It typically takes not more than 2 minutes to perform the install and configuration.
With this guide, you would be able to quickly and easily configure Personal DataPublisher settings, choose and link destination SharePoint lists with Outlook so that you can start publishing Outlook items to SharePoint in a single click or through automation.
There are two different setups – one each for 32-bit Outlook and 64-bit Outlook
PersonalDataPublisherSetup_x86.zip (for 32-bit Outlook 2007, 2010, 2013, 2016, 2019)
PersonalDataPublisherSetup_x64.zip (for 64-bit Outlook 2010, 2013, 2016, 2019)
Extract these file contents to a file folder in your system.
A) Files Installation
Step 1. Run the PersonalDataPublisherSetup_xXX.exe to start the installation. Click ‘Next‘ to Continue. If Outlook 2003 (SP2 or above) or later is not installed, the setup wizard will not be able to proceed. Please also ensure Outlook is shutdown (if already running or active in the task manager) as the setup has to install an Outlook add-in.
Step 2. Select the appropriate destination folder where the application files will be installed. If you change the default folder path, please make sure you have appropriate permission. (Note: by default, it will be installed under your application data folder)
Step 3. Click ‘Next’ to continue with the files extraction. It just takes a few minutes to complete the whole copying process.
Step 4. Click ‘Finish’. This ends the files installation process in your system.
B) Choose Destination SharePoint Lists
Before you can start publishing Outlook emails, appointments or tasks to SharePoint, you need to choose the destination SharePoint lists, to which the captured metadata from Outlook items 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:
First Technique: Specify SharePoint Lists for Outlook item types
You can define any number of common SharePoint lists that will be used for publishing from any Outlook folder. 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 DataPublisher toolbar or ribbon.
To define a common SharePoint list and mapping for all Outlook folders, go to Settings menu > ‘Configure Common SharePoint lists‘.
In this common SharePoint lists panel, you can choose for which particular type of Outlook item, will the configured SharePoint list and mapping be associated with. Type of items can be mail, appointment, task, journal or contact.
To link a SharePoint list to a particular Outlook item type, say ‘Mail’, click ‘New SharePoint Link…’. This will prompt you to enter the SharePoint site URL to choose an existing SharePoint list.
If the SharePoint site uses the NTLM or windows authentication, the add-in will use the default credential to connect to the SharePoint. However, for form based or claimed based authentication (for example, Office 365 SharePoint online), it may prompts you (and other individual technician) to enter their credential.
Check ‘Remember’ so that the add-in can use the same credential to logon to the SharePoint site in subsequent connection.
You can also specify the authentication mode that is used by your SharePoint to allow connection to it. For instance, if your SharePoint is configured for Windows authentication, choose ‘NTLM’. If it used a form based authentication, then choose ‘Forms’ whereas if it used a claimed based authentication (for Office 365 SharePoint Online), choose ‘Office 365’. If you are unsure, just choose ‘Auto’.
What SharePoint permissions are required?
You should have at least ‘Contribute’ permission over the chosne SharePoint lists so that addin can publish new items from Outlook to this SharePoint list.
Once you have chosen a SharePoint list, the mapping panel will show up and this is where you need to map fields between Outlook mail and the fields of the chosen SharePoint list.
Likewise, you can specify SharePoint lists that will store published appointments from Outlook.
At any time, if you want to re-edit the mapping configuration of a linked SharePoint list, just select the list and click ‘Edit SharePoint Link…’.
To remove an existing fields mapping, select the particular list item and click ‘Delete SharePoint Link’ button. This will permanently remove the selected mapping settings.
NOTE: The SharePoint list associated with this mapping is not deleted.
Second Technique: Specify SharePoint lists specific for a particular Outlook folder
You can choose also 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.
To define a SharePoint list and mapping for a specific Outlook folder, go to Settings menu > ‘Configure SharePoint lists for this folder’:
This Panel shows all the configured SharePoint list mappings done for this particular Outlook folder.
Click the ‘New SharePoint Link’ button to configure a SharePoint list for use with this particular Outlook folder (e.g., ‘Ongoing Cases’ folder). This will prompt you to enter the SharePoint site URL so that you can choose a SharePoint list and perform the mapping between the fields of this particular Outlook folder and that of the chosen SharePoint list.
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.
By default, the first option ‘Retrieve from the first item’ is selected, and what it does is, to probe the first item of the folder and automatically seek out all the available fields, including any number of user defined custom fields. It is recommended that you stick with this option of displaying the fields, unless, you want to retrieve Outlook specific fields only (second option), or want to use a particular custom form out of many defined for that Outlook folder (third option).
If you select the second option ‘Default form’, it will list all the inbuilt fields associated with the particular Outlook item type. For example, Mail type.
Likewise, if you select the third option ‘Custom Form’, it will list all the inbuilt fields, plus any user defined fields that were added by the user.
Let us consider the example of an Outlook folder that contains a custom form ‘IPM.Post.AMTSupportCase’. Assuming there are custom fields defined in that custom form, and there are hundreds of items in this folder that were generated using this custom form. So, if I want to include the custom data on these items when published to SharePoint, I can use the custom form to include and map the custom fields to the SharePoint fields. All I need to do is enter the custom form name ‘AMTSupportCase’ as shown below:
In the mapping dialog box (above), the first column lists all the Outlook fields. The second column displays the data type of the field. The third column shows if the particular field is inbuilt or user defined. In the last column, there is a drop down list on each row, consisting of all available SharePoint fields. Just simply choose a SharePoint field from the drop down box to map it to the corresponding Outlook field. For example, in the screenshot above, Outlook field ‘Body’ is mapped to SharePoint field ‘Comments’.
Create New SharePoint Field – on the fly
In the drop down list of the SharePoint field, you will also notice that there is an item ‘[NEW LIST FIELD]’. You can select this item to create a new field in the particular SharePoint list, directly from this mapping tool, so that you can map the specific Outlook field to this new SharePoint field, without requiring you to create it in your SharePoint site.
Specify a field name that you would like to appear in the SharePoint list. Only input valid characters and avoid using special characters such as symbols.
The new SharePoint field will have the same data type as that of the corresponding Outlook field.
If you have added/linked multiple SharePoint ticket lists in, you will notice that the ‘Publish To’ drop down menu shows all of them. You can then simply choose the destination SharePoint list to which the selected Outlook items will be published.
NOTE: There are other configurations that you would need to undertake. These options are available in the ‘Settings…’ drop down menu > Preferences of the Personal DataPublisher toolbar or ribbon in Outlook.
For more references and helps on performing these administrative configurations, refer to the PDF Help Manual, which can be invoke from the Outlook > Personal DataPublisher toolbar or ribbon > Help > Help Topics.
PDF versions of this installation guide is available for download here.