Publish emails from Outlook to SharePoint
Introducing Data Publisher add-in for Outlook & SharePoint
- Seamless integration with Microsoft Outlook and SharePoint
- Support publishing of pre-defined Outlook fields, custom fields as well as notes (Plain or HTML Body).
- Define and map as many SharePoint lists common to all Outlook folders, or specific to each Outlook folder.
- Choose any customized form defined for that Outlook folder
- Supports POP, IMAP, Exchange mailbox and Public folders
- Publish the whole contents of the Outlook folder to a SharePoint list in a single click
- Publish all kind of Outlook items – mails, posts, appointments, tasks, journals or contacts
- Map and publish only those fields or metadata that you require
- Real-time monitoring and automatic publishing of incoming emails/new items, to a SharePoint list
- Special MSI installer available for enterprise wide deployment (upon request)
- Support many authentication mode, such as Forms, NTLM with or without ADFS, Single Sign On (SSO), Office 365, ADL.
- On the fly creation of SharePoint fields from within the app, and even auto-map fields between Outlook and SharePoint.
- Centralized administration, configuration and deployment of SharePoint lists and field mappings for all workgroup users.
With the growing amount of emails and enforced limits on mailbox sizes, today’s organization needs an environment to effectively manage these information assets and apply the appropriate retention policies for emails containing company records. SharePoint is the ideal platform to facilitate this requirement, and no wonder, many organizations are adopting it to manage and share documents from a central location. Be it, emails, appointments, tasks or contacts, SharePoint facilitates storage, retrieval, search and collaboration on documents enterprise wide.
But the process of capturing and publishing of these contents from personal Inboxes and public folders has become a core issue for most organizations. As of now, SharePoint integration in Microsoft Outlook is limited to bringing the content of a SharePoint list offline in Outlook, and syncing any changes made to those items made in Outlook back to the particular SharePoint list. There is no direct provision or support for exporting or syncing your existing personal Outlook items such as emails, appointments or tasks to a SharePoint list. And even if you find a way (for example, with scripts or third party applications), you will often find that it does not support or does not recognize most of the Outlook metadata (or fields), including custom fields.
This inability to conveniently place data such as emails, appointments, tasks and contacts from Microsoft Outlook to SharePoint, is an issue being faced by many users today
Data Publisher add-in for Outlook overcomes the inability or limitation of Outlook to place emails, appointments, tasks or contact items to SharePoint. The add-in enables you to associate and link a SharePoint list with an Outlook mail, calendar, contact or task folder. And you can easily file and publish emails, attachments, appointments, tasks or contacts to the linked SharePoint list. This brings about a bridging solution for content publishing and management from Microsoft Outlook to SharePoint.
Data Publisher enables you to bring Outlook contents to SharePoint seamlessly. It is just a click way to publish mails, appointments, tasks, journals or contacts from Outlook and share with other users in SharePoint. To be even more productive, it can monitor mail folders for incoming mails, and synchronize and publish to a SharePoint list automatically as the mails arrive.
Data Publisher for Outlook and SharePoint can be adapted and used for variety of content management purposes in SharePoint, such as:
- Filing trouble tickets to an issue tracking SharePoint list from Outlook emails.
- Submitting personal timesheets from Outlook calendar on work done, to a SharePoint calendar list.
- Submitting meetings and schedules from Outlook calendar to a SharePoint Calendar list
- Publishing attachments and emails (as .msg) on document libraries
- Email retention and archival purpose in SharePoint
how it works
The first step is to install the Data Publisher. Installation is few clicks, and there is no extra configuration needed in Outlook or SharePoint.
Before you can start publishing Outlook items to SharePoint, you need to choose the destination SharePoint list, to which the captured metadata from Outlook will be stored as a list item. You will also need to define the mapping or association between the Outlook fields and the SharePoint fields.
There are two ways of doing it:
a) Specify SharePoint lists to be used for a particular Outlook item type:
You can specify SharePoint lists separately for each Outlook item type, such as mail, appointment, task, journal or contact. Commonly configured SharePoint lists and mappings act as a template for all Outlook folders and would appear in the ‘Publish to’ drop down menu in the Data Publisher toolbar or ribbon.
SharePoint lists chosen for storing published mail items from Outlook:
SharePoint lists chosen for storing published appointment items from Outlook:
b) Specify SharePoint lists specific to an Outlook folder
You can also choose SharePoint lists that will only store items published from a specific Outlook folder. This is useful, when you have a custom form defined for that particular Outlook folder, and you want to be able to publish user defined data collected from the custom form to SharePoint.
You have complete control over which data goes to the SharePoint list from Outlook. Through the mapping tool, you can easily choose which fields from the Outlook items are to be published to the SharePoint list, and map fields between Outlook and the SharePoint list. Besides the standard inbuilt fields of the Outlook item type, you can also include any number of user defined fields. This mapping feature also allows you to dynamically create new field of the relevant data type in the SharePoint list, so that you can associate it with an Outlook field.
You can also control and streamline the behavior on how you publish contents from Outlook to SharePoint, with these settings.
When you navigate to any Outlook mail, appointment or contact, the Data Publisher toolbar and ribbon are available in the Outlook explorer and inspector window.
Data Publisher specific ribbon available in the Home tab of the Outlook Explorer window.
Data Publisher specific ribbon available in the Message tab of the Outlook mail inspector window
Publishing Outlook Items to SharePoint
The second step is to select the particular Outlook items, and publish to one of the configured SharePoint list. When you do this, relevant metadata will be extracted from each of the selected Outlook items, based on the fields mapping settings and exported to the SharePoint list of your choosing.
Once an Outlook item is successfully published, it will be tagged as being published internally in Outlook and will get an embedded hyper-link in the body field containing the ID of the published item of the SharePoint (eg. SharePoint URL #158). Clicking this would open the particular SharePoint item in your default web browser. At any point, you can change the data in this particular Outlook item and re-publish it again to update the corresponding SharePoint item seamlessly.
If you open the published SharePoint item in your web browser, you will see that the SharePoint fields are populated with the metadata information extracted from the corresponding Outlook item. You will also notice that, attachments, the formatting and style of the body field, the inline images and links are also retained in the SharePoint copy of the item.
This is how the published SharePoint item #158 looks like in your SharePoint site (mapped to the ‘Mails’ list)
Once you have published an Outlook item to a chosen SharePoint list, the published item ID that was generated in the SharePoint list will be tagged to the particular Outlook item for reference. And you will then see additional buttons (i.e., Update, Withdraw and Untag) in the Data Publisher toolbar or ribbon.
Note that, the functionality to make update and revision or withdraw published SharePoint item depends on the settings you had configured under Data Publisher toolbar > Personal Settings > My Options panel. If you had enabled it, you can make revision update or withdraw the published SharePoint item directly from the corresponding Outlook item.
You can use the ‘Untag‘ button to remove all references and links to the published SharePoint item from the Outlook item. This will reset the Outlook item, and you can then re-publish to a different SharePoint list.
If you wish to publish the whole contents of an Outlook folder to SharePoint, you can do so from the Data Publisher toolbar > Publish folder To. All you need to do is, specify a particular SharePoint list.
Doing so, all the items in the current Outlook folder would be processed in batch and publish to the specified SharePoint list. You can monitor the progress of the batch publishing process with the dialog below. You can press ‘Cancel’ to stop and interrupt the publishing.
Once all the items from the current folder are published successfully to the specified SharePoint list, it will open the SharePoint list in a web browser.
Data Publisher add-in supports real-time monitoring of any number of Outlook folders, to automatically publish incoming mails or newly added appointments, tasks or contact items to a SharePoint list of your choosing, without requiring your intervention. Such automation comes very handy and useful, in maintaining a parallel copy or backup of your current Outlook items in SharePoint.
This spares you from having to do that laborious work of copying and pasting the data from Outlook to SharePoint manually.