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SharePoint 2010: Configuring incoming emails on a Production Environment (non-Exchange Server)

September 17, 2012 1 comment

Recently I needed to setup incoming emails on a SharePoint 2010 site sadly, after researching this subject a lot, I was not able to find a blog that provided a complete answer of how to set this up on a Production Environment. There are some variations in the way this can be setup but the method I will be explaining in this blog involves a non-Exchange Server method.

Assumptions

I am assuming that:

  • You have setup an SMTP server on one of your SharePoint WFE’s (Web Front End) if you are not sure on how to do this then please check out this post.
  • You have a domain name registered and that you can modify the DNS records

The Solution

The solution involves:

  • Setting up the DNS Records
  • Configuring the SMTP Server
  • Configuring Central Administration
  • Configuring a SharePoint List

Setting up the DNS Records

In this example I am using a domain name: http://www.shareheaven.co.uk that is registered with GoDaddy.com.

Login to your domain name’s control panel and add a DNS A (Host) record in the following format:

Setting up a DNS A (Host) Record

Where the host (‘notify’ in this example) can be anything of your liking. The IP address should be the IP address of the server that hosts the SMTP Server.

Next we need to add a DNS MX Record in the following format:

Setting up the MX Record

Wait for the DNS changes to take effect, you can use this website to check if the changes have taken effect.

Configuring the SMTP Server

On the SMTP Server we will need to add an alias. Open IIS 6.0 Manager > Expand your SMTP Server in the list on the left hand side > Right click on ‘Domains’ > New > Domains.

SMTP Alias Setup

On this screen (screen shot above) select Alias and click Next and then fill it out as below (based on your domain name):

Creating an alias

Configuring Central Administration

Next we need to setup Central Administration to enable incoming emails in our SharePoint Farm, in Central Admin browse to System Settings > Configure incoming e-mail settings and set it up as below:

Central Administration Setup

Configuring a SharePoint List

Finally, we can now setup a SharePoint List to receive incoming emails. In this example I will be setting up a Document Library to receive incoming emails. Browse to Library Settings > Incoming e-mail settings of the SharePoint List you would like to setup to receive incoming emails. Fill out the form as below and click ‘OK’:

Configure the SharePoint List

Testing the Solution

To test the solution send an email to the email address we setup to receieve incoming emails which in our example was: test@shareheaven.co.uk (replace shareheaven with your domain name of course!):

Sending the email

Screen shot below shows the .eml file arriving in the drop folder of the SMTP Server:

Mail drop folder

A SharePoint Timer Job picks up this email, processes it and then adds an item in the Document Library:

Document Library Item Added