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C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
SharePoint 2010 for End Users
GSP10-10
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Introduction
Name
Company affiliation
Title/function
Job responsibility
SharePoint Experience
A little bit about your SharePoint site or project
Expectations for this course
2
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Topics
Introduction to SharePoint 2010
Navigating a SharePoint site
Working with lists
Working with Libraries
Working with List and Library Views
Finding Information in SharePoint
Using SharePoint 2010 with Outlook 2010
3
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Introduction to SharePoint 2010
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Outline
What is SharePoint?
What SharePoint can do …
How to open a SharePoint site
SharePoint Foundation user permissions
Versions of SharePoint
Office integration in SharePoint
Demo
5
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
What is SharePoint ?
SharePoint is the business collaboration platform for
the enterprise and the Internet
Enables organizations to improve team
productivity and efficiency of business processes
Facilitates team collaboration and sharing
Helps teams stay connected and productive
6
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
What SharePoint can do …
The Business Collaboration Platform for the
Enterprise and the Web
7
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C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
What SharePoint can do …
Next step in an evolution
From personal computing
To networked computing
… Working and collaborating together wherever
you are and whenever you want it … in the cloud.
8
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C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y 20/12/2011 9
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
The core of a web strategy
Core Audiences Intranet
Internal employees
Extranet
Customers
Partners
Internet
External web users
Intranet
Extranet Internet
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y 20/12/2011 11
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Communities
12
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Building communities
People Profiles
Photographs and
Presence
“Ask Me About”
Recent Activities
Note Board
Organization
Browser
Add Colleagues
Social Bookmarks
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Communities
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C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Communities
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C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Communities
15
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C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Communities
16
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Participating in teams
My Network
Blogs
Wikis
Enterprise Wikis
Tags
Tag Clouds
Tag Profiles
Ratings
Colleague and
Keyword Suggestions
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Communities
17
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C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Communities
18
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C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Communities
19
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C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y 20/12/2011 20
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Content
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Office integration
Word Automation Services
The Content Organizer
Metadata
Navigation
Compliance
Multi-stage disposition
Accessibility
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Content
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C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Content
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C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Content
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C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Content
25
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Metadata
Finding content
Managed metadata services
Content Types
Rich media management
Document Sets
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Content
26
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C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Content
27
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C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y 20/12/2011 28
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Finding the right content
29
20/12/2011
Previews
Thumbnail
Refinement
“Did You Mean”
and related queries
Social behavior
improves relevance
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Finding the right content
30
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C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Finding the right content
31
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C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Finding the right people
32
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People and expertise search
Phonetics and Nicknames
Recently authored content
Expertise identification
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Finding the right people
33
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C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Finding the right people
34
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C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y 20/12/2011 35
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Business Services
36
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PerformancePoint
Services
Visio Services
Excel Services
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Business Services
37
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C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Business Services
38
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C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Business Services
39
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C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
20/12/2011
40
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
What is a composite?
41
20/12/2011
Rapidly create no-code collaborative solutions
Unlock business data
Regain control of end user solutions
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Composite services
42
20/12/2011
Access Services
Business Communications Services
Forms Services
Workflow
Visio Services
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Composite services
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C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Composite services
44
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C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Composite services
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C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
How to open a SharePoint Site
Open Internet Explorer or other internet browser.
Enter the URL of the site http://demo/sites/mloz
IF needed enter username and password
12/20/2011
46
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
SharePoint Foundation user permissions
Read
Read Only on the Web Site
Contribute
Read + Create and edit items in lists and libaries
Design
Contribute + Create lists, libraries, approve items and edit
web pages
Full Control
You can do everything
Limited
Access only to a shared ressource: library, list or list item.
12/20/2011
47
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Versions of SharePoint
2001: “SharePoint Team Services”
2003: “Windows SharePoint Services 2.0” and
“SharePoint Portal Server 2003”
2007: “Windows SharePoint Service 3.0” and
“Microsoft Office SharePoint Server 2007”
Very popular: 1.5$ billion revenue
Quadrant leader according to Gartner
2010: “Microsoft SharePoint Foundation 2010” and
“Microsoft SharePoint Server 2010”
48
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Office Integration in SharePoint
Office and SharePoint work together to provide you
with a set of seamlessly integrated capabilities.
Save/Publish to SharePoint
Document Check-in and Check-out
View and Manage Versions
View/Manage/Start Workflows
Outlook Integration
SharePoint Workspace 2010
Office Web Apps
49
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Demo
In this exercise, you will locate your SharePoint site
and familiarize yourself with its home page
50
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Navigating a SharePoint Site
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Outline
Navigating the Home Page and the SharePoint Site
Navigating the Site Content Tree
Navigating the Ribbon Interface
Browsing Lists on a SharePoint Site
Browsing Document Libraries
Understanding Web Parts
Using the Recycle Bin
Labs
52
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Navigating the Home Page and the
SharePoint Site
Home page = main page of a SharePoint website
53
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Navigating the Home Page and the
SharePoint Site
All Site Content Page
Contains links to all major part of the site
54
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Navigating the Site Content Tree
Typical SharePoint Site
55
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Navigating the Site Content Tree
Typical SharePoint Site Collection
56
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Navigating the Site Content Tree
Site content tree
57
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Navigating the Site Content Tree
SharePoint maintains a global navigation path
From the top-level site to the current page
Use the navigate up icon
58
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Navigating the Ribbon Interface
Displayed at the top of a web page
Commands displayed depends on:
The context (where are you, what are you doing)
Your permission level
The configuration of your site
Ribbon is splitted into tabs
59
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Browsing Lists on a SharePoint Site
SharePoint lists
Web-based, editable tables
Provide the ability to work with structured data
The Team Site provide four default lists
(Announcements, Calendar, Links, Tasks)
You can create your own lists
60
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Browsing Document Libraries
SharePoint library
List of files
Provide a flexible collaboration environment
Provide a link and expose properties of each file
The Team site comes with a built-in document library
You can create your own libraries
61
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Understanding Web Parts
Independent component that can be reused, shared
and personalized
Basic building blocks of a page
62
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Understanding Web Parts
Web pages can contain several Web Parts
Web parts can be connected if necessary.
SharePoint Foundation provides built-in Web Parts
for all lists and libraries on the current site.
63
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Using the Recycle Bin
Provides two-stage protection against accidental
deletions
64
Lists First stage recycle bin
Second stage recycle bin
User deletes the
item from the list
User deletes the
item from the
recycle bin
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Working with Lists
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Outline
What is a list
Discovering default lists in a site
Creating a new list
Adding and editing list items
Deleting and restoring a list item
Attaching files to list items
Adding, editing, and deleting list columns
Adding summary tasks to a Task list
Sorting and filter a list
Setting up alerts
66
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
What are lists
Editable, web-based tables
Facilitate concurrent, multi-user interactions against a
common, centralized, extensible set of columns and
rows
List items behave like rows consisting of self-labeled
columns
All the web pages needed to create, review, update,
delete, and manage a list and its data are generated
automatically
67
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Discovering Default Lists in a Site
SharePoint comes with default list template
SharePoint will provision some of these lists when
you create a new site
68
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Creating a new list
What kind of information do you want to
gather/display?
Start with a list that is close to your goal and then
customize it
build it entirely from scratch
69
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Adding and editing list items
Creating a SharePoint list automatically generates the
pages needed to view/add/edit a list item
70
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Deleting and restoring a list item
When documents, list items, folders, or even entire
lists are deleted, they are simply flagged as removed
Deleted items will be displayed in the Recycle Bin
during 30 days (by default)
71
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Attaching files to list items
By default, all lists in SharePoint allow attachments
Reconsider the use of a list ?
72
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Adding, editing, and deleting list columns
SharePoint allows you to add, edit, and delete
columns
Many column types available (Text, Choice, Number,
Currency, Date and Time, Yes/No, Hyperlink…)
Some columns cannot be deleted (e.g. Title)
Some columns data cannot be changed (e.g. ID,
Created, …)
Special type of column, called site column, can also
be added to a list
73
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Adding summary tasks to a Task list
Tasks might fall under larger tasks
A project might be completed in phases, with
several tasks occurring within each phase.
You can represent these phases in your Project
Tasks list
74
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Sorting and filtering a list
SharePoint provides built-in sorting and filtering
capabilities
Any individual column headers can be used to sort
the entire list
75
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Setting up alerts
Sends an email notification or a text message
whenever changes are made to the content
Two kinds of alert
list-level alert
list item–level alert
You must specify when to send alerts
Immediately, daily summary, weekly summary
You must specify the type of change for which you
want an alert
Anything changes, A task is assigned to me, …
76
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Working with Libraries
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Outline
What are libraries
Creating a document library
Creating a new document
Editing documents
Adding documents
78
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Outline
Creating a new folder in a library
Checking documents in and out
Working with version history
Using alerts
Deleting and restoring documents
Working offline with SharePoint Workspace
Working offline with Outlook
79
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
What are libraries
Location on a site where you can create, collect,
update, and manage files
Documents, pictures, forms, web pages…
Libraries are used to store files, lists are used to store
other types of content.
Provide the same effective way to work as lists
80
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Creating a document library
When you create a new SharePoint site, a generic
document library called Shared Documents is created
You can create new libraries for a particular business
category or subject
81
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Creating a new document
Obviously, you can populate a library with documents
82
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Editing documents
SharePoint allows you to edit documents:
In Office client applications (Word, Excel, etc.)
In the browser using Office Web Apps (must be
installed)
83
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Adding documents
Several ways to add documents to a document
library:
Use the browser to upload documents to the
library via the SharePoint interface
Use Windows Explorer to copy or move
documents into the library
Use a SharePoint Workspace to upload the
documents stored offline
Send a mail with the document in attachment (not
enabled by default)
84
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Creating a new folder in a library
Using folders provides a common way to organize
documents
SharePoint 2010 allows you to create folders in a
library
85
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Checking documents in and out
Checking out and checking in a document allows you
to work on a document exclusively
When you check out a file, you lock the file for
editing
When you have finished editing the file, you check
the file back in, allowing other users to edit the file
86
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Working with version history
When versioning is enabled, a separate copy of the
document is created each time that it is edited
Easy to revert to an older version
This takes up extra space on the server
You can keep :
Major versions only (1, 2, 3)
Major and minor versions (1.1, 1.2, 1.3)
87
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Using alerts
As in lists, you can subscribe to an alert
When a document to which you subscribe
changes, you receive a message
88
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Deleting and restoring documents
Obviously, you can delete a document when you
don’t need it anymore
Remember, items are placed in the Recycle Bin
instead of immediately being deleted permanently.
89
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Working offline
SharePoint 2010 provides the ability to work with
documents offline
Two ways of taking your documents offline:
Synchronize your documents with a SharePoint
Workspace.
Copy the documents to your Outlook client
90
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Working offline with SharePoint Workspace
Allows mobile users to download SharePoint content
to their local machine to work offline
An entire SharePoint site or a subset of a site
You can synchronize various lists and libraries
from different sites to the same Workspace
Offline, you can view and modify the content.
When connected back to the network, you can
synchronize with SharePoint
91
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Working offline with Outlook
The documents are emailed to you as attachments
and placed into the SharePoint list in Outlook.
92
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Working with List and Library
Views
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Outline
What is a view
Working with a Standard view
Filtering items using views
Sorting items using views
Grouping items using views
Working with a Datasheet view
Working with a Calendar view
Creating and using a list template
Relating List and Item Views
94
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
What is a view
List and library views allow you to set up what and
how information is displayed
Easier for users to find and work with the information
At least one default view is created for each list and
library
There are different types of built-in views:
Standard view
Datasheet view
Calendar view
Gantt view
Access view
95
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Working with a Standard view
Displays the contents of the container as a list on a
web page
You can choose between a personal or a shared
view
A personal view will be visible only to you
A shared view will be visible to other users
You can enable inline editing
96
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Working with a Gantt view
A Gantt chart is a horizontal bar chart used to provide
a graphical illustration of a project timeline
97
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Working with a Gantt view
You can create a Gantt view for most SharePoint list
and library types
Some lists and libraries are not supported: Picture
Library, External List, Discussion Board, and
Survey
To create a Gantt view, you will need the following
columns:
Title : Description of the task
Start Date
Due Date
Percent complete (Optional)
Predecessors (Optional)
98
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Working with a Calendar view
You can create a Calendar view for the data in your
lists and libraries.
99
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Working with a Calendar view
The list will need to have at least one date field
External List, Discussion Board, and Survey are not
supported
100
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Sorting items using views
Views allow you to sort items based on information
contained in one or two columns
You can choose between ascending and
descending order
101
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Filtering items using views
You can also restrict items in the view based on the
metadata
102
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Grouping items using views
You can also group items based on the metadata
103
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Finding Information on the
SharePoint Site
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Outline
Search Engine
Searching the SharePoint site
Searching for files across multiple document libraries
from within Microsoft Office 2010
105
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Search Engine
Searching is the process of entering a search query in
the search box that is executed against the search
index
A search query contains one or more words that
represent the content that you are trying to find.
When executing a query, SharePoint returns a set of
content items that form a result set.
Your queries are executed against a summary of the
content, known as an index
The index is updated periodically (By default, once
every hour)
When you create new data, it may not appear
immediately
106
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Searching the SharePoint site
107
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Searching the SharePoint site
To find information, you may need to enter more than
one query term
The more query terms you enter, the more
discriminating your query becomes
SharePoint does an implicit AND when you search for
multiple words or multiple phrases
You can use the OR keyword
108
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Searching the SharePoint site
You can use some metadata properties to help you
create powerful search queries (author, filename, …)
In the search box, use the syntax property:value
where value is a word or phrase
109
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Searching for files across multiple document
libraries from within Microsoft Office 2010
When you are using an Office application, you often
need to search for information to include in your
document
The Office Research pane can display information
from your SharePoint websites
110
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Using SharePoint Foundation
with Outlook 2010
C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Outline
Connecting a SharePoint Contacts list to Outlook
Moving an Outlook contact to a SharePoint Contacts
list
Copying SharePoint contacts into Outlook
Sending an email using a SharePoint Contacts list
Viewing SharePoint calendars and personal calendars
in Outlook
Taking SharePoint content offline
Managing SharePoint alerts in Outlook
Creating Meeting Workspaces from Outlook
Configuring an RSS feed
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C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Connecting a SharePoint Contacts list to
Outlook
You can connect most SharePoint lists/libraries to
Outlook
Once a list is connected to Outlook, you can modify that
list within Outlook (online or offline)
You can share the connection with others
SharePoint permissions carry over in Outlook
You should always check out your document before you
edit it into outlook
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C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Connecting a SharePoint Contacts list to
Outlook
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C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Moving an Outlook contact to a SharePoint
Contacts list
You can copy the contact information from your
Outlook Contacts folder into the SharePoint Contacts
list
The Contacts folder are added to the SharePoint
Contacts list the next time Outlook synchronizes
with SharePoint
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C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Copying SharePoint contacts into Outlook
You can copy any single contact or event item from a
SharePoint list to Outlook
Copied contacts are independents
You must ensure that your contact information does
not become out of date
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C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Sending an email using a SharePoint
Contacts list
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C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Viewing SharePoint calendars and
personal calendars in Outlook
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C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Taking SharePoint content offline
When you connect a SharePoint list or library to
Outlook, a local copy of the SharePoint content is
stored locally on your computer
SharePoint content can be used online or offline
It is important to understand the synchronization
process:
Online: Edits made in Outlook are synchronized
automatically
Offline: You can view and edit cached copies, but your
modifications are not synchronized
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C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Managing SharePoint alerts in Outlook
In an environment where many SharePoint sites exist,
managing your alerts could be a daunting task
using Outlook, you can manage the email alerts
received from SharePoint from one dialog box
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C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Creating Meeting Workspaces from
Outlook
It is also possible to create a Meeting Workspace
directly from Outlook
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C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y
Configuring an RSS feed
Outlook 2007/2010 support RSS
You can use Outlook to read RSS feeds coming from
SharePoint
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