It is essential that you have the right configurations in place for outgoing email when you are going to implement email alerts & notices. The outgoing email feature relies on outbound SMTP to relay those alerts successfully. The email features will include:
As the site collection grows larger, it is essential to have a good method in place to allow users to stay current on all of the updates for discussions, libraries, and lists. The use of alerts can be an efficient means of helping them to stay on top of things. Alerts can be set up for changes to documents and so much more. What areas of a given collection site that you would like for there to be alerts of can be specified. In order to set up alerts, all users must have at least View Permissions.
Site administrators can set it up to get notified when a user requests access to a site or when they don’t have any more available storage capacity. By setting up the outgoing emails, the site administrators are able to receive notifications for various issues automatically.
The use of outgoing email support can also be enabled for the server farm and the web application. It is possible to set up different settings for each of them on a given web application. The outgoing email settings of the web application will override any that are set up on the server farm level.
You must have the SMTP service in place to relay email alerts and notices. This has to be done before you can configure the outgoing mail. There are several elements that have to be considered when you are planning this including:
- SMTP service for relaying email alerts and notices. The DNS name or IP address of the SMTP will is needed.
- An address for use in the header when an alert message goes out that will successfully identify the sender.
- Reply to address displayed so that a user knows who they will be replying to in regards to an alert or notice.
- A character in place for the body of alerts.
The component of IIS (Internet Information Services) is derived from SMTP. It isn’t enabled though by default. Instead, it has to be enabled by going to the Control Panel and selecting Add or Remove Programs. Once the SMTP server to use is determined, that server has to be configured to allow for anonymous access.
This allows email messages to be successfully relayed. The SMTP server also needs to have internet access so that the ability to send messages to external email addresses is there. More information on how to configure, install, and manage SMTP is in the help section.
Only a member of Farm Administrators Group is able to successfully configure the SMTP server. The user also must be a member of the local Administrators Group on the sever.
You will need to configure two addresses for the outgoing mail:
- Reply to
The alerts and notices are sent on the server farm via an administrative account. It isn’t the one though that you want to have displayed in the FROM field of the email message. What is displayed doesn’t have to even be an actual email account. You may select to have it say SITE ADMINISTRATOR in the FROM address field.
The REPLY TO is the address that displays when a user is sending a reply back to an alert or notice. This should be a monitored account so that you can make sure end users receive feedback promptly for any issues they may have. An alias that is parallel with a help desk works very well here.
When you are configuring the outgoing email, you need to specify the character set that will be used in the body of any emails. The character set refers to a set of mapping characters and the code values they identify with. The default character set for outgoing email is Unicode UFT-8. This allows the combination of characters to be found in a single document, including bidirectional text.
Most of the time, the default setting of UTF-8 works successfully. The exception is East Asian languages which require their own character set. It is important to select a specific language code so that it will be configured for the reader.