sharepoinTony

@info – The practical side of SharePoint

Posts Tagged ‘e-mail’

SP2010 Incoming e-mail behavior

Posted by sharepoinTony on December 20, 2010

Scenario

I have a SharePoint 2010 library with incoming e-mail enabled.  The settings save all attachments in folders grouped by subject and Save the original e-mail.  The library incoming e-mail configuration also Accepts e-mail messages from any sender.  I have verified that incoming e-mail is routed to the library and attachments are saved correctly. 

Behavior

The original email message is kept for the FIRST email to arrive in a folder

  • Any additional emails that arrive in the folder, from the same or different sender do not save the email message. Subsequent email messages are discarded!
  • Emails with the same attachment going into a folder (folders based on subject) are discarded when the setting to Overwrite files with the same name is set to No – EVEN if the email is from different senders
  • Only unique attachments are saved into the folders in this scenario

Changing the library to Save attachments in folders grouped by e-mail sender altered the behavior significantly:

  • Both the email and attachment are saved for subsequent e-mails from the same sender
  • Emails with the same attachment from the same sender are saved into the folder, however the new attachment is discarded

This behavior makes some sense, however it seems odd that the email message is discarded.  Be warned. 😉  I will be presenting on this topic (In-coming e-mail in SharePoint 2010) at the SharePoint Saturday San Diego in February so join us if you are interested in this topic.

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Posted in Install and Configure, SharePoint 2010, Tips and Tricks | Tagged: | 3 Comments »

Enabling e-mail in a Document Library

Posted by sharepoinTony on September 23, 2009

There are many reasons why you might want to e-mail enable a Document Library in SharePoint.  One of them could be simply because some manager doesn’t want to navigate to the library to upload a file.  Another, better reason is because they are traveling and want to post a document  on your Intranet without having to VPN into your network.  Regardless of the reason, the steps to make this happen are easy so let’s get started.

Step 1 – Know what you want

  • Do you want the documents to all go into the root library or into folders?
  • Do you want anyone in the world to post files to this library?
  • Will your e-mail system allow incoming email to route to SharePoint? (not sure, see references below)

I will assume you get those questions answered and are ready to go now.

Step 2 – Navigate to the Document Library you want to e-mail enable.  I will use “Shared Documents” for this example.

Step 3 – Select Settings > Document Library Settings

Select Document Library Settings from the Settings drop-down

Select Document Library Settings from the Settings drop-down

Step 4 – Select Incoming email settings from the Communications section of the Library Settings page

Select Incoming e-mail settings

Select Incoming e-mail settings

Step 5 – Enable Incoming e-mail

  • Allow the document library to receive e-mail – yep, that is why we are here.
  • Enter an e-mail name for users to send files to this library.  You may want to use some form of the document library name.  Since this is a test run for me, I used ‘testtony’ and plan to change it once I know it is working fine.  Note that the full email address contains “@sharepoint” dot your company domain.  This is something you may have to ensure your e-mail system will allow.  You also may have to setup a specific e-mail box and use that address here to allow it to work.  See the references at the end of this post.
  • Select the appropriate options for E-Mail Message, and Meeting Invitations (if you are not sure just say No, it is likely the best option).
  • Read the Caution under E-Mail Security and set the E-mail security policy.
Incoming E-mail Settings screen

Incoming E-mail Settings screen

Step 6 – Click OK and Test

Send an email to the address defined and see if it post to the Document Library.  In my case I am using the Subject line as the folder, so I am making sure that works by sending several emails with different subject lines/folder names.


REFERENCES:

Planning for Incoming E-Mail: http://technet.microsoft.com/en-us/library/cc263260.aspx

Reference this article for details on configuring your SharePoint SMTP services:

http://technet.microsoft.com/en-us/library/cc262947.aspx


Posted in Document Library | Tagged: , , , | 1 Comment »