Step 1: Administrator
configures SharePoint lists and perform mappings
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.
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:
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:
chosen for storing published appointment items from
b) Specify SharePoint lists specific to an Outlook
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.
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.
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
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.
'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
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
you navigate to any Outlook mail, appointment or
DataPublisher toolbar and ribbon are
available in the Outlook explorer and inspector window.
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
This is how the
published SharePoint item #158 looks like in your SharePoint site (mapped to
the 'Mails' list)
Make revision or withdraw published
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.
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
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
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.