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How It Works

Team DataPublisher for Outlook & SharePoint is a groupware solution consisting of two portions – Admin and User install.

  • the Admin install is for managers and administrators who would choose and setup SharePoint lists, map fields between Outlook and SharePoint, configure publishing behaviors etc.

  • the User install is for individual team member and user who will be publishing their Outlook contents such as emails, appointments, tasks or contacts to one or more of the Administrator chosen SharePoint lists.


Step 1: Administrator configures SharePoint lists and perform mappings

The first step is for the administrator to install the DataPublisher administrator add-in (TeamPublisherAdminSetup.exe) and then choose a SharePoint site, under which, a new list titled 'TeamPublisherSettings' would be created, to store the metadata and mapping settings as performed by the administrator. In short, this list will act as a Team Settings data source, and other users with the DataPublisher user add-in would connect to it.



Before you and other users can start publishing Outlook items to SharePoint, you need to choose the destination SharePoint list, to which the captured metadata from Outlook 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:


a) Specify SharePoint lists to be used for a particular Outlook item type:

You can specify SharePoint lists separately for each Outlook item type, such as mail, appointment, task, journal or contact. 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 ribbon.

SharePoint lists chosen for storing published mail items from Outlook:


SharePoint lists chosen for storing published appointment items from Outlook:



b) Specify SharePoint lists specific to an Outlook folder
You can also choose 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 SharePoint.


You have complete control over which data goes to the SharePoint list from Outlook. 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 field.



Administrator can also control and streamline the behavior on how all members publish contents from Outlook to SharePoint, with these settings.




Step 2: Team members install Publisher User tool
To be able to publish their Outlook contents to SharePoint, every team member must install the DataPublisher User add-in (TeamPublisherUserSetup.exe) in their system.

Once installed, the user will be prompted to specify the Team Settings Data Source, which is nothing, but a special SharePoint list having the title 'TeamPublisherSettings', which was configured previously by your administrator. It can also be manually invoked by clicking the 'Set Team Settings Data Source...' under the Advanced menu.

Click 'Browse...' to specify the SharePoint site where the 'TeamPublisherSettings' list is located


If your administrator had already configured DataPublisher admin add-in earlier, there would be a list 'TeamPublisherSettings' which stores metadata information to configured SharePoint lists and their mapping settings with Outlook.


Now, click the Save button, to confirm the connection to the 'Team Settings Data Source'. DataPublisher add-in is now ready to start publishing Outlook contents to the administrator chosen SharePoint lists, in a single click.



Step 3: Team members publish Outlook contents to SharePoint

When you navigate to any Outlook mail, appointment or contact, the DataPublisher toolbar and ribbon are available in the Outlook explorer and inspector window.


DataPublisher specific ribbon available in the Home tab of the Outlook Explorer window.


DataPublisher specific ribbon available in the Message tab of the Outlook mail inspector window



Publishing Outlook Items to SharePoint
The second step is to select the particular Outlook items, and publish to one of the configured SharePoint list. When you do this, relevant metadata will be extracted from each of the selected Outlook items, based on the fields mapping settings and exported to the SharePoint list of your choosing.

Once an Outlook item is successfully published, it will be tagged as being published internally in Outlook and will get an embedded hyper-link in the body field containing the ID of the published item of the SharePoint (eg. SharePoint URL #158). Clicking this would open the particular SharePoint item in your default web browser. At any point, you can change the data in this particular Outlook item and re-publish it again to update the corresponding SharePoint item seamlessly.

If you open the published SharePoint item in your web browser, you will see that the SharePoint fields are populated with the metadata information extracted from the corresponding Outlook item. You will also notice that, attachments, the formatting and style of the body field, the inline images and links are also retained in the SharePoint copy of the item.

This is how the published SharePoint item #158 looks like in your SharePoint site (mapped to the 'Mails' list)




Step 4: Make revision or withdraw published SharePoint item
Once you have published an Outlook item to an administrator chosen SharePoint list,  the published item ID that was generated in the SharePoint list will be tagged to the particular Outlook item for reference. And you will then see additional buttons (i.e., Update, Withdraw and Untag) in the Team Publisher toolbar or ribbon.


Note that, the functionality to make update and revision or withdraw published SharePoint item depends on the administrative settings. If the administrator had enabled it, individual member can make revision update or withdraw the published SharePoint item directly from the corresponding Outlook item.


You can use the 'Untag' button to remove all references and links to the published SharePoint item from the Outlook item. This will reset the Outlook item, and you can then re-publish to a different SharePoint list.



Step 5: Publish whole contents of an Outlook folder

If you wish to publish the whole contents of an Outlook folder to SharePoint, you can do so from the Advanced drop down menu > Publish Folder To. All you need to do is, specify a particular SharePoint list.


Doing so, all the items in the current Outlook folder would be processed in batch and publish to the specified SharePoint list. You can monitor the progress of the batch publishing process with the dialog below. You can press 'Cancel' to stop and interrupt the publishing.


Once all the items from the current folder are published successfully to the specified SharePoint list, it will open the SharePoint list in a web browser.




Step 6: Automatic publishing of Outlook items to SharePoint

DataPublisher add-in supports real-time monitoring of any number of Outlook folders, to automatically publish incoming mails or newly added appointments, tasks or contact items to a SharePoint list of your choosing, without requiring your intervention. Such automation comes very handy and useful, in maintaining a parallel copy or backup of your current Outlook items in SharePoint.

This spares you from having to do that laborious work of copying and pasting the data from Outlook to SharePoint manually.

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