Best Available Integration of Outlook and SharePoint
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- Ariel Watkins
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1 Adding Value Paper Best Available Integration of Outlook and SharePoint Interested in using Microsoft SharePoint to store, find and share your Microsoft Outlook messages? Finding that the out-of-the-box integration of Outlook and SharePoint is awkward to use? Message and DMF provide excellent integration of Microsoft Outlook and Microsoft SharePoint. By enabling you to view, navigate, search and manage your SharePoint document store directly from within Microsoft Outlook, these tools make SharePoint an attractive alternative to Exchange Public Folders and a viable replacement for traditional DM systems for managing s and their attachments. Out-of-the-box Outlook / SharePoint Integration There are a number of ways you can save an message to SharePoint using the native facilities of Outlook and SharePoint. These include: Using Site Mailboxes Drag and drop to the Explorer View of a SharePoint document library Connect to an Outlook discussion and save the message -enable your SharePoint document libraries Exchange 2007 Managed Folders Message and DMF Unfortunately all of these approaches fall short in one way or another. Frustrations include attachments being split off and saved separately, poor naming of the saved message files, messages saved in EML format (which means that they cannot be opened in Outlook) and custom metadata not being prompted for immediately as the message is saved. Recognizing that better management of communication is a key issue for many organizations, a number of vendors have developed add-on software that improves the out-of-the-box integration of Outlook and SharePoint. All of these add-ons let you dragand-drop in Outlook to save an message to SharePoint, in most cases with automatic capture of attributes such as To, From, Subject, etc. Message and DMF provide the best available integration of Microsoft Outlook and Microsoft SharePoint. These add-ons enable SharePoint-based and document management solutions that have excellent functionality, an intuitive user experience and good performance even with very large SharePoint document stores. Message and DMF make SharePoint an attractive replacement to Exchange Public Folders or even for traditional DM systems as a way of managing s and their attachments. The standout features of Outlook / SharePoint integration include: 1. Intuitive tree-view of the SharePoint document store, displayed in Outlook; 2. Drag and drop to save s or attachments to ANY document library, document set or folder where you have permission; 3. Prevents duplicate copies of an message in any one library. 4. Lists all files in all views of a document library, direct from Outlook. 5. Previews of s and most other file types stored in SharePoint. 6. Keyword and meta-data based searching for files and messages stored in SharePoint, direct from Outlook. 7. High performance, background saving of s and attachments and efficient support for libraries with large numbers of files., September 2016 Page 1
2 View and Navigate the SharePoint Document Store Directly from Outlook Installing Message or DMF 1 adds a new pane to your Outlook environment that displays an intuitive tree-view of your Microsoft SharePoint document store. The document store can be implemented to use Office 365 SharePoint Online, SharePoint Server On-premises, or hybrid combinations of both. This SharePoint tree-view is security trimmed so that you see all the SharePoint servers, site collections, sites, document libraries, folders and files for which you have access permission, but nothing that you would not be able to access using the web browser interface of SharePoint. When you click on a document library or folder in the tree-view you see all files in the default view of that library. All views of the library are available. pane lets you save, retrieve and manage documents and s stored in SharePoint while you work in Outlook. DMF and Message enable you to use Microsoft Outlook as your DM Desktop. Clicking on a saved file in the file list displays a formatted preview of that file. Attachments in saved s are displayed as hyperlinks in the preview. Doubleclicking on a saved causes that to be retrieved from SharePoint and opened in Outlook, exactly as it was saved including any attachments. Doubleclicking other types of file cause them to be retrieved and opened in the relevant application e.g. DOCX files in Microsoft Word, PDF files in Adobe Reader, etc. Clicking a column heading sorts the file list by that column. Sorting by Subject groups the messages by Conversation Topic, just as it does in Outlook. You can filter the file list to quickly and efficiently find a particular file based on its file name or other attributes. DMF and Message provide a rich menu of options when you right-click on a file in a file list. This right-click action is familiar to any Windows user. For more details see Managing Files Stored in SharePoint While You Work in Outlook. The tree-view makes it easy to navigate SharePoint document stores to find a particular site, document library or folder. DMF and Message are specially designed to provide good performance and minimal bandwidth usage when you are navigating a large SharePoint site tree, high-volume document libraries or deeply nested folder structures. See Designed for Large SharePoint Document Stores for more detail. 1 Message is a cost-effective sub-set of DMF all the parts of that run in Outlook. DMF also improves SharePoint integration from Word, Excel, PowerPoint, Adobe Reader / Acrobat and Windows itself, September 2016 Page 2
3 File uploads and opens performed by in Outlook are done using WebDAV techniques the same techniques as are used by the native SharePoint interface. By clicking on a site in the tree-view displays the front page of that site in the right pane of Outlook. This facilitates access to Contacts, Events, Tasks and lists managed in SharePoint directly from Outlook. Suitably authorized users can right click in the DMF tree-view to create a new library or folder. The new libraries and folders will appear in the treeview for all users. Drag and Drop to Save to Any Document Library or Folder A number of add-ons let you drag and drop to save s with Message or DMF you can drag and drop to ANY document library, document set or folder in SharePoint for which you have permission. To save messages or their attachments you simply drag and drop to any library or folder in your tree-view. You do not first have to declare that library as a Favorite or to register a site or site collection automatically discovers and displays all areas of the SharePoint On-premises server or SharePoint Online tenancy for which you have permission. DMF and Message will assign a unique file name to each message that is saved to SharePoint, which prevents duplicate copies of any message being saved in a library. You can optionally have messages automatically deleted from your Outlook environment as they are saved successfully to SharePoint. As it saves an message to SharePoint, DMF and Message automatically record Outlook attributes such as Subject, To, CC, From, SentOn, etc. As it saves to SharePoint the software will prompt immediately for values of any other custom metadata columns defined in the destination document library. supports all metadata column types that ship with SharePoint 2007 including Business Data columns. supports saving multiple s and multiple attachments. You can continue working in Outlook while the save proceeds in the background. Any custom metadata can be automatically applied to all the saved files. DMF and Message ship with an Content Type and sample libraries with an s view. The result is that Outlook messages saved to SharePoint by are displayed much as they would be in an Exchange Public Folder, InBox or Sent box. Great Support for Message Attachments is the best-available means of saving PDFs to SharePoint directly from Adobe Reader. DMF and Message save Outlook messages to SharePoint as MSG files, which ensures that any attachments are preserved. Ever wanted to detach files from an incoming message and save them to SharePoint or to retrieve files from SharePoint to attach to a new message? makes it easy to save all or selected attachments from an open message to SharePoint, and capture any relevant metadata as you save. You can even drag and drop to save one or multiple attachments from messages in preview panes in Outlook. automatically removes any characters in attachment file names that are illegal in SharePoint, and records the original file name so that it can be used when searching and re-instated when a file is later retrieved from SharePoint and inserted as an attachment. Retrieving files from SharePoint to insert as attachments to a new message in Outlook is a multi-step process if you use out-of-the-box SharePoint and Outlook. makes it very easy to retrieve and insert files from SharePoint as attachments. If you prefer you can insert links to files rather than embed them in new messages. Inserting links rather than embedded attachments can be made the default action by using a configuration setting. If your messages have PDF attachments - e.g. containing scanned images from a Smart Copier - then you will appreciate the way DMF includes support for saving PDFs to SharePoint direct from Adobe Reader or Adobe Acrobat. The save experience is the same as when using DMF in Word, Excel, PowerPoint and Windows. You can rename the PDF as it saves to SharePoint. DMF will prompt for metadata as defined in the destination area in SharePoint and also respects versioning., September 2016 Page 3
4 One-click Navigation with Favorites By providing a separate tree-view pane, avoids MAPI errors caused by having to too many folders in Outlook Mail Folders an issue that can affect some other Outlook SharePoint integrations. The Favorites feature of DMF and Message supports oneclick navigation to your frequently used document libraries, document sets and folders. The Favorites mode display can be arranged into groups, similarly to Internet Explorer. You can click to expand a Favorite and see the areas that are nested within it e.g. you click on a Favorite site to see the sub-sites, document libraries, document sets and folders contained in that SharePoint site. To add to your Favorites you simply right-click on an area in the tree-view displayed in the Browse mode of Message or DMF and select Add to Favorites. You can drag and drop to any document library, document set or folder in your Favorites mode to save s and attachments to SharePoint. Clicking on one of these areas in Favorites displays the default view of the corresponding area in SharePoint. This is the same save and display experience as you enjoy in the Browse pane, but Favorites streamline working with the areas of the SharePoint store that you use often. When you add a document library, document set or folder as a Favorite, Message and DMF will also automatically create a corresponding Outlook folder in the Mail Folders area of Outlook. These Outlook folders are a familiar way to view and save s and documents in SharePoint, but the Favorites mode of Message and DMF make it easier to visualize and navigate a large SharePoint document store. Displaying the s and documents stored in a Favorite SharePoint document library within Outlook. Note preview of selected Word document. Offline Operation You can drag and drop s to your Favorites folders to save them to SharePoint when you are working offline in Outlook, or are otherwise unable to connect to the SharePoint server. The save to SharePoint and capture of metadata will be completed when you are next online or able to connect. By clicking on a Favorite folder in the Mail Folders pane you can view the files that are awaiting the completion of their save. You can drag and drop to SharePoint Favorite folders to save s when you are using Outlook Web Access. Message and DMF provide convenient right-click access to Microsoft tools for offline operation and synchronization such as One Drive for Business that are installed in your PC workstation., September 2016 Page 4
5 Searching the SharePoint Document Store Direct from Outlook also assists when you want to search across SharePoint for messages or other types of file while you continue to work in Outlook. The Search mode of Message or DMF lets you perform searches based on content and / or metadata powered by the SharePoint Search engine without requiring you to jump out to the web browser. Message and DMF ship with two search panels: Search Keyword Search Search panel facilitates searching for s stored in SharePoint, based on their content AND / OR their metadata attributes - e.g. To, From, Received Time, Subject, etc., the attributes that are automatically recorded as s are saved to SharePoint. Search results are displayed attractively in the main pane of Outlook the same place where s within an Inbox or Sent s folder would normally be displayed. Search panel in Microsoft Outlook - convenient searching for s in SharePoint Online, based on content AND metadata. Clicking a search result displays a formatted preview of the or file. Right-clicking a search result and choosing Open File Location switches you into Browse mode, automatically navigated to the area in SharePoint where the search result is stored. This lets you see all the other s and files that have been stored for the same project / case / matter / transaction. The search pane is not restricted to searching for s. The Keyword Search pane; that ships with Message and DMF allows all types of file to be found e.g. Word, Excel, PowerPoint, PDFs, graphics files etc. allows a user to save searches and to easily rerun them again when required. also enables additional search panels to be defined and made available to users in an organization. By taking advantage of this feature of Message and DMF an organization can create searches that reflect their metadata attributes. The screen shot on the left shows a Keyword Search panel that has been customized to include a new control a picker for Location, based on a hierarchical term set., September 2016 Page 5
6 Managing Files Stored in SharePoint While You Work in Outlook You can upload files to SharePoint from any Windows folder by dragging and dropping them to a library, document set or folder displayed in the Browse or Favorites mode of the pane in Outlook. will prompt for metadata as defined in the destination area of SharePoint, and allow common metadata to be captured in a single prompt. The upload process is performed in the background so that you can continue working while the upload proceeds. It s a great way to upload files into SharePoint. In the Browse and Favorites modes of Message and DMF you can cut and paste or drag and drop to move files from one area of the SharePoint store to another. To copy files you press CTRL as you drag and drop the same action as in Windows. As you move a file or files between libraries, will preserve metadata and version history. If you are using with an on-premises SharePoint Server the destination library can be in a different site collection or even a different web application. The Browse, Favorites and Recent modes of the pane in Outlook provide a rich menu of options when you right-click on a file in a file list. This right-click action is familiar to any Windows user. The right-click options are a convenient way to perform a wide range of management actions on files, including deleting, renaming, moving, copying, inspecting version history and audit history, sending as attachments or links, applying legal holds, declaring as records, etc. The right-click menus let you perform a wide range of other tasks related to managing files that are stored in SharePoint including open, open read-only, check out / check in / discard checkout, download, delete, view version history, set permissions, view and edit properties, apply legal holds, declare as record, view audit history, etc. Designed for Large SharePoint Document Stores DMF is designed to provide good performance when you navigate and work with documents, even in very large SharePoint document stores: 1. Multiple SharePoint web applications 2. Large number of site collections 3. Large numbers of sites, and libraries 4. Libraries with large numbers of files 5. Libraries with deeply nested folder structures If you are running with an on-premises SharePoint Server, DMF and Message utilize a custom web service, which allows greater functionality and performance than can be achieved using the standard SharePoint web services provided by Microsoft. The List View Threshold (default 5,000 items) is a significant volume handling constraint for SharePoint. While Message and DMF are impacted by the LVT when displaying file lists, this is not the case when is navigating a library that contains a large number of folders or document sets. Indeed DMF has been shown to perform very well when filtering a document libraries that contain in excess of 50,000 document sets. DMF / Message make extensive use of Search techniques to enable consistently quick navigation of a large SharePoint document store. A good example is the Search Site Tree command, which uses Search to find and navigate to any kind of SharePoint area Sites, document libraries, document sets or folders whose titles or names contain nominated text., September 2016 Page 6
7 One Drive for Business and Hybrid DM Solutions Installation and Deployment DMF 365 and Message 365 provide excellent support for managing documents and s in One Drive for Business. For added convenience, One Drive for Business personal sites are shown separately in the tree display in Outlook. Hybrid DM solutions that utilize both SharePoint Online / One Drive for Business and on-premises SharePoint Servers are increasingly popular with many organizations. DMF and Message are an excellent way to implement such hybrid DM solutions for use them from Outlook. The tree can display one or multiple on-premises SharePoint web applications, as well as SharePoint Online and One Drive for Business areas. Drag and drop to move or copy documents & s between on- Premises and Online, with metadata preserved as appropriate. Hybrid Search results available if using SharePoint Server 2013 or Microsoft is investing deeply in hybrid, to enable customers to take advantage of cloud capabilities at their own pace. Julia White, General Manager, Office Product Management Team, Microsoft, 2 February 2015 ( products are designed to be easy to install and deploy, as well as easy to use. Message and DMF are available in two build variants: 365 runs with Office 365 / SharePoint Online, or a client-side only deployment with on On-premises SharePoint server. Hybrid can support both SharePoint Online and / or one or multiple Onpremises SharePoint Server web applications. Both build variants have client-side components that are installed by running an MSI. There are extensive configuration settings for controlling the operation of the clientside components. These settings are stored in the User Registry and can all be deployed by using Group Policy. At the client Message and DMF support Windows 7 and above and Outlook 2007, 2010, 2013 and Different users can run different version of Outlook and Windows. The Hybrid build variant ships with a custom full-trust web service (see above) and a number of other server-side components. These are installed by running a WSP. With licenses are managed centrally - an individual user never has to enter a license key. Feature checklist An extensive checklist that lists many features of the integration of products in Microsoft Outlook is available. Click here to download. For more information visit: September 2016 Page 7
Best Available Integration of Outlook and SharePoint
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