Advanced Incoming Email Configuration In SharePoint 2013

When the SMTP service is running on another server besides SharePoint sever, you have to specify the location for it to retrieve the incoming email. The drop folder that you pick allows the program to know where to retrieve that incoming e-mail from. If you change the email drop folder, SharePoint 2013 is unable to determine those configuration changes on the remote e-mail server.

As a result, when an administrator configures the e-mail server to delivery email to a different folder, it can’t be detected by SharePoint 2013. This option is only available in advance mode. Therefore, you can’t specify an email drop folder. You will need to specify at least one safe email server.

Then you aren’t going to be able to retrieve the files from that new location. When you have incoming mail set in advanced mode, you have to make sure you have the right permissions in place on the email drop folder.

The administrators can specify which email server address will be displayed in the web pages when creating the incoming email address for a group, list, or site. Often, such a setting is used to provide a friendly email server address for users in the SharePoint Directory Management service.

There are several procedures that have to be completed if you wish to use SharePoint Directory Management Service. The typical steps involved include:

  • Create a new SharePoint group by the site collection administrator.
  • Selecting and creating a distribution list to share with the SharePoint group. An email address has to be assigned to that distribution list.
  • The administrator will add and remove users from this SharePoint group over time as needed.

The Management service will be stored in AD DS. The distribution lists are associated with a given SharePoint group, but the distribution list is offered to all members within a given group. The email addresses will be generated for discussion boards and calendars by default on team sites and then added to the distribution lists. Including the email addresses for calendars and discussion boards to the distribution lists, the emails and meeting invites can be sent to the distribution list and then archived on the team site.

Configuring the SharePoint Directory Management Service is necessary to create specific distribution groups and contacts in AD. In order for this to occur, you need to provide some information. The name of the AD container for the new distribution groups and contacts needs to be created in this format:

  • OU ContainernName
  • DC DomainName
  • DC TopLevelDomainName

It is necessary to name the SMTP server for incoming email if you aren’t going to accept the default SMTP server. To do this, you need to the following format:

Server.subdomain.domain.top-level_domain

If you decide you would like to allow users to create distribution groups in SharePoint sites, then you also need to choose if users can do all or some of the following actions:

  • Change the email address of a distribution group
  • Change the title and description of a group’s distribution
  • Create a new distribution group
  • Delete a distribution group

While configuring the SharePoint Directory Management Service for creating distribution groups and contacts, you will need to provide various types of information including:

  • URL of the remote directory management service
  • Name of the SMTP server for incoming email use
  • If you wish to accept messages only from users that have been authenticated
  • If you wish to allow users to be able to create distribution groups with SharePoint site

 

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Incoming Email In SharePoint 2013

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.

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