SharePoint 2010 and Outlook 2010 Integration

Outlook 2003 and SP 2010 – cannot connect to document libraries, cannot overlay calendars, one way synchronization in calendar and contacts (sharepoint -> outlook)
Outlook 2007 and SP 2010 – nearly identical to using Outlook 2010


Linking SPF 2010 document libraries to Outlook 2010

Pros:

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

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 2010Pros:

• 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.site.com/owa/
https://mail.site.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