Colligo Blog

Myth #4: Managed Folders linked to SharePoint lists will solve all archiving needs.

Happy New Year! This is my first post of 2009 on the Offline SharePoint blog and the fifth in a guest series I’m doing here on “The Myths & Truths of Email Management with SharePoint.”. My last post was on SharePoint email-enabled lists.

The subject of this post is Managed Folders. Managed Folders were introduced in Exchange 2007 to provide administrators with an easy way for users to archive email. Any Managed Folder can be configured such that all emails sent to it are routed to SharePoint. It’s an incredibly insightful feature and when implemented properly can reduce mailbox sizes, while capturing the intended emails and attachments. When not implemented properly, Managed Folders can be abused, causing SharePoint to become a dumping ground.

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Colligo Truth # 3 – Users can move emails and attachments, and their associated custom metadata and content types to SharePoint with a simple drag-and-drop. IT overhead is very low.

Happy New Year. We had a terrific 2008, thanks in part to the terrific growth of the SharePoint market. Let’s hope 2009 is even better. I came across an interesting article by Dan Holme (SharePoint MVP), where he collects some of the 2009 SharePoint predictions from fellow MOSS MVPs.

Meanwhile… we are continuing the series of posts on the “Myths and Truths of Email Management with SharePoint”. In his last post, Joel Oleson discussed some of the pifalls of using email enabled lists in SharePoint. I wanted to expand on that a little further.

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Myth #3: A SharePoint deployment isn’t complete until you turn on email-enabled lists

This is the fourth post in a guest series I’m doing here on Email Management in SharePoint. The third post was Myth #2.

Emailing a post to a blog … very cool or archiving an Exchange Discussion List to a SharePoint list … super cool … but be careful. Email-enabled self service lists can easily get out of control. Microsoft IT, which loves to use nearly every feature of SharePoint, decided against using email-enabled lists.

Email-enabled lists can be a significant IT resource drain. Without the proper planning and management, AD objects will be created with archiving and no lifecycle. Contact account naming standards are another reason. IT doesn’t want to see random contacts in AD.

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Colligo Truth # 2 – Contributor Add-In for Outlook coupled with SharePoint can provide the functionality of Public Folders without the drawbacks

Joel Oleson discussed some of the advantages and disadvantages of Exchange Public Folders in his last post. Like Public Folders, Colligo Contributor Add-In for Outlook provides a convenient method for linking SharePoint document libraries and lists into Outlook folders. Unlike Public Folders, the addition of shared folders to mailboxes does not necessitate IT involvement. They can be added by end users themselves, based on existing user permissions set in SharePoint. Optionally, IT administrators can push out a configuration file to the clients that automatically links a set of SharePoint document libraries and folders to Outlook without user intervention. This file can also be used to manage a number of configuration options, including default metadata for individual folders.

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Myth #2: Public Folders are dead

This is the third post in a guest series I’m doing here on Email Management in SharePoint. The second post was Myth #1.

In early 2006, the Exchange Team at Microsoft outlined their thoughts about the future of Public Folders in a blog post titled “Exchange 12 and Public Folders.” It was intended to let customers know that Microsoft was de-emphasizing Public Folders for certain applications, but many misunderstood this to mean that Public Folders were dead.

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Colligo Truth #1: Colligo Contributor Add-In for Outlook improves the adoption of SharePoint and quality of metadata

As Joel Oleson mentioned in his last post, it is really important to make an email management solution attractive to end users (to ensure it gets used), while providing a mechanism to set metadata (for search) and content type (for retention).

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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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