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Sharepoint Workspace Can Help Your Employees Stay Organized

By Fred Lannister Subscribe to RSS | February 13th 2012 | Views:

Effectively managing email is an essential component of enterprise content management. Organizations that use SharePoint are fortunate to benefit from third-party solutions that significantly extend SharePoint’s email management capabilities. Selecting the best SharePoint email management solution can significantly boost the amount of content stored in SharePoint Workspace, and minimize the impact on end users. Organizations need to look for SharePoint email solutions that offer SharePoint Outlook integration, so users do not have to change the way they work, as the company receives the many benefits of managing email in SharePoint.

SharePoint Email Management

SharePoint provides a number of advantages with regard to email records management, including lower administrative overhead, the ability to set global retention policies, and strong search capabilities. SharePoint allows users to simply create, delete, and set authorizations on shared folders, while automatically deleting or routing specific emails to the archives. Much of this automation is dependent on the data within the metadata, that may also be used to manage or locate various emails and attachments.

Outlook SharePoint Integration

There are a lot of options that will increase SharePoint adoption through the company, however the most important aspect would be the perceived ease-of-use. Email management solutions that incorporate SharePoint with Outlook eliminate context shifting for end users, and encourage adoption of SharePoint as enterprise email repository.

Selecting a Solution

As companies look for a solution to facilitate SharePoint email management, there are a number of features that need to be considered:

• Simple user interface - Possibly the most important factor in immediate adoption. It must be simple and easy , to maneuver emails to SharePoint, using familiar drag-and-drop functionality. Solutions that allow an individual to move mail to SharePoint from within Outlook significantly lessens the learning curve and speed SharePoint user adoption.

• Email attachment management - Search for SharePoint email management solutions which provide strong attachment handling capabilities. Replacing attachments with links can further encourage usage of SharePoint and eliminate content duplication.

• Offline SharePoint access - For organizations with remote or mobile workers, offline SharePoint access is important to push collaboration and ensure there's the means to access relevant information while out of work.

Selecting the best SharePoint email management solution and encouraging immediate adoption will demand some effort, but if the users can easily still use familiar tools like Outlook, SharePoint adoption will be considerably faster and drive an effective SharePoint deployment.

Fred Lannister - About Author:
Colligo enables your organization to solve your email records management challenges, with enterprise-class email and document management solutions, like sharepoint workspace, for desktop and mobile devices.

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