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Sharepoint server portal and Exchange server

  Asked By: Vasudev    Date: Nov 11    Category: Sharepoint    Views: 1634

I have a question about Exchange server (2000,2003) intergration with
Sharepoint server portal(SPS).

Please let me know if SPS can access the public folders (calendar) in
Exchange server.

What I am trying to see is if I can publish the contents of the
calendar on the Exchange server on the SPS.



1 Answer Found

Answer #1    Answered By: Siobhan Waller     Answered On: Nov 11

Yes SPP can access the Public Folders but u have to do the following
settings b4 u do that.

About configuring e-mail-enabled document libraries

Microsoft Windows SharePoint Services includes the ability to link a
document library with a public folder based on Microsoft Exchange 2000
or later. Any documents attached to messages in the public folder can be
automatically inserted into the document library; the document library
then displays the document, plus the from address, the subject line, and
the date and time that the attachment was inserted into the document
library. Note that the body text of the e-mail message is not preserved.
It remains in the public folder but is not transferred to the document

A user can simply send e-mail to the public folder, with an attached
document, and the document will be automatically added to the correct
document library on a SharePoint site. For example, if you are using an
XML template to store invoice information, a user could fill out the XML
invoice and e-mail it to the public folder. The XML file is then posted
to the document library and would be available for rolling up into
larger reports on invoices, or for easy retrieval.

About e-mail and document library security

Because this feature relies on e-mail to transport documents, it uses
the same security rules as all e-mail messages. Before enabling this
feature, you should be aware of the following issues and

* Because e-mail messages can cross firewalls, external users can
use this method to send documents to an internal SharePoint site. This
is useful for many scenarios, such as sending expense reports in from
the field, but it can also open your site to unwanted junk e-mail
messages, or spam. For information about controlling spam in public
folders, see the Exchange 2000 server  documentation.
* Because e-mail messages can carry documents with viruses, you
might end up with a virus-laden document on your site. However,
documents inserted into a document library from e-mail attachments can
be scanned for viruses like any other documents in document libraries.
For more information about virus scanning in Windows SharePoint
Services, see About virus protection
m> .
* Because e-mail addresses can be spoofed, the from address is
preserved in the document properties and displayed in the document
library. Trust the from address as much or as little as you trust other
e-mail addresses.
* To allow this feature to work, the document libraries allow
anonymous insertions from e-mail attachments. You cannot control who has
rights to add attached documents to this document library. However, you
can control who can add documents directly to the document library, and
you can control who has rights to post to the public folder by using the
Exchange Server user management tools.
* As with any public folder or document library, there is the
possibility that a malicious user could add so many documents that the
site or server's storage capacity is filled, thus blocking other users
from accessing the site or server. Be sure to control the list of users
with access to the public folder, and consider using quotas to control
the size of the site. For more information about quotas, see About
quotas and locks
m> .

This feature adheres to the blocked file extension rules for a document
library. Any documents with file extensions that are blocked at the
server level are also blocked from being added to an e-mail-enabled
document library. For example, if you have a file with an .exe file
extension, and you send it to the public folder, it will not be
transferred to the document library. For more information about blocked
file types, see Configure blocked file types
m> .

How it works

The Microsoft SharePoint Timer service controls when the public folder
is checked for new attached documents. When the Timer service event
runs, the service checks the public folder for new documents and inserts
them into the document library. The SharePoint Timer service simply
inserts documents; it does not update, overwrite, or delete documents.
If the same document is added to the public folder more than once, that
document will appear more than once in the document library. However,
each document in the document library will have a unique file name
(which is automatically generated by adding numbers, such as "1" to the
end of the file name, so that filename.doc when added again becomes

You can use this feature with any document library, or any list based on
a document library template such as a custom document library, except
picture library, which is not supported. The data sent to the document
library along with the document is fixed. Any additional fields (even
required fields) that you specify in the document library properties are
ignored when documents are inserted.

Managing the public folder

You must configure the Exchange Server public folder to work with
Windows SharePoint Services before you can enable this feature. After
you configure the feature, you must continue to perform the public
folder administration tasks from within Exchange.

To use this feature, you must use the Exchange 2000 Server
administration tools to do the following:

* Create the public folder.
* Grant read access to the appropriate Windows SharePoint Services
application pool accounts. If you are using one account for all virtual
servers, grant that account access. If you are using separate accounts
for each virtual server, you must grant the virtual server accounts
access to the appropriate public folders.

If you prefer not to grant access to the application pool accounts, you
can instead give the anonymous user account access to read the public
folder. This is a less secure method than granting access to the
application pool account.

* Determine which e-mail distribution list to allow to post to the
public folder, and grant the distribution list appropriate access to the
public folder. Note that you will need to enable the public folder to
receive e-mail. This is not turned on by default, so the Exchange 2000
Server administrator will need to create an e-mail address for the
public folder.
* Continue to manage the public folder and the access to the
public folder.

For more information about managing public folders and managing user
access in Exchange 2000, see the Exchange 2000 Server documentation.

Enabling e-mail access to document libraries

To enable this feature, you must be a local server administrator or a
member of the SharePoint Administrators group. You enable this feature
by entering an Exchange server name in the Virtual Server General
Settings page. After you have enabled this feature for a virtual server,
any administrator of a site on that virtual server can enable the
feature for a document library in his or her site.

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