Working with Site Mailboxes in SharePoint 2013 Hands-On Labvideo.ch9.ms/sessions/teched/eu/2014/Labs/OFC-H331.pdf · Garth’s mailbox. This is a unique mailbox with an alias specific

2013

Working with Site

Mailboxes in SharePoint

2013

Hands-On Lab

Lab Manual

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Contents

WORKING WITH SITE MAILBOXES IN SHAREPOINT 2013 .................................................................................. 2 Lab Objectives ........................................................................................................................................................ 2 Audience ................................................................................................................................................................ 2 Scenario ................................................................................................................................................................. 2 Getting Started ....................................................................................................................................................... 2

Connect to the Lab Environment ....................................................................................................................... 2 Open the Lab Environment ................................................................................................................................ 2

Exercise 1 – Introduction to site mailboxes ............................................................................................................ 3 Scenario ............................................................................................................................................................. 3 Task 1 – Using SharePoint to work with a Site Mailbox .................................................................................... 3 Task 2 – Using Outlook to work with the site mailbox ....................................................................................... 4

Exercise 2 – Using Outlook to work with site mailboxes ........................................................................................ 6 Scenario ............................................................................................................................................................. 6 Task 1 – Working with emails from Outlook ...................................................................................................... 6 Task 2 – Using Outlook to work with SharePoint documents ............................................................................ 7 Task 3 – Moving documents and messages into the Documents folder ........................................................... 8 Task 4 – Forwarding a document to the Site Mailbox inbox ............................................................................ 10 Task 5 – Deleting documents and creating folders from Outlook .................................................................... 12

Exercise 3 – Opening and closing site mailboxes ................................................................................................ 14 Scenario ........................................................................................................................................................... 14

Exercise 4 – Create site mailboxes and policies .................................................................................................. 16 Task 1 – Creating a New Site Mailbox ............................................................................................................. 16 Task 2 – Creating Policies ............................................................................................................................... 18

Summary .............................................................................................................................................................. 20

Hands-on Lab Working with Site Mailboxes in SharePoint 2013

Microsoft Confidential Page 2

Working with Site Mailboxes in SharePoint 2013

Estimated time to complete this lab: 30 minutes

Lab Objectives

The goal for this HOL is an end-to-end tour of site mailboxes. After completing this lab, you will be better able to:

Use site mailboxes to work with emails and SharePoint documents

Manage site mailboxes

Create site mailboxes and policies

Audience

Business decision makers and SharePoint IT professionals

Scenario

Site mailboxes allow you to work with content from both Microsoft Exchange and Microsoft SharePoint. This hands-on lab shows you how to use, create and configure site mailboxes. The actual contents of site mailboxes remain in their original locations (in other words, emails remain on the Exchange server, and documents remain within their SharePoint sites), but you can see and work with them from either Microsoft Outlook or SharePoint. Access to site mailboxes is controlled through SharePoint. Anyone who belongs to either a site’s Members or Owners group can work with the content in a site mailbox. You can manage the lifecycle of a site mailbox by setting site policies through SharePoint. Site mailboxes improve collaboration and user productivity by allowing access to both Microsoft SharePoint and Exchange using the same interface. They help team members keep relevant information in a single place. New team members can use the site mailbox as an easy way to learn about a new project.

Getting Started

Connect to the Lab Environment

Log onto the SP – SharePoint virtual machine (VM) as Garth Fort with these credentials:

Username: CONTOSO\GarthF Password: pass@word1

Open the Lab Environment

1. Open Internet Explorer and navigate to the Contoso home page at http://intranet.contoso.com/sites/contoso

2. Log into SharePoint as Garth Fort with the following credentials:

Username: CONTOSO\GarthF Password: pass@word1

http://intranet.contoso.com/sites/contoso



3. From the Start menu, open Outlook 2013. (Click Start, click All Programs, and then click Microsoft Outlook 2013.) Throughout this lab, if you receive a message regarding Microsoft Office activation, click Cancel.

Exercise 1 – Introduction to site mailboxes

Estimated time to complete this exercise: 5 minutes

Scenario

In this exercise, you will get an overview of site mailboxes and see how they appear to users from either SharePoint or Outlook.

Task 1 – Using SharePoint to work with a Site Mailbox

In this task, you will use SharePoint to look at an existing site mailbox from the SharePoint site that hosts it. You will see the Documents library as well as the mailbox user interface (UI), which is an Outlook Web App (OWA).

1. On the Contoso home page, on right side of the top navigation bar, click Sites. Garth Fort’s site

appears.

2. In the Sites I’m following section, Click Project Phoenix. The Project Phoenix home page appears.

3. In the left navigation, click the quick link to Mailbox.



4. On the Outlook Web App page, sign in as contoso\garthf with the password pass@word1. The Project Phoenix Site Mailbox App page appears. The page shows the Project Phoenix Inbox.

5. Notice that the Inbox contains emails sent to the Project Phoenix alias. To be clear, this is NOT Garth’s mailbox. This is a unique mailbox with an alias specific to this site (in this case, the email address is [email protected]). All site members can view these emails from within SharePoint. Select the email from Garth Fort, titled Project Phoenix – Sales by Product Analysis. The email appears to the right of the Inbox.

6. Close the Project Phoenix Site Mailbox App page.

Task 2 – Using Outlook to work with the site mailbox

In this task, you will use Outlook to look at the same site mailbox that you saw using SharePoint. Site mailboxes appear in the left navigation of Outlook as a new folder group, with the name of an alias, such as Project Phoenix. Just as with any other Outlook folder group, you can expand it to see the folders it contains, such as Inbox and Documents.

mailto:[email protected]



Remember that the Inbox is an alias and not a distribution list. A distribution list can contain different email addresses to various accounts. An alias is a collection point for emails with the same address, such as [email protected]. Mail that goes to an alias can be shared by people who can access the mailbox.

1. Switch to Outlook 2013.

2. In the left navigation, at the bottom, there is an item called Project Phoenix. This is the site mailbox.

3. Click on the arrow next to the Project Phoenix folder. The site mailbox expands and you can

see its contents, such as an Inbox folder, and a Documents folder.

4. Click Inbox to see the messages it contains.

5. Click Documents to see the documents in the folder.

6. Select one of the blue Office documents in the folder and double click to open it. (The blue indicates the document is “unread”.)




7. Click the File tab. Notice that the Info page shows information about the document, including its SharePoint address.

8. Close the document without saving any changes. Discard the checkout if requested.

9. Note the document you just opened is now in black type. This shows it has been “read”.

10. Right-click the document and click Mark as Unread. Notice the document once again shows in blue type.

By completing this exercise, you learned how to examine the contents of site mailboxes either from SharePoint or from Outlook. You saw how emails and documents can be viewed as if they are stored in a central location. You also learned that the site mailbox inbox is an alias and not a distribution list.

Exercise 2 – Using Outlook to work with site mailboxes


Scenario

In this exercise, you will learn more about Outlook and site mailboxes, including how to work with emails and SharePoint documents. You will also learn how to tell if a document is read or unread. Finally, you will learn how to email a message that contains links to documents.

Task 1 – Working with emails from Outlook

In this task, you will learn how to send email to the site mailbox’s alias, and how to drag messages from a personal Inbox into the site mailbox Inbox.

1. In Outlook, click New Email and enter Project Phoenix in the To: line. The alias should appear

in the drop-down box but, if necessary, use CTRL+K to resolve the name.

2. On the Subject line, enter Project Phoenix Announcement. Enter the message Project Phoenix is live!

3. Click Send.

4. In the left navigation, click the Project Phoenix Inbox.

5. You should see the email you sent.



6. In Outlook, go back to Garth’s personal Inbox.

7. In the search box, enter Project Phoenix. Click OK if any warning messages about the search service appear. Note that when you search from Outlook, the search feature looks at the content of emails and the metadata of SharePoint documents.

8. Drag Garth’s email from Sara Davis entitled Project Phoenix – Marketing Overview from his Inbox into the site mailbox’s Inbox. By doing this, you have made the email available to everyone on the team without having to forward it.

11. Open the Project Phoenix Inbox to confirm that the email is there.

Task 2 – Using Outlook to work with SharePoint documents

In this task, you will learn how to work with SharePoint documents from Outlook. Even though you are using Outlook, you still have all the benefits you get from SharePoint, such as versioning and the ability to collaborate.



1. In Outlook, in the left navigation pane, under Project Phoenix, click Documents. Double click to open the Word document titled Project Phoenix 2012 Financials.docx.

2. The Office Word App opens and displays the document.

3. Click Edit Document.

4. Make some changes to the document.

5. Click the File tab. The Info page appears. In the left navigation, click Save.

6. Close the document.

7. In Outlook, reopen Project Phoenix 2012 Financials. Check that the edits you made are there. In site mailboxes, documents are represented as links to a SharePoint Documents library. This means that you have updated the source document in the SharePoint library and not a copy in the site mailbox.

8. Close the document.

Task 3 – Moving documents and messages into the Documents folder

In this task, you will learn how to move content into the site mailbox’s Documents folder and how that content gets added to SharePoint.

1. In Outlook’s left navigation pane, select Garth’s Inbox. Select the email message from Alex Darrow titled RE: Project Phoenix. You will need to enter Project Phoenix in the search box to find the email.



2. Drag the attachment Project Phoenix Seattle Expansion.pptx from the preview pane into the site mailbox’s Documents folder.

3. Open the Project Phoenix Documents folder. You will see that the document is there. Exchange

synchronizes with SharePoint in order to import enough metadata (such as the document title, and the author who last modified the document) to create the document view in Outlook. The following screenshot is an example of what you might see.



4. Select Garth’s Inbox and drag an email message into the Documents folder. The email message now also becomes an item in the SharePoint Documents library. The following screenshot is an example of what you might see.

5. Right-click Documents and click Open in Web Browser.

6. Notice that the items took on the required metadata, such as the email title and the author who last modified the email.

Task 4 – Forwarding a document to the Site Mailbox inbox

In this task, you will forward a document from the Documents folder to team members. You will see how Outlook uses a link to the SharePoint Documents library instead of a document attachment.

1. In Outlook, in the Project Phoenix site mailbox, select a document from the Documents folder.

2. Right-click on the document.

3. Click Forward. An email message opens. Enter Project Phoenix in the To: line.

4. Click Send.



5. In the Project Phoenix Inbox, open the message. Notice that the message includes a link to the document. There is no attachment.

6. Close the email.

7. In Outlook, click New Email. A new email opens.

8. In the Project Phoenix Documents folder, select a document, then hold down the CTRL key and select a few more documents.

9. Drag and drop them into the new email message that you created in step 5. (You may have to put the Outlook and New Message windows side by side to be able to drag from the Outlook window to the new message window.)

10. Notice the email message includes links to all of the selected documents instead of attachments.



11. Close the email. Don’t save your changes.

Task 5 – Deleting documents and creating folders from Outlook

In this task, you will delete items from the site mailbox’s Documents folder, and create a sub-folder within the site mailbox.

1. Look at the number next to the Project Phoenix site mailbox’s Documents folder and make a note of it. If it’s not already selected, select the folder. Select a document and make a note of the title. Right-click the document and select Delete. You will be asked if you want to permanently delete the selected item. Click Yes. Note that the document will be deleted from the SharePoint Documents library. Look at the site mailbox’s Documents folder. The number of documents listed next to the folder should have decreased by one.



2. The document you deleted is gone from the Documents folder.

3. In Outlook, right-click the site mailbox’s Documents folder, select New Folder and name it Reports. A new sub-folder is created under the Documents folder.

4. Right-click the Documents folder and select Open in Web Browser. The Project Phoenix home page opens.

5. In the left navigation, click Documents.

6. Notice that the new Reports folder is now within the Documents folder.

7. Close the browser window.

Task 6 – Understanding Read\Unread statuses in the document library

In this task, you will learn how to tell if a document is read or unread. When someone modifies a read document, its status returns to unread and it appears at the top of the list of unread documents.

1. In Outlook, select the Project Phoenix Documents folder.

2. Double click to open a document whose title is shown in blue. This means the document is unread. Make a note of the document name.

3. Click Edit Document and make some changes. Click the File tab. Click Close. Select Save in the warning box and if presented with a check in dialog, check the document in. Your changes are uploaded to SharePoint. Close Office client App.



4. Notice that, in Outlook, the document title is now in black. This means that the document has been read.

5. The read and unread statuses are on a per-user basis. If someone else modifies the document, its title will once again appear in blue in GarthF’s mailbox and it will be at the top of the list. The change in color and placement makes it easy to identify new content.

By completing this exercise, you learned to work with and edit email messages and SharePoint documents from Outlook. You can use the drag-and-drop operation to move document attachments from an Outlook e-mail message to the site mailbox’s Documents folder. You know how to forward documents in an email message and how to add new folders within a site mailbox. Finally, you know how to distinguish between a read and an unread document.

Exercise 3 – Opening and closing site mailboxes


Scenario

In this exercise, you will close and reopen site mailboxes from Outlook. Over time, as you work on projects, the number of site mailboxes will grow. Some of them may be unnecessary because the project is over. Also, there is a limit of ten site mailboxes that can be open in Outlook at any time. Task 1 – Closing and reopening site mailboxes In this task, you will learn how to close site mailboxes that you no longer need and to reopen site mailboxes that you’ve closed.

1. Go to Outlook.

2. In the left navigation, right-click the Project Phoenix site mailbox.

3. Select Close “Project Phoenix”.



4. The Project Phoenix site mailbox no longer appears in Outlook.

5. To display the Project Phoenix site mailbox again, right-click the [email protected] account in the left navigation.

6. Click Manage All Site Mailboxes.

7. The Outlook Web App opens. Sign in as contoso\garthf, with the password pass@word1. The my site mailboxes page appears.




8. Close Outlook.

9. After the page loads, select Show in Outlook for Project Phoenix. Wait for the page to update. Close the page.

10. Open Outlook. The Project Phoenix site mailbox should once again be in the left navigation.

By completing this exercise, you learned how to close site mailboxes that you no longer need and how to reopen them.

Exercise 4 – Create site mailboxes and policies

Estimated time to complete this exercise: 15 minutes Scenario You have a new project and you are going to create a team site for it. Because you want a way to keep communications and content for this project organized and manageable, you want the site to have a site mailbox.

Task 1 – Creating a New Site Mailbox

In this task, you will create a new site mailbox for your project,

1. Go to http://intranet.contoso.com/sites/contoso.

2. Click Sites. Garth Fort’s page appears.

3. Click new site. The Start a new site dialog box appears.

4. Enter the name Sales Updates. Click Create.

http://intranet.contoso.com/sites/contoso



5. After a few minutes, the Sales Updates team site appears.

6. Click the Keep email in context tile.

7. The Site Mailbox page appears.

8. Click ADD IT.

9. The Mailbox appears in the left navigation of the new site.



Task 2 – Creating Policies

In this task, you will a define lifecycle policy. The scope of the policy encompasses both the site and the site mailbox. For policies, two terms that are useful to understand are closure and deletion. Closure means that, when you close a site mailbox, the content in the mailbox is archived and kept for reference only. Deletion means that the content is deleted from both the Exchange and SharePoint stores.

1. On the new team site page, click the Gear icon. Click Site Settings.

2. In the Site Collection Administration section, click Site Policies.

3. The Site Settings > Site Policies page appears. There are currently no policies associated with this site.

4. Click Create. The Site Policies > New Site Policy page appears.

5. In Name: enter Contoso Team Projects.

6. In Description: enter some descriptive information.



7. Select Delete sites automatically.

8. The page displays options for setting the lifecycle of the site. These settings apply to both SharePoint and Exchange.

9. In the Deletion Event section, change 0 to 1. The site will be deleted one month after it is closed (a closed site is considered to be archived).

10. Leave the rest of the settings as they are.

11. Click OK.

12. The Site Settings > Site Policies page appears. It shows the new policy you created.

By completing this exercise, you learned how to create a new site mailbox and how to define policies for the new site mailbox.



Summary

In this hands-on lab, you were introduced to a new feature in SharePoint 2013 called site mailboxes. You learned to:

Use Outlook to work with site mailboxes.

Use Outlook to work with documents located in a SharePoint documents library.

Make personal email available to team members by moving it to the site mailbox.

Use email to send people links to multiple documents.

Close and reopen site mailboxes.

Create a site mailbox and policies for its governance.