Saving E-Mail Messages to SharePoint

To save an e-mail message from Lotus Notes to SharePoint, simply drag it from the Inbox, or any other Mail folder, to the SharePoint Integrator's sidebar panel. This instantly shares the message with all other SharePoint users, without duplicating it in all of their Inboxes. When uploading e-mail messages, Mainsoft SharePoint Integrator prompts you the same way as when uploading other documents to SharePoint. To learn more about these prompts, read the help topic Uploading documents to SharePoint.

Note: Lotus Notes 6.5.x, 7.x, and 8.x Basic Configuration do not support dragging multiple messages from the Mail application.

E-mail messages uploaded to SharePoint are saved as .eml documents, which is an industry standard used by e-mail clients, servers, and applications. The .eml document contains the entire message, including body text and attachments. To learn how to map e-mail headers (To, From, Subject, Date, etc.) to SharePoint document metadata, read the help topic Mapping e-mail headers to SharePoint metadata. The document name is calculated from the subject field. If several messages from the same discussion thread are stored on SharePoint, a running count is appended to the document names.

Notes:

• If the subject of an e-mail message contains non-Western or non-West European characters (such as Hebrew or Turkish characters), the .eml documents assigns a unique ID as the name. This is due to a limitation in Internet Explorer’s handling of URLs that contain characters with Unicode values larger than 255. You can still view the original subject in the Title property.
• When uploading a plain text message to SharePoint it is converted to HTML format, to preserve rendering of Unicode characters when the EML file opens in Internet Explorer.

Using the SharePoint button to save e-mail messages

Note: The SharePoint button is an optional component. To learn more about the features it provides, and how to install it, read the help topic Working with e-mail.

An alternative way to save individual e-mail messages to SharePoint is to select Save e-mail to SharePoint from the SharePoint button in the action bar of an open e-mail message. The message is uploaded to the default SharePoint location defined in the application preferences.

You can override this location for a specific e-mail message using the SharePoint button’s Change e-mail target location… command.

Setting e-mail preferences

To set the default location where e-mail messages are saved, open File > Preferences… and select SharePoint > E-mail Settings. The following dialog appears:

Click the Browse… button to browse through the configured SharePoint sites and select a default location to where e-mail messages are uploaded. If you do not see the SharePoint site that you want to select, click the Add Site… button to add it.

Click the Clear button to clear the current default location.

When placing the mouse cursor above the breadcrumbs of the defined target location, a tooltip appears, showing you the URL for the location.

If a default location is not defined, you will be prompted to select a SharePoint location for the e-mail message. You can save the selected location as a default for future operations, by selecting the Save as the default location check box.