How To : Use a Site mailbox to collaborate with your team

Share documents with others

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Every team has documents of some kind that need to be stored somewhere, and usually need to be shared with others. If you store your team’s documents on your SharePoint site, you can easily leverage the Site Mailbox app to share those documents with those who have site access.

 Important    When users view a site mailbox in Outlook, they will see a list of all the documents in that site’s document libraries. Site mailboxes present the same list of documents to all users, so some users may see documents they do not have access to open.

If you’re using Exchange, your documents will also appear in a folder in Outlook, making it even easier to forward documents to others.

Forwarding a document from the site mailbox

Organizations, and teams within organizations, often have several different email threads going in all directions at one time. It’s easy for lines to cross, information to get lost or overlooked, and for communication to break down. Site mailboxes enable you to store team or project-related email in one place, so that everyone on the team can see all communication.

On the Quick Launch, click Mailbox.

Mailbox on the Quick Launch

The site mailbox opens as a second, separate inbox and folder structure, next to your personal email account. Mail sent to and from the site mailbox account will be shared between all those who have Contributor permissions on the SharePoint site.

 Tip    Did you know you can also use a site mailbox to collaborate on documents?

Add a site mailbox as a mail recipient

By including the site mailbox on an important email thread, you ensure that a copy of the information in that thread is stored in a location that can be accessed by anyone on the team.

Simply add the site mailbox in the To, CC, or BCC line of an email message.

Email message with site mailbox included in CC field.

You could even consider adding the site mailbox email address to any team contact groups or distribution lists. That way, relevant email automatically gets stored in the team’s site mailbox.

Send email from the site mailbox

When you write and send email from the site mailbox, it will look as though it came from you.

Because everyone with Contributor permissions on a site can access the site mailbox, several people can work together to draft an email message.

To compose a message, simply click New Mail.

New mail button for site mailboxes.

This will open a new message in your site mailbox.

New mail message in a site mailbox.

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