Emailing MOSS


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Presentation on various ways to integrate e-mail with SharePoint Server 2007, including OOB, Exchange 2007 managed folders and 3rd party solutions. Also includes other considerations such as public folders.

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Emailing MOSS

  1. 1. MOSS has mail!<br />Integration, storage and management of e-mail in MOSS<br />Kathy Hughes<br />SharePoint MVP<br />Quest SharePoint Seminar, Tuesday, 7th July, 2009, Sydney, Australia<br /><br />
  2. 2. Agenda<br />The great debate:<br />Public folders or SharePoint<br />E-mail storage!<br />Options for adding e-mail to SharePoint<br />Pros and Cons of each option<br />Deployment considerations – client/server<br />Backup and upgrade considerations<br />Format of destination e-mails<br />Quotas and limits in SharePoint lists, management<br />Q&A<br />
  3. 3. Stick with Public Folders?<br />Public folders are alive and well in Exchange 2007<br />Public folders will be supported in the next version of Exchange server and for at least 10 years following that<br />SharePoint search can be configured to crawl Exchange public folders<br />Concerns over storing e-mails away from Exchange<br />Duplication – more dumping grounds!<br />Security <br />What about retention policies<br />Backups<br />I currently have e-mails stored in public folders, how can I move them to SharePoint?<br />Should I move existing e-mails or not?<br />
  4. 4. Exchange team recommends<br /><br />*  Depending on scope of scenario, use Exchange PF&apos;s or SharePoint ** Depending on the scope of the application use Exchange Web Services and/or SharePoint <br />
  5. 5. Move e-mail to SharePoint?<br />E-mails are records often part of a bigger picture<br />Tied in with a project<br />Multiple sets of threads<br />Share - consolidate e-mails (team site)<br />Centralise all e-mails related to a project<br />Maintain historical records in one place<br />Avoid loss of important project e-mails in individual mailboxes through Exchange retention policies*<br />Leverage SharePoint security to control access to e-mails<br /><ul><li>Consistent user experience</li></ul>Users don’t have to navigate ‘outside’ SharePoint to find and access e-mails<br />Make e-mails and e-mail content (and attachments) searchable<br />Align e-mails with SharePoint taxonomy/categorisation/information flow<br />Don’t put everything into one big folder<br />*Especially important if you organisation has e-mail retention policies, i.e. Deletion and no PSTs<br />
  6. 6. Upfront Considerations - SharePoint?<br />Two main approaches for integrating e-mail:<br />Outlook Drag ‘n drop from inbox to SharePoint<br />Outlook use Send (to, cc, bcc, part of distribution group)<br />Primary deployment considerations:<br />Office version (2007, 2003 or earlier)?<br />Exchange version (2007, 2003, or earlier, OWA)?<br />Server-side or client-side or both?<br />Upgrade considerations?<br />Retention policies, security<br />PST’s – does your organisation support PST files?<br />
  7. 7. Upfront Considerations (cont)<br />Reversal strategy<br />Format of e-mails – open MSGs in Outlook or EMLs in Outlook Express<br />Policies and versioning<br />Think about any limitations/policies you might want to place on e-mails in SharePoint, i.e. Expiration<br />Metadata / search<br />How do you want to expose your e-mails in SharePoint<br />Key columns for search<br />Number of users in organization<br />Scalability of solution<br />Licensing costs if you choose to go down the 3rd party add-on route<br />IT resources<br />complexity of solution, dependencies on IT resourcing for deployment and management<br />
  8. 8. How?<br />By developing a methodology which utilizes our existing infrastructure<br />SharePoint<br />Exchange, Active Directory<br />Outlook 2003/2007<br />InfoPath (forms)<br />Include e-mail integration as part of our upfront design strategy<br />Align e-mail storage with current and/or future business processes<br /><ul><li>Resources
  9. 9. Support</li></li></ul><li>What?<br />What types of e-mail do we want to store/integrate?<br />Message/Mail (.MSG) files<br />Calendar items<br />Contacts<br />Tasks<br />Forms<br />The most common form of e-mail integration in SharePoint are e-mail bodies and attachments<br />
  10. 10. Options for Integration<br />Drag ‘n drop from Outlook to document library (between applications)<br />Use “Connect to Outlook” from within document libraries and lists<br />E-mail enable document libraries and lists and send e-mails (and attachments) from Outlook<br />Send e-mails from SharePoint – DLs, Alerts (demo time permitting)<br />Use Exchange 2007 managed folders to drag ‘n drop e-mails into SharePoint document libraries directly from Outlook<br />Records management features<br />Use a 3rd party product, like Colligo Contributor or Scinaptic OnePlaceMail – send via Outlook<br />
  11. 11. I love Outlook!<br />Outlook as the Principle Tool<br />3rd party – <br />Colligo Contributor <br />and OnePlaceMail– <br />Outlook add-in<br />Send to a <br />Document Library<br />userEmpowerment<br />Exchange 2007 managed folders<br />Connected SharePoint lists and <br />document libraries<br />Exchange public folders<br />
  12. 12. Option 1:Drag ‘n Drop between Applications<br />From Outlook to SharePoint Document Library<br />Cannot always drag directly from Outlook into a Document Library/browser window<br />Typically involves dragging an e-mail (including any attachments) from Outlook to desktop then drag e-mail into a document library in Explorer View<br />Saves and stores e-mail (body+attachment/s) in .msg format<br />Doesn’t understand content type<br />Summary: Tedious and unproductive, especially for large volumes of e-mail or regular occurrences, no custom metadata, BUT install .MSG iFilter for search<br />
  13. 13. Option 2: Connect to Outlook<br />No additional configuration required post-install of SharePoint<br />Works with Outlook 2007 <br />Outlook 2003 users don’t see this option in document libraries, with the EXCEPTION of calendar / event lists<br />Read-only in Outlook 2007, with the exception of Discussion lists!<br />Can drag ‘n drop an e-mail into a connected Discussion list and the e-mail will appear as a new discussion thread<br />Summary: Limitations with read-only local folders; metadata isn’t fully supported, i.e. e-mails dropped into connected Discussion lists only include Subject and Body<br />Creates PST file on the client – consider PST policies<br />Some offline capabilities<br />
  14. 14. Discussion Threads<br />
  15. 15. Discussion Threads (cont)<br />
  16. 16. Demo<br />Connect to Outlook<br />
  17. 17. Option 3: E-mail Enabled Libraries and Lists<br />SharePoint Central Administration configuration<br />Farm-wide setting<br />Works with Exchange Server 2000/2003/2007<br />Additional configuration for Exchange 2007<br />Separate OU in Active Directory<br />Site owners access “Incoming e-mail settings” in document libraries and lists throughout site collections<br />Each library/list has its own unique e-mail address, suffixed by SMTP server/domain FQDN, e.g.<br />Creates contact objects back in Active Directory<br />How do you manage this?<br />Naming conventions, lots and lots of objects added to AD…<br />
  18. 18. Types of Lists you can e-mail<br />Document libraries<br />Announcements<br />Discussion<br />Calendar<br />Forms libraries<br />
  19. 19. Dependencies<br />Initial configuration done by AD, Exchange and SharePoint administrator/s<br />SharePoint AD contact may fail to include all attributes required for in-coming e-mail and attachments<br />This may result in failure to receive attachments when sending e-mail to SharePoint document libraries<br />See for further details<br />
  20. 20. Process – Central Admin<br />
  21. 21. Process – OU on Active Directory<br />
  22. 22. Process – Exchange server<br />
  23. 23. Process – Site by site<br />
  24. 24. Process – Site specific address<br />
  25. 25. E-mail Enabled Libraries and Lists<br />(CONT)<br />New library/list e-mail addresses are added to the designated OU on the Exchange server<br />Show or hide addresses in the GAL<br />Add addresses to Distribution lists<br />E.g. Project distribution list so that a project site captures all project-related e-mails<br />E-mails can be accepted to libraries and lists based on user permissions<br />Avoid spam (to some degree!)<br />Libraries and lists capture both the e-mail body and any attachments<br />Configurable per library/list <br />
  26. 26. Send To:<br />2<br />1<br />3<br />
  27. 27. Send Calendar items<br />
  28. 28. Send Calendar items (cont)<br />
  29. 29. E-mail Enabled Libraries and Lists <br />(CONT)<br />Summary<br />E-mails sent to libraries and lists by default don’t understand content types<br />If ‘Document’ is the default content type then the e-mail will be associated with the Document content type<br />Does not understand custom metadata, i.e. required columns are ignored<br />E-mails are stored in libraries as .EML format – not the .MSG type – inability to access with Outlook, reverts to a Web page instead OR open with Outlook Express<br />E-mails sent to discussion lists are stored as a ‘Discussion’ content type – including subject and body<br />E-mails sent to Calendars are added as an appointments<br />
  30. 30.
  31. 31. Demo<br />E-mail enabled lists and libraries<br />
  32. 32. Option 4:Exchange 2007 Managed Folders<br />Allow end users to drag ‘n drop to a SharePoint document library without leaving Outlook 2003/2007<br />The strength of Exchange 2007 Managed Folders is in applying managed folders to the SharePoint records repository (Record Center) template<br />The managed folder journaling feature includes a ‘label’ parameter which is understood by the routing table in the records repository so that e-mails are stored specific to their ‘type’ - metadata<br />Managed folders are created/controlled by Exchange admin and can be selectively deployed to end users (through Outlook 2003/2007)<br />Placing retention on a managed folder, such as ‘delete after 3 months’ won’t apply to e-mails auto-forwarded to libraries and lists<br />Even after running ‘start-managedfolderassistant’ once e-mails are deleted from the Exchange server<br />
  33. 33. Configure Managed Folders<br />
  34. 34. Configure Managed Folders (cont)<br />
  35. 35. Managed Folder - Format<br />Journal report and .MSG file are both sent to SharePoint<br />
  36. 36. Hand-in-hand with Record Center…<br />
  37. 37. Demo<br />Exchange 2007 managed folders<br />Route e-mails to a Document library<br />Sending e-mails to a SharePoint records repository<br />
  38. 38. Option 5:Search Public Folders<br />Stick with public folders<br />Crawl/search public folder contents from SharePoint<br />Users navigate outside SharePoint to access contents of e-mails<br />
  39. 39. Configure Search for Exchange<br />
  40. 40. Configure Search for Exchange<br />
  41. 41. Option 6:3rd Party options<br />Purchase a 3rd party e-mail integration tool like Colligo Contributor or Scinaptic’sOnePlaceMail<br />This will solve metadata issue<br />Other options including the ability to be able to add e-mails directly to folders with document libraries<br />Familiar Outlook environment<br />Configuration by IT personnel, client/server components<br />
  42. 42. 3rd Party options<br />Content type recognition, custom metadata, folder selection<br />
  43. 43. Demo<br />3rd party option<br />Quest has just released a new open source e-mail uploader<br /><br />Specific to e-mail attachments<br />
  44. 44. Other:InfoPath & Outlook forms (custom sol)<br />Doesn’t require InfoPath on the client<br />Users fill in InfoPath forms within e-mail<br />Completed form or form data is submitted to SharePoint list or Forms library<br />Metadata is captured and exposed in SharePoint<br />Subsequent workflows<br />Other option - build a solution around Outlook forms – integrate with SharePoint document library<br />
  45. 45. Considerations<br />OOTB features – Connect to Outlook, Send e-mail to library/list, drag ‘n drop from desktop into MOSS library<br />Resourcing costs to configure Central Administration and Active Directory<br />No additional licensing costs<br />Runaway train risk around AD contacts<br />Exchange 2007 managed folders<br />Requires Exchange 2007 Enterprise server<br />Resourcing to configure/manage Exchange managed folders (IT)<br />
  46. 46. Considerations (cont)<br />Purchase 3rd Party add-ons – <br />Colligo Contributor and Scinaptic OnePlaceMail (mentioned during today’s presentation)<br />See respective sites for pricing and feature details<br />Is it based on CALs and/or server - licensing?<br />May include options around volume licensing<br />IT planning and resourcing for deployment and management of client-side components<br />What are their plans around future upgrade scenarios – maintenance, etc.<br />
  47. 47. Considerations (cont)<br />Capacity planning around document libraries<br />Remember best practices for view limits @ 2000<br />Different to total items or lists including folders<br />Be careful when planning e-mail lists/libraries<br />You could very quickly end up with large amounts of e-mails if sending e-mails to an e-mail enabled library as part of a distribution group, i.e. All threads, etc., throughout a project lifecycle (~3-6 months or greater)<br />Leverage views and folders (folders for large lists including e-mail)<br />Note, you can’t send e-mails to folders in document libraries using the OOB e-mail enabled library feature<br />
  48. 48. Recommendations<br />If possible, maintain e-mails sent to SharePoint sites in .MSG format<br />Easier to retrieve and open in source Outlook application<br />If you must maintain an e-mail retention policy, then consider creating an e-mail content type and associating an information management policy to that content type, i.e. after X number of months route e-mails to the Record Center<br />Create a separate e-mail document library for each site, or an e-mail document library for each respective project within a site, e.g. ProjectX_emails<br />Part of upfront planning and design<br />
  49. 49. Recommendations (cont)<br />Plan e-mail storage as part of your upfront design/deployment<br />Remember, incoming e-mail settings are done on a per farm basis<br />Do you want all sites throughout your site collections to have e-mail enabled libraries and lists<br />Consider creating custom site definitions with the option to e-mail enable a site removed<br />Do you want to send / route all e-mails to a Record Center?<br />Avoid dumping ground syndrome<br />Search - install an iFilter for .MSG files<br />
  50. 50. Recommendations (cont)<br />Consider including document library/list e-mail addresses within distribution groups so the library/list automatically receives a copy of an e-mail, e.g. project e-mails<br />Finally, document and train your end users on the designated method/s for integrating e-mail in SharePoint libraries and lists<br />If it’s using Exchange 2007 managed folders then show them how to set up rules to automatically send e-mails to managed folders in their Outlook client<br />If it’s using Colligo Contributor or Scinaptic OnePlaceMail, then train them on use of the product and address any policies around use of the product/s<br />
  51. 51. Resources<br />How to configure MOSS and Exchange 2003 and Exchange 2007 for incoming e-mail - whitepapers<br />Steve Smith, MVP, Combined Knowledge<br /><br />Configuring Exchange 2007 managed folders and SharePoint Records Repository – whitepaper<br />Kathy Hughes, MVP<br /><br />Scaling papers:;<br />E-mail Webinars - Colligo<br />Scinaptic OnePlaceMail -<br />Me –<br />