With the incoming email feature, teams are able to successfully store emails that they sent to other members of the team. They can do so without opening up the SharePoint site and then having to upload the content that was sent in that particular email. This is accomplished due to the libraries and lists that can be assigned to any given email address.
Prior to being able to configure the incoming emails, you have to make sure the SharePoint front end web server is using the SMTP serving and the SharePoint Foundation web application service. (If you are using the basic scenario and one or more of the servers in the farm has to run SMTP service. It also needs to have a valid STMP for the server address. The name of a server outside of the farm that runs SMTP service as well as an email drop folder is required. (If you are using the advanced scenario).
When you are implementing incoming email, there are several decisions you will need to make. The first one is if you will use a basic or advanced scenario.
Once you install the SMTP you will be able to enable the basic incoming email scenario. It has to be operating on a server that is running SharePoint 2013. It also has to allow the incoming email to be processed with the use of automatic settings in the default modes. The email will be delivered to the SMTP server. Periodically, SharePoint 2013 will check for email in the default drop folder which is configured by SMTP without anything additional being set up.
The easiest way to enable the incoming email is by selecting all of the automated settings and the defaults. This allows the configurations to be made for you and there isn’t anything complex about it so you don’t have to be an expert. Most organizations don’t have a need for any complex or specialized configuration to be done.
The steps to take in order to set up basic incoming email scenario include:
- Use the Add Features Wizard to install STMP on the server that you plan to use for receiving incoming emails. This is going to install and start the SMTP service on that server.
- The automatic settings mode & accepting the default values allows the farm administrator to accept incoming emails.
- The site collection administrator needs to enable the incoming email feature for lists and libraries that they want to store incoming emails on. Each list and email will need to be assigned a unique email address.
SharePoint 2013 detects that new mail has been delivered once an email is sent to a list or to a library. It will be sent to the appropriate list or email based on the email address.
The advanced scenario allows for more choices to be offered, but many of them do require expertise in order for them to be carried out successfully versus the default options. Some of the configuration options available include:
- E-mail Drop Folder
- Incoming Email Server Display Address
- Safe Email Server
- SharePoint Directory Management Service
Should you decide to use the advanced scenario for configuring incoming email, you will need to make sure you are thorough with carrying out the advanced procedures.