Using SharePoint with Outlook

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Using SharePoint with Outlook You've probably heard a lot about SharePoint Portal Server or Windows SharePoint Services and are wondering whether it might just be what you need to solve your problems

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[ Team LiB ] Using SharePoint with Outlook You've probably heard a lot about SharePoint Portal Server or Windows SharePoint Services and are wondering whether it might just be what you need to solve your problems. Although SharePoint Portal Server is overkill for small companies or workgroups, Windows SharePoint Services provides nice collaboration features and is included with Windows Server 2003. SharePoint sharing capabilities are only one-way—from SharePoint to Outlook—and not as dynamic as some would like. Using SharePoint, you can view calendar data side-by- side in Outlook and view contacts synchronized from a SharePoint server (see Figure 22.5). Figure 22.5. When a SharePoint or Windows SharePoint Services calendar or Contacts folder is linked with Outlook, you can view the events or contacts along side your calendars. Add a SharePoint calendar or contacts to your Outlook view by opening the SharePoint Services site in your browser and browsing to the list you want to show in Outlook. Choose Link to Outlook from the toolbar (see Figure 22.6).
Figure 22.6. Use the Link to Outlook button to link SharePoint calendar or contact lists to Outlook. Outlook contacts can be imported into SharePoint, but you're limited to linking calendar events from SharePoint. After you choose Link to Outlook and confirm your desire to create a link, as shown in Figure 22.7, the folders are added to Outlook in the Other Calendars and Other Contacts section. Figure 22.7. Okay the dialog to link a calendar or Contacts folder to Outlook. If you're a member of more than one SharePoint site, you can add calendars and Contacts folders for each site.
After creating the link to SharePoint, a local copy of the calendar or contacts is created and added to your profile. SharePoint links are read-only; changes made to the items locally are not reflected in the originals on the SharePoint Web site. Each time you open Outlook or open the folders contained in the SharePoint PST, the folder contents are synchronized. [ Team LiB ]