1. The document discusses how Outlook can connect to and synchronize with various SharePoint lists and libraries like calendars, contacts, tasks, document libraries, and discussion boards. Two-way synchronization is supported. 2. It also covers how SharePoint can be configured to accept incoming and send outgoing email, such as for alerts and notifications. This requires setting up an SMTP server on the SharePoint farm. 3. Site mailboxes in SharePoint 2013 are discussed as another integration option between SharePoint and Exchange that allows email and documents to be kept separately but accessed together from Outlook.

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Randy Williams
Director of AvePoint Client Services

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Director of ACSAuthor

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1 2 3 4
Outlook
Integration Site Mailboxes
Incoming
/outgoing email
eDiscovery

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1
Outlook
Integration

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 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

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 Calendars
 Contacts
 Tasks
 Alerts
 Document libraries
 Discussion boards

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 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

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Managing SharePoint calendars with
Outlook

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 Manage SharePoint contacts from Outlook
 Only columns recognized by Outlook can be
displayed/synched

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 Consolidate all SharePoint tasks within
Outlook

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 Document libraries
 Preview pane
 Be careful with large libraries
 In SharePoint 2013 – use site mailboxes instead
 Discussion boards
 Consolidate and manage all SharePoint alerts

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 As an Exchange admin, you may need to restrict the
use of PST files
 Use a GPO to enforce the “Only Sharing-Exclusive
PSTs” setting
 [HKCUUsersSoftwarePoliciesMicrosoftoffice14.0
outlook] *
 "DisablePST"=dword:00000002
 Allows SharePoint to use a PST but prevents user
from creating one
* Adjust this number based on Office version

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2
Incoming
/outgoing email

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 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

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 Set at farm or web-application level
 Configured automatically in SharePoint Online

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 Many SharePoint lists can receive email messages
 Useful where site mailboxes are not an option
 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
 Not supported in SharePoint Online (use site
mailboxes)

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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

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drop
send connector
timer job
Exchange
SharePoint

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Disabled by default
Automatic is the most
common setting
Best to include a subdomain
Enter IP address(es) of
Exchange servers

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4
Site Mailboxes
eDiscovery
3

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Site Mailboxes
3

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 Integration between SharePoint and Exchange is
limited
 SharePoint Collaboration from Outlook is hard
 Emailing attachments – how to solve this?
 Private emails are not available to all team members

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 Once deployed and initialized, a mailbox is created for
that web site
 All members and owners are given access to mailbox
 Mailbox automatically appears in Outlook
 Documents are kept in SharePoint
 Messages are kept in Exchange
 Security & lifecycle is managed from SP and synched
with Exchange

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Site Mailboxes in SharePoint 2013

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1. User opens doc
in Outlook
2. Outlook passes
URL of doc to
right client app
http://acme.sharepoint.com/docs/File.pptx
3. Office Doc Cache
takes URL and checks
if a offline copy exists
or whether to
connect to server
Synced
offline
Recently
Cached
On Server
4. Doc is opened. Client
application works directly
against SharePoint doc.
App never realizes doc
was opened via Site
Mailbox link

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 Office 365
 For new tenants, Exchange and SharePoint are already
configured
 Just install the Site Mailbox app
 On Premises
 Requires SharePoint 2013 & Exchange 2013
 Outlook 2013 is required

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 Prerequisites
 User Profile service app with sync
 App management service app (for Site Mailbox app)
 EWS version 15.0.516.25 or above (http://bit.ly/ViRBTd)
installed on SharePoint Server WFEs
 SSL is required and must be on default zone of web
app(s) where site mailboxes will be used
 Configure S2S auth between SharePoint and
Exchange
 See http://bit.ly/17KpiVS and http://bit.ly/UQnoeu

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4
eDiscovery

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34. Randy.Williams@avepoint.com
@tweetraw

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