDFs and other common document formats are generally supported. Note: .eml and .msg files are not supported.

Limitations with .eml and .msg Files

Our email contribution feature does not support .eml or .msg files as attachments. These are email formats commonly used when forwarding emails as attachments. If you need to upload .eml or .msg files, please use the web UI contribution feature instead.

Handling of Images

• Images attached to an email will be added to the post.
• Small images (e.g., logos or signature graphics): Any image below a combined height and width of 400 pixels will be identified as likely logos or similar and excluded from the post. This helps maintain clarity and relevance of the contribution.

User Access

Contribute is available for all users. Colleagues in your organization without user accounts in InfoDesk can use Contribute by email to add their contributions to the portal.