Colligo Blog: Email Management

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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A Convenient Way to Store and Share Outlook Emails in SharePoint

As you may have noticed, Colligo Contributor 2.0 supports drag and drop of Outlook emails directly into SharePoint document libraries. This is a pretty cool feature because it means you can now use SharePoint instead of Exchange Server public folders to store project emails.

Here’s a little description of the problem and solution:

As an email sharing and collaboration solution, SharePoint document libraries offer many advantages over Exchange Server public folders, including ease of administration, ease of access, search, and content organization. Yet a number of mission critical requirements must be considered before integrating SharePoint with Microsoft Outlook email, such as:

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