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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.

Email Web Part

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.

Send E-mail

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.

 Standard EditionProfessional
Edition
Enterprise
Edition
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         
Ability to attach files from SharePoint Web site to e-mail         
Ability to attach files from local disk         
Option to automatically attach current document or list item Attachments         
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)         


Image 1: Email Sending Form

Email sending form with "To", "Cc" and "Subject" fields.


Image 2: Web Part Settings Page

On Settings Page user can tune Email Web Part.


Image 3: SharePoint 2010 Integration

Integration with SharePoint 2010 and Ribbon Rich Text Editor.


Image 4: Sent Message

Shows that e-mail was successfully sent.


Image 5: "Send E-mail" action

Allows send e-mail directly from List Item.


Image 6: List E-mail Settings

"Send E-mail" actin settings.


Image 7: List E-mail Settings

Customization e-mail settings


Image 8: List E-mail Settings

Store Outgoing E-mails


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:

Create New E-mail

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

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:

List E-mail Settings

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.

List E-mail Settings: Enabling List E-mail feature

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.

List E-mail Settings: Customization E-mail

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.

List E-mail Settings: Customization E-mail

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).

Email Global 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.

Preparation for Installation

Before installation, please, check that your target server meets Email Web Part system requirements.

Also, it is recommended to install ArtfulBits License Manager before (if it is not installed).


1. Installation

Download Email Web Part installation package from ArtfulBits website, unpack the file, and run Setup.exe:

Note:

You must be a SharePoint Farm Administrator for successful installation. Also "Windows SharePoint Administration" and "Windows SharePoint Timer" should be running on the server:

SharePoint 2007 SharePoint 2010

After system check is finished, click "Next".

After reading License Agreement, click "Accept" and go to next step.

Select one or more web applications and click "Next".

Wait for install to succeed, click "Next" for deployment status details.

2. License Management

Email Web Part uses Per-Farm License Model (each license is bound to single SharePoint Farm ID). For more details about licensing models please visit License Agreement.

Product works in unlicensed mode for three days from the moment of installation. In this mode all the product features are unlocked same way as with trial license. After these three days either trial license or full license should be entered for product to function.

  • To get Email Web Part trial license click here.

After ArtfulBits License Manager is installed, go to the SharePoint Central Administration page:

SharePoint 2007 SharePoint 2010

Choose "Operations".
Click on "ArtfulBits License Manager":

Click on "ArtfulBits License Manager":

This page shows all ArtfulBits installed products and their license statuses.

Click on product name to view license details.

If product is not licensed you can click "Enter License" link and enter license key (trial or full) into textbox. For upgrading product edition click "Convert License" and enter new license of target product edition.

Pressing "Activate" button will verify the key and in case of verification success license status will be updated.

Note: in trial or unlicensed mode all product features are available for evaluation. This way you will be able to try each and every feature available in the product line which will give you good understanding of what feature set will be necessary for you and it will be easier to come up with the decision which product edition should be purchased. After trial period expiration full license should be purchased which will determine product edition and available (unlocked) feature set.

Special link informing about product expiration is shown in SharePoint pages, where ArtfulBits component is used if product is using trial license or such license is "Expired" or no license is provided at all. Clicking on this link will redirect to product license status details page.

3. Activating / Deactivating Feature

Click "Site Actions" menu in the root site of one site collection, then click "Site Settings":
SharePoint 2007 SharePoint 2010
Click "Site collection features" link in Site Settings page:
SharePoint 2007 SharePoint 2010

In SharePoint Site collection feature list, activate ArtfulBits Email Web Part feature (if deactivated):

4. Product Upgrading

Process of updating Email Web Part is pretty straightforward - just download latest installation package and execute Setup.exe from it. After system check completes, select an "Upgrade" option and then follow setup wizard instructions.

5. Uninstallation / Repairing

Execute Setup.exe from your installation package. On the Repair and Remove section, select Remove radio button and click "Next", the Email Web Part will be uninstalled. Or select "Repair" - to repair the Email Web Part .


For SharePoint 2013 products:
Operating Systems: Windows Server 2008 R2 SP1
Windows Server 2012
Server: SharePoint Release:
  • SharePoint Foundation 2013 or SharePoint Server 2013
  • Microsoft .NET Framework 4.0
Browser:
  • Internet Explorer 8+
  • Mozilla Firefox
  • Apple Safari
  • Google Chrome
For SharePoint 2010 products:
Operating Systems: Windows Server 2008 x64 SP2
Windows Server 2008 R2
Windows 7 x64
Server: SharePoint Release:
  • SharePoint Foundation 2010 or SharePoint Server 2010
  • Microsoft .NET Framework 2.5
Browser:
  • Internet Explorer 8+
  • Mozilla Firefox
  • Apple Safari
  • Google Chrome
For SharePoint 2007 products:
Operating Systems: Windows Server 2003 x86/x64
Windows Server 2008 x86/x64

Windows Small Business Server (SBS) 2003/2008
(Please read about limitation)
Server: SharePoint Release:
  • Windows SharePoint Services v3 or SharePoint Server 2007
  • Microsoft .NET Framework 2.0 or 3.0
Browser: Microsoft Internet Explorer 7+ is recommended for Advanced Administration features

Also compatible with:
  • Mozilla Firefox
  • Apple Safari
  • Google Chrome

Item Version Size
SharePoint 2013
ArtfulBits_Email_v2.0_SP2013.zip
Zip file contains ArtfulBits Email Web Part install files, user guide and install guide documents. For more details about installation process select Installation tab.
2.0 2348 Kb
ArtfulBits_Email_v2.0_FullPack_SP2013.zip
Zip file contains ArtfulBits Email Web Part and License Manager install files, user guides and install guides documents for both products. For more details about installation process select Installation tab.
2.0 4286 Kb
SharePoint 2010
ArtfulBits_Email_v2.0_SP2010.zip
Zip file contains ArtfulBits Email Web Part install files, user guide and install guide documents. For more details about installation process select Installation tab.
2.0 2348 Kb
ArtfulBits_Email_v2.0_FullPack_SP2010.zip
Zip file contains ArtfulBits Email Web Part and License Manager install files, user guides and install guides documents for both products. For more details about installation process select Installation tab.
2.0 4285 Kb
SharePoint 2007
ArtfulBits_Email_v2.0_SP2007.zip
Zip file contains ArtfulBits Email Web Part install files, user guide and install guide documents. For more details about installation process select Installation tab.
2.0 2325 Kb
ArtfulBits_Email_v2.0_FullPack_SP2007.zip
Zip file contains ArtfulBits Email Web Part and License Manager install files, user guides and install guides documents for both products. For more details about installation process select Installation tab.
2.0 4244 Kb
Documentation
Email_UserGuide.pdf
Email Web Part user guide.
898 Kb
Email_InstallGuide.pdf
Installation guide describes installation and licensing steps.
816 Kb


Note: FullPack is not required if you already have installed or download ArtfulBits License Manager.

Release Notes

Version Notes
v2.0
(March 11, 2013)
New Features:
  • Added SharePoint 2013 support
  • Added Russian and German localization

Improvements:
  • Improved performance
v1.91
(July 13, 2012)
Improvements:
  • Improved outgoing email storing when backup and restore site
v1.9
(May 18, 2012)
New Features:
  • Added custom SMTP settings support
  • Added Reply To option
v1.8
(March 26, 2012)
New Features:
  • Added ability to expand distribution lists and send e-mails directly to its members
  • Added user template fields support in e-mail subject and body

Bugs Fixed:
  • Fixed minor issues
v1.71
(March 2, 2012)
New Features:
  • Added ability to send email selecting multiple items [ENT]
  • Added "Send E-mail" action in ribbon on list view page (SharePoint 2010 only)

Improvements:
  • Improved look & feel of Send E-mail dialog

Bugs Fixed:
  • Fixed minor issues
v1.6
(October 17, 2011)
New Features:
  • Added ability to select e-mail recipients from SharePoint list [ENT]

Improvements:
  • Improved outgoing e-mail storage
  • Added ability to disable e-mail To box
  • Added SharePoint August CU update support

Bugs Fixed:
  • Fixed minor issues
v1.51
(September 14, 2011)
Bugs Fixed:
  • Fixed Access Denied error when sender does not have permissions to view the membership of e-mail recipient group
v1.5
(August 31, 2011)
New Features:
  • Added ability to attach files from local disk [PRO]
  • Added ability to store outgoing e-mails is SharePoint lists [ENT]
v1.4
(August 11, 2011)
New Features:
  • E-mail Attachments support [PRO]
  • Added e-mail To box mapping with "Single line of text" column value (e-mail addresses)
  • Added ability to hide e-mail Cc and Bcc boxes from end users
v1.3
(June 03, 2011)
Improvements:
  • Added support for new licensing model (ArtfulBits License Manager v1.4)
v1.2
(February 10, 2011)
Improvements:
  • Added links to Attachments list item
  • Added links to documents from Document Library
v1.11
(December 01, 2010)
Bugs Fixed:
  • Fixed template value expansion in e-mail Subject
v1.1
(November 2, 2010)
New Features:
  • Added ability to send e-mail from List Item
  • Auto populated E-mail To, Subject and body with column item values

Improvements:
  • Improved e-mail look and feel
v1.0
(July 14, 2010)
Initial Release

[PRO] - Professional edition
[ENT] - Enterprise edition

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