Map e-mail headers to SharePoint metadata

harmon.ie Email Knowledge Base - Notes & Outlook Enterprise Edition

When uploading e-mail messages to SharePoint using harmon.ie, you can automatically map the e-mail headers (From, To, CC, Subject, Date, etc.) to SharePoint document properties. To enable this mapping, the SharePoint document library needs to be set up with e-mail specific columns.

There are two ways to do this:

  1. The recommended way is to install the optional SharePoint feature package and library template provided by harmon.ie on your SharePoint Server. This package adds a new e-mail document library, including e-mail columns, an e-mail content type, and an e-mail view.
  2. Alternatively, in SharePoint, create a new content type defining the SMTP email headers (as in the table below) and add it to your target document library as the default content type. In case you wish only harmon.ie use this as the default content type, please read the Set mail content type when uploading e-mail messages to SharePoint knowledge base article.

This article explains the e-mail feature package and how to install and uninstall it.

What metadata is added to SharePoint?

The e-mail content type includes the following fields, which are added to SharePoint:

E-MAIL HEADERDESCRIPTIONSHAREPOINT COLUMN TYPE
AttachmentsIndicates if the e-mail message contains one or more attachments.Yes/No
* CategoriesMessage categories. Outlook edition only.Single / multiple lines of text
CcThe identity of the secondary recipients of the message.Multiple lines of text
* Conversation-IndexA unique identifier for the conversation. Outlook edition only.Single line of text
* Conversation-TopicThe common subject of the e-mail thread. Outlook edition only.Single line of text
DateThe date and time when the message was sent.Date and Time
FromThe address of the message sender.Single line of text
* ImportanceThe message’s importance. Outlook edition only.Single line of text
In-Reply-ToThe contents of this field identify previous correspondence that this message answers.Single line of text
* Message-IDA unique identifier for the message. Outlook edition only.Single line of text
OriginalSubjectThe subject of the e-mail message stripped from the prefixes 'RE:', 'FW:', etc. To learn how to configure the e-mail subject prefixes that will be stripped, read Grouping e-mail messages.Single line of text
* ReceivedA copy of this field is added by each transport service that relays the message.Single line of text
ReferencesThe contents of this field identify other correspondence that this message answers.Single line of text
Reply-ToIndicates any mailbox(es) to which responses are to be sent.Single line of text
SubjectA summary of the message.Single line of text
ToThe identity of the primary recipients of the message.Multiple lines of text


* This column is not included in the supplied feature package below - you must add the column manually to the content type.

The e-mail view provides an Inbox-like display of e-mail messages - including the e-mail headers - stored on SharePoint. The view hides non-e-mail messages from the list, and allows messages to be sorted and filtered by any column.

Installation

To download and install the optional e-mail feature package and template, do the following:

  1. Download the e-mail feature package for SharePoint (the same package is used in SharePoint 2013, SharePoint 2010 or MOSS 2007).
  2. Extract the contents of the downloaded archive to C:\Program Files\Common Files\Microsoft Shared\web server extensions\{15|14|12}\TEMPLATE\FEATURES\emailfeature on the SharePoint server, preserving the folder structure.
  3. Open a Command Prompt and run the following commands to install and activate the e-mail feature of the SharePoint Server:
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    cd C:\Program Files\Common Files\Microsoft Shared\web server extensions\{15|14|12}\BIN
    STSADM.EXE -o installfeature -name emailfeature
    STSADM.EXE -o activatefeature -name emailfeature -url <SharePoint URL>
    Note: The command prompt should respond with Operation completed successfully after the 2nd and the 3rd commands. 
  4. Download the EMailDocumentLibrary.stp template for SharePoint 2013 or SharePoint 2010 or MOSS 2007, depending on your SharePoint server version.
  5. From the SharePoint Web interface, select Site Actions > Site Settings > Galleries > List templates.
  6. In the List Template Gallery, select Upload > Upload Document, and browse to the STP file you downloaded in step 4. Then, click OK.

Note: Change the number in the paths above according to your SharePoint Server version (15 for SharePoint 2013, 14 for SharePoint 2010, or 12 for MOSS 2007).

The e-mail columns, e-mail content type, and e-mail view are now deployed and activated on the SharePoint Server.

Configuring the Mapping

The mapping between e-mail headers and SharePoint columns is configurable from the mappings list in the harmon.ie Options. To learn more, read:

Upgrading the e-mail content type

Follow the steps below to upgrade an existing e-mail content type and add the OriginalSubject field:

  1. Navigate to Site Settings > Site Columns and add the site column OriginalSubject (single line of text) to the E-mail Columns group.
  2. Navigate to Site Settings > Site Content Types and select E-mail content type.
  3. Change the type of the To and Cc columns to Multiple lines of text.
  4. Add the site column OriginalSubject you created in step 1 to the E-mail content type (will be used when creating a new e-mail document library).
  5. Add the site column OriginalSubject to your existing e-mail document library/s.

Uninstalling

To remove the e-mail feature from a SharePoint Server, open a command line interface and run the following commands to deactivate and uninstall the feature:?

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cd C:\Program Files\Common Files\Microsoft Shared\web server extensions\{15|14|12}\BIN
STSADM -o deactivatefeature -name emailfeature -url <SharePoint URL>
STSADM -o uninstallfeature -name emailfeature
IISRESET

Note: Change the number in the paths above according to your SharePoint Server version (15 for SharePoint 2013, 14 for SharePoint 2010, or 12 for MOSS 2007).

If the e-mail feature needs to be reinstalled or updated, you first have to deactivate and uninstall the feature before installing it again.

Grouping e-mail messages

E-mail messages uploaded to SharePoint through harmon.ie can be grouped by the OriginalSubject field in the SharePoint web interface. This feature allows you to view e-mail messages in a pseudo-conversation view.

During the upload process, the email Subject field is stripped from the common prefixes to the core text, and the stripped subject is saved in the field OriginalSubject.

You can configure which e-mail prefixes will be trimmed from the subject line. To do this add or edit the registry key EmailPrefixes under harmon.ie root key, and write the prefixes you want to trim in the Value data of (default). Use comma to sepearate the list.

To learn how to centrally and remotely provision this registry key, read the knowledge base article Provision harmon.ie for Outlook to all users or Provision harmon.ie for Notes to all users.