Publishing Emails to Microsoft SharePoint

Before You Begin

Ensure you've read the following articles:

• Understanding SharePoint Structure: Sites, Pages, and Web Parts
• How ContactMonkey Directory Channels Work with SharePoint Sites
• Integrating ContactMonkey and Microsoft SharePoint

Note: Only emails sent after the integration was enabled can be published to SharePoint.

Publishing from the Outlook 365 Add-in

If you use ContactMonkey's Outlook 365 Add-in, you can designate emails for SharePoint publication during the send process.

1. Ensure you are signed in to SharePoint
2. Open Outlook and create a new message
3. Open the ContactMonkey Add-in
4. Insert your desired email and enter your recipients
5. Toggle ON the Share to SharePoint setting
6. Click Send & Track
7. ContactMonkey will open in your default web browser
8. You will be redirected to the Share to Microsoft SharePoint page with your email pre-populated
9. Fill out the remaining fields (delivery channel(s), description, button text)
10. Click Share to SharePoint

This workflow lets you plan SharePoint distribution while composing, but the actual publishing happens after sending.

Publishing from the ContactMonkey Dashboard

You can also retroactively publish emails to SharePoint after sending.

1. Ensure you're signed in to SharePoint
2. Click Emails at the top of your ContactMonkey dashboard
3. Click Sent
4. Click the three-dot menu next to the email you want to publish
5. Select Share To Microsoft SharePoint
6. In the modal that appears:
   • Select which delivery channel(s) to publish to
   • Customize how the message will appear (title, description, button text)
7. Click Share to SharePoint

How Email Archiving Works

Every email you publish to SharePoint is automatically archived for future reference. When you publish your first email to a SharePoint site, ContactMonkey automatically creates a folder structure:

SharePoint Site → Documents → ContactMonkey Emails

All emails published to that site are saved as HTML files in this folder. Team members can browse the folder to access archived communications even if they're no longer displayed in the web part.

Note: This archiving happens automatically every time you publish an email—no additional configuration needed.

Managing Multiple Emails in Web Parts

By default, ContactMonkey web parts display the 10 most recent emails published to that channel. When you publish more emails, older ones are automatically rotated out of the display.

Example: If your web part shows 10 emails and you publish an 11th email, the oldest email disappears from the display. It remains accessible in the Documents → ContactMonkey Emails archive folder.

Click here to learn how to increase the number of emails displayed in a web part.

Tracking SharePoint Engagement

ContactMonkey tracks engagement metrics for emails published to SharePoint, giving you insights into how employees interact with communications.

Available Metrics

• SharePoint Sites – Which site(s) the campaign was published to
• Total Opens – Combined opens across all SharePoint channels
• Unique Opens – Individual users who viewed the email across all SharePoint channels

Where to Find This Data

These metrics are available in:

• ContactMonkey's Reports dashboard (as columns and filters)
• Sent email export files
• The data overview page of sent emails

SharePoint engagement data is included alongside email engagement metrics for comprehensive performance tracking. Click here for detailed reporting instructions.

Frequently Asked Questions

Q: Why can't I see "Share To Microsoft SharePoint" in my sent email options?
A: The email was sent before SharePoint was enabled and configured for your account. Only emails sent after integration setup can be published to SharePoint.

Q: Can I unpublish or delete an email from SharePoint after publishing it?
A: No. Once published to SharePoint, emails cannot be unpublished or deleted from SharePoint sites. Review your content carefully before publishing.

Q: Can I publish the same email to multiple SharePoint sites?
A: Yes. When publishing, you can select multiple delivery channels. Each channel connects to a different SharePoint site, so your email will appear on all selected sites.

Q: Do I need to publish emails manually every time?
A: Yes. Publishing to SharePoint is always a manual action after sending an email. This gives you control over which communications appear on SharePoint and when.

Q: If I change my SharePoint site name, will my published emails still work?
A: Your site URL will change when you rename the site. You'll need to update the site URL in ContactMonkey (Settings → Integrations → Microsoft SharePoint) to continue publishing new emails. Existing published emails will continue to display.