share contacts

Microsoft® Office Outlook® 2003 Training

Share contacts using Outlook and Windows SharePoint Services

Peace River Distributing presents:

Share Contacts: Outlook and Windows SharePoint Services

Course contents

• Overview: Sharing contacts and information

• Lesson 1: Start with a contacts list on a SharePoint site

• Lesson 2: Use the contacts list from within Outlook

Each lesson includes a list of suggested tasks and a set of test questions.


Do you keep your contacts in a personal contacts list? Have you ever wanted to share that list quickly and easily with others in your organization or wanted others to share their contact information with you?

Overview: Sharing contacts and information

A SharePoint contacts list could be your solution.


Course goals

• Share contacts using a SharePoint site.

• Use Outlook to view the contacts in Outlook-style contact cards, send messages, or set up meetings.

• Quickly switch from Outlook to the SharePoint site to add or update information in the SharePoint list.

Lesson 1

Start with a contacts list on a SharePoint site



Keeping on top of customer contact information can be a real challenge. Keeping those details straight when you're sharing customers can be worse than a challenge — it can be a nightmare.

SharePoint can help.Share common contacts using SharePoint.



If you and your coworkers need to share customer contact information, you'll be happy to know that you can have it all in one place: the SharePoint site.

Share common contacts using SharePoint.

Got a new customer? Include the contact information on the site, and everyone can have access to it.


What is a SharePoint site?

In simple terms, a SharePoint site is any site based on Windows SharePoint Services (WSS).

Think of it as a storage location that you can use to collaborate on documents and share information with people on your team who also have access to the site.

With the correct permissions and a few mouse clicks, you can use the site to store lists and documents.

Use Windows SharePoint Services to share information.


What is a SharePoint site?

Windows SharePoint Services is a component of Windows Server™ 2003 that allows users to collaborate on projects.

Use Windows SharePoint Services to share information.

For example, you can view calendars and contact lists stored on SharePoint sites using Microsoft Office Outlook.


Contacts list: An online directory

With a SharePoint site, you keep track of contacts in a contacts list. Contacts are entries in the list.

A SharePoint contacts list

Once the list is created, you and your coworkers can add contacts and update them as their information changes.

Anyone with access to the site can look to this single source to get the latest information.


Create a contacts list and add a contact

As long as you have the correct permissions for the site, it's easy to create a contacts list.

To create your list, follow these four steps:

Creating a new contacts list



To create a contacts list on the SharePoint site:

1. On the site's top link bar, click Create.

2. Under Lists, click Contacts.

3. In the Name box, type a title for the new list.

4. Click Create.

Creating a new contacts list



To add a new contact to the contacts list:

1. Click New Item.

2. Fill in the details for the new contact.

3. Click Save and Close.

Adding a new contact to the list


Import from your address book

You can quickly upload contacts from your Outlook personal contacts list (or any other directory in your Address Book) using the Import Contacts button, which you'll see above your contacts list on the site.

Steps to importing a contact

1. Click the Import Contacts button.

2. In the Select Users to Import dialog box, select the contacts you want to add to your list, and click Add.


Import from your address book

3. If you receive a security warning, select the check box to allow access your Address Book, and click Yes.

Steps to importing a contact

4. Once contacts have been imported, you'll see the New icon next to them.


Make changes

Because contact details change with time, contacts on the SharePoint site eventually will need to be updated or deleted and new contacts added.In the picture, we've shown one way to begin making changes.

Commands for editing a contact


Make changes

To edit the details for a contact or to delete it:

1. Select the contact from the list, and click the arrow that appears.

2. Click Edit Item (or Delete Item).Commands for editing

a contact


Know when others make changes

Suppose Fred in sales has made a bunch of new contacts and he has added them to the contacts list. It's time for everyone in the organization to get busy contacting the new contacts, but how will they know that new contacts were added to the list?

Setting an alert notifies you of changes.


Know when others make changes

1. Click the Actions menu, and click the Alert me link.

2. Fill out a New Alert form, specifying which list or items you want to be alerted about and how often you want to be alerted when there are changes.

Setting an alert notifies you of changes.

To set an alert:


Suggestions for practice

1. Create a contacts list.

2. Add a contact to the list.

3. Import contacts from your Address Book:

• Part 1: Create a practice contact.

• Part 2: Import the contact.

Online practice (requires Outlook 2003)

http://office.microsoft.com/training/training.aspx?AssetID=RP011745051033&CTT=6&Origin=RP011744981033


Test 1, question 1

To share contacts using a SharePoint contacts list, you need which of the following? (Pick one answer.)

1. Microsoft Outlook.

2. Microsoft Exchange Server.

3. The correct permissions to view a SharePoint site that's using Windows SharePoint Services.


Test 1, question 1: Answer

The correct permissions to view a SharePoint site that's using Windows SharePoint Services.

Once your systems administrator has set you up with the appropriate permissions, you're just a few mouse clicks away from adding and updating contacts that you can share with others. If you're curious about permission levels, we've included a link to more information in the Quick Reference Card at the end of this course.


Test 1, question 2

On a SharePoint site, you would use a _____ list to share information about how to get in touch with people. (Pick one answer.)

1. Events.

2. Contacts.

3. Announcements.



Contacts.

If it's details about people that you want to share, a contacts list is your best bet.


Test 1, question 3

What will happen when you use the Alert me feature on the SharePoint site? (Pick one answer.)

1. You'll get an instant message any time someone accesses the SharePoint site.

2. You'll receive notification through e-mail when information is updated.

3. You'll receive a Web pop-up window when it's time to upgrade SharePoint.



You'll receive notification through e-mail when information is updated.

Alerts are delivered right to your Inbox at the frequency that you request. Want to know about changes right away? SharePoint will do that for you.


Test 1, question 4

You're creating a new contacts list on a SharePoint site. Which of the following can be quickly added to the list? (Pick one answer.)

1. Entries from a paper address book.

2. Contacts from a Web address book.

3. Contacts from the Outlook Address Book.



Contacts from the Outlook Address Book.

If you currently keep track of your contacts in Outlook, you can upload them to the SharePoint site by clicking Import Contacts on the link bar above the list.

Lesson 2

Use the contacts list from within Outlook


Use the contacts list from within Outlook

Your best salesperson has landed another big account so she's added six new contacts to the shared contacts list on the SharePoint site. But you're used to working in Outlook 2003.

Where do you see the new contacts? Right where you are — in Outlook.

Your SharePoint contacts list can link to Outlook.


See the contact list in Outlook

If you don't like the idea of always having to go to the SharePoint site to view the shared contacts list, we've got good news for you: You don't have to.

You can link a SharePoint list to your Outlook 2003.


See the contact list in Outlook

To make the contacts list visible in Outlook:

You can link a SharePoint list to your Outlook 2003.

1. Click Link to Outlook.

2. Click Yes when you receive a message announcing that a Windows SharePoint Services folder is being created for Outlook.


What goes on in Outlook

When you click Link to Outlook, two things happen:

A SharePoint link creates a new folder in Outlook.

• A new Outlook folder is added to your Folder List. The folder is used to store copies of the SharePoint contacts on your computer.

• A new contacts list becomes available under Other Contacts in the Navigation pane.


What goes on in Outlook

See the illustration at left.

A SharePoint link creates a new folder in Outlook.

1. Click Folder List in the Navigation pane to see the new folder, or...

2. ...click Contacts in the Navigation pane to see the newly added contacts list under Other Contacts.


See the contacts

When you click Contacts in the Navigation pane, you can see the shared contacts list by clicking its folder under Other Contacts.Although the shared contacts list will be separate from your personal contacts, you'll be able to view them as address cards (or in whatever view you choose).

SharePoint contacts list viewed in Outlook


See the contacts

From Outlook, you can look up shared contacts' phone numbers, send them e-mail, or set up meetings with them — just as you do with your personal Outlook contacts.

SharePoint contacts list viewed in Outlook


Refresh the contact list

As mentioned in the first lesson, contacts on the SharePoint list will change over time.

However, you can be confident that the Outlook copies of the shared contacts are being kept up-to-date to reflect changes made on the SharePoint site.

How can you be sure of this?



Your copy of the list is refreshed in two ways:

•Automatically

•Manually



You can manually refresh the Outlook version of the contacts list at any time, as shown in the picture. 1. Right-click the Team Web

Site folder.

2. Click Refresh.


Making changes from Outlook

You cannot make changes to the shared contacts directly from Outlook. If you try this, you'll receive an alert like the one in the picture at left.To add, modify, or delete a contact in the shared contacts list, you need to switch back to the list on the SharePoint site, and make the changes from there.

Click Yes to create a writable copy of the contact in your personal contacts folder.



If you want to make a new, editable copy of a personal contact in Outlook:

Click Yes to create a writable copy of the contact in your personal Contacts folder.

• Click Yes when you receive the alert.

• Let Outlook create a copy of that contact in your personal Outlook Contacts folder.



To make a copy of a shared contact that you can keep in your personal contacts list:

• Display the contact.

• Drag it to the Contacts folder under My Contacts.Copy a shared

contact to your personal contacts list.


Quick switching

As we already mentioned, when you want to make a change to a contact on the SharePoint site, you need to switch back to the site. There are a couple of quick ways to get there right from Outlook.


Quick switching

Modify a single contact: Open the contact from within Outlook, and click the link to the site from within the contact.

1. In Outlook, locate and double-click the contact that you want to update.

2. The read-only contact opens.

3. Click the link to view the contact on the SharePoint site. You can edit it from there.


Quick switching

View the entire contacts list: To quickly get back to the contacts list on the SharePoint site, you can right-click the name of the SharePoint contacts list under Other Contacts, and click Open in Web Browser.


Suggestions for practice

1. Link the contacts list to Outlook.

2. See what you can do with shared contacts:

• Create a message to a contact.

• Explore what else you can (and cannot) do with a contact from Outlook.

3. Create an alert.

4. Make a change to a contact.

(Continued on next slide)


Suggestions for practice, cont’d.

5. Refresh the list.

6. Copy a contact.

7. Clean up the practice data:

• Remove the contacts list from the SharePoint site.

• Remove the copy of the contacts list from Outlook.

• Delete the alert messages from your Inbox.

Online practice (requires Outlook 2003)

http://office.microsoft.com/training/training.aspx?AssetID=RP011745061033&CTT=6&Origin=RP011745041033


Test 2, question 1

Once you've linked a SharePoint contacts list to Outlook, you'll be able to edit those contacts directly from Outlook. (Pick one answer.)

1. True.

2. False.



False.

You'll need to switch back to the SharePoint site to make changes.


Test 2, question 2

You've linked a SharePoint contacts list with Outlook. The best way to see this list as Outlook contacts is to: (Pick one answer.)

1. Select the Team Web Site folder under Other Contacts in the Outlook 2003 Navigation pane.

2. Select SharePoint Folders in the Folder List in the Outlook 2003 Navigation pane.

3. Click Outlook Contacts under Select a View on the SharePoint site.



Select the Team Web Site folder under Other Contacts in the Outlook 2003 Navigation pane.

This option will let you see the contacts as contact cards in Outlook. What's more, you'll be able to do nearly all of the things with the shared contacts that you can do with your personal contacts.


Test 2, question 3

To modify a contact on the SharePoint site, you need to close Outlook, open your Internet browser, and navigate to the SharePoint site. (Pick one answer.)

1. True.

2. False.



False.

You have a couple of quick ways to switch from Outlook to the SharePoint site.


Test 2, question 4

When you link your SharePoint contacts list to Outlook, each contact's address card contains a link. Where does the link take you? (Pick one answer.)

1. The main contacts list.

2. The specific contact, and it's open for editing.

3. The specific contact in read-only mode.



The specific contact, and it's open for editing.

Once the contact card is open, getting to its editable Web version is just a click away.


Test 2, question 5

Once you've linked your list, you can refresh the copied contacts whenever you like. (Pick one answer.)

1. True.

2. False.



True.

You can manually refresh the Outlook version of the contacts list at any time.


Quick Reference Card

For a summary of the tasks covered in this course, view the Quick Reference Card.

http://office.microsoft.com/training/Training.aspx?AssetID=RP011745091033&CTT=6&Origin=RC011745791033

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