How U2U email publisher works

How does it work?
When you use the add-in for the first time, you can click the “”U2U Publish to SharePoint”” button in the toolbar (see figure1).  

In the first step you can choose to create a configuration for one or more folders by checking the email folders for which you want to publish the emails to SharePoint.

If you configure a folder for the first time, you will need to go through all steps but if you already configured one or more folders, you will be able to configure a new folder based on an existing mapping by checking the “”Use an existing mapping”” checkbox and selecting the configuration of you choice.

Already mapped folders are marked in blue with another icon.

You can select one or more folders that are not yet configured but you can also select an already configured folder to modify its mappings.

You can choose to delete an existing mapping by right-clicking the (already configured) folder, and chosing the “”Delete mapping”” menu item. You will be asked if you are sure to delete this mapping. If so, it will be immediately removed from the configuration file.

After selection of one or more folders you can click the Next button to go to the next step.

Figure 1: Step 1 of the U2U Email Publisher wizard – choose the folders you want to configure.

First fill out the url to your SharePoint site. If you need to specify credentials for logging on to the site, you can fill out username and password in the corresponding fields. Click the Go button to log on to the site. The list box will be filled with lists of your SharePoint site. Select a list before continuing with the next step.

If you are defining a new field mapping and you chose to use an existing configuration, all controls will be filled with the settings of the selected configuration. You’re still able to modify one of these settings.

If you chose to modify an existing configuration, all controls will be filled with the settings for this folder. You are able to change them if necessary.

Figure 2: Step 2 of the U2U Email Publisher wizard – choose SharePoint site, credentials and SharePoint list.

In this step you need to map the email fields to columns of the SharePoint list you selected in the previous step. You find a list of email fields on the left. Besides each email field you find a dropdown list filled with the columns of your SharePoint list. Select the corresponding column for each email field for which you want to store information in the SharePoint list.

A SharePoint list has one or more required fields. You will need to map each of these required columns to an email field before you will be able to continue. A label informing you which SharePoint fields you still need to map will appear on your screen.

Each published email will be represented as a SharePoint list item in the selected SharePoint list. You can also choose to save the email attachements as attachment to this list item.

Also the email itself can be saved as an attachment. The mail will then be saved with an .emg extension.

The “”Automatically synchronize emails to SharePoint”” option can be checked if you want the emails arriving in this folder to be automatically published to the selected SharePoint list.

Click the Finish button to save your settings. Emails in the newly configured folder(s) will be immediately published to the selected SharePoint list. If you are defining a new field mapping and you chose to use an existing configuration, all controls will be filled with the settings of the selected configuration. You’re still able to modify one of these settings.

If you chose to modify an existing configuration, all controls will be filled with the settings for this folder. You are able to change them if necessary. To avoid that emails are published a second time, you can choose to store a UniqueID to a column in the selected SharePoint list. THe UniqueID is calculated based on the email address of the sender, the subject and the time on which the email has been sent.

Figure 3: Step 3 of the U2U Email Publisher wizard – map the email fields to the SharePoint list columns.

You can also start the wizard by selecting a folder in the folder treeview of your Outlook account, right-clicking it and choosing the “”Publish to SharePoint”” menu item. You will be able to create or modify a field mapping for this and/or another folder.

Figure 4: Right-click a folder in the Outlook folders treeview and choose “”Publish to SharePoint””.
Another option is to publish the email that you are reading. Click the U2U tab in the Outlook email ribbon and click the “”U2U Email Publisher”” button. A task pane will open where you can select an already configured mapping. The settings of this mapping will be shown in the task pane. You are not able to modify one of these settings. Click the “”Publish”” button to save the open email message to the selected SharePoint list.
Emails that have their Unique ID stored in the SharePoint list will not be published for a second time to the same field mapping. But you can publish an email more than once to different SharePoint lists.

Figure 5: Click the “”U2U Email Publisher”” button to publish the email you are reading.

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