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June 29
PM Tip: SharePoint 2013 Libraries for Inbound E-mail

At the recent SharePoint Project Management Symposium in Reston, VA I demonstrated the use of document libraries for inbound email. Imagine as a project manager, the ability to have a message and document repository outside of your inbox or Outlook folder structure. You as an individual no longer have to be “the repository” for key communications or deliverables – the library will perform that function for you. It’s a simple feature to enable through library settings.  

From your document library select library settings.

From the library settings navigate to Communications and select Incoming e-mail settings.


Update the settings to allow this document to receive e-mail.


Select your preferences for attachments and what to do if file names are duplicated in files submitted to your library.


Set your preferences for saving messages and meeting invitations. To keep the context surrounding the document, opt to save the original e-mail.

Establish security for your library. If you allow e-mail from any sender, any person with the library address may send a message. To prevent clutter or other misdirected messages, select the option to accept e-mail based on document library permissions. 


Finally, create (simply provide a name) for your incoming mail. Make it distinctive enough for your project team members to be able to differentiate between multiple projects.


For future reference, you’ll find the email address within your library settings. In case you forget it, you can look it up easily or direct others to find it here.


To test out the library – send it a message.


Momentarily, your message should arrive in the library.​


Select the folder to see its contents. Inside you’ll find the message and the document attachment.


With a few simple steps project managers can create a simple repository for project related communications removing the administrative burden from your own individual inbox. This option is similarly available in SharePoint Online as a site mailbox. Look for a future post on how to configure site mailboxes.

About Nora Ten Broeck, PMP, MOS: SharePoint 2013: Nora is a SharePoint enthusiast with interests in engagement management, improved business processes and Nintex. Follow her @NoraTenBroeck



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