Colligo Blog: Email Management

Answers to Webinar Questions about Colligo Products

Well, our recent webinar, "<a href="/resources/webinars/">The Myths &amp; Truths of Email Management with SharePoint</a>.", with Joel Oleson, was a resounding success with almost 2100 registants. <a href="http://www.sharepointjoel.com/Lists/Posts/Post.aspx?ID=132">As Joel pointed out on his blog</a>, this was the "Largest Global SharePoint Webinar/Webcast Ever!".

There were so many questions from the attendees that we couldn't get them answered during the allotted time. Joel was kind enough to <a href="http://www.sharepointjoel.com/Lists/Posts/Post.aspx?ID=135">post the answers on his blog to the questions directed to him</a>. He also <a href="http://www.sharepointjoel.com/Lists/Posts/Post.aspx?ID=137">posted a series of podcasts</a> on the material he presented during the webinar.

I pulled out the Colligo questions and I'm going to answer them here. Please let me know what you thought of the webinar. If you are interested in hearing a replay, you can get it <a href="/resources/webinars/" target="_blank">here</a>.

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Myth #1: Mailbox folders are a great place to store and organize emails and attachments

This is the second post in a guest series I’m doing here on Email Management in SharePoint. The first post was an introduction.

It’s very common for people to think, “I need access to an important document so I’ll email it to myself and then I’ll have it offline in my PST folder.” While this may provide value to a single user, it conflicts with the goals of enterprises that are trying to make content reusable. When important files are stored on individual user desktops or laptops in personal PST files, the information becomes an island that no one else can access.

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Myths and Truths of Email Management in SharePoint – Introduction

As Barry mentioned, I’ve agreed to do a series of posts on Email Management in SharePoint right here on offlinesharepoint.com over the next couple of weeks. I encourage your feedback here or on my blog, sharepointjoel. Feel free to comment or ask questions on the material I’m going to post.

So let’s get started.

With the growing demands for compliance, doing more with less, and information reuse, CIOs, Information Architects, and System Administrators have an overwhelming number of technology choices and strategies to consider when designing a solution to manage and share their information assets. I’m sure we would all agree that emails and attachments form a large part of those assets. Today, users must sort through thousands of emails to find the critical ones while being pressed to make decisions immediately. It’s difficult to find, categorize, and sort content to stay efficient, so data gets lost, and more and more time is spent searching for information.

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Guest Blogger: Joel Oleson

You may be aware that we just held a very successful Webinar, “The Myths & Truths of Email Management with SharePoint.”, with Joel Oleson. Joel is a well known Microsoft SharePoint Architect, consultant and speaker. He has a popular blog on SharePoint as well, appropriately called SharePointJoel.

Well, we’re pleased that Joel has agreed to do some guest blogging right here on OfflineSharePoint. Over the next few weeks, he will post a series based on the webinar. He’ll dispel the myths and reveal the truths about email management in SharePoint for you right here.

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Buzz in the Blogosphere

For the past week I&#039;ve been kayaking up &lt;a href=&quot;http://www.vancouverisland.com/regions/towns/?townID=3935&quot; target=&quot;_blank&quot;&gt;Clayoquot Sound&lt;/a&gt; – a positively blissful experience. The trip was organized and guided by my dear friend Kim Crosby from &lt;a href=&quot;http://www.kayakbc.com/&quot; target=&quot;_blank&quot;&gt;Wildheart Adventures&lt;/a&gt;, who always puts on a terrific trip. But (sigh) now that I&#039;m back to reality I noticed a few interesting blog posts that I wanted to share.

Andy Dale MCSE, who works for &lt;a href=&quot;http://www.office-talk.com/&quot; target=&quot;_blank&quot;&gt;Officetalk&lt;/a&gt; in the UK, wrote a couple of interesting posts. The first one entitled &lt;a href=&quot;http://andydalesharepoint.blogspot.com/2008/06/six-summer-sharepoint-sizzers.html&quot;&gt;&quot;Six Summer SharePoint Sizzlers&quot;&lt;/a&gt; highlighted a number of SharePoint Add-on products that he found interesting. His comments about Colligo Contributor were very flattering, indeed:

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Using SharePoint to Manage Email – Part 4 – Colligo Contributor Add-In for Outlook

This is the fourth and final post in a series based on a Colligo whitepaper called “Developing an Effective Email Management Solution in SharePoint”. If you’d like to read the full whitepaper or view the associated webinar with special guest speaker, Kathy Hughes, Microsoft MVP, you can get them here.

In the third post we outlined some of the tradeoffs that need to be made when developing an email management solution in SharePoint, then explored the capabilities of the out-of-the-box solutions. In this post we will take a closer look at our product – Colligo Contributor Add-In for Outlook. This is not meant to be an advertorial, but to provide a bit more detail on why we incorporated certain features into the product.

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Webinar and Whitepaper Now Available

We’ve posted a link to the webinar (“Best Practices for Using SharePoint for Email Management”) that was held on May 29. I mentioned it a few posts back. It’s available here. For those that weren’t able to attend, this is a great way to catch up on the content you missed. It also includes the whitepaper (“Developing an Effective Email Management Solution in SharePoint”) that my series of posts on email management in MOSS was based upon.

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Using SharePoint to Manage Email – Part 3 – Best Practices Checklist

This is the third post in a series based on a Colligo whitepaper called “Developing an Effective Email Collaboration Solution in SharePoint”. In the second post we looked at key issues that should be considered when implementing such a solution. In this post we’ll look a bit closer at best practices, summarize the currently available out-of-the-box solutions and conclude with a checklist you can use to evaluate these solutions (and others you may be considering).

It will come as no surprise that the requirements for email collaboration vary widely depending on the scenario that needs to be supported. A common scenario is project management, since emails and attachments often form the critical part of project documentation. Storage in SharePoint ensures that the content is structured so that it can be retained and located easily through search. This also makes it easy for new team members to get up to speed when they join a project mid-stream (rather than having to locate and forward multiple email threads to them). Another common scenario is departmental communications (e.g. all emails from product management) where emails are used to track issues or topics. Yet another is personal email management where emails and attachments are moved out of Exchange to SharePoint MySites for longer term storage, to avoid inbox size limitations and/or to avoid the use of .PST files.

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Using SharePoint to Manage Email – Part 2 – The Keys to Success

This is the second installment in a series of posts based on a recently released Colligo whitepaper called “Developing an Effective Email Collaboration Solution in SharePoint”. The first post discussed the use of Exchange Public Folders (or Managed Folders in Exchange 2007) to upload emails. This post will dive more deeply into some of the key issues that need to be considered when implementing a successful email management solution.

Email management is a specific use case within the broader category of Enterprise Content Management (ECM). Microsoft published an interesting whitepaper that lays out the “Keys to Successful ECM”. In summary, they are:

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Using SharePoint to Manage Email – Part 1 – EPFs or SharePoint?

We’ve just drafted a whitepaper called “Developing an Effective Email Collaboration Solution in SharePoint”. It discusses some of the user adoption issues that must be faced when tackling an email collaboration implementation project and discusses how Colligo Contributor can help to solve them.

Many thanks to Brent Bolleman for his contribution to the document. Also thanks to Michael Sampson for his comments and suggestions on the early draft.

Please feel free to add your comments. Let me know what you think!

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