One month ago, I get a requirement from customer, they need receive email and stored to corresponding document library to SharePoint intranet. Then I thought about incoming email configuration and tried to set it up.

I found an article from Microsoft about step by step guideline to enable incoming email and sync out email to SharePoint with a dedicated email account http://technet.microsoft.com/en-us/library/cc287879(v=office.14).aspx

But when I go throught this articles, I recognized that it’s not easy as I guess and require that you need a power domain permission to implement some steps such as Setup SMTP Server and connect Directory Management Service….

Actually, I got 2 times at least about the question “How can I sync my email to SharePoint library?” from my buddy and colleagues. So I would like write an addins for Microsoft Outlook 2010 to adapt with the customer requirement and share this setup package + source code so that some body find and may be helpfull for you.

The setup package allow install a new tab in Oulook ribbon to configure and sycn selected email to SharePoint 2010 server document library

Before install this add-ins, you need 2 SharePoint list.

– 1 Document Library to store all the Microsoft original basically message files (*.msg). In this article, I named it as “Email Library” so that all selected email from Outlook will be synced to SharePoint and stored in this document library.

– 1 Custom list (which I named “ReviewEmail” in this post), this library was hard coded some neccessary columns with corresponding data type as below

0.ReviewEmailList

  • Subject: Use to stored email subject. This is Multiple line of plain text field, it shouldn’t be single line of text because email subject can be longer than 225 characters
  • ReceiveDate: Date and Time
  • SentDate: Date and Time
  • FromEmail: Single line of text, used to store from email address
  • ToEmail: Since “To Email” may have multiple email addresses, so that I set it to multiple line of plain text field
  • EmailContent: Enhanced rich text (Rich text with pictures, tables, and hyperlinks)
  • FileUrl: Hyperlink. You can download original msg file from here.

1. Run the setup Outlook synchronize to Sharepoint add-ins wizard

0.1 Setup

2. After setup completed, you will see a new Ribbon tab from your outlook and allow you setup SharePoint connection

1.Configure

3. Setup synchronization SharePoint connection from Outlook

You will be asked for

  • SharePoint site url to corresponding SharePoint site/subsite where Email library and Review Email library belongs to
  • Username and Password to login SharePoint server
  • Email library: the library mentioned above
  • Review Email List: the custom list mentioned above to review email data.

2.SetupInfo

  • Then Click Connect button, it will try to connect and save your configuration data for next use.

2.1.SetupSuccess

4. Select with emails you to to sync to SharePoint and click Sync to Server ribbon button, in functionality, the add-ins will read your selected message to save to “Review Email” custom list and upload msg files to “Email Library

3.SelectMutipleEmail - And - SyncToServer

It will show you a simple text if successful, otherwise, an error message will be showed up.

4.SyncSuccess

5. Verify result

  • Selected email were uploaded to Email Library and named with a GUID

5.EmailLibrarySuccess

  • Message’s data was extracted to ReviewEmail custom list with a hyperlink to download msg file

6.ReviewEmailSuccess

See detail of Email was synced to SharePoint from Microsoft Outlook

7.ReviewEmailDetail

I have uploaded setup file and sourcecode to my dirve.

– Installation package https://drive.google.com/file/d/0B55FfAMp1BXddmp2b2NHSC1WdU0

– Source code https://drive.google.com/file/d/0B55FfAMp1BXdVGg0RjEtZnRON1U

Enjoy and hope it help.

Hoang Nhut Nguyen
Email: nhutcmos@gmail.com
Skype: hoangnhut.nguyen