Data Publisher brings SharePoint integration to Microsoft Outlook for seamless publication of emails, appointments, tasks or contacts to SharePoint, where they can be shared with other users. Supports automatic publication to SharePoint. Provides a solution for a convenient and controlled content management in SharePoint, by linking and adapting data from Outlook. Can be adapted to feed data from Outlook to SharePoint lists for issue tracking, timesheets, projects or contact managements.
With Data Publisher add-in in Outlook, all you need to do, is associate one or more SharePoint lists to each Outlook folder, or to a particular Outlook item type such as mail, appointment, task or contact. If you choose the former, the configured SharePoint lists will be visible to that folder exclusively and items from the particular folder can only be published to one of the associated lists. For the latter, the configured SharePoint lists will be available in the common pool, which means, any mail items in Outlook from any folder or stores can be published to one of this common SharePoint list.
Associating SharePoint lists at the folder level exposes Data Publisher to custom fields that you might have defined in a customized Outlook form, on that particular folder. This means, data from both inbuilt fields and custom fields will be available in SharePoint list items, when published. So, if you need to include information from custom fields to be made available in SharePoint, you will choose the folder level association with SharePoint lists.
Before you can publish any items from Outlook to SharePoint, you will also need to decide or choose the SharePoint fields that will store the value extracted from the Outlook fields. This is easily done in Data Publisher with the mapping tool. With this, you can map the fields between Outlook and SharePoint, enabling minute control on what data is being published to SharePoint. Besides the standard inbuilt fields of the Outlook item type, you can also include any number of user defined fields.
What if you want Outlook to perform the publishing of items to SharePoint automatically, without requiring any input from your side? Yes, Data Publisher will let you do this automation in Outlook. Data Publisher can monitor any number of Outlook folders real-time, to automatically publish incoming mails or newly added appointments, tasks or contact items to a SharePoint list of your choosing. 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.
One of the core designs in Data Publisher add-in for Outlook, is the user experience – making it very easy and effortless to publish your mails, appointments, tasks or contacts from Outlook to SharePoint manually or on the fly. And because SharePoint is ideal for sharing documents and collaboration, Data Publisher can be adapted and used for variety of content management purposes in SharePoint:
- For filing trouble tickets to an issue tracking SharePoint list from Outlook emails, so that tickets can be collaborated and assigned to relevant technicians in SharePoint accessible by all members of your support team.
- For submitting personal time sheets from Outlook calendar on work done, to a SharePoint calendar list.
- For submitting meetings and schedules from Outlook calendar to a SharePoint Calendar list
- For publishing attachments and emails (as .msg) on document libraries
- For email retention and archival purpose in SharePoint