Email Web Part Version 2.0

ArtfulBits Email Web Part allows sending e-mail messages directly from Microsoft® SharePoint® site. You can notify task assigned users, send gratitude or just send regular e-mail message, etc.

ArtfulBits Email Web Part provides useful ability to send e-mail directly from List Item. E-mail fields To, Subject and body can be auto populated with column item values.

Feature List

Feature
Send e-mail directly from SharePoint site
Add actions to send e-mail directly from List Item
Auto-populated To, Subject and body with item column values
E-mail Attachments support
Ability to store outgoing e-mails in SharePoint lists
Ability to send email selecting multiple items
Supports selection of e-mail recipients from other SharePoint list
Customizable e-mail From and Reply To fields
Supports custom SMTP settings
Supports Active Directory users, SharePoint users, SharePoint groups, Distribution Lists as e-mail recipients
Supports direct e-mail addresses
Ability to expand distribution lists and send e-mail directly to its members
Supports e-mail templates
Permissions management (restrict users to send e-mails)
User friendly UI (Microsoft® Outlook® like pickers for To, Cc, Bcc e-mail boxes, html message editor)
Language pack support (desired localization could be added by request)

Why ArtfulBits Email Web Part?

ArtfulBits Email Web Part is a simple to use and powerful tool that provides e-mail sending functionality directly from SharePoint web site. Web Part is fully customizable providing ability to configure it to your personal needs.

How to Use Email Web Part

ArtfulBits Email Web Part has intuitive user-friendly interface. Create new mail message by clicking email web part image:

Specify necessary fields: choose recipients (To, Cc, Bcc) using users' picker (some fields can be disabled by site administrator), type e-mail subject and e-mail message body (html or simple text), attach files (from SharePoint Web site or from local disk depending on web part settings) and press "Send" button.

Email Web Part Settings

• E-mail Permissions specifies e-mail recipients' audience
  Possible options:
  - Users (SharePoint and Active Directory users)
  - SharePoint Groups
  - Distribution List
  - External Users (direct e-mail addresses are available)
  
  You can also set permission for users, which can send e-mail (all or specified users and SharePoint Groups)
• E-mail To, E-mail Cc and E-mail Bcc: you can show/hide boxes, set default values for them and enable/disable editing for users
• E-mail From allows specifying e-mail from address (e-mail address or some text)
• E-mail Subject specifies default value for e-mail subject
• E-mail Attachments: ability to attach files from SharePoint Web site and/or from local disk to e-mail
• E-mail Body allows specifying e-mail message template. Rich Text Editor can be used to enter formatted text and graphics or Source Editor to type HTML source code
• Default View provides default view for Web Part (when page is opened).
  Possible options:
  - New Mail Message image
  - New Mail form
  
• Store Outgoing E-mails allows to maintain outgoing e-mails history in SharePoint list. Specify SharePoint list, columns mapping and check "Store e-mail attachments" to store e-mail attachments in Attachments of list item.

Enabling to Send E-mail directly from List Item

To enable sending e-mail from custom List Item, navigate to List Settings page and select E-mail settings action under Communications tab:

In List E-mail Settings page select Yes under Enable e-mail features for this list box. You can also specify to show or not Send E-mail action on Item Display Form and in Edit Item Menu in list view.

To auto populate e-mail To address check appropriate checkboxes against column names in Send To section, thus E-mail addresses of SharePoint Users and users from SharePoint Groups based on data from these checked columns will be put automatically in e-mail To box. You can also specify other Users, Groups, Active Directory Groups, Distribution Lists or custom e-mail addresses, that will be auto populated to e-mail To address box. Cc and Bcc boxes add ability to specify e-mail addresses similar to the above. To add e-mail recipients from SharePoint list, it is needed to check Select e-mail recipients from SharePoint list option and specify the list source, list view (for filter recipients in list) and list column which contains e-mail addresses. Allow editing checkbox specifies whether user can edit certain e-mail box before sending e-mail. If you want to hide "Cc:" or "Bcc:" e-mail box from e-mail sender before sending e-mail, just check Make hidden checkbox in corresponding e-mail box section.

E-mail Content section contains tools to customize e-mail Subject, attachments and e-mail body. You can use [Column Name] or [USER.Column Name] template keys to auto populate e-mail content with column item values or current user data. E-mail From allows to specifyspecifying "e-mail from" address.

To store outgoing e-mails you should check Enable e-mail storage option and specify SharePoint Site and List. After that each e-mail will be added as a new list entry. If list allows management content type then it is possible to choose content type, the outgoing email should be stored as. In this section you can specify columns mapping and to specify whether to add e-mail attachments to list item attachments or not.

Email Global Settings

In Email Settings page, you are able to specify additional global settings of Email Web Part (Site Actions --> Site Settings --> Site Collection Administration --> E-mail settings).

In Distribution Lists section, one can specify how to send e-mails to distribution lists (DL) of Active Directory (AD). By default e-mail is send to DL address. In some cases, DL e-mail address cannot be resolved, for e.g. if you have Active Directory without Exchange server, and use some external SMTP server. In this scenario, Email Web Part can automatically expand DL and send email directly to its members. In order to do it, Expand DL and send e-mail directly to its members option should be checked. Then, specify in Active Directory Settings section it's Domain and AD account that has a right to read members of distribution list in Active Directory.