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June 29
PM Tip: SharePoint 2013 Libraries for Inbound E-mail

At the recent SharePoint Project Management Symposium in Reston, VA I demonstrated the use of document libraries for inbound email. Imagine as a project manager, the ability to have a message and document repository outside of your inbox or Outlook folder structure. You as an individual no longer have to be “the repository” for key communications or deliverables – the library will perform that function for you. It’s a simple feature to enable through library settings.  

From your document library select library settings.

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From the library settings navigate to Communications and select Incoming e-mail settings.

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Update the settings to allow this document to receive e-mail.

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Select your preferences for attachments and what to do if file names are duplicated in files submitted to your library.

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Set your preferences for saving messages and meeting invitations. To keep the context surrounding the document, opt to save the original e-mail.

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Establish security for your library. If you allow e-mail from any sender, any person with the library address may send a message. To prevent clutter or other misdirected messages, select the option to accept e-mail based on document library permissions. 

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Finally, create (simply provide a name) for your incoming mail. Make it distinctive enough for your project team members to be able to differentiate between multiple projects.

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For future reference, you’ll find the email address within your library settings. In case you forget it, you can look it up easily or direct others to find it here.

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To test out the library – send it a message.

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Momentarily, your message should arrive in the library.​

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Select the folder to see its contents. Inside you’ll find the message and the document attachment.

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With a few simple steps project managers can create a simple repository for project related communications removing the administrative burden from your own individual inbox. This option is similarly available in SharePoint Online as a site mailbox. Look for a future post on how to configure site mailboxes.

About Nora Ten Broeck, PMP, MOS: SharePoint 2013: Nora is a SharePoint enthusiast with interests in engagement management, improved business processes and Nintex. Follow her @NoraTenBroeck







 


 

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