A nice feature in SharePoint is the ability to send e-mail directly to the site without any human intervention.
The only concern for the site administrator is how those e-mails are handled once in the library/list.
For Announcements, the procedure is pretty straight forward. Once the Site/List administrator allows e-mail and creates the e-mail address, users simply send their announcements to the site. The subject line becomes the title of the announcement, and the body of the e-mail becomes the body of the announcement. This saves some time and frustration when you receive word from the SgtMaj and need to post it to the unit web site. Simply forward his message, correct the Subject line and delete any unnecessary text in the body, and your job is complete.
E-mail works a little different with Document Libraries. When you send documents to a document library through e-mail, SharePoint creates a folder in the document library and puts any attachments from your e-mail inside that folder.
The problem with this is that it creates a folder even when you only send one attached file.
Although it is not that big of a deal, it does require your end users to click a couple of extra times to get to the document they are looking for. Even worse, users do not know which files are inside each folder. When the site receives multiple e-mails/attachments, SharePoint does not create a very user friendly folder naming convention to help you find your files.
An example of this is if a couple of Marines send attached S-1 documents to a document library. Users would have to open each folder to find the document they are looking for.
A new powerpoint will be uploaded to the USMC-SharePoint training site that shows how a document library receives e-mail...
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1 comment:
Actually, the problems mentioned above do exist when sending e-mail to a document library, however in WSS 3.0 it gives different options on how the files will be displayed from your attachments. The easiest setting is to simply store all attachments in the general root directory. Another option is to put all attachments into a folder using the e-mail subect name. The third option (mentioned in the blog) is in my opinion the least preferred because it creates a folder with the sender's name and puts all attachments into that folder. Depending on what the particular library is for will depend on which method you use.
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