I clearly remember the great benefit of having document libraries and custom lists email-enabled in SharePoint 2007-2016. It took a little bit of work to get Microsoft Exchange and SharePoint talking to one another, but once working, the ability to send email to SharePoint lists and libraries worked a dream.
Being able to simply forward a document, directly as you received it from a colleague or customer in Outlook, made it far easier than having to navigate to SharePoint and manually uploading the document. One annoyance was the inability to add any metadata to the document one was uploading. This often meant that SharePoint became a dumping ground rather than an organised and structured file store everyone liked using
When Office 365 came out, and SharePoint on premise moved to SharePoint Online, it became a notable exception from the broad set of functionality. I can understand it from an architectural perspective, it would mean quite a collaboration from the Microsoft Exchange and Office 365 team. Most experts thought it would come in time, but to date (2 September 2017), there has been nothing.
There is quite a history to emailing data into SharePoint. We put together a comparison of options to review here. If you just need a simple guide though. Read on.
Here at Parserr we’ve had a number clients wanting to parse emails and add their data, plus any attachments to SharePoint. I can tell you that we now this lovely piece of functionality built-in. The best part is that you can now use the details within your email, such as subject, body or any of the parsing rules you create, and push them straight into either a SharePoint List or document library. Thats right! Email to SharePoint List or Email to SharePoint, send email to a list.
Cut to the chase…
There are just a multitude of options for sending email to SharePoint. What fields you need to use in SharePoint, what you need to extract and where from. The bottom line is that Parserr has a great built-in tool to do just this and this is a step-by-step guide on exactly how you can do that in its simplest form:
- Check your rules page and make sure you have at least one rule created. We have 2 rules which will have the option to add into SharePoint as different fields:
- Click the “Integrations” menu tab and then choose the SharePoint integration:
- Click the “Sign in with Microsoft” button. Use an account which has the correct access to the document library or list you require to upload to.
- If your SharePoint account details are correct, you should see the following option to choose the document library or list you wish to add your incoming emails into. In addition you will see a table where you are required to map a Parserr rule to a the document library/list column for the document metadata. Every Parserr rule can have an associated column in SharePoint. By default we will upload your entire original email (including attachments) as a list item attachment, or a document (if you chose doc library). However you can chose to have just the original email attachment if you need it instead.
- Save your changes and send an email to your Parserr inbox (the address can be found here). As you can see below, any further incoming emails to my Parserr inbox have been forwarded to SharePoint. The example below shows uploaded PDF attachments and the “subject” and “body” being set in SharePoint automatically from the mapping table.
For a more extended guide, feel free to read our support guide over here on the exact steps to getting this done.
Emailing to SharePoint Lists in Microsoft Flow
Alternatively you could decide to instead send the data via Microsoft Flow. What is Microsoft Flow? Glad you asked because your world of manual tasks is about to get a lot easier!
Microsoft Flow is a process automation platform where you can connect multiple systems together in a workflow type way. For example, if you would like to add a new row to an excel file whenever you receive a new email, you could do that in next to no time. Or perhaps when you add a new Lead to Microsoft Dynamics, you could send an SMS to one of your sales directors to contact that new lead. Thoroughly recommend checking that out!
Parserr works with Microsoft Flow too. Most of our customers use this exact automation you’re reading about right now (emailing to SharePoint) within Flow. Everything from new orders to new contact information or travel requests. Parserr extracts the exact information you need out of each email and adds it to SharePoint in a matter of clicks.
We’ve built a guide over here to step you through this exact process right over here. The process differs a little if you want to send over the email attachments however. Don’t worry though, we have you covered with that scenario over here.
Emailing excel reports to SharePoint in Microsoft Flow
Many of us receive reports from disparate systems via Excel. It would be great if those details within the reports could at least be captured in a central system for everyone to read (like a SharePoint list) instead of in your email.
With Parserr that’s fairly easy too. We provide a means to extract from Excel and CSV files and send that data straight to SharePoint. For instance we can help you get log file data from this:
to something like this automatically:
Once you’ve setup your automatically email forward for those log files, it just happens automatically! You never need to log back into Parserr again! To read more about extracting from and emailing excel or CSV files to SharePoint, check out our handy guide we put together over here.
Extracting from PDF forms to SharePoint in Microsoft Flow
HR Forms, Tax forms, Reports, Invoices and Purchase orders. PDF is the absolute standard for sending data between companies and organisations.
And that’s why Parserr has to tried make the whole process easier for you by allowing you to extract what you need from these documents on a repetitive process. The biggest issue in the PDF extraction market right now is that there are tools to help you extract from PDF files files on a once off basis, but there is nothing that allows you to do this on an automated basis, just by receiving an email.
Parserr gives you the free inbox and 15 free emails every month to get you started to do just that.
Sending email to SharePoint Lists in Parserr
Using Microsoft Flow in conjunction with Parserr means its easy to get your data into Flow and then into the multitude of different platforms they support. However there are some fine limitations such as not being able to add an attachment to a SharePoint List item (at the time of writing this – October 2018).
That’s why to extend that functionality, we built our own internal integration.
Using Parserr‘s built-in integration we allow you to easily select some options which may enrich your experience. Many of our customers enjoy having the option of having the original email attached to the SharePoint List item just so they can refer to the original email if they need to:
Sending email to SharePoint Libraries in Parserr
SharePoint is a great information sharing tool. Information captured silo’d in your inbox doesn’t help either. We help companies to assign inboxes to each of their document libraries and thereby help the flow of information to the greater organisation. Setup of this function is fairly similar to SharePoint lists and also allows you to either use the email attachment, or use the original email to be available as the document in the library:
For a step by step guide on this setup, please click here.
Well that’s a wrap. A multitude of options to have SharePoint online incoming email. If you’re needing any help setting any of this functionality up, please reach out to