I only get a chance to setup email enabled libraries once every 4 months or so. My last setup was a couple of weeks back. This was for one of our customer who wanted to use incoming email functionality to support some reports coming from external sources; this particular customer was running Microsoft Exchange 2007.
Before I get into the actual steps, here are some basics: For email enabled libraries to work in SharePoint, you need at least one server in your SharePoint Farm to host the SMTP service (on Windows 2008 and above this service is still administrated through IIS 6.0 Manager) this service stores routed email in a drop folder from where SharePoint timer job picks it up periodically and puts it in the document library linked to an email alias (the LibName part in LibName@companyname.com). The timer jobs run on all severs connected to the Farm but only the server where the mail is forwarded to will actually process it. When Distributed Lists management is turned on SharePoint will create Contacts for all incoming email library under the selected organisational unit.
Here are some quick sanitised steps that I documented for the customer:
Create an Organisational Unit under you domain called SPMail, for example the one I created has an LDAP Path: OU= SPMail,OU=Melbourne,DC=COMPANYNAME,DC=COM
- On Windows Server 2008 and above ADSI Edit is preinstalled and one of best tool to find the LDAP Paths
On the newly created OU setup Delegate rights with Full Control for the Central Administration\Timer Service Account: DOMAIN\ServiceAccountName
- Full Control is not Necessary, you can get by Read, Write
- On your DNS Server add a new MX record, to a new subdomain like SPMAIL such that your entry looks like SPMAIL.COMPANYNAME.COM with Mail Server Priority set to 20 and DNS pointing to the SharePoint box (for example SPAPP.COMPANYNAME.COM) in your farm with the SMTP service running locally.
Open up Exchange 2007 Management console and under Hub Transport create a new Send Connector called SharePoint Mail
- Use the following for the Address Space value: SPMAIL.COMPANYNAME.COM
- Under Smart Host Routing setting select: Use DNS for MX Records
- Install and setup the SMTP service on SPAPP.COMPANYNAME.COM for domain: SPMAIL.COMPANYNAME.COM with the drop folder set to its default value
- Finally setup the Incoming Email settings under operations in Central Administration (<CA SITE>/_admin/IncomingEmail.aspx)
For testing simply enable email on Shared Document library under the Central Admin Site. This can be done by going to list settings and the clicking on the Incoming Email Settings link.
Library: <CA SITE>/Shared%20Documents/Forms/AllItems.aspx
Email Alias: SharedDocuments@SPMAIL.COMPANYNAME.COM
Verify that a new Contact is created in AD and Exchange and then send an email using you email client to verify if emails are being routed to the library.