NOTE: Per User Installation and Per
In Per User Installation,
the install is
performed 100% on the local system and nothing
is installed on your Exchange or Windows Server.
Further, this install is intended to serve only
the current logged on user of the
system/workstation and will be installed under
the user's application data folder (instead of
Programs Files folder) and no elevated
permission is required (This is known as per
user installation). So, there won't be a prompt
from UAC to allow this install unless you change
the install directory to say, Programs Files
which will warrant an elevated permission/UAC
prompt. If the same system is used by multiple
users, each one needs to install the add-in on their profile with the
default installation folder location.
Per Machine Installation: If you have the
need to have a single install that serves all
users of the system (i.e., per machine
installation, which technically means the files
will be installed under Program files folder and
the add-in will be registered under
HKEY_LOCAL_MACHINE registry hive rather than
HKEY_CURRENT_USER), download the Citrix/Terminal
Server version of the setups from
to perform a per machine installation.
Run the PersonalDataPublisherSetup_xXX.exe to
start the installation. Click 'Next' to Continue.
If Outlook 2003 (SP2 or above) or later is not
installed, the setup wizard will not be able to
proceed. Please also ensure Outlook is shutdown
(if already running or active in the task
manager) as the setup has to install an Outlook
Select the appropriate destination folder where
the application files will be installed. If you
change the default folder path, please make sure
you have appropriate permission. (Note: by
default, it will be installed under your
application data folder)
Step 3. Click 'Next' to continue
with the files extraction. It just takes a few
minutes to complete the whole copying process
Click 'Finish’. This ends the files installation
process in your system.
Destination SharePoint Lists
Before you can start publishing Outlook
emails, appointments or tasks to SharePoint,
you need to choose the destination
SharePoint lists, to which the captured
metadata from Outlook items will be stored
as a list item. You will also need to define
the mapping or association between the
Outlook fields and the SharePoint fields.
There are two ways of doing it:
Specify SharePoint Lists for Outlook item
You can define any number of common
SharePoint lists that will be used for
publishing from any Outlook folder. Commonly
configured SharePoint lists and mappings act
as a template for all Outlook folders and
would appear in the ‘Publish To’ drop
down menu in the DataPublisher toolbar or
To define a common SharePoint list and
mapping for all Outlook folders, go to
Settings menu > ‘Configure Common
In this common SharePoint lists panel, you
can choose for which particular type of
Outlook item, will the configured SharePoint
list and mapping be associated with. Type of
items can be mail, appointment, task,
journal or contact.
To link a
SharePoint list to a particular Outlook item
type, say ‘Mail’, click ‘New SharePoint
Link…’. This will prompt you to enter
the SharePoint site URL to choose an
existing SharePoint list.
If the SharePoint
site uses the NTLM or windows
authentication, the add-in will use the
default credential to connect to the
SharePoint. However, for form based or
claimed based authentication (for example,
Office 365 SharePoint online), it may
prompts you (and other individual
technician) to enter their credential.
Check ‘Remember’ so
that the add-in can use the same credential
to logon to the SharePoint site in
You can also specify the authentication mode
that is used by your SharePoint to allow
connection to it. For instance, if your
SharePoint is configured for Windows
authentication, choose ‘NTLM’. If it used a
form based authentication, then choose
‘Forms’ whereas if it used a claimed based
authentication (for Office 365 SharePoint
Online), choose ‘Office 365’. If you are
unsure, just choose ‘Auto’.
permissions are required?
You should have at least ‘Contribute’
permission over the chosne SharePoint lists
so that addin can publish new items from
Outlook to this SharePoint list.
Once you have chosen a SharePoint list, the
mapping panel will show up and this is where you
need to map fields between Outlook mail and the
fields of the chosen SharePoint list.
Likewise, you can
specify SharePoint lists that will store
published appointments from Outlook.
At any time, if you
want to re-edit the mapping configuration of
a linked SharePoint list, just select the
list and click ‘Edit SharePoint Link…’.
To remove an existing fields mapping, select
the particular list item and click
‘Delete SharePoint Link’ button. This
will permanently remove the selected mapping
settings. NOTE: The SharePoint
list associated with this mapping is not
Specify SharePoint lists specific for a
particular Outlook folder
You can choose also SharePoint lists that
will only store items published from a
specific Outlook folder. This is useful,
when you have a custom form defined for that
particular Outlook folder, and you want to
be able to publish user defined data
collected from the custom form to
To define a SharePoint list and mapping for
a specific Outlook folder, go to Settings menu > ‘Configure SharePoint lists
for this folder’:
This Panel shows all the configured
SharePoint list mappings done for this
particular Outlook folder.
Click the ‘New SharePoint Link’
button to configure a SharePoint list for
use with this particular Outlook folder (e.g.,
‘Ongoing Cases’ folder). This will
prompt you to enter the SharePoint site URL
so that you can choose a SharePoint list and
perform the mapping between the fields of
this particular Outlook folder and that of
the chosen SharePoint list.
Through the mapping tool, you can easily
choose which fields from the Outlook items
are to be published to the SharePoint list,
and map fields between Outlook and the
SharePoint list. Besides the standard
inbuilt fields of the Outlook item type, you
can also include any number of user defined
fields. This mapping feature also allows you
to dynamically create new field of the
relevant data type in the SharePoint list,
so that you can associate it with an Outlook
By default, the first option ‘Retrieve
from the first item’ is selected, and
what it does is, to probe the first item of
the folder and automatically seek out all
the available fields, including any number
of user defined custom fields. It is
recommended that you stick with this option
of displaying the fields, unless, you want
to retrieve Outlook specific fields only
(second option), or want to use a particular
custom form out of many defined for that
Outlook folder (third option).
If you select the second option ‘Default
form’, it will list all the inbuilt
fields associated with the particular
Outlook item type. For example, Mail type.
Likewise, if you select the third option
‘Custom Form’, it will list all the
inbuilt fields, plus any user defined fields
that were added by the user.
Let us consider the example of an Outlook
folder that contains a custom form 'IPM.Post.AMTSupportCase'.
Assuming there are custom fields defined
in that custom form, and there are hundreds
of items in this folder that were generated
using this custom form. So, if I want to
include the custom data on these items when
published to SharePoint, I can use the
custom form to include and map the custom
fields to the SharePoint fields. All I need
to do is enter the custom form name 'AMTSupportCase'
as shown below:
In the mapping dialog box (above), the first
column lists all the Outlook fields. The
second column displays the data type of the
field. The third column shows if the
particular field is inbuilt or user defined.
In the last column, there is a drop down
list on each row, consisting of all
available SharePoint fields. Just simply
choose a SharePoint field from the drop down
box to map it to the corresponding Outlook
field. For example, in the screenshot
above, Outlook field ‘Body’ is mapped to
SharePoint field ‘Comments’.
SharePoint Field - on the fly
In the drop down list of the SharePoint
field, you will also notice that there is an
item ‘[NEW LIST FIELD]’. You can
select this item to create a new field in
the particular SharePoint list, directly
from this mapping tool, so that you can map
the specific Outlook field to this new
SharePoint field, without requiring you to
create it in your SharePoint site.
Specify a field name that you would like to
appear in the SharePoint list. Only input
valid characters and avoid using special
characters such as symbols.
The new SharePoint field will have the same
data type as that of the corresponding
If you have added/linked multiple SharePoint ticket
lists in, you will
notice that the 'Publish To' drop
down menu shows all of them. You can then simply choose the
destination SharePoint list to which the
selected Outlook items will be published.
NOTE: There are other configurations
that you would need to undertake. These
options are available in the ‘Settings...’
drop down menu > Preferences of the Personal DataPublisher toolbar or
ribbon in Outlook.
For more references and helps on performing
these administrative configurations, refer
to the PDF Help Manual, which can be invoke
from the Outlook > Personal DataPublisher toolbar
or ribbon > Help > Help Topics.
You can also download the full PDF help
manual directly from this link: