Integrate your SharePoint Lists with Outlook using OnePlaceMail

For a lot of companies the primary communication method with suppliers, partners, customers etc. is still email. Although instant messaging, extranets etc. help open up the communication channels, email is still the preferred communication method. Often the email is a trigger for some internal process, a meeting needs to take place, the team needs to be notified of something important or a new issue/problem has to be logged and tracked internally to resolution.

With OnePlaceMail it is well known that you can file emails, attachments and documents to SharePoint document libraries. However, OnePlaceMail also offers the ability to file emails and attachments to  SharePoint lists i.e. Calendar, Issue Tracking, Project Tasks, Announcements and any custom list you have setup etc.. This functionality has been there from the start but I thought I would take the time to give some examples where it could come in really useful.

Don’t stop reading if you think you have to buy OnePlaceMail to get the features I am about to describe; The Express Edition of OnePlaceMail is free (it’s not a trial or time limited) – just download it and you’ll be using OnePlaceMail with SharePoint from your desktop in minutes.

Scenario 1:

You have received an important email from a client and you want to notify your project team by creating an announcement in the project announcements list in SharePoint and include the email as an attachment to the new announcement.

  • Select the email(s) in Outlook and click ‘Copy to SharePoint’

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  • Select your project announcements list as the filing location and fill in the metadata about your new announcement and click Save:

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  • A new announcement will be created in SharePoint with the emails as attachments to the new announcement:

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Scenario 2:

You have received a new project issue from your client in an email and you need to create a new issue in the team issues list so it can be tracked and resolved in SharePoint.

  • Select the email(s) in Outlook and click ‘Copy to SharePoint’

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  • Select your project issues list as the filing location and fill in the metadata about your new issue and click Save:

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  • A new issue will be created in the Project Issues list in SharePoint with the emails as attachments:

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Scenario 3:

You need to schedule a meeting in your project team calendar in SharePoint regarding several emails from the customer regarding a change in the scope of work for the project.

  • Select the email(s) in Outlook and click ‘Copy to SharePoint’
  • Select your calendar list as the filing location and fill in the metadata about your new calendar entry and click Save:

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  • A new Calendar entry will be created in the Project Calendar list in SharePoint with the emails as attachments:

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OnePlaceMail also supports filing to any custom lists you may have setup as well. The scenarios above give you a few ideas on how you can further integrate your SharePoint Lists with Outlook. The story doesn’t end there, I thought I would show you another ‘nifty’ function while I am on a roll!

Create a new item in a Lookup list ‘on the fly’

Take this scenario, you are filing emails to a list or library using OnePlaceMail that has a lookup column (which looks up a Customer list) for a list of customers for you to chose from but the Customer you need is not in the list and a new one needs to be added so you can select it.

Rather than having to go out to the browser, work out which list the column is looking up, locate the lookup list, create and save the new entry then go back to OnePlaceMail and select the entry, you can create the item ‘on the fly’ during the filing process. This functionality cannot be achieved in the SharePoint UI when uploading documents etc. to libraries.

  • Using OnePlaceMail click the picker icon next to the lookup column. Then click ‘create new lookup item’

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  • Enter the new item title, in this case it is a Customer name and click ‘Create’:

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  • The new item will be created in the list in SharePoint and the value will be selected in OnePlaceMail:

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So here are a few ways you can integrate your SharePoint lists with Outlook. We have just launched 6.2 so please refer to the OnePlaceMail Release 6.2 Highlights for more.

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2 thoughts on “Integrate your SharePoint Lists with Outlook using OnePlaceMail

  1. Jules Marcil

    I am in the process of evaluating Oneplace Mail and found it to be a great third party enhancement for Sharepoint Foundation 2010. Problem is since 2013 is now available I have tried to use oneplace mail with sharepoint foundation 2013 and I keep getting error, it just wont work; we are still using Office 2007 and it was working great with sharepoint foundation 2010 Is it compatible or is there some tweaking involved ?
    Regards
    Jules

    Reply

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