SharePoint Calendar E-Mail Extension Configuration

For installation instructions please refer to the SharePoint Calendar E-Mail Extension Installation Guide.

If you haven’t yet configured SharePoint incoming and outgoing E-Mail, read this guide first SharePoint incoming and outgoing e-mail configuration for the Calendar E-Mail Extension.

Note: All the screenshots were taken from SharePoint 2013. The Calendar E-Mail Extension is also available for SharePoint 2016 and SharePoint 2010.

Step 1: Activate the feature in the Site collection features.

Go to the Site Settings, click on Site collection features and activate the Calendar E-Mail Extension feature.

Site settings/Site collection features

Activate site collection feature

If the feature is not listed, make sure the solution is successfully deployed to the correct web application.

Step 2: Enable the Calendar E-Mail Extension

There are 2 options to enable the Calendar E-Mail Extension.

  • Option 1: Enable the Calendar E-Mail Extension on an existing calendar
  • Option 2: Add a new calendar with the Calendar E-Mail Extension features

Option 1: Enable the Calendar E-Mail Extension on an existing calendar

Go to the list settings of an existing calendar and then on Calendar E-Mail Extension settings.

List settings

Click the Enable button to activate the Calendar E-Mail Extension features on this calendar.

Enable the Calendar E-Mail Extension

That’s it! The Calendar E-Mail Extension features are now enabled on your calendar. To configure it, proceed to Step 3.

Option 2: Add a new calendar with the Calendar E-Mail Extension features

Click on Site Contents, add an app and select the Calendar (with e-mail extension) list template.

Create new calendar

To configure the list, click on list settings and then on Calendar E-Mail Extension settings or use the link in the status message.

Not configured notification

Step 3: Basic Settings

Step 3.1: Configure the content type(s)

If the Calendar E-Mail Extension is enabled on a SharePoint calendar, you can configure the e-mail body of the meeting request by clicking on the Configure link.

Configure content type

This opens a new window where can configure the e-mail body. You can use {field} placeholders to include the value from an event. You can also configure an alternative URL if this SharePoint site can be accessed by external users. All URLs to this SharePoint site will be replaced in the e-mail body with this value.

Configure e-mail body

The e-mail body can be configured per content type, because the Calendar E-Mail Extension allows you to add more than one “Event (with e-mail extension)” content type to support different types of meetings and events with different e-mail bodies. If you want to do this, inherit the “Event (with e-mail extension)” content type on site collection level and add it to the calendar. What you can also do is to enable individual e-mail bodies for different events by activating the checkbox below the e-mail body field. If you do this, you can modify the e-mail body directly if you create a new event.

Step 3.2: E-Mail Address

Now you have to configure an E-Mail Address for the calendar. You have 2 options:

  • Option 1: Standard – Use e-mail address of the SharePoint calendar
  • Option 2: Advanced – Use alternative sender to send meeting requests to people outside of your Exchange organization

Option 1: Standard

Use the calendar’s e-mail address to send meeting requests and receive attendees’ responses.

Standard e-mail configuration

Option 2: Advanced

Use an alternative sender if your SharePoint’s e-mail domain is private and you want to send meeting requests to people outside of your Exchange organization.

'Advanced e-mail configuration

In advanced mode you have to configure an e-mail contact in your Exchange organization using the alias of the alternative sender and set this calendar’s e-mail address as the external e-mail address.

To verify if the e-mail communication works with the configured e-mail address(es), you can click the Verify e-mail communication button. If something is not configured correctly this option helps you identify it.

Verify the e-mail communication

If the verification is not successful, follow the instructions on the verification page or send an e-mail to support@sapiens.at and include details about your e-mail configuration. We can also help you with the configurations in a GoToMeeting session.

Step 3.3: Time Zone

Specify the calendar’s time zone. This is important to get a rule for daylight saving changes if you schedule recurring events.

Time zone

Step 4: Advanced Settings

In this section you can configure how incoming meeting request should be processed. If you only want to handle meetings and invite attendees from SharePoint, you can skip this section.

Step 4.1: Prevent Updates through Outlook

Configure if you want to prevent users from creating or modifying events when the SharePoint calendar is connected to Outlook. This can protect meetings from being deleted or modified unintentionally in Outlook.

Prevent updates from Outlook

Step 4.2: Item Attachments

Specify whether to send the item’s attachments with the meeting request.

Send item attachments

Step 4.3: E-Mail Attachments

Specify whether to save attachments included with an incoming e-mail message as attachments to the item created in this list.

Save e-mail attachments

Step 4.4: E-Mail Security

Configure if only users who can write to the list can send e-mail meeting requests to the calendar.

E-Mail security

Step 4.5: Assume organizer role

Specify whether the calendar should assume the organizer role if the calendar receives a meeting request. If this option is activated and the calendar receives a meeting request, the calendar resends the invitation to all attendees and the original organizer. From now on all the status responses will be handled by the SharePoint Calendar and logged in the events communication log.

Assume organizer role

Step 4.6: Remote Workspace Provisioning

Specify if a meeting workspace should be created automatically when the calendar receives a meeting request. Here you can configure the meeting workspace template, if missing “create subweb” permissions should be ignored and the e-mail template for the confirmation e-mail.

Remote meeting workspace provisioning

Step 5: Save

Save the settings to complete the configuration.

Congratulations! You successfully configured the Calendar E-Mail Extension.

You can now schedule your first meeting and invite attendees and guests.

If you have problems configuring the solution or any other questions, please send an e-mail to support@sapiens.at. We’ll get back to you as soon as we can, usually within a few hours.

Don’t forget to check our blog for helpful tricks and how-tos about the Calendar E-Mail Extension.