Outlook 2010 & SharePoint 2010 Integration

Outlook 2007 with SP 2010 – nearly identical to using Outlook 2010

Outlook 2003 with SP 2010 – cannot connect to document libraries, cannot overlay calendars, one way synchronization in calendar and contacts (sharepoint -> outlook)

Linking SPF 2010 document libraries to Outlook 2010

Benefits:

• Take files offline to work with them in Outlook
• Use Outlook’s built in viewer to see in documents (for supported formats)

Note: Functionality available in 2007 but not 2003

How to link to a document library:

1. Open Document Library you want to connect to in SharePoint 2010
2. Click on the ribbons “Library” tab
3. Connect & Export section > Click Connect to Outlook icon (labels may be hidden by screen size/resolution)
4. Popup window > Click Allow (to allow Outlook to be used)
5. Popup window > Click Allow (to allow transfer of content-may not appear)
6. Outlook 2010 will open and popup asks if we want to connect > Click Advanced
7. Change name and description of document library if desired > Click OK
8. Click Yes
9. Verify access by logging into SharePoint from Outlook
10. View documents in library in Outlook

How to delete a connection to a document library

1. In Outlook 2010, scroll down left column to SP lists
2. Select name of linked library you want to remove
3. Right click > Delete Folder >ok (go ahead, click it! Don’t be scared!)
4. Library is removed from Outlook Account

Linking SPF 2010 Calendars to Outlook 2010

Benefits:

• Snynchronization is two-way – so you can add a new item to a SP calendar in Outlook. Make sure you have only the SP calendar visible so it is on the correct calendar. Note: Synchronization occurs at a specified interval – you may need to refresh the calendar page to see it.
• Overlaying multiple SP calendars is a good way to keep track of SP groups when you are involved in many different projects or areas of operations.

Link to SP calendar

1. Go to a Calendar List in SP 2010 > Calendar Tab
2. Select “Connect to Outlook”
3. Ok
4. Advanced > name & description > ok
5. Yes
6. Connect to site with password if needed
7. You have a link to SP calendar in the new Other Calendars section – Outlook will display the new calendar by default, so you will see two side-by-side calendars.

Overlay calendars in Outlook

1. At the top of the SP calendar in Outlook, Click on the left-facing arrow
2. You will now see the overlay view
3. Click on the right arrow on the SP calendar tab to undo
4. Click on the checkboxes in the left column to hide and show specified calendars & calendar groups

Note: on the right of the ribbon is “Calendars Overlay” – you can overlay SP Calendars. In Outlook you can overlay SP and Outlook Calendars.

Linking SPF 2010 Contacts to Outlook 2010

Create a new contacts list

1. Site Actions > More Options > Contacts
2. Call it MySPContacts and select Create
3. Add some new names with AddNewItem

Connect new contact list to Outlook

1. List Tab > Connect to Outlook
2. Go through the verification logins and name/description process
3. Outlook menu > view > change view > list

Contacts Features in sp 2010

Note: views are individual to contact list – contacts cannot be an overlay like outlook and sp calendars

Share Outlook Task list pulled in from SP

Tasks list > Highlight list > Folder tab > share tasks > send email to task list

Overlay SP Calendars

1. Calendar page > calendar tab > Click on Calendars Overlay
2. Click on New Calendar
3. Type in name & click on resolve
4. Select color for overlay
5. Select calendar on SP calendar you want to overlay
6. Select calendar list view you want to overlay
7. Click OK

Overlay Personal Outlook Calendars in SP

1. Calendar page > calendar tab > Click on Calendars Overlay

2. Click on New Calendar

3. Type in name and click on Exchange radio button

4. Click on Find

Note: This should work automatically – users must have corresponding Exchange email in SP Profile – ensure that profiles are in sync with Active Directory and exchange for email – This will get the current users email from the profile information and use that to pull in correct Exchange calendar(s) – doesn’t work with outlook 2010 – needs service pack 1 – or may need ssl applied appropriately

5. Outlook Web Access URL & Exchange Web Service URL should appear

https://mail.mysite.com/owa/

https://mail.mysite.com/ews/exchange.asmx

6. Click OK

Create an alert or subscribe to RSS feed – up to date changes  on documents, lists, list items, etc.

Create an alert

1. Click on list, item, etc. you want to get alerts for

2. Click on Tools tab > Items > Alert me > manage my alerts

3. Click on radio button next to selected list

4. Fill in alert specifications

Note: In particular, you may want to consider whether to send an alert immediately, daily, or weekly

5. Click ok

6. You can add as many alerts as you want

Note: You can also go to Tools > List > set an alert on this list. You will get a popup dialog rather than be sent to a different page.

Subscribe to rss feed

1. Navigate to the list or library or view  you want to set up feed for
2. Click on feed button in ribbon
3. Click on subscribe to feed link
4. Synchronize Outlook and Common Feeds list in Windows
   1. 1. Outlook > File > Options > Advanced
      2. RSS Feeds section > Check off “Synchronize RSS feeds to the Common Feeds List (CFL) in Windows”
      3. Click ok
5. Close and reopen Outlook; feed should now appear in RSS Feeds in left column

Note: for a view feed, click on View > Modify this view > Feed button

Outlook Web parts

They don’t appear to work properly with 2010, supposedly works fine with 2007

Outlook Social Connector

linked-in does not work with 64 bit yet

1. May need to download social connector and add-ins http://office.microsoft.com/en-us/outlook/outlook-social-connector-partner-listing-FX101812910.aspx?CTT=5&origin=HA101794273
2. Outlook > Expand people information pane
3. Select a user and click on “+Add”
4. Click on the SP My Site checkbox
5. Fill in url, username and password (and information for any other social add-ins)
6. Restart outlook
7. Should be a folder called News Feed (I do not get one, get email)

Meeting workspaces

Note: When you get a reminder for a meeting with a workspace, there is a dropdown list on the reminder called “Meeting Services” with the option to “View meeting workspace”. Clicking on the option opens a new tab/page in your browser to the  associated workspace!

Add a meeting workspace button to the quick access toolbar in Outlook 2010

1. Go to an outlook calendar
2. Click on any meeting
3. In quick access toolbar(top toolbar), click on the arrow > select “More Commands”
4. Click on Meeting Workspace in the left box and click on the add button
5. Click ok

Add meeting workspace button to the ribbon in Outlook 2010

1. Right click on ribbon menu
2. Click on “Customize the ribbon”
3. With Appointment highlighted, click on the “new group” button below the right list box
4. With the “New Group (Custom)” group highlighted in the right box, click on the Meeting Workspace item in the left box to select > click on the add button
5. Right click on the New Group item in the left box and click on “rename” > name it SharePoint or anything else you wish
6. Click on OK

Create a meeting workspace from Outlook

1. Create a new upcoming meeting called “test sharepoint workspace”
2. Click on “Invite Attendees” and add one attendee
3. The “Meeting Workspace” buttons will no longer be greyed out (the workspace buttons will not be available – will be grayed out – until attendees are added)
4. Click on the Meeting Workspace button
5. You can click on create to make a default workspace or
6. In the Meeting Workspace pane, click on “change settings”
   1. 1. Location: Select other, type in SP web address in popup box Ex. http://dev-sp2010/sites/ebruce
      2. Select a workspace
         1. 1. New workspace
               1. 1. Select language
                  2. Select template
                  3. Click ok
            2. Existing workspace
               1. 1. Select desired workspace from dropdownlist
                  2. The dropdown list will be populated from the SP site you specify
                  3. Click ok
                  4. Click on Link
                  5. The meeting workspace and link now appear in the content of the meeting invitation > click on send

Remove a meeting workspace from Outlook

1. Open meeting
2. In workspace pane > click on the “Remove” button

Participate in Discussions in outlook

RSS Feed

Just like any RSS feed – updates you

Alerts

Receive email alerts on specified items

Connect to outlook

shows up in SharePoint Lists folder in Outlook – View and work with content of discussion board

Create a new topic

1. Click on SharePoint Lists > select your list
2. Click on Today (just to make sure you are at the root level of the list)
3. In the upper left, click on New Post or right click on center posting list pane and click on New Post at the top of the menu

Post a reply

1. In Outlook > SharePoint Lists > click on discussion
2. View posts and responses in the email list and preview pane
3. Double click on a post
4. Click on Post Reply in the ribbon
5. Type your reply and click on Post ( you may want  to delete quoted text)

Reply via email rather than post

1. Click on the Reply button rather than Post Reply – this sends an email only to the poster, does not post to the board
2. Drag an email item to start a new topic in a discussion list
3. Use proofing tools (spelling, grammar, thesaurus)