1. Product Installation
Installing SharePoint Outlook Integration
Please check with the Installation Guide
Once you have successfully installed both Server and Client side of Outlook Integration, you are now ready for the Outlook Integration Configuration, Mapping Permission Settings and customization of your SharePoint.
2. Registration & User Management
2.1. Server Side Registration
To manage Clients as an administrator, you will need to create a Data Storage List first.
Choose site collection and enter account details to create a Data Storage List.
If Data Storage List is created successfully, message will be shown.
Administrator can open the Data Storage List by clicking Manage Clients.
You can view the computer name, Client Code, and status for each outlook client. Only client whose status is register will be calculated as in use clients.
2.1.1. Client Management
To manage Clients as an administrator, you will need to click Show Details. A Client Management pop-up allows you to block or unregister a client.
You can view the computer name, Register Date, Client Code, and status for each outlook client. Only client whose status is register will be calculated as in use clients.
Register or Unregister:
- Administrator can register, unregister a client from server.
- Client can only register or unregister their Outlook.
- If a client is unregistered, the user in this client cannot upload any files to the mapping folders in this farm.
Block or Unblock:
- Administrator can block, unblock a client from server.
- If a client is block, this client will be unregister and cannot register again.
2.2. Client Side Registration
1. In Outlook, Click the Outlook Integration tab, and click Register.
2. If you have not register the client, click on the Farm URL you would like to register, then click on Register.
3. Your client is now registered.
3. Outlook Configuration (Client)
3.1. SharePoint Connection with Outlook (Client)
After installing SharePoint Outlook Integration, you can connect Microsoft Outlook to one or more SharePoint site collections. Once connected, you will be able to file e-mails, or attachments directly into SharePoint.
To connect to one or multiple site collections:
1. Open Microsoft Outlook and under Microsoft Outlook's new menu "Outlook Integration",click Settings.
2. In the SharePoint Outlook Integration Settings Window, click the "New…" button to add site collection's URL.
3. Copy the site collection URL from the server you want to use.
4. After entering the URL, and choosing the Authentication, Please fill out the rest of the form and test the connection.
A successful connection will prompt you with a window saying you’ve connected. Otherwise, check with your network administrator if you are having problems connecting.
Note: Test connection will also let you know whether or not your user name, password or domain has invalid authentication.
5.To add more site collections into Microsoft's Outlook, repeat the steps above.
Integrated Windows Authentication: Your current windows login credentials will be used for SharePoint log in.
3.2. Removing a Site Collection from Outlook (Client)
1. To remove a site collection from Microsoft Outlook, go into the "Outlook Integration" tab, click "Settings".
2. On the Settings popup window, highlight the URL you want to remove and click the Remove button.
3. Afterwards, you will get a prompt on whether or not you would like to delete this site collection connection from this list.
Note: Remove only means all settings related to that site collection connection will be deleted, it will not delete anything from your site collection.
4. You have just removed a Site Collection from Outlook. Repeat the steps above to disconnect more Site Collections.
3.3. Mapping Folder Settings (Client)
You need to map the destinations of your e-mails and attachments so as to organize and manage which files go into their respective target folders.
3.3.1. Mapping the Destination of Files (Client)
1. To map a site collection, open the Microsoft Outlook and the "Outlook Integration" tab, click "Settings".
2. Once the window pops up, go under the Mapping Folder tab if you don't have a destination folder yet, then click the New… button; otherwise, click the Change… button.
3. Specify which library you would like to map to Outlook folder.
4. Once you have chosen a folder, and clicked "OK". Another window will pop up. In this window, you will have to set each individual Mapping Folder Settings.
3.3.2. Preview of Mapping Folder Settings
3.3.3. Changing the Mapping Folder's Name (Client)
3.3.4. E-mail Settings (Client)
E-mail settings can be changed to your desired preferences, otherwise just leave them at default.
Copy to SharePoint – When you drag and drop an e-mail or several e-mails, using this option will not delete the e-mail or e-mails from the original folder.
Move to SharePoint –When you drag and drop an e-mail or many e-mails, using this option will delete the e-mail or e-mails from the original folder and put them into the "Deleted Items" folder.
You can also save your uploaded e-mail in the following formats:
| Format |
Description |
| .msg |
1. Contain text, style, picture and attachments
2. Can only be opened with outlook |
| .mht |
1. Contains text, style and picture
2. Can be read in browser |
| .html |
1. Contains text and style
2. Can be read in browser |
| .txt |
1. Contains only text
2. Can be read in browser |
| .doc |
1. Contains only text
2. Can be opened in Microsoft Word |
3.3.5. Customize your Meta data Mapping (Client)
By customizing your metadata mapping, you are allowed to decide which columns contain e-mail metadata.
You can change the content type and customize column mapping for each content type.
Once you have mapped out the destination folder and set the Mapping Folder's Settings, you are now ready to drag and drop into the destination folder you have added.
To add more destination folders, repeat the steps above.
3.3.5.1. Custom Mapping Setting (Client)
This section will explain what happens when you have these options checked.
Reconfirm mapping destination to SharePoint allows Outlook to prompt and reconfirm the sender when uploading the e-mails or attachments into the mapping folder. You can change the destination and e-mail settings again before uploading (see image below).
When an email being uploaded has same filename as a file that is already in SharePoint, a prompt will confirm user to “Override”, “New Name” or “Cancel”
3.4. Moving E-mails or Attachments
3.4.1. Dragging and Dropping E-mails
1. In the Microsoft Outlook's User Interface, you can now drag and drop an e-mail into a folder.
2. For selection process, you will need to first click the first of many e-mails you would like. Then you can press & hold "shift" and left click the last e-mail of the selection. You can now drag and drop these files simultaneously. You can also drag and drop files individually.
Note: Dragging and dropping e-mails into the main folder will not have any results. Dragging and dropping into a subfolders will result in moving or copying an email. Please look at fig. 2.4.1.2
3.4.2. Moving Attachments
1. To move an attachment, you can just drag and drop it to destination or "right click" and press "Upload to SharePoint"
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