Working with incoming email

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We can divide the whole topic in four steps . At first we will do changes in AD then SharePoint central admin then we will configure Doc library and finally if needed we will modify exchange server to do required routing

 

Step 1 – Setup AD

On a Domain Controller Open Active Directory Users and Computers in the administration tools and create a new Organizational Unit under your main domain name.

At this point we can new delegate control to the Central Administration Application Pool account to have Write access to the OU.

1. Right Click on the OU and

Click Next on the Wizard

3. Click Add to select the Central Admin Service Account from AD

4. Click Next

5. Tick ‘Create a Custom Task to Delegate’

6. Click Next

7. Accept the default setting for the next page

8. Click next

9. In the permissions box select Write

10. Click Next

11. Click Finish

 

Step 2 – Configuring incoming e-mail settings in central administration

Open MOSS2007 Central Administration and click on the Operations Tab

Click Incoming E-Mail

On the incoming mail page we are now going to configure the page to use the Directory Management Service and configure this service to use the Organizational unit that we created earlier in order to create the new contact objects.

  1. Click Yes to enable incoming mail and the settings mode on Automatic
  2. In the Directory Management Service (DirMan) section select Yes to use the DirMan service.
  3. In the Active Directory Field type the name of your Organizational unit that we created earlier. Eg OU=sharepointdl,DC=test,DC=com.
  4. In the SMTP mail server field type the name of your moss server tat has the SMTP server installed.
  5. Leave the default to Yes for Accepting messages from authenticated users only if you wish to use incoming mail for trusted senders only.
  6. Allow Creation of distribution groups. If you want to allow Site Administrators to create E-Mail enabled distribution groups in Active Directory for their Site Groups then leave the default to yes and then select the approval setting for the DirMan service. By using approval the Site Administrator may be able to create a mail address for the Site Group but until a farm Administrator approves the new group it will not be created in AD.
  7. To Approve the Site Groups mail enabled distribution group go the SharePoint Central Administration – Operations – Topology and Services – Approve/ Reject Distribution Groups.

 

Step 3 – Creating a mail enabled document library in a team site

Although we have mail enabled the library there are still a few settings that we need to decide on for the mail sent to this library.

1. Open the document library we have just created

2. Click Settings – document library settings

3. Under Communication Settings click E-Mail Settings

The settings in the library are all optional but for my test I am going to save all the attachments in the library plus I am going to keep a copy of the mail message in the library as well.

4. In the E-Mail Message Section Select Yes for save original e-mail

5. In the E-Mail Security section Select Yes to Accept e-mail messages from any sender

6. Click OK

 

Step 4– Exchange server

    If we have address of sharepoint list is different what we use in origination(Exchange server )  then we need to setup a connecter in exchange server

  1. Open exchange management and then expand the tree and find connector  
  2. Now right click and create new connector for SMTP
  3. Give any  name
  4. Select forward all email through this connector and in box add the ip of sharepoint in square brackets [xxx.xxx.xxx.xxx]
  5. Click add and select local exchange server  
  6. Click address space and add SMTP and then add the all the string which you have after @ in sharepoint document email address  eg:- test@abc.xyz.lan    so add MDE-MOSS02.EDUC.MDE
  7. And save the connector

 

 

Some points to remember :-

  • If you have two farm connected to same AD you cant create same contact in two different farm
  • if the email address of the list you enabled for incoming email is different than what exchange server is working you need to create a connector.
  • If some time incoming email not working try  Running the command stsadm.exe -o refreshdms -url <URL name> will pull the e-mail
    alias information from the content database and write it to the configuration database.
  • If the issues is specific to some doc library then edit the incoming email settings and save once again.
  • if you you are getting error in enabling incoming email then run the command window with SharePoint admin login and try to create a contact using command dsadd contact cn=mstest,OU=SharePointLists,DC=abc, DC=abc, DC=abc if we are getting access denied that check the permission on OU for farm admin account
  • If some time  you are getting error when you are saving setting with incoming email at CA with OU not present even you have created OU in AD then do a IIS reset at CA server