Configuring Sharepoint 2010 to Accept Incoming Emails

By | November 5, 2010

Wouldn’t it be nice to create a list, announcement or a document respository automatically by sending email to Sharepoint Server, whats even better is that you can run a logic behind it by using worklflow and automate business processes as well.  A good example would be a service request or a project request where it originates from an email and depending on the contents of the email it filters it out and assigns task to different departments.  Well before all of that happens you need to configure Sharepoint first to accept incoming emails and here is a simple way to do it and it only involves 8 easy steps so lets get starting.

1. Add SMTP Feature to your Sharepoint Server

To do that go to your Server Manager by going to Start->Administrative Tools->Server Manager or just type “Server Manager” in the search box.  Once in  the server manager go to features, then in feature summary click “Add Features”.


Select “SMTP Server” and click “Add Required Role Services”.

2. Install IIS 6 Management Console

Since SMTP Management still uses the old MMC UI you need to install the IIS 6 Management Console, to check whether its installed go to Server Manager->Roles->Web Server(IIS) then under the Role Services you will see whats installed, if its not there then click “Add Role Services”.

Choose the required IIS 6 Management Components, and confirm installation.


Once installed you should see it under Administrative Tools->Internet Information Services (IIS) 6.0 Manager.

3. Setup your SMTP Server

Knowing that Internet Information Services (IIS) 6.0 Manager is installed click on it and start setting up your SMTP.

Go to the SMTP Virtual Server, right click on it and choose properties.

Go to Access then setup Authentication, make sure Anonymous Access is checked then click OK.


Now click Connection, choose “All except the list below” then click OK.

Finally click relay choose “Only the list below” and make sure the item  “Allow all computers which successfully authenticate to relay, regardless of the list above” is checked.  Click OK then Apply.

4. Take note of where the Email Drop Folder is located

This will be the location where an email message is dropped of first before processing.  To go there just below “SMTP Virtual Server” you will see “Domains” and right click on the Domain Name of your server the select properties.

5. Check if SMTP service is running

To check if your SMTP Service is runing type “services.msc” in run command, once Serices Console loads go to “Simple Mail Transfer Protocol (SMTP)”, double click the entry and make sure Startup Type is “Automatic” and start the service.  Click Apply and OK.

6. Configure incoming e-mail settings in Sharepoint 2010

Now go to your Sharepoint Central Administration.  Once there go to System Sttings->Configure incoming e-mail settings.

Configure the following options:

  • Enable sites on this server to receive e-mail? -> Yes
  • Settings mode: -> Automatic
  • Use the SharePoint Directory Management Service to create distribution groups and contacts? -> No
  • E-mail server display address: -> YOURSERVER.yourdomain.com, this is the default
  • Safe E-Mail Servers -> Accept mail from all e-mail servers

Click OK and it processes on the background and of of the processes involved is setting up security properties on the Drop Folder which I mentioned on step 4, sometimes that fails (very rarely this happens) so it best to check if that indeed worked by going to the Security Properties of the Drop Folder.

Make sure the security properties are such:

  • WSS_Admin_WPG – Full Control
  • WSS_WPG – Read & Execute / List folder Contents / Read

7. Configure your Sharepoint List Incoming e-mail settings

Now configure your list to accept that emails, to do that choose a list (It will only work on some list types), Calendar or Document Library then go to Communications->Incoming e-mail settings.

Then set up the following

  • Allow this list to receive e-mail? -> Yes
  • E-mail address: > The email address you want, this will be automatically routed once it hits the domain so no need to create it on Exchange
  • Save e-mail attachments? -> Yes, if you want to
  • Save original e-mail? -> Yes, if you want to
  • Save meeting invitations? -> Yes, if you want to
  • E-mail security policy: -> Accept e-mail messages from any sender

Click OK, now your all done, all you have to do it test.

8. Testing Time

Send and email to the one you configured on step 7

Check the Drop Folder mentioned in Step 4 and an email (.eml) file will be there while its being processed.

Once it disappread check your list and the email should be there.

Congratulations!  You made it.  Now if you have that creativity you can now do all sorts of stuff with a combination of workflow which is discussed here -> http://www.macaalay.com/2010/11/03/step-by-step-guide-in-developing-your-own-workflow-in-sharepoint-2010/

Configuring Sharepoint 2010 to Accept Incoming EmailsWouldn’t it be nice to create a list, announcement or a document respository automatically

by sending email to Sharepoint Server, whats even better is that you can run a logic

behind it by using worklflow and automate business processes as well.  A good example

would be a service request or a project request where it originates from an email and

depending on the contents of the email it filters it out and assigns task to different

departments.  Well before all of that happens you need to configure Sharepoint first to

accept incoming emails and here is a simple way to do it and it only involves XXX steps so

lets get starting.

1. Add SMTP Feature to your Sharepoint Server

To do that go to your Server Manager by going to Start->Administrative Tools->Server

Manager or just type “Server Manager” in the search box.  Once in  the server manager go

to features, then in feature summary click “Add Features”.

——————————-

Select “SMTP Server” and click “Add Required Role Services”.

——————————-

2. Install IIS 6 Management Console

Since SMTP Management still uses the old MMC UI you need to install the IIS 6 Management

Console, to check whether its installed go to Server Manager->Roles->Web Server(IIS) then

under the Role Services you will see whats installed, if its not there then click “Add

Role Services”.

——————————-

Choose the required IIS 6 Management Components, and confirm installation.

——————————-

Once installed you should see it under Administrative Tools->Internet Information Services

(IIS) 6.0 Manager.

——————————-

3. Setup your SMTP Server

Knowing that Internet Information Services (IIS) 6.0 Manager is installed click on it and

start setting up your SMTP.

Go to the SMTP Virtual Server, right click on it and choose properties.

——————————-

Go to Access then setup Authentication, make sure Anonymous Access is checked then click

OK.

——————————-

Now click Connection, choose “All except the list below” then click OK.

——————————-

Finally click relay choose “Only the list below” and make sure the item  “Allow all

computers which successfully authenticate to relay, regardless of the list above” is

checked.  Click OK then Apply.

——————————-

4. Take note of where the Email Drop Folder is located

This will be the location where an email message is dropped of first before processing.

To go there just below “SMTP Virtual Server” you will see “Domains” and right click on the

Domain Name of your server the select properties.

——————————-

5. Check if SMTP service is running

To check if your SMTP Service is runing type “services.msc” in run command, once Serices

Console loads go to “Simple Mail Transfer Protocol (SMTP)”, double click the entry and

make sure Startup Type is “Automatic” and start the service.  Click Apply and OK.

——————————-

6. Configure incoming e-mail settings in Sharepoint 2010

Now go to your Sharepoint Central Administration.  Once there go to System Sttings-

>Configure incoming e-mail settings.

——————————-

Configure the following options:

Enable sites on this server to receive e-mail? -> Yes
Settings mode: -> Automatic
Use the SharePoint Directory Management Service to create distribution groups and

contacts? -> No
E-mail server display address: -> YOURSERVER.yourdomain.com, this is the default
Safe E-Mail Servers -> Accept mail from all e-mail servers

——————————-

Click OK and it processes on the background and of of the processes involved is setting up

security properties on the Drop Folder which I mentioned on step 4, sometimes that fails

(very rarely this happens) so it best to check if that indeed worked by going to the

Security Properties of the Drop Folder.

Make sure the security properties are such:

WSS_Admin_WPG – Full Control
WSS_WPG – Read & Execute / List folder Contents / Read

——————————-

7. Configure your Sharepoint List Incoming e-mail settings

Now configure your list to accept that emails, to do that choose a list (It will only work

on some list types), Calendar or Document Library then go to Communications->Incoming e-

mail settings.

——————————-

Then set up the following

Allow this list to receive e-mail? -> Yes
E-mail address: > The email address you want, this will be automatically routed once it

hits the domain so no need to create it on Exchange
Save e-mail attachments? -> Yes, if you want to
Save original e-mail? -> Yes, if you want to
Save meeting invitations? -> Yes, if you want to
E-mail security policy: -> Accept e-mail messages from any sender

——————————-

Click OK, now your all done, all you have to do it test.

8. Testing Time

Send and email to the one you configured on step 7

——————————-

Check the Drop Folder mentioned in Step 4 and an email (.eml) file will be there while its being processed.

——————————-

Once it disappread check your list and the email should be there.

——————————-

Congratulations!  You made it.  Now if you have that creativity you can now do all sorts of stuff with a combination of workflow which is discussed here -> http://www.macaalay.com/2010/11/03/step-by-step-guide-in-developing-your-own-workflow-in-sharepoint-2010/


33 thoughts on “Configuring Sharepoint 2010 to Accept Incoming Emails

  1. Pingback: Sharepoint Workflow does not trigger on e-mail created List Items « Raymund Macaalay's Dev Blog

  2. Pingback: Configuring Sharepoint 2010 for Incoming and Outgoing Emails « amavs

  3. Aj

    Hi rsmacaalay,

    I configured my server with the details specified in this post.

    all works fine, my sharepoint server recives emails under DROP folder but i can’t see these mails on web portal under shared document library for which i configured incoming mailing service.

    can you please help me in that.

    Thanks in advance

    Cheers
    Aj

    Reply
    1. Ajay

      yes versioning is turned on…. and i don’t know what happened it was working fine in january 2011 around 2nd week when i left it and went on vacation and now its not working….

      please help

      thanks
      aj

      Reply
  4. Aj

    thanks rsmacaalay

    all sorted for me now….
    there was some issues with managed account…

    thanks for all teh help

    Reply
  5. James

    I’ve followed your directions, but when I send the email I get the following:

    Unable to resolve route sharpointserver.domain.com (MX) – *

    what am I doing wrong?

    Reply
  6. Amol

    Hi Raymund,

    I have configured the incoming email according to your blog but my emails are not getting in doc library.
    I have two environments, in one emails stay in drop folder even after incoming email timer job runs where as in other the emails disappears from drop folder once this job is run.

    There is no versioning enabled on my doc libraries.
    One thing is that my SMTP server address looks like servername.domain.local.

    Your help will be appreciated.

    Reply
    1. paul t

      i am seeing email in the drop folder, and it disappears in a minute (when the timer server job runs), but it doesn’t end up in the library. any ideas? in am using the simple configuration (no exchange); is there somewhere i need to actually create the library’s email address?

      Reply
    1. rsmacaalay

      Yup you can do that by going to Sharepoint Central Administration -> System Settings -> E-Mail and Text Messages (SMS) -> Configure outgoing e-mail settings. That takes care of the first step, now for the next step it all depends on what you want to achieve? Can you let me know where and what triggers your email sending?

      Reply
      1. Ariston J.

        Hi,

        Do I need to install a third party application like Exchange Server 2010 to send or receive email using Sharepoint 2010

        Thanks,
        Ariston J.

        Reply
  7. Ariston J.

    Yes I already Installed the SMTP Server but when I do your post… Nothing happen I don’t know why. Do I need to install the SharePoint Server 2010 for me to receive email from ex: Microsoft Outlook or Yahoo Mail?

    I stock on this email setup 🙁

    Thanks,
    Ariston J.

    Reply
  8. ken wood

    I have one bit of confusion:
    What software do I use as my mailer? I use Outlook for my real email and it connected to BPOS Exchange Server (Microsoft) and I use the Outlook connector for Hotmail account.

    I know SMTP is configured correctly as Telnet finds it.

    Reply
    1. rsmacaalay

      As long as you have an SMTP server and you set up properly on Sharepoint Central Administration then everthing would be a breeze

      Reply
  9. Chet Batterman

    Thank You so much for the clear consise instructions! Worked like a charm…Are there any automated ways to create the Library incoming mail address using a template or some other means? Would like for all newly created sites to have a “Shared Documents” library that would accept incoming mail. Would like the address to be [email protected]@mydomain.com

    Reply
  10. joeprakash

    I have tried everything except the security properties for DROP folder.
    Whenever I tried to send an email to the one configured in my library; I always get delivery failure error.
    I am unable to figure out what am I doing wrong here..:(

    Reply
      1. joeprakash

        As the email I mentioned in the library is of the format [email protected]; mail delivery fails as it’s unable to locate the domain where the mail is to be sent to..

        Reply
  11. Pingback: Configure Email « My SharePoint Toolbox

  12. Gabe

    Hi Raymund,
    I did not see any resolution to the problem when mails do not appear in a library. I configured everything (smtp servers, incoming mail setting in central admin , drop library permission, e-mail enabling library) but after the mail disappears from drop folder it doesn’t appear in the library. Of course i’ve got the right too, to send mail to the library.
    Have you or anyone here got a idea for that.
    Thanks

    Gabe

    Reply
  13. indy77

    I have followed the instructions as listed above. I am unable to figure out what the issue is at all. The email never comes to the drop box. I have had no problems with the configuration. Everything just ahngs in the message queue in exchange.

    Reply
  14. Mark Arend

    When you configure SMTP service, by default it sets the FQDN of the server you installed it on as the domain to which emails are sent. Most people will want to change this to their desired sharepoint address such as sp.company.com. To do this, right-click the domain in the IIS 6 SMTP console, select rename, and enter your equivalent of sp.company.com. This is what finally got my emails starting to flow out of the Drop folder.

    I think the instructions above just assume the default name is correct, which it might be on a single-server test farm.

    Reply
  15. suresh

    Hai,

    I have a issue it is possible to send a mail to the security group “without” enable Email.
    It is possible ?
    if it is possible please share me any information regards this issue.

    thanks,

    suresh

    Reply

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