Managing Outlook Messages

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SharePoint 2007 - Better For Managing Outlook Messages?

Having heard that SharePoint 2007 provides some significant new functionality in the area of document management, many organizations are asking whether they can use SharePoint 2007 to manage their Microsoft Outlook messages. Do the new document management features of SharePoint 2007 help with managing Outlook messages? Is the integration between Outlook and SharePoint 2007 better than with previous versions of SharePoint? Can SharePoint 2007 be the email message repository for my organization? The short answer is that SharePoint 2007 is definitely better for managing Outlook messages than previous versions of SharePoint. This article describes how the out-of-the-box features of SharePoint 2007 can be used with Outlook messages and discusses how by using a smart SharePoint add-on called WISDOM Message in conjunction with SharePoint 2007 you can create really great email message management solutions.

Content Types and Meta-Data Columns

Content Types are a key new document management feature in SharePoint 2007. A Content Type is effectively a collection of meta-data columns, which can be defined at the Site Collection level and then used in multiple document libraries. This approach allows much tighter control over the meta-data that is captured and stored for documents as they are saved to SharePoint. At the same time it reduces the maintenance effort that was associated with having meta-data columns defined separately for each Site within previous versions of SharePoint. The advantages of better meta-data are obvious when you need to filter and search for particular files in the SharePoint repository. A meta-data column such as ‘Client Name' makes it possible to search across a SharePoint environment for all documents and messages that relate to a particular Client.

Email-Enabling Your Document Libraries

SharePoint 2007 allows you to create an email address for each document library. You can then include that address in the ‘To', ‘CC' or ‘BCC' of an Outlook message, and have that message sent directly to the document library where it will be stored.

The problem with this approach is that SharePoint does not prompt for any meta-data columns that might be present in the document library. This in turn means that messages stored into SharePoint in this way will not be found if you search your SharePoint repository on the basis of a meta-data column - e.g. to find all documents related to a particular Client. A further problem is that any attachments are saved separately from the body of the message, which is saved in an .EML file whose name may not be unique.

Uploading Messages via Your Web Browser

If you browse to a SharePoint 2007 document library with Internet Explorer you can upload an email message to the library and SharePoint will prompt you for values of any meta-data columns that are present in that library. That makes for a better result when you are searching, but the key problem is that you first have to save your email message from Outlook to a file - e.g. on your Desktop or in your My Documents folder. If your message has attachments then you must remember to save the message in .MSG format (so that attachments are included with the body of the message) or save and upload those attachments separately.

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We’re going to start where we left off, by re-visiting our earlier template for ABC Widgets: In this example, we’re going to make the following changes to the template: Personalize the email with the subscriber’s name Add a web-version link to the top of the email Add an unsubscribe link to the email Add a ‘forward-to-a-friend’ link to your email Add a link to a preference center Personalizing an email with a subscriber’s name Say we’d like to add a personal touch to our email campaigns – greeting our subscribers in the email copy by first name. If your existing subscriber list already contains subscriber names, then we can add a greeting like, “Hi Jerry”. If a name doesn’t exist for your subscriber, then you can set a fallback greeting - “Hi customer”, “Hi widget fan” - or the like. The good news is, that we can achieve this with one simple tag: [firstname,fallback=widget fan] Once this is inserted into our template’s HTML code, it will look something like this: Hi [firstname,fallback=widget fan]! Welcome to this month’s ABC Widgets newsletter... When you send your campaign, it will look something like this: Pretty nifty, eh? Find out more about personalizing your emails. Once you get the hang of this, then adding other content tags is pretty self-explanatory, however we’ll run through their applications, too. Add a web-version link to the top of the email How your email campaigns render in your subscribers’ email clients can be highly variable, especially if you consider the countless email clients and platforms that exist out there (eg. Hotmail, Outlook, Blackberry...). For this reason, it’s best-practice to provide a link to a web-hosted version of your email campaign, just in case it doesn’t display quite right. 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Putting it all together Now we’ve added all these content tags, here’s what our email looks like after we’ve added it to a campaign: Take a look at the web-version for this sample campaign. You will be able to see the forward-to-a-friend, preferences and unsubscribe pages in action. No comment on the geeky copy… This is our second post in a series on getting started with Campaign Monitor’s templates. Next we’ll look at creating templates for use in our WYSIWYG editor. Hang in there! Looking to get your hands into more serious coding? This post covers the basics of using content tags in your email campaigns. For more detailed information, check out our glossary of content tags, or ask a question in the forums.

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  • bgroup creative agency

    Really, you just can't go wrong with a super cute drawing of a monster to illustrate your email, right? It's eye-catching and can immediately pique the readers' interest. Not only that, but the email keeps it short and simple and provides clear call to action for the readers, inviting them to participate. The only suggestion we have is to convert that title at the top to text rather than an image.

  • Taking the surprises out of the campaign approval process

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compu-smart  says:
18 months ago

Interesting stuff here!! I have ever ever used Microsoft Outlook but am better armed with kniowledge about it!

thanx;)

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