SharePoint users can add content to discussion boards, announcements, calendars, libraries (document, picture and form) and blogs via email. By setting your list or library up to receive email, you can efficiently update the content of your site without having to navigate the SharePoint frontend.
- Login to your SharePoint site.
- Navigate to the list or document library you want to email to.
- Click Settings.
- Choose List Settings or Document Library Settings respectively.
- In the far right column, select Incoming Email Settings.
- Click Yes to allow items to be added through email and create an email address to which you will send the items.
- OPTIONAL: You can modify other Incoming Email Settings regarding attachments, messages, meeting invitations and security on this page, as well.
- When finished, click OK to complete the setup. Incoming email has now been enabled for your SharePoint list or library.
Before you begin emailing content to your SharePoint site, there are a few things you need to know. First, if your security settings are set to only accept email messages based on list permission, you must have user permission to write content to the list. In addition, it is required that you email from the email address specified in your SharePoint user profile. Content coming from unknown email addresses or users without “contribute” permissions will not be added to the list or library.
Once you have covered these basic rules, you can add content to document, picture and form libraries by simply sending emails to the specified address with the item attached. It will appear in the appropriate library within minutes. Please note, there is a small bug that requires you include text in the email message or the item will not get added. This can be dummy text, as it will not appear in the library.
In order to email to a SharePoint calendar, the process is slightly different. You have to create and send a meeting invitation from your Microsoft Outlook calendar to the address specified. It will automatically appear on the calendar. To add content to all other lists, send a standard email with the entry title in the subject field and the entry body in the message of the email. The entry will populate the list appropriately.
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officetalk (http://www.office-talk.com) have just developed a new product called Autom@tor for SharePoint which allows you to filter incoming emails to the appropriate SharePoint folder based on words or phrases in the body of the message. For example all messages that contain the phrase “Aston Villa” in their message body would go straight to the “Aston Villa” Document Library in SharePoint and this could then automatically kick-off a Workflow process.
If you are interested in finding out more about this new product Autom@tor for SharePoint then please email andy.dale@office-talk.com
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Hi Jennifer,
I hope days are going well..
actually i need some calrification regarding the attach the email content to List / Liabrary in sharepoint.
if suppose i had 3 user AA,BB,CC.
then i get the mails from AA,BB,CC and these mails are attached to single list /liabrary,
but , i want to sort those mail in a ascending order (AA,BB,CC)… is it posssible to do like this in a single List / liabrary.
Please Suggest to Me..
Advance Thanks
NAVAZ
Hello ,
We are Unable to find the link select “Incoming Email Settings”. We are using Team site template sites on MOSS and WSS plartform. Please advice.
You need to enable it from the Central Administration Site.
Go to:
Central Administration > Operations > Incoming E-Mail Settings
If you want your server to accept email, you need SMTP Services installed. You can add that from the Windows Server CD. Control Panel -> Add/Remove Programs ….
Regards,
WeSam Abdallah
I have the same issue as Shival. I’m not able to find the “Incoming Email Settings” on our team site.
Did anyone find any tips or suggestions?
I do not have “incoming e-mail settings” as an option in the list settings. How do I address this?
Make sure you log in as site administrator
QUOTE:”I do not have incoming e-mail settings as an option in the list settings. How do I address this?”
You have to first install SMTP service on the SharePoint server. Once STMP is configured, you have to then set “Incoming e-mail settings” in Central Administration. After that is set up, you’re not done. You have to create the email account that you will use for that SharePoint Library. You can either manually create the user account in AD or you can automate SharePoint to create the account for you (in this case, you must point to an AD container through SharePoint Central Administration).
This is a good resource for detailed info on how to set up incoming email: http://www.combined-knowledge.com/Downloads/How%20to%20configure%20Email%20Enabled%20Lists%20in%20Moss2007%20RTM%20using%20Exchange%202003.pdf
We don’t have an “Email Settings” option for lists either. We do have “Email Settings” for document libraries. I was wondering if people just aren’t loosely using the word “list”. Can anybody positively confirm that you can directly enable email for lists without using workflows to move the mail from a library to a list? The link provided by Bobby Chang is exactly how we have our site setup and it works for Document Libraries only.
QUOTE: “Can anybody positively confirm that you can directly enable email for lists without using workflows to move the mail from a library to a list?”
Hi Shawn,
You can only email-enable certain types of lists. Announcement, Calendar, and Discussion Board are among the selective few.
I also verified that incoming email is not available with Custom Lists.
Good post!!
I have question regarding email enabling Calendar lists and sending invite to the email address. I tried this using OWA and Outlook 2003 client but email didn’t show up as an event in the SharePoint calendar/list. Incoming email works for other lists/doclibs so that’s not an issue. I saw the email in the drop folder and timer job picked it up but it never made to the calendar list.
Just wanted to confirm if this feature is only available with Outlook 2007?
Thanks.
The incoming email settings are set on the central administration site. After they are set up there, you can do the rest.
Hi, I don’t want to use SMTP on server, is it possible to use smtp server provided by my ISP. Thanks in advance
Hi,
I am trying to create Email enabled discussion board using outlook 2003 client. Can any body provide me steps for this.
Thanks,
Loveleen
It works just fine if you login as a site administrator and follow the steps that Ken mentioned. It is working for all the users of our domain. But I wanted to test if it works for some user who uses external e-mail ID like gmail or yahoo mail and it is not working. All I get is delivery failure message in my yahoo mail. Is there way that we can make it work? Help me out guys……..bunch of thanks in advance.
The dns used for sharepoint (i.e. @sharepoint.company.com )needs to be exposed for the “outside” world as well if you would like to send email from gmail, hotmail, etc.
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with a little workflow you can send any type of mail into sharepoint
Can you please describe the workflow so you can send mail in to sharepoint calendars?
You may want to try this solution http://anurasoftware.com/default.aspx
Anura Email Enabled List for SharePoint 2007
Anura Email Enabled List extends the ability of receiving incoming emails to all types of SharePoint list. Microsoft SharePoint 2007 limits this ability by only allowing receiving incoming emails by Document Libraries, Announcements list, Calendar list, Discussion board and Blog list. Anura Software helps you to remove this limitation and extends this ability to all your selected lists, such as task list, issue tracking list, and any custom lists.
Anura Email Enabled List also contains outgoing email features which can send confirmatoin and notification to email senders. This is useful for building SharePoint based issue tracking system. Please read Build A Email Enabled Issue Tracking List.
Hi
Is “Incoming mail” only availble for the “Helpdesk” template? For me “Incoming mail setings” is only available (And working like a charm) under that template. I want to apply the same functionality to other sub sites, but the “Incoming mail setings” is not available at all.
Any help will be apreciated.
Looks like I found the issue. “Incoming mail” does not work on the “Meeting Template site.” Strange but true. grrrrr
Try http://anurasoftware.com/default.aspx. It can help you to enable incoming email for any type of lists or templates.
I’ve configured everything and the document library perfectly accepts and shows attachments from incoming emails. But I have not yet figured out how the subject of the emails has to look like (I configured “Save all attachments in folders grouped by e-mail subject”).
Can you help me with this?
Imagine I have a folder in root called “1. My Folder” (without the quotes). How do I send a document to that folder?
I am also interested in how to do this
Will this work if the actual mail server is configured in diffrent server other than the SharePoint server? That too without the Exchange server??? Please give me the steps or process if this is possible..
Thanks..
Is it possible to have the “from” address appear in the list? For example, we have a list that can receive email from anywhere, but we are tracking the email addresses the emails come from. That’s the information we actually wan in our list. What we need is a column the lists the “from address.” We don’t really care about the subject of the the email.
Thanks!
See this page which explains how to view the “From” column. (scroll down to the bottom section)
So… I should see an option under the Communications for “email”? I don’t I see only RSS settings.
What must be checked on in some configuration somewhere that will cause an EMAIL option to be listed here? Thanks anyone.
Please check out http://anurasoftware.com/SPIncomingEmailSettings.aspx
We are using SPF 2010 and Exchange 2007 to send emails to sharepoint and it works but saves emails as .eml file types. How can we save the emails as .msg file types? We have attachments in the emails that are .pdfs. Thanks.
Hi there,
can anybody guide me step by step how to solve the following issue:
I have a user who is in charge of summoning meetings for a specific meeting room in our company.
i created a SharePoint calendar and now i want the SharePoint calendar to reflect the meetings that appear in the meeting calendar.
if i give the SharePoint calendar an email, can i configure a rule in her outlook to perform what i need?
please help, this is very important to my bosses and required immediately.
thanks in advance everyone..:)
Sion
Hi Sion:
You can use out of box function to synchronize your outlook with Sharepoint Calendar. See my another blog for details.
Hi Ken,
i know about the OOTB functionality..what i need is slightly different..
i have 2 calendars – one is the user’s calendar in outlook 2010. the whole organization uses it for summoning meetings in the company meeting room.
the other calendar is a sharepoint calendar that i synchronised to the user’s outlook.
she now sees both of them in her outlook.
what i need is that if she makes an appointment or meeting in her calendar, it will automatically reflect in the sharepoint calendar, without her having to drag and drop anything (like an outlook rule)
alternately, is it possible to define the sharepoint calendar as the specific user’s calendar?
it’s on the portal page, not a mysite or such.
thanks alot!! 🙂
Sion
Hi Sion:
I know what you mean now, the easy way to do I think just try to merge the personal calendar with the SharePoint Calendar and set up the permission to the SharePoint Calendar that only allow particular group to edit and the rest is read-only. Otherwise you may have to write some code to synchronize
Are you trying to replicate all meetings/appointments made on a resource calendar in Outlook up to a calendar in Sharepoint? If so, I can help you with that.
1. Mail enable the SharePoint Calendar
2. Create a contact in Active Directory for the SharePoint Calendar you just mail enabled.
3. In Exchange Console – bring up the resource and under the delivery options choose to Forward mail to the contact you created and copy the resource.
As long as your users remember to add the room when booking the resource in Outlook – when they hit send the email will populate the resource calendar and the SharePoint Calendar
Hi every body
I Enabled Email setting for a list .
I create a user “User1” and create a email
for it in domain “User1@share.com”.
when i send email for him , in Pop3 Service show that email received but in share point list ,didn’t show any item.
please help me to solve problem.
regards
Ali
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My corporate IT does have incoming e-mail configured. I know this because I already use it. My problem is I have been made the owner of an existing SharePoint as an employee left the company. I can not get incoming e-mail to work for this share since my Communication column is totally blank… How do I get incoming e-mail set-up for this legacy share?
Hi Ken,
i have a WSS 3.0 portal, with a calnedar linked to an outlook 2010 client.
incoming email is activated and configured, but for some reason, when i send meeting requests to the email i configured, nothing arrives.
the mailbox is delegated to a secretary who manages it, and she receives the emails/meetings to her account.
any ideas?
it’s pretty urgent..so thanks in advance!
Sion
Hello,
I have wrote a blog article that explains how to easily customize incoming e-mail feature in Sharepoint 2010 using Visual Studio.
Please visit this link: http://solutiondumps.blogspot.com/2011/01/how-to-customize-sharepoint-e-mail.html
How Can I save the Meta Data of an Incoming EMail to my Document Library? Any idea , please help.
http://anurasoftware.com/default.aspx#EmailEnabledDocLib
This solution uses the SharePoint 2010 Document Set to save incoming emails. Email metadata is saved with Document Set and you can also include extra metadata in email body. It can parsed and saved as the Document Set metadata.
Hi,
I want to use the incoming email submission to a discussion list such that email replies of external (customer) parties can be inserted into the discussion thread without having to copy-paste the email each time. How do I make sure the incoming email goes to the correct discussion subject thread and not create a new subject/thread each time.
Many thanks
Anura Software Email Enabled Document Library for MS Office SharePoint 2010 uses the new Document Set content type of SharePoint 2010 to keep track of incoming emails and email attachments in document library.
Out-of-the-box SharePoint 2010 can keep track of emails in folders organized by email subjects or email senders. However since folder is not a reusable content type, it misses many advanced features available in Document Set such as adding custom columns, using shared columns, triggering workflows …
Anura Software Email Enabled Document Library creates a new Document Set for each incoming email. Email metadata and content are saved as column data of the document set. Email attachments are saved as files within the document set. User can even embed extra metadata inside the email body to enter the data automatically into SharePoint.
Anura Software Email Enabled Document Library can also track emails more accurately than the out-of-the-box functionalities by matching the incoming email by ID or email subject. When file with same name received, there is option to save the file with a unique name or overwrite the existing file. When existing file is overwritten, the older version of the file can still be retrieved by looking up the version history.
http://anurasoftware.com/default.aspx#EmailEnabledDocLib
Hi,
I have enabled email enable document library in my SharePoint 2010 Farm, but not able to send mail to this through Outlook. The outlook account through which I am sending the mail has the contribute access to this Library.
Getting the following email in Outlook –
Your message did not reach some or all of the intended recipients.
Subject: Test Lazy Approval
Sent: 7/21/2011 4:28 PM
The following recipient(s) cannot be reached:
lazyapprovaldoclib@poclain-hydraulics.com on 7/21/2011 4:28 PM
The e-mail account does not exist at the organization this message was sent to. Check the e-mail address, or contact the recipient directly to find out the correct address.
Hi,
I have enabled email enable document library in my SharePoint 2010 Farm, but not able to send mail to this through Outlook. The outlook account through which I am sending the mail has the contribute access to this Library.
Getting the following email in Outlook –
Your message did not reach some or all of the intended recipients.
Subject: Test Lazy Approval
Sent: 7/21/2011 4:28 PM
The following recipient(s) cannot be reached:
lazyapprovaldoclib@poclain-hydraulics.com on 7/21/2011 4:28 PM
The e-mail account does not exist at the organization this message was sent to. Check the e-mail address, or contact the recipient directly to find out the correct address.
hi ,
I have created a email account in document library settings as ‘test@server.css.com’. But if i send a mail to this account I am getting the below error
‘I’m sorry to have to inform you that your message could not be delivered to one or more recipients. It’s attached below.
For further assistance, please send mail to
If you do so, please include this problem report. You can delete your own text from the attached returned message.
The mail system
: Host or domain name not found. Name service error
for name=server.css.com type=A: Host not found
‘
Please help me. Thanks
How do I direct an email to a particular discussion topic? Is there a syntax in the address or subject that can be used to explicitly direct the incoming email to a discussion board list to a particular topic (even in the event of slight changes in the subject line)?
It looks like Office 365 doesn’t support receiving incoming emails to SharePoint. Is there a way to make it work?
Try the solution of http://www.cloud2050.com . It supports sync emails to SharePoint in cloud.
To optimize messaging in sharepoint workflows, we offer HarePoint Workflow Extensions software (http://www.harepoint.com/Products/HarePointWorkflowExtensions/) – about 200 new workflow activities, (about 20 – freeware).
is there a way for the Portal to create Non-Delivery emails for invalid email addresses sent to the system ? is someone misstypes the library email address, will sharepoint send an error msg back?
How can I change local URLs in e-mails that are sent from the e-mail enabled list to use the public URL of the SharePoint site. For example, when I receive an e-mail from confirmation list, the e-mail contains link to the list item, but the URL contains the private address of the web server, for example http://webfrontend10/… instead of http://my.public.address/… ?
Please help 🙂
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but i don’t see the column where you enable incoming email. Talking about “The step no. 5: In the far right column, select Incoming Email Settings.”
Hello, I was wondering if you can help me out.
I created folders with Incoming Email option turned on with various email addresses. I accidently deleted one of the folders, upon restoring the folder from the recycle bin, folder settings did not remember the folder email address, now I am trying to set the email address back to the original email address this folder had, sharepoint won’t le me do it, it thinks that this email address is already being used and cannot assign it. Please help!
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Does anyone know if there is a way to configure a SharePoint list to receive emails and append the message to a field in an existing list item? For example, if I create a User Support management system, a ticket may result in a discussion between the technician and the user that extends over several email communications. I would like one field to append the message of each email so that the conversation for that ticket can be read as a single stream. Ideally, the date created and sender would appear in bold above each post. Any advice is appreciated.
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I have dev and prod SharePoint environments. Each has smtp set up for incoming email. Each has a different domain for the email. However when I set up incoming email in dev for the doc library ‘A’ the email is: A@thisdev.something.org however when I set it up in prod doc library ‘A’ with the same prefix: A@this.something.org, SharePoint indicates the email is in use even though the domains are different.. Is this an Exchange thing looking at the prefix only? The environments are totally separate only sharing Exchange 2010 to route the emails around adn even there the send connectors are configured separately. Any advice is greatly appreciated.
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Hai,
I have a issue it is possible to send a mail to the security group “without” enable Email.It is possible ?
if it is possible please share me any information regards this issue.
thanks,
suresh
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I am not quite a admin in my group, but im the ‘sharepoint’ documention guy and want to know if this can be done?
I know how to add a email to most any part of my teams site..
But after adding a couple.. is there a way to find out ‘ALL’ the emails assigned to that site or any content in it?
Ie; I know of 7 so far assigned to various folders/calendars or etc.. Part of my effort is cleanup related.. Ive already removed 50% of the content that was obsolete (from a previous setup of our group).. Im archiving whatever makes sense and deleting outright that which is irrelevant or not even usuable.