Are you looking for better synergy between your Exchange and SharePoint environments? Join us as we examine the primary integration points between these two products to be sure you are leveraging each to their fullest. We'll start by looking at how Outlook integrates with SharePoint, specifically when working with calendars, tasks, contacts and document libraries. We'll then see how using SharePoint's incoming email feature lets you send emails and attachments and have them filed inside lists and document libraries. Next is how SharePoint can index your current public folders to be sure this content can be found from within SharePoint's enterprise search engine. Lastly, we'll summarize migration options if you're looking to move public folders into SharePoint. Only a basic understanding of SharePoint is needed for this session.

1. Integrating SharePoint with
Exchange: The What's, Why's and
How's
Randy Williams
AvePoint

2. Randy Williams
• Enterprise Trainer & Evangelist – AvePoint
• 20+ years in IT
● developer, consultant, trainer, author
• Three-time SharePoint MVP
• Speaker at many global conferences
randy.williams@avepoint.com
http://linkd.in/plEEb1
@tweetraw

3. Agenda
Outlook Indexing
Integration public folders
1 2 3 4
SharePoint Public folder
incoming / migration
outgoing email

4. Agenda
Outlook
Integration
1

5. Outlook integration overview
• Outlook connects directly to many
SharePoint lists and libraries
• Content is download and stored in a PST
file
● Offline access
• Two-way synchronization is supported

6. Supported list types
• Calendars
• Contacts
• Tasks
• Alerts
• Document libraries
• Discussion boards

7. Integrating calendars
• A SharePoint calendar works the same as
with all Outlook calendars
● Side by side, overlay views supported
• Single events can be downloaded as .ics
file and added to a personal calendar
• Events are displayed in correct time zone
• Calendar overlay

8. Demo
MANAGING SHAREPOINT
CALENDARS WITH OUTLOOK

9. Integrating contacts
• Manage SharePoint contacts from Outlook
• Only columns recognized by Outlook can
be displayed/synched

10. Demo
MANAGE SHAREPOINT
CONTACTS WITH OUTLOOK

11. Integrating tasks
• Consolidate all SharePoint tasks within
Outlook

12. Anything else?
• Document libraries
● Preview pane
● Be careful with large libraries
• Discussion boards
• Consolidate and manage all SharePoint
alerts

13. Third party enhancements
• Drag and drop • Easily collaborate
messages & from Outlook
attachments directly • Drag and drop files to
into SP SharePoint
• Preserves all email • Drag and drop files to
metadata an email – a link is
• Work with SP directly created for you
from Outlook panel

14. Agenda
2
SharePoint
incoming /
outgoing email

15. Outgoing email
• Used for SharePoint alerts, task
notifications, dead site cleanup, et al
• Configure SharePoint with SMTP host
• SMTP host can be load balanced
• Careful: SharePoint is unable to
authenticate
● Install SMTP Server locally and configure
message forwarding with
authentication

16. Configuring outgoing email
• Set at farm or web-application level

17. Incoming email
• Many SharePoint lists can receive email
messages
• Some use cases
● Store incoming resumes in document library
● Capture threads in discussion board
● Include SharePoint calendars on meeting
invites
● Archive message records in SharePoint

18. Configuring incoming email
1. Enable incoming email in SharePoint
2. Install SMTP service on SharePoint
server
3. Configure send connector in Exchange to
forward messages to SharePoint
4. Specify which lists and libraries are email
enabled

19. Message flow
Exchange
send connector
SharePoint
drop
timer service

20. 1. Enable incoming email on farm
Disabled by default
Automatic is the most
common setting
Covered in a later slide
Best to include a subdomain
Enter IP address(es) of
Exchange servers

21. 2. Install SMTP service on SP web
servers
• Add through Server Manager on W2K8
• Set local domain to match incoming email
settings
● e.g. sharepoint.contoso.com
• Grant connection to Exchange servers
• Enabling authentication is optional
• Adjust message limit if needed
● 2MB by default

22. 3. Add send connector
• Used to route messages from Exchange to
SharePoint
• Preferred over direct delivery to
SharePoint

23. 4. Enable list to receive email
• Each list or library uses a unique email
recipient
• Can optionally save message
● Message stored in .eml format
• Define who can email to this list
● Anyone
● Only those with contribute permissions

24. Directory Management Service
• SharePoint automatically creates contact
in GAL
• Users can easily find SharePoint lists in
address book
• Drawback
● Admins have no control over what name is
used
• Best practice
● For a small number, do not use;
manually add to GAL when needed

25. Demo
CONFIGURING INCOMING
EMAIL

26. Agenda
Indexing
public folders
3

27. Indexing public folders
• SharePoint’s search engine can index
(crawl) Exchange public folders
• Supported in SharePoint Server but not
SharePoint Foundation
● Can use Search Server Express 2010 for SPF

28. How to index public folders
• Use Central Administration to add a new
Exchange Public Folder content source
• Specify URL(s)
● Get URL using OWA - See http://bit.ly/oeqjqg
• Crawler account must have read
permissions
● Use a crawl rule to configure crawl account

29. Demo
INDEXING PUBLIC FOLDERS

30. Agenda
4
Public folder
migration

31. How are you using public folders?
Scenario Guidance
Document sharing Move to SharePoint
Calendar sharing Move to SharePoint
Contact sharing Move to SharePoint
Move to SharePoint (discussion
Discussion forums
boards or third party)
Consider rewriting inside
Custom applications
SharePoint
Organizational forms Move to InfoPath (Forms Services)

32. Migration tools
• Microsoft provides no public folder
migration tool
• AvePoint (http://bit.ly/qnGQzM)
• Metalogix (http://bit.ly/rqbBc8)
• Quest (http://bit.ly/pQ3jNy)
• Tzunami (http://bit.ly/qmMI1d)

33. DocAve Public Folder Migrator
• Map public folders elements to SharePoint
lists and libraries
● Mail, contacts, calendars, journal items, notes
• All metadata preserved
• Live or scheduled migration
• Pre-migration scanner detects problems

34. Bonus Demo (if time permits)
SEARCHING SHAREPOINT
FROM WINDOWS

35. For more information
See chapter 9
available at
http://amzn.to/nM4tFO

36. Your Feedback is Important
Please fill out a session evaluation form
drop it off at the conference registration
desk.
Thank you!