Vestals Gap Login

01
Oct
2009

Archive Email to SharePoint

There may be times when would like inbound email to be accessible by an entire group of people rather than one particular recipient.  Did you know that SharePoint has a built in mechanism to archive emails?  Through a Windows Small Business Server's security group email can be directed into a SharePoint, here's how to set it up:

Create the Security Group

  • In the Windows Small Business Server (SBS) console navigate to the Users and Groups, then the Groups tab
  • Click Add New Group and click next on the intro screen
  • On the Add New Group screen:
    • Give the group a name and a group description
    • Be sure to select SECURITY GROUP
    • Check ENABLE THIS GROUP TO RECEIVE EMAIL
    • Click next
  • On the Create Group Email address screen:
    • Assign the email address to use
    • Check both email option boxes to allow external email and archiving into SharePoint
    • Click next
  • On the Select Group Members screen, just click add group

This step created an Exchange Mail Contact and document library in the Archived Emails section of companyweb

Modify the Document Library

My personal preference is to have archived emails look like an inbox, so I modify these settings:

  • In the archived emails -> <library name> click Settings, then document library settings
  • Click incoming email settings
  • Notice the email address that was created.  By default this is <something>@companyweb.  This email is NOT accessible externally because it is mapped through an Exchange contact created for the security group.
  • I like to change group attachments in folder to the first radio button to put all items in the root folder.  This is a personal preference!
  • Click OK

The screencast also shows how to modify the columns to resemble an inbox and how to tie the security group email to the POP3 connector, if you are using hosted email


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