How to integrate email with share point and office 365- TalkingOffice365.com and OnePlaceMail Master Class
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Email is arguably the backbone of business communication today, and moving important emails into SharePoint to be searched and used by the whole business is critical to collaboration. Our first Master Class covers the following: * Why is email so important in business? * Who gets the benefit of information in an inbox? * The business challenge and opportunity of email * Best practices for using email for collaboration * Barriers to implementing a successful email solution * Six ways to move email into SharePoint * Live demo of the key features of OnePlaceMail
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How to integrate email with share point and office 365- TalkingOffice365.com and OnePlaceMail Master Class
- 1. How to Integrate Email with SharePoint and Office 365 +
- 2. Why is email so important in business?
- 3. Agenda Why is email so important in business? Email: A business challenge and opportunity Solution: Implementation Success OnePlaceMail: Driving SharePoint adoption demo Case Study
- 4. Email is the backbone of business communication
- 5. Inboxes contain valuable information
- 6. Who gets the benefit of information in an inbox?
- 7. Email: A business challenge and opportunity Business Challenges
- 9. Delivering Business Solutions Legal Department Matter Management (Records Management) Marketing Department Marketing Planning (Collaboration) Engineering/ Operations Project Management (Records Management & Collaboration)
- 10. Solution: Barriers to Success Business Challenges
- 12. How do I achieve greater user adoption of SharePoint solutions?
- 13. Six ways to get Email into SharePoint Manually Save an email message to SharePoint Email enable a SharePoint List Map a drive to a SharePoint Library Use a Discussion Forum Connecting Exchange and SharePoint OnePlaceMail
- 14. OnePlaceMail
- 15. What is OnePlaceMail? Seamless desktop to Microsoft SharePoint integration
- 20. Opening emails from SharePoint/Office 365 (without saving first)
- 22. Case Study View Case Study
- 23. Contact Scinaptic www.scinaptic.com @OnePlaceMailin/jamesfoxsydney James.fox@scinaptic.com Australia+61 2 9977 1312 US+1 425 502 6942
- 24. Contact Talking Office 365 For more Interviews and Master Classes about Office 365 go to www.talkingOffice365.com @Office365Talkin/marlonmarescia marlon@talkingoffice365.com
Editor's Notes
- Email is the backbone of business communicationSocial media is extremely important but email is still the backbone of business communication.As information workers, staff spend much of their days in their inbox. So much information is passed through email and stored in personal inboxes. Core communication mechanism and record of communication within and beyond the businessThis information contains content and metadata pertaining to:Critical business recordsCompany Knowledge (Information Assets)
- The users has a huge amount of valuable information in their inboxCritical Business Records are stored as attachments and within the body of an emailEmail contains a clear record of conversation history with critical metadata such as Sent Date, Received Date, To, CC, etc…Valuable business knowledge is sent, received and stored within email inboxes
- Challenge – Current Practice: - End users: Cultural - “I keep my emails in personal folders, why do I need to have them in SharePoint too.” - End Users: Change – It is easy for me to use personal folder or the network drive. It works for me.Business Objectives: 1. Convert ‘Personal information Assets’ into managed business assets. 2. Ensure information is managed as per company policyBusiness/User Outcome:The user sees benefits when they can find information they didn’t know existed that helps them in their jobMore efficient to find information in a central repository like SharePoint instead of the inbox
- Email Challenge & Opportunity:Making information available to the organization and not just the individual. Doing so allows the business to:Extract more value out of the information and Minimize risk to the business by managing information within the business appropriately.
- SharePoint Platform (On-premise)SharePoint provides the platform to deliver business solutions for enterprise information management and collaborationOffice 365 (Public/Private Cloud)With the launch of Office 365, the SharePoint platform is more accessible to Small and Medium size business. Lower cost of entry (operation cost/Subscription) – better cashflowLicensingHardwareInstallation/ConfigurationLower ongoing cost of maintenanceUpgrades/Service packsBackup
- Example Business Solutions within a ‘Typical’ organsiationLegal Department:Matter Management (Records Management) - Critical records in email attachments which need to be managed- Critical information/correspondence in email bodyEngineering/Operations: Project Management (Records Management & CollaborationContractual commitments/approvals are often delivered via emailCritical Project Records are contained within emailsKey learning's and knowledge is often stored in emails and email attachmentsMarketing Department: Marketing Planning (Collaboration)Correspondence contains information such as Price cards and other important planning information Marketing Planning programs require ???? Co-ordination to ensure t Emails often contain final sign-off/approvals for aspects of marketing campaigns. The risk of not retaining a record of this information and as importantly securely sharing this information with the Marketing team is high.
- Change Management: As is the case with the implementation of any business solution to address a business requirement. There is a level a of change needing to occur. Therefore, to help drive adoption of the SharePoint solutions and ultimately address the Email Challenge we need to minimize change in user behavior while still achieving the result we are setting out to achieve.In the case of email, we want to make it:As seamless and ‘normal’ as possible for the user to save emails and email attachments to SharePointEasy and efficient to access emails and other content in SharePoint without leaving OutlookAutomate metadata capture and streamline the process where and if it is necessary to further classify contentImportant from a users perspective:I want to use a familiar drag/drop to Outlook Folders and have content saved in SharePointI don’t want extra work needing to complete metadata – this should be automaticI need quick access to my information
- The success of any solution is predominantly driven and measured by user adoption. While ‘living’ in Outlook for so many hours a day, it is critical we bring SharePoint to the users Microsoft Outlook interface.The email challenge remains, we must:Make it easy to save and classify content within SharePoint direct from OutlookMake SharePoint content and capabilities accessible to the user - includingSharePoint searchViews/ActionsInvestment in branding, customization and 3rd party extensions.We need to reach a ‘Tipping Point’,where SharePoint is the trusted source of information (over and above personal inboxes/network drives) and SharePoint become the first place a user will reference when saving or accessing information. At this point we have reached SharePoint adoption and objective of OnePlaceMail. Important:Make it easy and natural to save content into SharePoint Expose native SharePoint within Outlook
- Manually Save an email message to SharePoint (File Save As )Email metadata is not promoted to SharePoint columnsCannot search, filter and report on key information (email attributes)Not a user friendly experience (low adoption)No ability to capture additional email metadata like “project name” in a streamlined mannerEmail enable a SharePoint List Allows you to send an email to an email address. The email would go into a SharePoint listNot saved in the native “.msg” formatEmail metadata is not promoted to SharePoint columnsCannot search, filter and report on key informationCan’t save additional email metadata like “project name”Requires IT overheadMap a drive to a SharePoint LibraryFrom within Outlook, perform a Save-as and save it to a network drive mapped to a SharePoint libraryEmail metadata is not promoted to SharePoint columnsCannot search, filter and report on key information (email attributes)Not a user friendly experience (low adoption)No ability to capture additional email metadata like “project name” in a streamlined mannerGenerally requires IT overhead/configurationUse a Discussion ForumDrag and drop an email into discussion forum list that you can connect from SharePoint into Outlook. The emails will appear in the discussion forumAn extra step for users to completeNot in Native “.msg” formatEmail metadata is not stored in SharePoint columns (From is captured as the Person saving the content and not the sender)Cannot search, filter and report on key informationNo ability to capture additional email metadata like “project name” in a streamlined mannerConnecting Exchange and SharePointSomething your IT admins have to do. More used around records management. It is a service driven approach not client driven approachA service driven approach, a not client driven approachEmail metadata is not stored in SharePoint columnsCannot search, filter and report on key informationNo ability to capture additional email metadata like “project name” in a streamlined manner
- OnePlaceMail is driving the user adoption of SharePoint by embedding SharePoint filing locations within desktop applications such as Microsoft Outlook, file Explorer and Microsoft Office
- What were the business challenges they faced?Needed the ability to ‘unlock’ content stored in personal email inboxes for better collaboration Requirements around Audit and Compliance – need email attributes and content managed appropriatelyWhy SharePoint and OnePlaceMail?1. Needed an easy to use solution for saving email and access content from SharePoint2. Needed to emulate the existing ability in Outlook to move emails from one folder to anotherWhat were the outcomes they achieved?Kleinwort Benson implemented Scinaptic’s OnePlaceMail across its entire business, which includes 600 users in three different jurisdictionsOnePlaceMail fulfilled Kleinwort Benson’s email requirements and provided additional functionality, such as aMicrosoft Office add-in, which simplifies uploading new documents to Microsoft SharePointThe simplicity of the system has ensured rapid adoption across the organisation and has let users share and upload emails and attachments to SharePoint easily and efficientlyOnePlaceMail has improved Kleinwort Benson’s client service by ensuring all client correspondence, such as letters, system-generated reports and emails are stored in a single place that is easily accessible to all relevant users