Email Enabling a Document Library

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?

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

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

Step 5 – Enable Incoming e-mail

1. Allow the document library to receive e-mail – yep, that is why we are here.
2. 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 ‘test’.

Note that the full email address contains “@sharepointserver” 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.

1. 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).
2. Read the Caution under E-Mail Security and set the E-mail security policy.

Step 6 – Click OK and test your e-mail setup

Step 7 – You are done, el’ fine!

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

Enabling e-mail in a Document Library

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

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

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

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