MGRM Digital Cloud ServicesDDMS Drive Help

← Help centreOpen Drive from the apps menu (the grid of dots) in Mail One.

DDMS Drive Help

DDMS Drive is where your organisation keeps documents and files. Mail One works with it, so you can attach files from it, save attachments to it and open documents in it.

What Drive is

DDMS Drive is a separate app that you open from the apps menu (the grid of dots) in Mail One. It uses the same MGRM Account, so you don't sign in again. In Drive you keep folders and files, share them, look at earlier versions, and preview and edit documents.

How much space your files use is shown under Storage on your MGRM Account.

Attaching files from Drive

  1. In a new message, open the attach menu and choose Insert from DDMS Drive.
  2. Find the file under Recent, My DDMS, Shared with me or Starred, or search for it. You can also upload a file here.
  3. Select Attach, or Insert as DDMS link.
  • Attach works for a file of any size: the file stays in Drive and recipients get the version you sent.
  • Link in DDMS opens for people who have access. A public link, for a file you own, lets anyone with the link view it for 30 days.

How mail attachments are kept

A file you attach from your computer is kept once in your Drive, in the Mail attachments folder. Everyone in your organisation you send it to gets access to that one copy instead of a copy in each mailbox.

  • People outside your organisation get the file attached as usual. A file larger than the attachment limit (25 MB unless your organisation changed it) reaches them as a download link that works for a limited time.
  • If Drive can't be reached when you attach, the file is attached in the usual way.
  • If you undo or cancel a message, the access you were about to give is taken back.
  • Drive asks before you move a file you emailed to the bin, and says how many people it was sent to.

Saving attachments to Drive

On a message you received, select Save to DDMS Drive on an attachment, or Save all to Drive, and choose a folder. You can save only to folders you are allowed to add to.

Opening and editing attachments

  • Mail One previews images, PDFs, text, audio and video itself. For other files, Open in DDMS shows them in Drive's previewer.
  • Edit in DDMS edits a file you own. If it isn't yours, Edit a copy in DDMS makes your own copy; your changes never reach the sender.
  • A file never changes in a message after it was sent. If the owner edits it later, the card says Edited after sending and offers the latest version.

Sharing and access

Drive's own access rules always apply, also when you work from Mail One: you only see and attach files Drive lets you open.

  • When you attach or link a file you own, colleagues you send it to get access automatically.
  • For a file someone else owns, you're asked when you send: share it (if you're allowed), send a copy, or send it anyway. People without access then have to ask the owner.
  • Share files and folders with colleagues in Drive itself; what you share there stays shared.

Folders Mail One keeps for you

  • Mail attachments: files you attached to mail, and copies of received attachments you opened or edited there.
  • Chat files: files you shared in Chat.
  • Meet recordings: recordings and transcripts of meetings you recorded. They are private to you until you share them.
  • AI summaries: summaries of whole files you asked AI to write.
  • Imported from Google Drive or Imported from Zimbra Briefcase: files you brought across with Import data.

Deleting files in these folders can break attachments, chat files or recordings that point to them. Drive asks first for emailed files.

File summaries

If your organisation has turned AI on, Summarize this file is on attachment cards, chat files and the details of a file in the Drive picker. It sums up the first pages straight away; Summarize the whole file works in the background and saves a Word document to your AI summaries folder. Summaries are labelled AI-generated — check it.

If Documents is turned off for you

Your organisation can turn the documents app off for everyone, for a company or for a group. When it is off for you:

  • It is greyed in the apps menu and marked Turned off by your organisation. Opening it any other way explains that it is off.
  • DDMS Drive refuses your sign-in while it is off.
  • In Mail One, Insert from Drive, Save to Drive and Open in DDMS are not offered.
  • Mail attachments, chat files and meeting recordings keep working.
  • Nothing of yours is deleted. Your files are all there again when it is turned back on.

If you need it, ask your administrator.