Team-Mailer list

The entry point for the Team-Mailer is its list. The SharePoint administrator can define a custom name for this list. The site content lists are located under the following URL:
http://SharePointServer/Website/_layouts/viewlsts.aspx?BaseType=0.
The Team-Mailer list can be identified by its icon: TeamMailerListIcon.gif
Only the sender and the recipients of a Team-Mail have the right to view the list entry!

web-teamlist.png
Screenshot

List attributes
Attribute Description
! This column visualises the priority of the Team-Mail. Three options are available: Normal: "No icon", Low: "Arrow down" and High: "Arrow up"
Created By In this column the name of the sender is displayed.
Subject This field is self-explanatory.
To This field contains a list of all groups that recieved the Team-Mail.
Created This field displays the creation date and time of the Team-Mail.
Message This field contains a preview of the message that has been sent. After 50 characters the message is cropped.
Send This field shows the number of sent Team-Mails. There is no feedback, if the Team-Mail is effectively delivered. The number only indicates the count of Team-Mails that has been delivered to the SMTP-Server properly.
Error This field shows the number of Team-Mails which could not be sent. In the majority of cases these errors are caused by non valid email-addresses of group-members. More information is provided in the Log field which is available in the Team-Mailer view.

Team-Mailer view

The Team-Mailer view can be opened by clicking the subject link in the list.

web-viewteammail.png
Screenshot

View attributes
Attribute Description
From This field shows the senders email-address.
To This field contains a list of all groups that recieved the Team-Mail.
Additional recipients In this text field, email-addresses (comma separated) of additional recipients are listed.
Subject This field is self-explanatory.
Message This field contains the full message of the Team-Mail.
Priority This field visualises the priority of the Team-Mail. Three options are available: Normal: "No icon", Low: "Arrow down" and High: "Arrow up"
Log This field shows a detailed log of the Team-Mail. Any error will be listed here.
Error This field shows the number of Team-Mails which could not be sent. In the majority of cases these errors are caused by non valid email-addresses of group-members. Have a look at the Log field for more information.
Send This field shows the number of sent Team-Mails. There is no feedback, if the Team-Mail is effectively delivered. The number only indicates the count of Team-Mails that has been delivered to the SMTP-Server properly.

New Team-Mail

If the user clicks the "New"-Button in the list or the "New Item"-Link in the view, a new Team-Mail form in HTML-Format will be opened. If the user clicks the drop-down arrow in the list, he can choose between HTML- and Text-Format:
web-newbutton.png

web-newteammail.png
Screenshot

New Team-Mail attributes
Attribute Description
From This field shows the senders email-address. It cannot be changed. Normally the email-address is stored in the user object of the Active Directory.
To This field displays the groups of the SharePoint website. The number in brackets listet to each group displays the member count. The user can send a Team-Mail to every group even if the user has no right to see the members. If it is necessary to display the websitecollection-groups, please have a look at the Setup Guide.
Additional recipients In the optional text field, email-addresses (comma separated) of additional recipients can be added.
Subject This field is self-explanatory and mandatory.
Message In this message box the user can enter his message. Team-Mails in HTML-Format will show a richtext-bar if the Internet Explorer is used. If another browser is used, the user needs to enter HTML-Tags manually.
Priority In this drop-drow list the user can choose the priority of the Team-Mail. Three options are available: Normal, Low and High.


Be aware that for each member in a group a seperate email will be sent. This could cause heavy SMTP Server traffic.
Furthermore each Team-Mail will get a footer, that contains the recipient-groups.

Last edited Mar 11, 2010 at 8:29 AM by Mr_T, version 12

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