Skip to main content
Sign In |
  Help (new window)
Trans Am

Todd Klindt's SharePoint Admin Blog

Go Search
Home
Blog
Netcast homepage
SharePoint Terminology Wiki
  

Todd Klindt's home page > Todd Klindt's SharePoint Admin Blog > Posts > Incoming Email in SharePoint v3

10/22/2006

Incoming Email in SharePoint v3

As the release of SharePoint v3 grows closer, I find myself constantly thinking of new ways to leverage its new features. There are so many great things coming it is tough to decide where to focus. Recently I started playing with the new feature of Incoming Email. In a nutshell, this feature allows you to add content to libraries and lists in SharePoint v3 via email. Microsoft is positioning SharePoint to be the Exchange Public Folder replacement, and this feature is the beginning of that. There is not much documentation about it out there yet, so I thought I would poke around with it, take some notes, and share them with you guys.

The first thing I did was start searching around on the Internet for information on enabling and configuring Incoming Email. I did find one stupendous white paper from the guys at Combined Knowledge. You can download it here.  Go ahead and download it now and read it. This blog post will be based off of things I learned after reading it.

After I read through that white paper I got to work setting things up. After I enabled SMTP on my WSS server I enabled logging on the SMTP virtual server. The logs do not take up much space, nor do they require a lot of processing power. They are invaluable when troubleshooting, and I found that I used them a lot in the writing of this blog. SharePoint does not seem to log Incoming Email events, so your SMTP logs are all you have. I would also recommend enabling all the columns for the log file.

If you read through the Combined Knowledge white paper you will see they create an Organization Unit (OU) for SharePoint to use. It places Contacts for the libraries that are email enabled there, making it easier for users to find them in Outlook. This step is nice, but it is not strictly necessary. Incoming Email will work fine without this. This is important to know if the SharePoint team is not able to get the AD team to create OUs for them, or if they just want to test this feature without modifying the AD at all. If you choice to go this route you can leave the setting at "Operations > Active Directory Settings for E-Mail Web Service" blank. You will also want to set "Connect to a SharePoint Directory Management Server" to 'No' under "Operations > Incoming E-Mail Settings." The only difference you will notice is that contacts will not be created for your lists in AD. They will still receive email just fine, you will just need to know the address.

Once you get some get some lists and libraries enabled you will want to start sending them emails. There are several settings to set when you enable Incoming Email. If you do not choose to use the list security users outside of your AD will be able to email content to your lists and libraries. This can be handy for Internet facing sites. When email comes in from an email address that is not associated with a user in your AD, they will show up as added by "System Account." You can determine the originating email address by viewing the properties of the item and clicking "form email." Since there is no account to associate the email with, they are handled as if they were submitted by an anonymous user. Because of this, they face the same restrictions. They are able to submit items to lists, like Discussion Lists, but they are not able to submit documents to document libraries or picture libraries.

When you enable incoming email for libraries you have three options to handle where documents are saved. First, you can choose to have the documents saved in the root of the folder. Second, you can have the documents saved into a folder based on the sender's email address. A folder is created automatically the first time a user emails the library and all subsequent emails are saved there. The folders take the form of "John Q. Public (john@example.com)." Finally you can have the documents saved in folders based on the Subject line of the email, regardless of who sends it. This options has one gotcha, emails with no subject appear to be disregarded. This is one place that SMTP logs came in handy. When I was experimenting with this I could tell the emails were getting to the WSS server by the SMTP logs, and were getting picked up, but did not show up in the document library. As there is no documentation on this, it was tough to troubleshoot. The SMTP logs helped fill in the gaps.

There are many lists and libraries that cannot receive Incoming Email. Here is a short list: Links lists, Wikis, Blog categories, Blog comments, Surveys, Tasks, Project Tasks and Contacts. It is easy to determine whether a list or library supports this by whether the option shows up. If it is available, it will show up under Communications with RSS in the settings for that list or library.

I hope this blog entry has gotten you as excited about Incoming Email as I am. Let me know if you have any questions.

tk

 

 

Posted at 5:57 PM by Todd O. Klindt | Category: Sharepoint | Permalink | Email this Post | Comments (181)

Comments

How to track messages

Hey there, thanks for the post - just wondering what logging information helped tell that sharepoint was was picking up emails - I haven't been able to deliver any messages to a list yet.

*************
When I was experimenting with this I could tell the emails were getting to the WSS server by the SMTP logs, and were getting picked up, but did not show up in the document library. As there is no documentation on this, it was tough to troubleshoot. The SMTP logs helped fill in the gaps.
at 3/15/2007 9:01 PM

Re: How to track messages

By looking through the SMTP logs on the WSS server, I could see that Exchange was delivering them and it was getting them.  I also kep the maildrop directory open in Explorer and could see items pop into it and then disappear.  That told me that they were getting to WSS and that the Timer Service was grabbing them.  From there they just vanished.

If that doesn't help let me know what settings you have for your list or library and I'll see if we can figure out what's wrong.

tk
Todd O. Klindt at 3/17/2007 12:05 PM

Incoming Email timer job not picking up messages

I've run into a situation where the timer job is not picking up the messages in the SMTP Drop folder. I've verified the timer job is running. Any ideas?
at 4/25/2007 2:06 PM

Blank Emails and Attachments

I've discovered another strange thing.  Blank email get picked up just fine.  In the case of blank emails with attachments, the email message itself gets picked up fine, but the attachment does not.  It seems in order to email an attachment, you need *some* text in the body of the email.  Otherwise, the attachment will never get picked up.
at 5/22/2007 8:32 AM

Incoming Emails always owned by System Account

Thanks for the useful article.

I have configured Exchange, IIS SMTP Server and Sharepoint so that emails are being sent to lists and the connectivity is working fine.  However, all the entries in Sharepoint for the emails are showing System Account as being the owner.

The emails contain the from address of a valid user in AD, but Sharepoint doesn't seem to be able to recognise or lookup their account details.

Any suggestions, as this is annoying?
at 6/20/2007 7:28 AM

Authenticating incoming email to SharePoint

Hello,

I am building a discussion group application on SharePoint 2007 server. This application is using a custom provider to authenticate external users. All this is working fine. I can add users to discussion group application and the user can enter the site and participate in the discussions. I used two site collections, one facing inwards using windows authentication and other facing outwards using custom authentication to achieve this.

Next, I tried enabling incoming email to this discussion group application. I followed the steps provided in number of articles published on the web and was successful. The discussion group [inward facing] can accept emails and converts in to discussion which appear in the list. The configuration has "Accept e-mail messages based on discussion board ermissions " option checked. This is also working properly.

Now, I want the application to accept email from the external users. These users do not have account in the Active irectory being used for the windows authentication, but have their accounts in the external data-source being used by the custom authentication provider.

Is it possible? If yes, are there any resources on the net that can guide me? I could not find anything on the net, but then I might be searching with the wrong keywords.

Any help is appreciated.
at 7/12/2007 8:16 AM

Thank you very much

Your instruction at disabling WSS automatically create contacts in AD has saved me hours crazy in "Error in application" message.
Thanks milions.
at 7/25/2007 10:38 PM

Your instructions helped, but have a wierd issue..

Some emails that come in from our tests are not the same title that we sent.. All of the ones that are not right, have a 4 digit number following them..

Test 5655
Test 2976
Test 7673
ect.. any idea whats causing this?
at 8/2/2007 3:36 PM

what about attachments??

I would like users to be able to make posts to my SharePoint blog via an email and also include a picture in the post.  If I attach a picture, the list item shows an attachment but I would like the picture to show up in the blog post as well.  If I embed a picture right in the body of the email then the blog post shows an empty image tag..no image actually loads.  Any ideas?
at 8/8/2007 3:54 PM

Re: what about attachments??

Sorry, not sure how to do this.

tk
Todd O. Klindt at 8/8/2007 10:30 PM

Re: Your instructions helped, but have a wierd issue..

Do you have all the emails being sent to the same folder?  If so, and if they all have the same subject WSS may be appending a random number at the end to handle the name collision.

tk
Todd O. Klindt at 8/8/2007 10:34 PM

Email gets to the Drop Folder but no further

Sharepoint Operations doesn't list the timer server as running, but services.msc does list it as running, incoming email service in operations also is not listed as running ?

Any idea's ?
at 8/11/2007 4:59 PM

Incoming Mail doesn't get picked up

Hi and thanks for your post!

We use Notes for our mail server.
I have setup SMTP to send out (outbound) notification to my email and it works fine.
But I can not make incoming mail to work and I do look at the SMTP logs and there is nothin in there on incoming mail.
A silly question: Do I need POP Service?

Thanks again!

Ross
at 8/16/2007 5:50 PM

Re: Incoming Mail doesn't get picked up

Are the messages getting to the drop folder on your SharePoint server?  The SMTP logs on the SharePoint server should show incoming connections.  Also, check the logs in your 12 Hive \Logs directory.  Any e-mails SharePoint sees will show up there.

Oh, and you DO NOT need the POP service for incoming email to work.  As a matter of fact I would recommend not installing it.  You don't want two services (POP and SharePoint) both hitting your Drop folder and parsing messages.

Good luck,
tk
Todd O. Klindt at 8/16/2007 10:24 PM

Re: Email gets to the Drop Folder but no further

When you're viewing the Services in Operations do you have the view on "All" instead of "Configurable?"  Since the Timer service can no configuration it only shows up under "All."  Incoming Email isn't a service, so it shows up under the Timer Job Defintions on the Operations Page.  It shows up as "Windows SharePoint Services Incoming E-Mail" and its schedule type should be Minutes.

tk
Todd O. Klindt at 8/16/2007 10:29 PM

Showing User Names

Above it says "When email comes in from an email address that is not associated with a user in your AD, they will show up as added by "System Account."

Is there anyway to change this? I have a site using forms based authentication and all users are external. They do not have AD accounts, but do have accounts in the aspnet database. These people will post to a discussion group and we would like it to show their name or at least email address instead of System Account.

thanks!

doug
at 8/27/2007 9:24 AM

Re: Showing User Names

I haven't done much with FBA so I haven't tried to tackle this particular issue.  I'm doing some work on a FBA project right now so I'll be sure to work testing for this into my plan.

tk
Todd O. Klindt at 8/29/2007 9:56 PM

Send Attachments to Specif folder

Hey Guys,

Im wondering if anyone had found the way to send files to a specific folder inside a document library without using third party applications.

Thanks in advance,

JS
at 9/7/2007 5:00 PM

Set incoming email on test environment don't work

I want to test the incoming email on a test environment. I have a WSS v3 running on VM and want to test incoming email locally as I do not want my server on my network.

How would you suggest the setup configuration?

How can I test incoming email if I can't send an email to the WSS list (referring to your comment about not installing the POP3 service)?

I followed every Internet info I could find and still cannot get the WSS lists to work. Emailing does work as I can send email between users with OE, SMTP and POP3 all configured properly... I just can't send the emails to my lists!

Thanks for your help,

Miguel
(miguel.caron@snclavalin.com)
at 9/19/2007 4:00 PM

Email enabling Custom Lists

Hi,

I need to find out a way to email enable custom lists. since the option is not showing up in the communications tab, i presume that the feature is not available for custom lists.

Is there any other way to email enable custom lists ?

Thanks
Abhishek
at 10/10/2007 4:44 AM

Re: Email enabling Custom Lists 

I don't know of any way to mail enable a custom list.  I'll do some looking around and see if I can find anything.

tk
Todd O. Klindt at 10/10/2007 11:01 PM

Email to calendar?

Is it possible for Sharepoint to be set to move incoming emails to appear to Calendar, we receive multiple emails saying a backup has failed/succeeded and would be very useful if we could have them posted to a calendar so we can view quickly when problems have occured.

Jason
at 10/12/2007 10:38 AM

Solution for Email Issue

When you saw that the emails were making it to the drop folder and then disappearing, what was the solution? We're having the same problem in our production environment after installing a hotfix.
at 10/24/2007 10:36 AM

Re: Email to calendar?

I believe you can send a Calendar list a VCS file and have it added correctly.  I know you can send it meeting requests or appointments from Outlook.  If your application can create VCS files or new meeting requests then you can do it that way.

tk
Todd O. Klindt at 10/25/2007 4:32 PM

Re: Solution for Email Issue

I've seen this happen twice for two different reasons.  The first reason is that the email address was incorrect.  This is easy to determine by looking in the SharePoint logs.  SharePoint will log when it loads the message up and will report if it can't find a library to put it in.  The other time I saw it the email address was correct, but SharePoint had gotten confused because I had detached the database without using the STSADM operation "preparetomove" first.  That left some email orphans in SharePoint. 

All the emailenabled lists are stored in your Config Database in the table EmailEnabledLists.  You can use a SQL query to get the list of all the addresses that are used and on which list they're used.  You can also query your Content DBs to see which lists are email enabled.  Use this query:

SELECT *
FROM [AllLists]
WHERE [tp_EmailAlias] IS NOT NULL

If you're sure you're using the correct email address, try giving the list a different email address and see if that works.  If it does, check the config database and see if the old address is still there.  If so SharePoint hasn't lost the connection between the two.  I don't know of a supported way to fix that.

tk
Todd O. Klindt at 10/25/2007 4:50 PM

Identify emails and there relevant attachments


Todd,

Is there any information on how you identify what attachments go with what email, in our use case we are sending regular emails with attachments to a document library they may have the same subject and sent at the same time. In one case 5 emails at once with a mixture of attachments.

How can you identify what goes with what. There seems to be no way

Many Thanks

Marcus
at 11/8/2007 9:09 AM

Use MOSS calendar to schedule resources?

Todd, any idea how I can use a mail-enabled MOSS calendar to book resources from Outlook? In other words, if nothing else is on the calendar at that time, the appointment is added and the person is notified that it was booked. If something is already scheduled at that time, the email is rejected and the sender is notified that the resource is not available.

Thanks for your help.

BTW, I'd been wondering for months how I might replace resource calendars in Exchange with MOSS calendars. It was your chapter in the new Real World SharePoint book that gave me the start I needed to setup our MOSS server to accept incoming email. Thanks!!
at 11/10/2007 5:34 PM

Re: Use MOSS calendar to schedule resources?

I do not believe there is any way out of the box to handle schedule conflicts in SharePoint.  However, you could probably have an Event Handler written that would fire when a new appointment is created, either from an incoming E-mail or from the UI, and have it see if there is another appointment at the same time.  For a developer (which I am not) I would imagine it wouldn't be a difficult task.

Thanks for buying the book and your kind words.  I appreciate it. 

tk
Todd O. Klindt at 11/13/2007 7:23 AM

RE: Send Attachments to Specif folder

I'm also interested in sending email to a specific folder without third party application.  Can this be customized with workflow?  Can you associate an email address with a folder of a Document Library?

cc
at 11/16/2007 1:24 PM

Mail enabling a task list

Any one any idea how to enable a task list?

Thank in advance!

Steven
at 11/27/2007 7:00 AM

Error Msg

HI after trying to set up incoming email, I keep geting the efollowing message: "The list was created successfully, but could not be assigned an email alias because of the following error: Error in Application"
Can someone please shed some light on this issue.......
Thanks,
Shelley
at 12/7/2007 12:50 PM

Re: Error Msg

Any time I've seen this it's been because the account the Central Admin app pool is running as doesn't have sufficient permissions to create the OU or the path to the OU you specified is incorrect.  Check those things first.

tk
Todd O. Klindt at 12/7/2007 1:51 PM

Error in Application

Hi, after setting up incoming email in cenrtral administration I create the document library and try to enable the  library to receive incoming emails.  However I keep getting "error in application"........
The acacount for central administration and sharepoint timer services uses the same account.  The account has been given full control to the OU that was created.
Not sure why i keep getting this msg........
Please help........thanks
at 12/11/2007 7:02 AM

Re Re: Error Msg

Hi, just making sure.  The Central Admin app pool account is the account I use to log in the Central Administration Site?
The account that logs in to that account is "mossadmin" and that account was given full control to the OU...... hence why i'm asking.
at 12/11/2007 9:34 AM

Re: Re Re: Error Msg 

You can log into Central Admin as the Central Admin app pool account but you don't have to.  However, most (if not all) actions you perform in Central Admin, regardless of which account you use to log in there, are done in the content of the Central Admin app pool account.

tk
Todd O. Klindt at 12/11/2007 9:43 AM

Re: Incoming Email in SharePoint v3

Hi, Thanks for the response.......but no luck as yet.  Could it possibly be a setting on the MOSS server that needs to be looked at?
at 12/11/2007 1:31 PM

Re: Incoming Email in SharePoint v3

Hi, if i specify to not use SharePoint DIRMAN, where is the user object being created?
at 12/11/2007 1:31 PM

Re: Re: Incoming Email in SharePoint v3 

I never use the Dirman service, as I don't want users being able to create objects in AD.  I don't need some joker making a discussion list and giving it the email address of ceo@example.com.  So if you don't use the Dirman service the objects don't get created at all.  You have to use the full email address for the lists and libraries.  For that to work you'll need to make sure you have MX records created for that domain.

tk
Todd O. Klindt at 12/11/2007 1:43 PM

Re: Re: Incoming Email in SharePoint v3

If it's still not working I'd try running Active Directory Users and Computers (ADUC) as the app pool account and create a contact or two.  If that doesn't work you still have some permission issues.  If that does work I'm not sure what else to tell you.  You've stumped me!  :)

tk
Todd O. Klindt at 12/11/2007 1:45 PM

Re: Incoming Email in SharePoint v3

Hi,your responses to my post was based on Exchange 2003?  I am using Exchange 2007........ what do I need to do in this instance?
at 12/11/2007 3:04 PM

Re: Re: Incoming Email in SharePoint v3

Was your question the one on permissions?  Either way my suggestion about using ADUC was agnostic of the version of Exchange you are using.  I don't believe this issue has anything to do with Exchange.  Honestly though I haven't used Dirman much, so I could be wrong.

tk
Todd O. Klindt at 12/11/2007 3:09 PM

Other way to integrate emails into Sharepoint

If you are looking to automatically integrate emails into you SharePoint portal solutions you should check out our new web part which we are looking for test installations for.
Our web product is called Email-Manager(tm) and it enables you to integrate emails in your portal in a matter of minutes. Emails (send and received) on the exchange server are automatically captured and stored in a SQL database. Via our ready made web part (you can also use our SDK and access our web services directly) you are then able to incorporate the emails into you team site (including attachments etc.)
We also give away the source code for you to do even further developement and customization to the product.

The product is in beta right now, but is already installed in many live environments - we are looking for more test installations, so if you are interested please let us know.

Check it out on www.oppsol.com and there is a recorded demo here: http://emmdownload.com/sharepoint/

Kind regards
Kenneth

at 12/12/2007 7:12 AM

Re: Other way to integrate emails into Sharepoint

I'm not a huge fan of unsolicited commercial blog comments, but I left this one in case this products meets one of my readers' needs.  I have no affiliation with this company and I hadn't heard of this product until this blog comment was posted.

tk
Todd O. Klindt at 12/12/2007 8:30 AM

Help with Attachments

The emails are loading into the document library just as stated however having troubles getting the attachments to to come in.  At first i thought it might be attaching them somewhere else but can't find them anywhere.  Thanks in advance.
at 12/13/2007 5:38 PM

Re: Help with Attachments

Can you post a picture of your incoming e-mail settings for that document library?  The attachments should be saved according to the settings you set.  I've never had any problems with it, I don't think.

tk
Todd O. Klindt at 12/13/2007 10:01 PM

Attachments

Hi, attachments are stored separately from the email in which it was attached to...... Why is that and how can this be resolved?
at 12/18/2007 8:32 AM

Re: Help With Attachments

I am unable to paste a screen shot in the comments box, can i email it to you or something? Thanks for your help, this looks like a great tool

JB

at 12/21/2007 8:35 AM

Re: Help with Attachments

I submitted a response earlier, if it is easier for you, you can just email me at <address removed>.  Please do not post my email address.  Thanks,
at 12/21/2007 3:07 PM

Solved the issue of "Error in application"

I looked everywhere and saw posts with the exact same problem when users were configuring the "Use the sharepoint directory management service to create distribution groups and contacts" to the radio button "yes".

I ran into the same problem myself despite having a perfect setup and checking every single setting: The application pool is running as a user that has full access to the OU in active directory.

So... I tried "Use remote" instead, but put the value in for the local machine.

http://your_sharepoint_server:9999/_vti_bin/SharePointEmailWS.asmx 

Bada bing... I can now create, modify and delete contacts in the OU I created. 

So, this is definately not a permission issue, but maybe a difference between the way WSS3.0 and MOSS works?  I have no idea because I have the free WSS3.0, but what I can say is that after 3 days of consistently banging my head into a wall, this worked perfectly.
at 12/22/2007 1:57 AM

Get back error when sending to my list email

I have my incoming email settings as

- Yes enabled
- Advanced
-No SDMS
-mylist@mycompaniesemail.com (our domain for all our emails)
- c:\inetpub\mailroot\drop

Then the list was enabled for incoming email and I sent a test email and got back a system admin error
"    The e-mail account does not exist at the organization this message was sent to. "

Do I need to setup that list email in AD or something?

Thanks in advance
at 1/4/2008 4:32 PM

Re: Get back error when sending to my list email

Any address you set up in SharePoint MUST be a different domain than your existing email organization.  If your existing email addresses are all @mycompaniesemail.com then you cannot use that domain for SharePoint.  For example, my domain here is @toddklindt.com, but my SharePoint servers accept mail for @sharepoint.toddklindt.com.  This is because SharePoint uses its own SMTP service, it doesn't use your existing one so it needs its own namespace.  Once you give SharePoint its own namespace you have two options essentially.  One, create contacts in Exchange (or whatever mail system you're using) to forward the appropriate emails to the SharePoint domain.  For instance you would set up a contact for mylist@mycompaniesemail.com that forwards to mylist@sharepoint.mycompaniesemail.com.  Then your addresses can be published in your GAL and they're easy for your users to remember.  Your second option is to just use the subdomain address (mylist@sharepoint.mycompaniesemail.com).  If you go that route you'll need to set up an MX record for it, and/or set up an SMTP connector in Exchange for that namespace. 

Hope that helps.

tk
Todd O. Klindt at 1/4/2008 5:22 PM

Exchange required?

I have a simple set up - selected Automatic and "No" for Sharepoing Dir. Mgmt Service.  I am not ever seeing attachments show up.  Folders are being created from the email's subject (showing as created bysystem account), but no attachments.  I've messed with all sorts of formats and encodings in Outlook 2007, but to no avail.  No Exchange server is in place.  Emails come from internet.  Is it impossible for attachments to show up with this setup?
at 1/7/2008 12:08 PM

Re: Exchange required?

Exchange is not required for attachments.  I upload pictures to another site on this server without Exchange, I send the pictures directory to the server.  Can you upload the documents manually with http?  Emailed attachments are bound by the same rules as uploaded ones.  Since the folders are being created I am assuming that the emails are hitting the SMTP service on the SharePoint box and that SharePoint is grabbing them and putting them in the correct library.  You might still check your SharePoint log and see if there are any clues there.

tk
Todd O. Klindt at 1/7/2008 9:47 PM

Re: Exchange required?

I agree.. definitely being picked up by SMTP.. I can see that in the SMTP logs.  I am unable to deduce much from the SP logs.  Where should i look? Docs can be uploaded to these folders no prob manually... although this site requires HTTPS - could that matter?
This is a hosted environment.. so i wonder if something else in the setup is creating a problem.  No anonymous access is really allowed.  I had to request a firewall rule for specific mail servers to be able to reach the SMTP server.

Thanks again!
Craig
at 1/8/2008 12:32 PM

What's the difference (between mail clients)

I'm setting up at document management system with mail enabled document libraries. Actually, everything is working fine, when using Outlook 2007. The mail is received, and attached documents are stripped off and stored as expected.

However, when using a brand new Canon networkscanner with built-in mail, I only get the mail, but not the attachment.

The WSS3 server is not running AD.

Please give me a hint to fix it.

Regards Kim C
at 1/11/2008 12:25 PM

Re: Exchange required?

If anonymous access is not allowed, then the message must have a From address that matches a user's address that has permission to upload documents.  I'm not sure if you've checked that or not.  I would also look through the logs in the 12 Hive.  You can search for "e-mail" for the events related to this.  You should see if the message is getting picked up, and you may get an error that helps you figure out the issue.

tk
Todd O. Klindt at 1/11/2008 1:16 PM

Re: What's the difference (between mail clients)

Hi Kim,
What is the from address of the messages sent by the Canon?  If anonymous access is not allowed (and has 'add' permissions) it will have to have the address of someone that has permission to add documents.  Neither Outlook or AD are required to using Incoming E-Mail.  When I test this in VMs I use local accounts and Outlook Express.  It all works fine that way.

tk
Todd O. Klindt at 1/11/2008 1:19 PM

Using an external mail host

My company uses an external mail host and SMTP server for our mailboxes (not Exchange), and I want to configure my internal WSS sites/lists to receive incoming email through the firewall.  However, I cannot find any information on the missing puzzle piece on how to make this work.

I see plenty of documentation on how to configure Central Admin and the Sharepoint list itself, but I am using a local host name for the Sharepoint box and the SMTP server running on that local box. A resulting email name for a list would be something like: calendar@sharepoint.company.local

How would an email (sent from the Internet) get all the way to this list? Do I need to create a mailbox on my external mailserver to match the name of the Sharepoint list address, and have the mail forwarded to the Sharepoint box inside the firewall?...but how?

If anyone is using an external email provider and/or knows how to send mail to a Sharepoint list, please let me know.

Thanks.
at 1/16/2008 4:44 PM

Re: Using an external mail host

You have two options as I can see it.

1) Have your email host create forwards for you so that calendar@company.com gets forwarded to calendar@sharepoint.company.com. 

2) Send the emails directly to calendar@sharepoint.company.com

Either way you'll need port 25 open to your SharePoint server, and you'll need an A Record in Internet DNS that resolves sharepoint.company.com.  You'll also want an MX record for sharepoint.company.com that points to your A record.

tk
Todd O. Klindt at 1/16/2008 10:12 PM

Unknown alias issue

Thanks for this very informative article.

I was trying to check out the incoming email feature before making any changes to AD/exchange server.

I did the following steps
1) I have SMTP service running on a Share Point machine.
2) I set up "incoming e-mail settings" not to use Directory Management Service.
3) I setup the e-mail display address as something like "sp.testdomain.com"
4) For a discussion board I enabled incoming email and specified the email address as "testlist".
5) I have enabled accept email from any sender
6) I configured a test POP3 profile in outlook and setup SMTP server for outgoing emails as the server that hosts Share Point and has SMTP service running
7) I setup “sp.testdomain.com” as an alias in the SMTP Virtual Server settings.
8) When a send a mail to "testlist@sp.testdomain.com" the mail appears in the Drop folder
9) It then disappears after a few seconds indicating that Incoming email Job has processed the email.
10) However the msg does not appear in the discussion board and the Share Point log has an msg like this
An error occurred while processing the incoming e-mail file C:\Inetpub\mailroot\Drop\xxxxxxx.eml. The error was: Unknown alias..

Can you please point out what is wrong in my approach?
at 1/17/2008 5:41 AM

Can SharePoint extract text fields from Emails?

We need a list that recieves emails of a standard format that have been sent from a web form... We would like sharepoint to automatically read these fields and place into the list columns.. ?

Is there away?... Ta.. Dave
at 1/18/2008 4:55 AM

Is this possible with sharepoint 2003?

Can email be sent to doc libraries etc within Sharepoint 2003?
at 1/22/2008 11:54 AM

Re: Is this possible with sharepoint 2003?

SharePoint 2003 does not support incoming e-mail.  Without writing custom code the best you can do is pull attachments out of Exchange Public Folders.

tk
Todd O. Klindt at 1/22/2008 1:13 PM

Re: Can SharePoint extract text fields from Emails?

Without custom code, I don't know of any way to populate list columns with incoming e-mail.  Sorry.

tk
Todd O. Klindt at 1/22/2008 1:15 PM

Re: Unknown alias issue

Your steps are good, they're exactly how I troubleshoot incoming e-mail.  Your process is sound.  Here are a few questions that came to mind when I read your comment:

1) Did this list ever work?
2) Do any other lists work?
3) Have you ever dettached the content database this site is in?

In the past I've seen a similar error with a list.  I had moved the content database and the connection between the address and the list was broken.  All my other lists worked fine.  I recreated it and it was fixed.  You can also query the EmailEnabledLists table of the config database to see which addresses are defined and with some cross-referencing which lists they're associated with.  Make sure it's set up the way you think it should be.

tk
Todd O. Klindt at 1/22/2008 1:22 PM

Attachments in Email

Hi, when sending an attachment with an email to a doc library, it shows up in the doc library as 2 msgs/emails - 1 for the subject/body of the email and the other for the attachment......
Is it possible for it to just show up as 1?
at 1/23/2008 7:06 AM

Re: Unknown alias issue

Thanks a lot for looking into the issue.

I have tried it with a totally new list and the error is still the same. One strange behaviour that I noticed was that,

When I email enable a list, the AllLists & the EmailEnabledLists tables get updated correctly. But once I drop an .eml file into the drop folder, during incoming email processing stage the row in EmailEnabledLists table gets deleted on its own. Not sure if this is the result of a missing patch.
at 1/23/2008 8:18 AM

Re: Attachments in Email

You will get this behavior if you have "save original e-mail" set to yes.  If you do not want the body of the email saved, set that to no.  I don't know of any way to save the email and the attachment as a single document.

tk
Todd O. Klindt at 1/23/2008 1:38 PM

Re: Incoming Email in SharePoint v3

Hi there,

I've been reading this thread and have a similar problem, where my Shared Documents list can receive emails, the SMTP server sends them through, and folders are created based on sender or subject. Additionally, the emails also show up. The attachments, however, never show up. I can upload attachments via the web interface without problems.

If I go into the version history of the email, it shows the correct E-Mail sender (internal AD user), and the correct E-Mail From address (same internal AD user).

If I look at the size of the file, it shows 277.4KB, which indicates that the attachment did actually make it to the list. But I can't see the attachment anywhere.

I've tried all the settings, with no luck.

I looked in the WSS 3.0 logs and I see that the email was processed. I did get a few odd looking lines though, and I've pasted those below.

Have you seen this before?

Any suggestions on how I might fix it?

Best Regards,
Oliver

01/23/2008 14:16:24.00 OWSTIMER.EXE (0x06A8)                   0x02CC Windows SharePoint Services   General                       8e25 Medium  Failed to look up string with key "DistributionLists_Alias", keyfile core.


01/23/2008 14:16:24.00 OWSTIMER.EXE (0x06A8)                   0x02CC Windows SharePoint Services   General                       8l3c Medium  Localized resource for token 'DistributionLists_Alias' could not be found for file with path: "C:\Program Files\Common Files\Microsoft Shared\Web Server Extensions\12\Template\xml\base.xml".


01/23/2008 14:16:24.29 OWSTIMER.EXE (0x06A8)                   0x02CC Windows SharePoint Services   E-Mail                        6871 Information The Incoming E-Mail service has completed a batch.  The elapsed time was 00:00:00.5781250.  The service processed 1 message(s) in total.  The service successfully processed 1 message(s): Message ID: <0E689907656A4B499E477CBB9A240447052039CD@sharepoint.testdomain.com>


01/23/2008 14:16:24.29 OWSTIMER.EXE (0x06A8)                   0x02CC Windows SharePoint Services   General                       8l1n Monitorable An SPRequest object was not disposed before the end of this thread.  To avoid wasting system resources, dispose of this object or its parent (such as an SPSite or SPWeb) as soon as you are done using it.  This object will now be disposed.  Allocation Id: {26662EE2-4CAC-49CD-95B1-22A815D4C983}  To determine where this object was allocated, create a registry key at HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Shared Tools\Web Server Extensions\HeapSettings.  Then create a new DWORD named SPRequestStackTrace with the value 1 under this key.


01/23/2008 14:16:24.29 OWSTIMER.EXE (0x06A8)                   0x02CC Windows SharePoint Services   General                       8l1n Monitorable An SPRequest object was not disposed before the end of this thread.  To avoid wasting system resources, dispose of this object or its parent (such as an SPSite or SPWeb) as soon as you are done using it.  This object will now be disposed.  Allocation Id: {6068EB02-E819-4DCD-8E47-0637AE8E5ED5}  To determine where this object was allocated, create a registry key at HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Shared Tools\Web Server Extensions\HeapSettings.  Then create a new DWORD named SPRequestStackTrace with the value 1 under this key.
at 1/23/2008 1:53 PM

Re: Incoming Email in SharePoint v3

I've tested this in the parent site, and it works fine...

I'm still testing other scenarios.

Oliver
at 1/24/2008 12:29 PM

Re: Re: Incoming Email in SharePoint v3

I'm not sure what the problem is, Oliver.  Keep me up to date though if you figure it out.

tk
Todd O. Klindt at 1/25/2008 1:20 AM

Re: Re: Incoming Email in SharePoint v3

hmmm.....

So I got it to work, but I ran into some problems along the way. Then I discovered how to make it work the "right" way... I still think there's a bug though.

The list would receive emails but not display attachments, even though the message size showed an attachment. When I changed the name of the email alias to Test@... it worked. When I changed it back to the original alias, is stopped working.

I then tested a series of aliases for size and string characteristics. I was able to use an alias that was identical, but minus the last letter. I was also able to use an alias that was identical in length but with a different last letter...

It turns out that the Distribution List for the Members group hadn't been approved in Central Administration. Despite this, the individual List addresses (like Team Discussions and Document Library etc...) worked, except for this attachment issue. Once I approved the DL, everything worked fine.

I think there's a hole here, because I shouldn't be able to create aliases without the main DL being approved...

Oliver
at 1/25/2008 2:15 PM

Re: Incoming Email in SharePoint v3

Has anybody worked out how to show e-mail address instead of system account?



Reference:- Doug 8/27/2007 9:24 AM

Showing User Names

Above it says "When email comes in from an email address that is not associated with a user in your AD, they will show up as added by "System Account."

Is there anyway to change this? I have a site using forms based authentication and all users are external. They do not have AD accounts, but do have accounts in the aspnet database. These people will post to a discussion group and we would like it to show their name or at least email address instead of System Account.

thanks!

doug

at 8/27/2007 9:24 AM

at 1/28/2008 10:46 AM

Incoming Email in SharePoint v3

I have this problem too, although just changing the email address of the library did not resolve it.  I'd like to find a resource for more of a coherant discussion, I see lots of discussion about this problem, but nothing that is pointing in the right direction.  Is there any official comment from MS about this?
at 1/29/2008 5:07 PM

Incoming email not added to list

SMTP is routing e-mail to the drop folder.  And the account running SPtimer service has access to the drop folder (c:\inetpub\mailroot\drop), but the mail remains in the drop folder and is never added to the list.  The following 2 errors appear in the event log every few minutes....

Any ideas?

Thanks!

Source: Windows Sharepoint Services 3
Category: Email
Event ID: 6872
A critical error occurred while processing the incoming e-mail drop folder . The error was: Value cannot be null.
Parameter name: path.

Source: Windows Sharepoint Services 3
Category: Timer
Event ID: 6398
The Execute method of job definition Microsoft.SharePoint.Administration.SPIncomingEmailJobDefinition (ID b8197cdb-92a2-4556-b3a4-46a89887879b) threw an exception. More information is included below.

Value cannot be null.
Parameter name: path
at 2/13/2008 4:13 PM

Unknown alias

I have been hitting the same thing as well.  The incoming email aliases are dropping like flies even though nothing has changed.  I can't afford to keep disabling and re-enabling the incoming e-mail.  On top of that there is no NDR sent to the end user which is a design flaw in my mind.
at 2/26/2008 7:46 AM

Re: Unknown alias

Sorry to hear you're having problems.  To make sure I understand correctly the e-mail alias exists in the database until you send it an e-mail, then it disappears and the message is never delivered to SharePoint.  Is that correct?  For people that are following along here is the SQL Query I use to keep tabs on my e-mail aliases:

SELECT     EmailEnabledLists.Alias, SiteMap.Path
FROM         EmailEnabledLists INNER JOIN
                      SiteMap ON EmailEnabledLists.SiteId = SiteMap.Id

Run that from your Config Database.  That will list all of the aliases that are defined and the Site Collection they are in.  It will not list the web or list.  Also note the number of rows returned when you run this.  It should appear in the lower right corner of the status bar in SQL Management Studio.

As to why your aliases are disappearing, I don't know.  Are you running SP1?  I've read through the fixes in it and I haven't seen this particular issue, but it's something to consider.

Please keep me up to date on what you find.  Sorry I couldn't be more help.

tk
Todd O. Klindt at 2/26/2008 8:56 AM

Unknown Alias

We had the same problem and it only started happening after we move the content database. Todd's post earlier to check the email address associated with the library or list worked for us.

You'll find it within the Site Settings > Site Libraries and Lists
Communications  >   Incoming e-mail settings 
of the library which receives the documents.

For some reason the email address is shown but you'll need to select "OK" to set it within the EmailEnabledLists table.

Hope this helps.
 
at 2/26/2008 9:42 AM

Re: Unknown Alias

This happened after you moved content databases?  Are you using MOSS?  If so, did you use the STSADM "preparetomove" operation before you moved them?  I didn't use it when I moved one of my Content Databases and I think it caused some problems I had a while back.

tk
Todd O. Klindt at 2/26/2008 10:24 AM

Re: Incoming Email in SharePoint v3

I wrote a SQL script to repair the table.  It doesn't tell us the root cause though.  Hopefully someone on the SharePoint product group can chime in one of these days and talk to these issues.

http://rockstarguys.com/blogs/colin/archive/2008/02/26/diagnosing-the-unknown-alias-problem-in-sharepoint.aspx
at 2/26/2008 10:55 AM

Re Unknown Alias

We used used the following commands to move the content database.

Stsadm –o preparetomove –contentdb SQLServerA:demo_content_1

 Stsadm –o deletecontentdb –url http://demo –databasename demo_content_1 –databaseserver SQLServerA

 Stsadm –o addcontentdb –url http://demo –databasename demo_content_1 –databaseserver SQLServerB

sf
at 2/26/2008 4:31 PM

Re: Unknown Alias

Those steps look good.  Not sure why it's not working correctly.

tk
Todd O. Klindt at 2/27/2008 1:14 AM

Incoming email feature

hi i am getting the error stating that

The list was created successfully, but could not be assigned an e-mail alias because of the following error: Error in the application.
 
 when i am creating new doc lib
at 3/6/2008 6:55 AM

Getting error only for a particular person and copier, why??

How about this??

I get errors like this:

"An error occurred while processing the incoming e-mail file C:\Inetpub\mailroot\Drop\34be946101c88a8300000005.eml. The error was: Access denied. You do not have permission to perform this action or access this resource.."

But only for a specific person from a specifier copier which is used for scanning to PDF and having its internal SMTP send to a valid email-enabled document library with a valid email address that works for other people on other copiers.

WHAT is the 'resource' in this error message??

Thank you, Tom
at 3/20/2008 9:47 AM

Incoming email timer status "Failed"

I'm having the exact same problem as the poster on 2/13 with the title "Incoming email not added to list".      i'm getting the same errors in the event log and the emails are stuck in the drop folder.    On the timer job status window, for incoming email, it's showing "Failed".    screenshot: http://img.photobucket.com/albums/v297/fisk33/timer_job.jpg

Any ideas why the timer job status would fail?   Outgoing emails are fine.

thanks.
at 3/21/2008 8:14 AM

re: email with attachments

Has anyone gotten the embedded attachments/pictures to work with MOSS ?
at 4/3/2008 12:00 AM

Thanks

I just wanted to thank you for the info.
at 4/8/2008 10:16 AM

Lower Case??

This article was a great help in getting incoming email working and so far so good, with one exception.

I like a good formatted filename as much as the next guy, but apparently Sharepoint or the SMTP Server doesn't really care too much.

All the attachments I sent to any sharepoint enabled lists show up with all lower case filenames.

Anyone know how to fix this?

Thanks,
Mark
at 4/9/2008 3:34 PM

Attachements (Again)

Hi all

I have followed all the suggestions within this thread to get where I am at the moment.  My requirements are rather specific, but I have to get this working.

I can send an e-mail to a document library and the e-mail and attachments get stored as separate files just as I need - great!

However, I have a peice of software called Orbis Task centre that automates much of our Financial Processing.  When this sends an e-mail to the same library, the e-mail message gets stored, but the attachemnmts do not seem to be there, i.e. there is only one item listed in the library.

But if you open the message from within the library in something like Outlook Express, the attachments are actually stored there, but not listed as separarte items.  If I choose not to save the original e-mail I get nothing at all.

Therefore I assume that the e-mail I am sending manually is in a different format to the e-mail from the Task Centre.  The Task Centre copies me into the message and it looks fine in Outlook (all versions).

I have carried out all of the Tips from the above thread and from the Combined Knowledge White Paper(s) and I have applied the change in Microsoft KB 926891.  I had really high hopes for this as it seems to imply that I could change the type of e-mails that would be recieved.

For info, I have Exchange set up with a relay agent that is passing the info to the SMTP service within Sharepoint, but as the message is getting there OK, I assumed that this was working OK.

Any help would be appreciated as I don't know where to go next.

Regards

Wayne
at 4/17/2008 5:49 AM

Re: Attachements (Again)

Are you sending this to a list or a document library?  If it's a list, which template is it based on?  I know lists and libraries handle attached documents differently, that's why I ask.

tk
Todd Klindt at 4/18/2008 9:21 AM

Re: Attachements (Again)

It is a Document Library. 

But your question got me thinking.  I tried to send the same message to a List based on the Annoucements List type and I got exacvtly the same results, i.e. the original message saved, but the attachments nowhere to be seen.

Wayne
at 4/21/2008 7:18 AM

sending emails from Discussion boards

Hi,

I did was able to successfully setup the incoming emails to the discussion board.

Now, my question is how to set the Discussion board to send emails.

Thanks
at 4/24/2008 10:37 AM

Automatic email tracking in SharePoint

Hi,
I just have one comment to the way you can handle emails in SharePoint site. Check out our solution for MOSS 2007. You can automatically capture emails from the exchange server, store them in a n SQL DB and via a set of web services and a web part make them available within SharePoint. The emails can be selected, using SharePoint lists as a filter. This allows everybody who has access to the team site, to view emails and documents related to i.e. an Account , customer or project. So this really removes the issue of having emails in your local inbox, as they automatically are made available within SharePoint.

There is a demo and more info at www.email-manager.com

Kind regards
Kenneth Thorkelin
at 4/24/2008 3:21 PM

E-mails to document library fails in event viewer

I have a problem when sending E-mails til a Document library
WSS picks up the mail with out any problem, but it fails and writes the following to the event viewer

"Bad senders or recipients.."

I do not understand what i is happening everything is set up to accept e-mails regardles og the sender.

I am sending the mails from my outlook klient, i have set everything up in a demo enviroment, using POP3 and SMTP on a W2K3 server.

The applikation pool and the timer services all is running as domain administrator, and it is frm the domain administrator mailbox the mail is sent, so the acces rights should be OK

Thomas
at 4/28/2008 8:41 AM

Incoming mail settings

hi,
I've finished all my configurations followed by steve's Incoming Email settings" from Combinedknowledge.com.I have got the mails stored in my portal server's 'c://inetpub/mailroot/queue' folder.my problem is why its not showing sharepoint document library?

thanks & regards,
karthik S
at 4/29/2008 1:06 AM

Unknow Alias - How can we manage undelivered emails?

We have configured incoming email for our MOSS 2007 and it really works great but we would like to address couple of the issues.

Before I start stating my problems, let me tell you that we have Majordomo Unix based mail distribution system set to deliver emails to SharePoint. We do not have MS Exchange server configured for this.

Here are the issues:

1. What happens to emails, which are sent to wrong email addresses? SharePoint logs refer that as Unknown Alias. How does SMTP server handles it? Is there anyway we(or SharePoint Admin email account) can get notified for undelivered email messages? We tried to set email account in SMTP server properties for Undelivered emails but that didn't help. We would like sender to receive bounce back email when email is sent to wrong email address or at least SharePoint administrator account get notified when email is not delivered to SharePoint.

2. We have Distribution List set for different groups. Let's say for example, dl-spadmins has all email accounts of SharePoint administrators. If we add email address for SharePoint document library in this DL and then send email to dl-spadmins, all members of that DL receive email but SharePoint document library does NOT receive this email. Is there anyway to troubleshoot this issue?

Why we want to add email address for SharePoint document library to Distribution List (DL)? Because we can not find those contacts in SharePoint even though we have configured Directory Management Service for incoming email feature in SharePoint and that is because we have Majordomo mail distribution system instead of MS Exchange (I believe this is the reason, we can not find those contacts in MS Outlook but I am not sure) So if we add contacts for important SharePoint document libraries to DL of relevant department (Site Collection), anybody can send email to DL, which will send email/document to all the members of DL as well as SharePoint document library and nobody needs to remember email address of SharePoint document library. All they need to do is, just send an email to DL and it will reach both the members of DL and SharePoint document library, which these members are going to access later.

Any help would be greatly appreciated.


Karthik, It seems all email are getting queue up, if they are routed properly they should appear in c:/inetpub/mailroot/drop folder instead of c:/inetpub/mailroot/queue folder.

Did you specify specific IP Address or server name in Accept mail from these safe e-mail servers setting in Central Administration > Operations > Incoming E-Mail Settings? if yes, try it with Accept mail from all e-mail servers.

Do you have any other mail routing system like us - Majordomo - Unix based mail distribution system? If yes check if it is routing emails to SMTP Server (SharePoint server, where you have Virtual SMTP server installed) correctly.

Also try telnet commands to send email to the same server and see if that works and email ends up in drop folder instead of queue folder.

Here are the steps:

   1. Open the cmd prompt.
   2. Type telnet server.com 25 (where "server.com" is the name of the server where you have smtp server installed, such as MOSSServer1.domain.com). This can be found by checking SMTP virtual server properties in IIS.
   3. Type HELO server.com.
   4. Type MAIL FROM: you@server.com.
   5. You may get a message saying "250 ok"
   6. Type RCPT TO: MyDocLib@server.com 
   7. again, You may get a message saying "250 ok"
   8. To write the message, type DATA, followed by your message.
   9. To end the message, put a period on a line by itself and press Enter.
  10. Type QUIT to exit Telnet.

-Brij
at 4/30/2008 7:29 PM

can't get incoming emails to SHOW in my list

Keep getting ERROR:
05/02/2008 14:01:42.09 OWSTIMER.EXE (0x1324)                   0x1300 Windows SharePoint Services   E-Mail                        6871 Information The Incoming E-Mail service has completed a batch.  The elapsed time was 00:00:00.  The service processed 0 message(s) in total.

I can see my emails in my drop folder for some seconds and then  dissapears..

MS Sharepoint  Team where are you??
 
at 5/1/2008 11:17 PM

good post

good post
at 5/3/2008 9:27 PM

Re: E-mails to document library fails in event viewer

Have you looked at the logs in the 12 Hive to see what SharePoint is saying about the emails as they come in?

tk
Todd O. Klindt at 5/3/2008 10:46 PM

Re: Unknow Alias - How can we manage undelivered emails?

1) Without custom code there is nothing you can do to handle unknown recipient.  The email system is out of the loop once the SMTP service drops the messages into the folder.  Since SharePoint does not send NDRs you just don't get any.

2) SharePoint doesn't care if the message is sent to multiple recipients.  To troubleshoot this do it just as you would any other problem.  Check the ULS logs, things like that.

tk
Todd O. Klindt at 5/3/2008 10:54 PM

Fail to Retrieve Incoming Email

I have followed every detail you explain in your How to configure Incoming Email Enabled Libraries in MOSS2007 RTM using Exchange 2003 in an Active Directory Domain.

I will explain first that I have the following architecture:

1.       Server1 – Domain Controller

2.       Server2 – DNS Server

3.       Server3 – Exchange Server

4.       Server4 – WSS 3.0 & Database Server

 

I have set active directory and delegate permission as explained in your article.

I have also configured SMTP in Server4 to relay through Exchange Server.

And when I configured Central Administration – Incoming Email Settings, I chose the following settings:

Enable sites on this server to receive email – Yes
Settings mode – Automatic
Use the Sharepoint Directory Management Service to create distribution groups and contacts – No
Email server display address – Server4.domainname
Accept mail from all Email servers
 

Every time I email Server4 through telnet port 25 from my local computer, Sharepoint successfully retrieve the email to document library.

But the problem is when I try to email through Outlook along with the attachment, it never appears in the document library.

I wonder you could do me a favor by telling me what is wrong with setup.

Thanks in advance.
at 6/2/2008 4:15 AM

Emails not making it to the drop folder

all emails are forwarded to C:\Inetpub\mailroot\Queue with the following text

This is an automatically generated Delivery Status Notification.

Delivery to the following recipients failed.

email@MOSS.xxxx.com



I do not have the system to use AD, how do I get them in the drop folder? If I copy the email to the drop box, it is removed but not placed in the SP list.

Any ideas?
at 6/5/2008 5:04 PM

Re: Fail to Retrieve Incoming Email

If it works when you connect directly to the SharePoint server, than it seems safe to assume SharePoint is not the problem.  Do you have an SMTP Connector defined in Exchange so that it knows how to handle email with Server4.domainname addresses?

tk
Todd Klindt at 6/6/2008 6:23 PM

Re: Emails not making it to the drop folder

This is odd, I'm not sure what's causing it.  It sounds like a problem with SMTP and not SharePoint.

tk
Todd Klindt at 6/6/2008 6:37 PM

Not showing email in document library from MFD

I have setup document library to accept e-mail messages from any sender. I can send email to document library and it works. But when I am trying to scan document and send mail from MFD, it is not showing up in document library.
I have checked sharepoint log and it say service successfully proceeessed 1 message. Please help me to find where message is going.
 
at 6/11/2008 2:07 PM

Email Attachments

I'm having an issue where some are able to send an email with attachment to a document library with success and others, only their email is in the document library and not the attachment.

What could be causing this?

Thank you,
kmw
at 6/26/2008 10:32 AM

Content Deployment Emails not appearing

I have a situation where some emails are appearing in a document library, yet others are not (no attachments in the equation)

1. Email sent from a normal user account in Outlook: Email appears in library

2. Email sent from SharePoint on the success or failure of a content deployment job : email is sent to recipients successfully, except the email never appears in the enabled document library (I can see it appear in the drop folder, and it has a success message in the SMTP log)

3. That same content deployment status email forwarded to the document library : success

Any ideas? I haven't tried, but I suspect a similar situation would happen if you tried to create an alert for one document library and have the email delivered in an email enabled document library.

NS 
at 7/2/2008 11:13 AM

More on SharePoint not accepting it's own emails

An addition to the content deployment email problem - here are two posts on (apparently) the same problem with an InfoPath form:

http://blogs.conchango.com/jonathanbradshaw/archive/2006/10/25/InfoPath-Form-Server-E_2D00_Mails-to-E_2D00_Mail-Enabled-Document-Libraries.aspx

http://www.infopathdev.com/forums/t/7127.aspx

NS
at 7/2/2008 11:20 AM

Re: Content Deployment Emails not appearing

If I understand your issue correctly, I think it's by design.  I don't believe SharePoint will add any email that it created itself.   It does this to prevent a loop.  Imagine you subscribed a list's e-mail address to its own alerts.  Every time an item was added an alert would be sent out.  That alert would go into the list, which would trigger another alert, and so on.  I think I read somewhere that to prevent that SharePoint won't accept any email from itself.

tk
Todd O. Klindt at 7/2/2008 11:31 AM

Enable incoming mail on (existing) lists

(I hope I can explain my problem, as I am using a german WSS).
I have installed a server with WSS 3 and have configured the incoming mail settings. No I wonder if it is possible to enable this feature on existing lists, which I have after installing some MS templates, especially the IT Team Wirkspace.
There is a "error" list (literally translated), which I would like to receive emails by my users. If I create another list (just for testing purposes), I can see the settings for incoming mail in the properties, but I have no idea if it is possible to change the existing (MS template) list for accepting emails?

Any help would be very appreciated,
C.
at 7/9/2008 10:30 AM

Incoming mail Delivery problem

Let me know if some body Knows !
mail comes in drop folder and disappered,  but did not delivered to lib or list of appropriate location

Jameel
at 7/20/2008 1:34 AM

Re: Incoming mail Delivery problem

Your first troubleshooting step is to look in your ULS logs.  Every Incoming E-Mail cycle puts an entry in the log and the job says what it does with the messages it finds.

tk
Todd Klindt at 7/20/2008 3:58 PM

Importing previously sent emails

Hi,
 
Thanks for the great article--it helped me sucessfully set up incoming email for a discussin list to archive my team's email.

Everything works great, but I'm wondering if there is a way I can import emails from the past to make a more complete archive?

I tried manually dropping some old emails into c:\inetpub\mailroot\drop, but I could only get that to work if I changed the email header to match a new email. 

Does anyone know of any method, utility or doc on how to import past emails? 

Thanks in advance for any advice or ideas,

jw
at 7/23/2008 12:06 PM

Re: Importing previously sent emails

I would think you could use any utility that uses SharePoint's Content Deployment API (also called 'Prime') to bring those emails in.  Off the top of my head I'm thinking maybe this might be a good place to start, http://www.codeplex.com/SPDeploymentWizard

tk
Todd Klindt at 7/23/2008 1:12 PM

Fault Tolerance with Email Enabling Document Library

Hi,

Is there a way to set up this in fault tolerance sense as what will happen in the case of one server goes down( and that server is the one which process the emails)

what does  Microsoft recommend?

Thanks
Ramesh
at 8/5/2008 2:00 PM

Re: Fault Tolerance with Email Enabling Document Library

I'm not sure what Microsoft suggest, I haven't seen any guidance from them on this.

If you do any kind of load balancing you can load balance the email as well. You could also set up multiple MX records for the domain you create and give your secondary a higher number.

tk
Todd O. Klindt at 8/5/2008 2:18 PM

Enable email for KB and/or Help Desk template

Hello,

Does anyone know if there is a way to enable incoming email (w/ attachments) for the KB and/or Help Desk templates in WSS 3?  I looks like there should be a way, but I'm new to SharePoint and can't seem to find it.  I have a feeling it might require Sharepoint Designer or something similar.  Thanks for any help!

Michael L.
at 8/5/2008 2:47 PM

Attachment of type eml does not make it into document library

We have our document library successfully receiving emails. We thought that all the attachments were also making it to the document library (DL). However, when our user asked us to see if they could forward multiple emails to the library at one time, we discovered that that attached emails did not make it to the library. It appears as though our environment does not recognize email attachment types (eml). Has anyone else experienced this? Any insight on this would be greatly appreciated. (I thought our challenge was going to be whether or not attachments within the attached emails were going to make it into the library.)
at 8/6/2008 8:19 AM

Re: Enable email for KB and/or Help Desk template

I know that custom lists cannot be email enabled, as SharePoint doesn't know how to map the fields.  The custom templates may have that same problem.  I don't know of any way to email enable them.  Sorry.

tk
Todd Klindt at 8/6/2008 1:42 PM

wss and lotus notes

Hi,

I´v already used wss and lotus for outcoming e-mail, but now i need use them for incoming emails.

Could you help me ?
If possible, a step-by-step guide woud be aprecciated
at 8/8/2008 1:18 PM

How do you re-use a previously assigned e-mail address?

I have e-mail enabled list working just fine (crossed-fingers!) but I have run into an issue with a set of mail-enabled Libraries that were deleted and now need to be re-created. When I try use the originally assigned e-mail addresses, it throws an "Error in application". I can assign new addresses, but if I try to then change it to the original, I get the same error.

I checked the config database and the previous links/e-mail addresses are not there.

I removed the associated Contacts from the Sharepoint OU.

In the logs, it shows up as:
0x01F8  Windows SharePoint Services     Topology
8zrj    High            System.UnauthorizedAccessException: Access is denied.
(Exception from HRESULT: 0x80070005 (E_ACCESSDENIED))     at
System.DirectoryServices.Interop.UnsafeNativeMethods.IAdsDeleteOps.DeleteOb­ject(Int32
flags)     at System.DirectoryServices.DirectoryEntry.DeleteTree()
at
Microsoft.SharePoint.EmailIntegration.SPEWSADManager.DeleteContact(String
Alias)SPEWSADManager::DeleteContact

Where else can I look?

Thanks, Simon
at 8/8/2008 10:48 PM

Mail not going into Share Point list or calendars....

I have set up a simple SMTP mailing convention for Share Point. Enabled it on Central Server, and went to the list and it up to accept incoming mail. However when I test the operation to see if it works, mail does not forward to the list. I see that logs for the badmail folder have shown up for the time I tested the function. Is there something else that I'm missing? Do I need to setup each of the list manually in STMP or is there another step in Share Point that I'm missing. Thank you.
at 8/27/2008 11:16 AM

Selecting address from Exchange Address Book

I have gotten incoming email to work but I am getting sporadic results.  From my testing it looks as if I manually type in the address of the document library the document makes it to the library.  But if I select it from the address book the email gets to the SMTP server and the Timer Job picks it up but it never makes it to the doc library.  Sharepoint Server 2007, Exchanged 2003, Outlook 2003.  I can't find any errors in the log but I may not know what to look for.  Any ideas on why this could be happening?
Thanks,
Tanya
at 9/23/2008 10:19 AM

how to configure Exchange to relay emails to the SMTP server on the SharePoint box?

i was trying to check out the incoming email feature without modifying AD.

I tested with telnet commands, my sharePoint list received the email ok;
also tested with a POP3 profile in outlook express, sharepoint list receive the email ok.

when i try to send emails to the SharePoint list from my corporate email client (outlook/exchange), the emails were bouncing back saying: Undeliverable: the recipient could not be reached.

so, i think i may need to do something on Exchange to relay emails. How to do that please?
at 10/1/2008 8:28 PM

Step by step guides for incoming email

at 10/2/2008 10:49 AM

sharepoint parses MAPI (MSG files) into eml

Hey todd,

Great post on email enabling Sharpoint lists... I managed to configure everything mentioned above however I don't understand why sharepoint architecture parses the email message from outlook into a EML file... it would be nice to see exchange servers keep the same format (Mapi-msg) files so when the sharepoint timer picks the message up from the drop bin, it adds the ability for end users to open the emails from the sharepoint document library using outlook client...

thoughts?

--Scot in Canada
at 11/17/2008 7:36 PM

OWA and Outlook

I've setup everything successfully; tested the mail enabled libraries and email/attachment showed up except for one thing.  When I use OWA to send/reply/forward emails w/ attachments, it was uploaded onto my Document Libraries.  When I use MS Outlook 2003 to send/reply/forward new emails to the mail enabled address, only the mail message showed up but not the attachment.  Please help.
at 11/19/2008 4:28 PM

Random Attachments not going to list

Hi All,

I've read this whole forum, but haven't found what I'm looking for.  for some odd reason attachments randomly don't get delivered to a few different doc library's.  The SMTP log shows the communication, but I don't see the attachments show up in the Queue or badmail or drop directories.  Has anyone experienced this before?

Aaron in Portland, OR
at 11/25/2008 7:22 PM

Re: sharepoint parses MAPI (MSG files) into eml 

Scot,
If I had to guess, I'd say this happens because the Incoming E-Mail service uses the SMTP server, not something MAPI based. .EML files can be opened with Outlook Express. I don't know of any way to get MSG files into SharePoint in this manner. You'd probably have to write something.

tk
Todd O. Klindt at 11/25/2008 9:24 PM

Re: OWA and Outlook

Interesting problem. There are differences between how OWA and Outlook format mail, though I'm surprised at this particular problem. I would be willing to setup a list or library on my site and let you send two emails to it, one from each source. I'm curious to see the differences myself.

tk
Todd O. Klindt at 11/25/2008 9:38 PM

RE: Random Attachments not going to list

We have just experienced this issue. I have two users and Myself testing this (Sending attachments without any email body text). The scenario is this. All users have full control in test library.

Person A: Outlook 2007 -
Test 1. (SUCCESS) send mail with no subject or body text and an attachment. The attachment and email get filed seperately
Test 2. Send mail with subject but no body text and an attachment. The attachment and email file seperately
Test 3. (SUCCESS) send mail with subject and body text and an attachment. The attachment and email get filed seperately
Test 4. (SUCCESS) send mail (in Outlook WebMail) with no subject or body text and an attachment. The email appears and the attachment appears

Person B: Outlook 2007 -
Test 1. (FAILS) send mail with no subject or body text and an attachment. The email appears but no attachment
Test 2. (FAILS) send mail with subject but no body text and an attachment. The email appears but no attachment
Test 3. (SUCCESS) send mail with subject and body text and an attachment. The email appears and the attachment appears.
Test 4. (SUCCESS) send mail (in Outlook WebMail) with no subject or body text and an attachment. The email appears and the attachment appears

Person B: Outlook 2003 -
Test 1. (FAILS) send mail with no subject or body text and an attachment. The email appears but no attachment
Test 2. (FAILS) send mail with subject but no body text and an attachment. The email appears but no attachment
Test 3. (SUCCESS) send mail with subject and body text and an attachment. The email appears and the attachment appears.
Test 4. (SUCCESS) send mail (in Yahoo) with no subject or body text and an attachment. The email appears and the attachment appears

Basically I am now assuming that the issue is not a SharePoint issue. It is specific to the Office Outlook product, both 2003 and 2007 versions. And because it happens to different users we are going to try and narrow the search to the user settings and rights through out the system.

One interesting point, if you open the .eml files of the failed tests the attachment can be seen (all that gook at the bottom) so the attachment is there...it just wasn't parsed out. If you have any ideas or suggestions let me know. Thanks!
(greg.mcallister@cirrus.com - Please feel free to show)
at 11/26/2008 2:36 PM

RE: Random Attachments not going to list

Greg,

Thanks very much for posting your research and findings.  Please update this blog with any further results, as it's very helpful!  All I can add is that I am experiencing the same issue with users of Outlook 2002.

at 12/1/2008 10:01 AM

Attachement Encoding

There was only two ways I could get attachments to work and show up in document librarues with Outlook 2007 and that was to set the message attachment encoding option in Outlook before sending the message to either UUENCODE or BINHEX. The other way was to force the attachment encoding by setting the contact properties to force UUENCODE in AD.
at 12/16/2008 8:24 AM

Email coming to drop foler, but not deliver to sharepoint site

Hi,
I set up a Imcoming Email in our sharepoint site.I have used the website for a long time. Suddently the mail can not deliver to our sharepoint site. I checked the drop folder, can see the mail coming. But after that ,it disappeared.
So can help me? what is the problem? cos of the limited of mail?
at 12/21/2008 6:34 PM

Re: Email coming to drop foler, but not deliver to sharepoint site

There's a documented bug where SharePoint loses the incoming email setting. There are many comments in this thread about it. That might be happening to you. To troubleshoot, look in your ULS logs and search for "E-mail". Each time the incoming e-mail Timer Job scans your drop folder it logs it. It also logs whether it finds something and what it does with it. If you see it returning that it can't find a match you might be experiencing the same problem.

I haven't seen if there's a patch for this yet or not, but it wouldn't hurt to get SharePoint patched up to the December Cumulative update patch.

tk
Todd O. Klindt at 12/21/2008 11:13 PM

Previous post re: images in posts

Did anyone ever solve this? I have the same issue and I am urgently trying to find a solution.

What about attachments??

I would like users to be able to make posts to my SharePoint blog via an email and also include a picture in the post.  If I attach a picture, the list item shows an attachment but I would like the picture to show up in the blog post as well.  If I embed a picture right in the body of the email then the blog post shows an empty image tag..no image actually loads.  Any ideas?
at 8/8/2007 3:54 PM
at 1/6/2009 4:16 PM

Re: Previous post re: images in posts

This should work.I have verified it works with mine. Can you post what your blog settings are?

tk
Todd Klindt at 1/13/2009 3:29 PM

Re:email attachment

Hi
you should checkout for getmessagestream() method to read the message and parse the image and save it as attachment and update the body part of email with attached url.
at 2/3/2009 1:42 AM

Bad Mail 452 4.3.1

Ok, I have been sending email to my sharepoint server. They do not appear in the drop folder. The system log gives me error code 429. (I have enough space and appropriate permissions for my sptimer account). The central admin and sptimer account are domain admins. The smtp service is running. I tried sending an email through command prompt too but as soon as i hit DATA, it gives me error code 452, bad data. why is my box rejecting emails?
at 2/3/2009 3:57 PM

Disabling a list

Just thought I'd add something to this thread as I'm not sure where else to put it! I managed to get incoming mail working fine using the combined knowledge whitepaper, but ran into an oddity when I tried to disbable incoming mail on a list that I had enabled (don't ask why I was doing it!).

Anyway, I was not able to do it and was getting the standard "Error - Troubleshoot sharepoint services" error message.

I decided it was probably a permissions issue, and that Sharepoint was trying to delete the contact that it had created for me in AD. Sure enough, it was, however it was the sericve account under which my sharepoint instance was running that needed permissions. i gave it delete permissions on the OU, and was then able to disable the list.

Cheers
Gandasi
at 2/6/2009 1:57 PM

WITHOUT EXCHANGE???

Can you configure incoming email in MOSS 2007 without Exchange Server or using AD integrated accounts?  Any resource or info to get started???

Thanks,
Bill C.
http://www.linkedin.com/in/arcanumbillcorrea
http://blog.arcanum247.net
at 2/8/2009 2:10 PM

Re: WITHOUT EXCHANGE???

Hey Bill,
You don't need Exchange to using incoming e-mail. You don't need AD either. All AD does is all you to automatically make the aliases. Without AD you can make the aliases yourself, or not use aliases at all.

tk
Todd Klindt at 2/9/2009 9:17 AM

SMTP 510 error

I'm getting following error :

-----------------------------------------------------------------------

This is a delivery status notification, automatically generated by MTA mailgate2.companyname.com on Mon, 02 Mar 2009 10:06:19 -0500 Regarding recipient(s) : taf@a18devlab.eng.ad.companyname.com Delivery status : Failed. The destination domain <a18devlab.eng.ad.companyname.com> is the same as the name of the outgoing mail server. Please verify the address or contact your administrator for more details.
MTA Response :510
The original message headers are included as attachment.

And the attached file contains this error message :
"Could not find a valid mail exchanger for the destination domain."

Any help will be appreciated.

Thanks,
Mario
at 3/2/2009 9:35 AM

Getting Incoming E-mail to work with POP3

We don't have an exchange server. All of our mail is handled by an 3rd party hosting a pop-3 server. I have to authenticate to it in order to open a mailbox. I use a web-interface to create accounts on their server.

How can I configure SharePoint to receive Incoming Emails from this server? Where do I put the usernames and passwords?
at 3/11/2009 11:54 AM

emails in drop - not publishing!

Guys,

I did exactly as said by the Combined Article. Thanks Steve.

Yes, it do creates contacts in the OU then emails do come to DROP folder.

BUT

The emails still there in drop folder without dissapearing. And it does not get publshed in the sharepoint lists….

I have setup all as said in article. What my concern here is either SMTP or SharePoint being cracky…

Anyone for my rescue?… 
at 3/13/2009 12:28 AM

Re: Getting Incoming E-mail to work with POP3

SharePoint incoming email does not and cannot use a POP3 server, of any kind. You'll need to create a subdomain of your email domain first. If you normally send email to @company.com you'll need to create an MX record for @sp.company.com, or some subdomain of your choosing. Point that MX record at your SharePoint WFE. Then you have two options. The easiest approach is to just have your users email directly using that subdomain. Your addresses would be like docs@sp.company.com or blog@sp.company.com. Their email clients will send the email directly to the SMTP server running on the SharePoint WFE. Your second option is to see if your current email server can do aliases. If so, you could create an alias for docs@company.com and your email server would forward it to docs@sp.company.com, which would go to your SharePoint server.

You don't need a POP3 server for this to work, SharePoint unfortuantely can't function as a POP3 client.

tk
Todd O. Klindt at 3/15/2009 11:29 AM

Re: emails in drop - not publishing!

If the emails are making it to the drop folder that means that SMTP is working correctly. The last thing SMTP does is drop off the messages. Once that's done, it's finished. After messages get to the drop folder it's all up to SharePoint to grab them and figure out where they go. Is the Incoming Email Timer Job running? You can check in Central Admin and in your ULS logs. Are you certain it's checking the correct directory for the messages? You can use the "Advanced" settings to specify a folder on the server. Try that and see if the messages are parsed. A standard troubleshooting step is to go through your ULS logs and look for any hints. Have you done that? Any help?

tk
Todd O. Klindt at 3/15/2009 11:33 AM

email address using subdomain is not appearing in form library

I am using MOSS 2007. I have configured an email id(myforms@domain.com)to
sharepoint form library (myforms). so whenever anyone send an email with
an attachment to myforms@domain.com that attachment will be uploaded to
myforms form library. I am facing the below problem.
1) whenever I use my yahoo id which has one domain (@yahoo.com) for sending
mail, it works fine
2) Whenever I user user@domain.com, it also workfine but whenever someone try using sub-domain id like
(user1@dept.domain.com), it doesn't work. So it works with one domain and not for sub-domain.

The thing is whenever mail is sent from multi-domain id, it comes in the drop folder of "mailroot" folder in sharepoint and after it disppears from dtop folder. The problem starts from this point. From drop folder, it is diverted to somewhere. how can we track that?

Please advise

Ashish
at 3/16/2009 8:54 AM

Re: email address using subdomain is not appearing in form library

 made one changes, form library settings that I selected "Yes" in  "Save original e-mail?" options, thne I noticed that now email is added in form library, but there is no attachement file, it seems that attachment is removing.

I noticed that all those mail is coming from edu domain, attachment is removing and only email message is appearing inform libary, but from all other type domains (like ,com/.net etc) email message as well as attachment both are appearing.

FYI, Email Security policy option is set as "Accept e-mail messages from any sender".

In sharepoint is there any options for blocking domain name or front end server blocking somewhere?

Please advise
at 3/16/2009 11:41 AM

Interesting article on how to debug incoming email

at 4/13/2009 2:10 PM

Incoming email in Sharepoint within corpnet

I’m trying to configure incoming emails for my SharePoint server on corpnet according to the instruct here. But the smtp service on my SharePoint server doesn’t receive any emails. Is it required for the central Exchange server to add a routing to my local smtp service for the email to relay to my local smtp?
at 4/30/2009 12:43 PM

Notification When Email Sent by Non-Authorized Site User

Is it possible to receive an email alert whenever an email is received by a library on my SharePoint site by a non-authorized user?  For example, if I have a document library setup to receive email and the email security policy is set to accept email based on library permission and a user without permission sends an email to the library, can I receive an email alert that this happened?
at 5/4/2009 9:18 AM

"System Account" issue?

Hi all -

I've set up incoming email on the sharepoint environment in our network domain. It is able to receive emails from all users from our domain and other trusted domains as well (3).
The problem I'm facing is when users from the trusted domains send emails, say to a blog, it appears as from 'System Account'. When users from our local domain send emails to the blog, it correctly displays the 'Posted by <<User>>' on the post.
 
Users from the trusted domains can log in, any additions / modifications to documents, libraries, blogs done directly through the portal seems to attribute the change to their name so pretty much everything else works fine. It is only when they mail in a blog post or document, their name appears as System Account.

Appreciate any help I can get on this.
at 5/7/2009 12:18 PM

Re: Incoming email in Sharepoint within corpnet

yes, Exchange will either need a routing group or MX record for your SharePoint subdomain. Exchange needs some way to know how to get to the right server.

tk
Todd O. Klindt at 5/7/2009 9:42 PM

Re: Notification When Email Sent by Non-Authorized Site User

I've never really given this much thought. Maybe you could set up a workflow that checks for the user that added something to a doclib. If it shows up as "System Account" fire off an email. Not sure if that will work or not.

tk
Todd O. Klindt at 5/7/2009 9:52 PM

Re: "System Account" issue?

Emails show up as "System Account" if SharePoint can't match the email address it's from to an account it knows about. Can you verify the email address maps to a user in the trusted domain? Does their email address on the site match the account the files are coming from?

tk
Todd O. Klindt at 5/7/2009 10:01 PM

Re: "System Account" issue?

Sorry for the delay in response!

Yes.

For E.G:

When I add a user from a trusted domain to a sharepoint site, if I use his / her email address it resolves to the correct user and I'm able add them. If that same user sends in a post to the blog, appears as system account.
at 6/4/2009 5:12 PM

Re: "System Account" issue?

Found another clue -

When I compare emails that work and ones that don't (From the drop folder) the x-sender value is wrong in the ones that don't. The x-sender is somehow set as the 'to' address instead of the actual senders address.
Sharepoint probably uses this field to resolve the user? When I corrected the value (wordpad) and put the file back into the drop folder, it worked like a charm.

Now I just need to figure out why / how / where the x-sender value is getting messed up.

UGH!
at 6/11/2009 1:37 PM

.msg / .eml files

is there anyway to configure sharepoint to display emails as .msg files instead of .eml files??
at 7/2/2009 1:48 AM

Annoucements List is confused about permissions?

I set up two doc libraries to accept email, and they worked fine. But when I set up an Announcements list, it rejects messages from a user that has member and owner roles (contributor and full control rights) unless I set the Announcements list to accept messages from everyone.
Is this a bug?

--Michael Blumenthal
http://blumenthalit.net
Twitter:@michaelbl
at 7/2/2009 9:06 AM

Re: Annoucements List is confused about permissions?

Hi Michael.
Good to hear from you. I've been using PowerShell a lot lately, you'd be proud. :)

You could be experiencing a bug, they certainly do exist. In most cases when I see this behavior it's because the sender's email address doesn't match the email address that shows up for the user in SharePoint. Two questions come to mind:

1) Are the working and non-working lists in the same site collection?
2) Can the non-working user send email to another list successfully?

If the working and non-working lists are all in the same site collection AND the user can send to another list, just not the announcement list, then there's something weird going on. I'd look at approval settings on that list and also look through your ULS logs for "e-mail" and see if there are any clues there.

Good luck,
tk
Todd O. Klindt at 7/2/2009 9:17 AM

Attachment size Limits

Sending attachments (excel files) via an Email Attachmenta to a Sharepoint Document folder works, GREAT.
But it appears there is a size limit that the mail handler for Sharepoint has. It isnt within our outgoing AD/Exchange. Email sent to multiple address all get out but the very large 2gb files get rejected by sharepoint. the Sharepoint site is within our domain. How is this controlled?
at 7/7/2009 4:45 PM

Re: Attachment size Limits

SharePoint has a hard size limit of 2 GB because of how it stores files in SQL. It simply can't store a file larger that 2 GB.

tk
Todd O. Klindt at 7/7/2009 4:52 PM

incomming email settings

I am trying to enable incomming email from blog posts, i get the error:  The list was created successfully, but could not be assigned an e-mail alias because of the following error

I have enabled email on document libraries and it works fine, just cant figure this one out.  Any help would be appreciated.
at 7/10/2009 2:56 PM

Timer Job problems

My mail is setup and working as far as it being placed in the drop folder. When the Incoming E-mail timer job runs though it doesn't remove the mail and that status is listed as Initialized at 0% and stays that way. When I review the logs, it references the timer job but simply states that it isn't triggered again because it is already running. Any ideas?
at 7/22/2009 7:52 AM

Reply to external emails

I'm trying to convert to discussion groups from public folders.  My public folders receive email from any email account, not just internal ones.  My users connect the discussion group to Outlook and need to be able to reply to any email that hits the discussion group.  But they can't reply to persons outside the organization because the From address is "System Account".  Is there any way to change this to show the E-Mail Sender address?  Or maybe set the reply-to address as the E-Mail Sender address?  Anything so that when the user hits Reply from Outlook, it goes to the original sender, not the System Account.  Thank you so much!
at 7/22/2009 4:38 PM

Thanks for a greate article

We made an upgrade to SP2 that went wrong, so we had to reinstalll sharepoint. After that the incoming mail didn´t work. Thanks to your article I found out that we need to update the config database with the email-adresses.
at 8/10/2009 8:58 AM

Emails but no attachments for all but one person

Everyone in my org can send emails to the list but only one persons attachemnts show up. I have looked at the logs and I am not seeing any error that I know what to do about - here is an example -

Localized resource for token 'DistributionLists_Alias' could not be found for file with path: "C:\Program Files\Common Files\Microsoft Shared\Web Server Extensions\12\Template\xml\base.xml".

All the send emails get to the drop folder and get picked up- all email goes in - no attachements unless you are one person. Right on list have accept from anyone.


 
at 9/11/2009 11:14 AM

How to enable Incoming email for share point server on DMZ

I have our company's extranet SPS server in DMZ, which has just WSS3 and no MOSS. We have not yet registred a url for the Share Point site in the DNS, but currently external users access the sites on this server using the IP address. I am trying to enable incoming email for the lists on all these SP sites. SO I installed SMTP service on the WSS front end server. I also enabled incoming email in central admin and for a doclib in a WSS Site. I added a MX record for this server on our DNS manager (which is in DMZ Zone) Then I tried sending emails thru my outlook as well as my hotmail account. But nothing works. The drop folder for the SMTP service is always empty and I also get an email saying delivery to this address is delayed and then after some time failed.

I think the issue is with the MX record. I am not very savvy with the networking jargon..butI think the Mx record has to be created at the external DNS host..But do not know where is the external DNS host..Also instead of servername.domainname.com, can I have a user friendly address like ttpartners.com written as FQDN in the Mx Record?

Thanks in advance for your help.

Sucheta
at 9/24/2009 6:12 PM

set blog category via email submission?

Hi.  Did I overlook the answer to this earlier in this thread?  If so, I apologize.

I'd like to know whether you can set the blog category for a post that is made via email submission, or whether the admin has to set the category after the email is posted to the blog.

Thanks for any insights!

Bruce Milligan
Citizant.com
at 10/20/2009 11:39 AM

Re: set blog category via email submission?

Hey Bruce,
As far as I know there is no way to assign a category to a blog post if you submit it via email. :(

tk
Todd O. Klindt at 10/20/2009 12:20 PM

Timer job triggered duplicated in Load balance environment

Within non-load balanced environment, my timer job works fine. but when deploying to the load balanced environment, it seems the timer job would be trigged in every machine. in that case, the tasks executed more than one time. could you invastigate this issue and give me some advices?
at 10/22/2009 8:38 PM

Re: Timer job triggered duplicated in Load balance environment

The job would have to run on every SharePoint server, in case that server is collecting mail. I don't think that's an issue at all. What are concerned will happen?

tk
Todd O. Klindt at 10/24/2009 7:50 PM

Permissions on the List/Library

The installation I'm using runs the timer service under the machine name\administrator account. I was getting Access Denied errors until I added the administrator account to the Drop folder AND the document library.

It took me way too long to figure this out. I didn't see it mentioned in the instructions or any comment. Is my config $%^& or is this a necessary step?
at 11/9/2009 4:13 PM

incoming emails getting picked up from drop, no SHOW in my library

Hi tk

I have set up incoming\outgoing emails using local IIS-SMTP

-I have a infopath form with email submit
-When I press submit "The form was submitted successfully"
- I do see it falling into the drop folder and disappears
-Fails to show up in the document library

ULS log.(OWSTIMER.EXE)     
The Incoming E-Mail service has completed.... processed 0 message(s) in total.


To test this out, I send the email to the same address using Thunderbird email client and it works.
ULS log.
The Incoming E-Mail service has completed.... processed 1 message(s) in total.


I do not see any other Exception or Error in ULS. Email is being picked up, but cannot trace where it is saved.

Please help.

thanks
tj







at 11/10/2009 5:21 PM

hot fix

Despite the fact that the sent mails are dropped in inetpub\mailroot\drop, "x-Mailer: Windows Sharepoint Services (version 3)" in the mail header  is causing the email to not get delivered to sharepoint

http://support.microsoft.com/default.aspx/kb/970818/EN-US
at 11/11/2009 5:21 PM

use a disccusion list for email

discussion list is a type you want to use to receive email information properly (from, subject, body)
at 12/10/2009 6:32 PM

eml files disapeared from maildrop but not showing on list

Hello,
as in tittle: I am sending an emails to list email (stored in ...\maildrop directory in eml format -> then timer sync service picked-up those files -> and.... nothing more.
at 1/21/2010 1:53 PM

Incoming mail to Sharepoint Calendar

I have a mail enabled calendar in Sharepoint 2007, which has been accepting calendar invites fine.  It is now sending bounce back messages and I am guessing that the emails that have been sent and saved has reached the limit for that list.  Please could you tell me if there is a way to increase the limit.

Hope this makes sense

Claire
at 1/25/2010 9:09 AM

Re: eml files disapeared from maildrop but not showing on list

Go to (Incoming email Settings) in your List/Library settings. make sure "Yes" is selected in the option (Saving Original Email). This will save the .eml file in the list as well as its attachments. Selecting "No" in this option will result in ignoring .eml files but does not affect attachments saving.

Hope it helps you

Ahmed Bajaber - Saudi Arabia
at 1/26/2010 1:56 AM

e-mail to sharepoint calander not working

Hi,
i've sent an outlook meeting notice to the sharepoint calendar for a 1/2 meeting. i get an error:
The following organization rejected your message: xyz

when i change the meeting to an all day event and resend, the meeting gets posted in sharepoint's calendar without any error messages.

any ideas?
at 2/3/2010 7:32 AM

Add Comment
Items on this list require content approval. Your submission will not appear in public views until approved by someone with proper rights. More information on content approval.

Title


Body *


Today's date *

Please enter today's date so I know you are a real person
Attachments