Configuring the SharePoint Calendar E-Mail Extension 3.0

Take a look at this post if you haven’t already installed the solution: Installing the SharePoint Calender E-Mail Extension 3.0

After you have downloaded and installed the SharePoint Calendar E-Ml Extension 3.0 you’ll need to configure it. There are two points to start from to configure the SharePoint Calendar E-Mail Extension:

Option 1: You have already set up and configured a calendar list. Now you need to add the SharePoint Calendar E-Mail Extension feature to the list.

Option 2: You start with a brand new SharePoint Calendar List.

Option 1: Configuring SharePoint Calendar E-Mail Extension on existing calendar lists

You’ll need to login as an administrator to perform the following steps.

Step 1: Activate the Calendar E-Mail Extension feature

In Site Collection Administration/Site collection features activate the feature Calendar E-Mail Extension.

The calendar e-mail extension feature creates a new group in site content types “Calendar with e-mail extension” and a new content type Event (with e-mail extension).

Step 2: Check incoming e-mail settings

In List Settings/Incoming e-mail settings make sure you have configured an e-mail address.

Step 3: Add the Event (with e-mail extension) content type to the list

In List Settings/add from existing site content types, select calendar with email extension group and add the content type.

Step 4: Change the default content type

Make “Event (with e-mail extension)” your default content type.

Option 2: Configure SharePoint Calendar E-Mail Extension with a new calendar list

You’ll need to login as an administrator to perform the following steps. Step 1 is the same as before.

Step 1: Activate the Calendar E-Mail Extension feature

In Site Collection Administration/Site collection features activate the Feature Calendar E-Mail Extension.

Activating the feature also creates a new list type: create a new list now:

Step 2: Configure incoming e-mail settings:

Now we have SharePoint Calendar List with e-mail extension and the basic configuration.

Configuring the meeting invitation e-mail body and the server name (if needed)

Go to List Settings and click on the Event (with e-mail extension) content type to get to the list content type configuration page:

Then click on Calendar E-Mail Extension – Settings to get to the configuration for this instance of the event content type. Yes you can configure more than one instance of this content type J, each with a unique default e-mail body.

To include dynamic values in the e-mail body use the field’s display name in braces, i.e. {Title} or {Start Time}.

Pay attention to the small check box below the HTML editor: Enable individual e-mail bodies for each single event allows you to edit the message template before sending.

The external server name field is important if intranet users access your calendar site with a different server name. If you configure the external server name, the workspace link will contain the external server name, make sure all users can access it.

After saving the settings you can start setting up your first meeting.

To invite external attendees you need to configure your Exchange Server to allow SMTP relaying for your SharePoint Farm.

Here you can find a How To for Exchange 2010: How to Configure a Relay Connector for Exchange Server 2010