Share Contacts

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<ul><li>1.Microsoft OfficeOutlook 2003 Training Share contacts using Outlook and Windows SharePoint Services Peace River Distributingpresents:</li></ul><p>2. Course contents </p> <ul><li>Overview: Sharing contacts and information </li></ul><ul><li>Lesson 1: Start with a contacts list on a SharePoint site </li></ul><ul><li>Lesson 2: Use the contacts list from within Outlook </li></ul><p>Share Contacts: Outlook and Windows SharePoint Services Each lesson includes a list of suggested tasks and a set of test questions. 3. </p> <ul><li>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?</li></ul><p>Overview: Sharing contacts and information Share Contacts: Outlook and Windows SharePoint Services A SharePoint contacts list could be your solution. 4. Course goals </p> <ul><li>Share contacts using a SharePoint site.</li></ul><ul><li>Use Outlook to view the contacts in Outlook-style contact cards, send messages, or set up meetings.</li></ul><ul><li>Quickly switch from Outlook to the SharePoint site to add or update information in the SharePoint list.</li></ul><p>Share Contacts: Outlook and Windows SharePoint Services 5. Lesson 1 Start with a contacts list on a SharePoint site 6. Start with a contacts list on a SharePoint site </p> <ul><li>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.</li></ul><ul><li>SharePoint can help. </li></ul><p>Share Contacts: Outlook and Windows SharePoint Services Share common contacts using SharePoint. 7. Start with a contacts list on a SharePoint site </p> <ul><li>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.</li></ul><p>Share Contacts: Outlook and Windows SharePoint Services Share common contacts using SharePoint. Got a new customer? Include the contact information on the site, and everyone can have access to it. 8. What is a SharePoint site? </p> <ul><li>In simple terms, aSharePoint siteis any site based on Windows SharePoint Services (WSS).</li></ul><ul><li>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.</li></ul><ul><li>With the correct permissions and a few mouse clicks, you can use the site to store lists and documents. </li></ul><p>Share Contacts: Outlook and Windows SharePoint Services Use Windows SharePoint Services to share information. 9. What is a SharePoint site? </p> <ul><li>Windows SharePoint Services is a component of Windows Server 2003 that allows users to collaborate on projects.</li></ul><p>Share Contacts: Outlook and Windows SharePoint Services Use Windows SharePoint Services to share information. For example, you can view calendars and contact lists stored on SharePoint sites using Microsoft Office Outlook. 10. Contacts list: An online directory </p> <ul><li>With a SharePoint site, you keep track of contacts in acontacts list . Contacts are entries in the list. </li></ul><p>Share Contacts: Outlook and Windows SharePoint Services 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. 11. Create a contacts list and add a contact </p> <ul><li>As long as you have the correct permissions for the site, it's easy to create a contacts list.</li></ul><ul><li>To create your list, follow these four steps:</li></ul><p>Share Contacts: Outlook and Windows SharePoint Services Creating a new contacts list 12. Create a contacts list and add a contact </p> <ul><li>To create a contacts list on the SharePoint site: </li></ul><p>Share Contacts: Outlook and Windows SharePoint Services </p> <ul><li>On the site's top link bar, clickCreate . </li></ul><ul><li>UnderLists , clickContacts . </li></ul><ul><li>In theNamebox, type a title for the new list. </li></ul><ul><li>ClickCreate . </li></ul><p>Creating a new contacts list 13. Create a contacts list and add a contact </p> <ul><li>To add a new contact to the contacts list: </li></ul><p>Share Contacts: Outlook and Windows SharePoint Services </p> <ul><li>ClickNew Item .</li></ul><ul><li>Fill in the details for the new contact. </li></ul><ul><li>ClickSave and Close . </li></ul><p>Adding a new contact to the list 14. Import from your address book </p> <ul><li>You can quickly upload contacts from your Outlook personal contacts list (or any other directory in your Address Book) using theImport Contactsbutton, which you'll see above your contacts list on the site.</li></ul><p>Share Contacts: Outlook and Windows SharePoint Services Steps to importing a contact </p> <ul><li>Click theImport Contactsbutton. </li></ul><ul><li>In theSelect Users to Importdialog box, select the contacts you want to add to your list, and clickAdd . </li></ul><p>15. Import from your address book Share Contacts: Outlook and Windows SharePoint Services </p> <ul><li>If you receive a security warning, select the check box to allow access your Address Book, and clickYes . </li></ul><p>Steps to importing a contact </p> <ul><li>Once contacts have been imported, you'll see the New icon next to them.</li></ul><p>16. Make changes </p> <ul><li>Because contact details change with time, contacts on the SharePoint site eventually will need to be updated or deleted and new contacts added. </li></ul><ul><li>In the picture, we've shown one way to begin making changes.</li></ul><p>Share Contacts: Outlook and Windows SharePoint Services Commands for editing a contact 17. Make changes </p> <ul><li>To edit the details for a contact or to delete it:</li></ul><p>Share Contacts: Outlook and Windows SharePoint Services </p> <ul><li>Select the contact from the list, and click the arrow that appears. </li></ul><ul><li>ClickEdit Item(orDelete Item ). </li></ul><p>Commands for editing a contact 18. Know when others make changes </p> <ul><li>Suppose Fred in sales has made a bunch of new contacts and he has added them to the contacts list.</li></ul><ul><li>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? </li></ul><p>Share Contacts: Outlook and Windows SharePoint Services Setting an alert notifies you of changes. 19. Know when others make changes Share Contacts: Outlook and Windows SharePoint Services </p> <ul><li>Click theActionsmenu, and click theAlert melink.</li></ul><ul><li>Fill out aNew Alertform, specifying which list or items you want to be alerted about and how often you want to be alerted when there are changes.</li></ul><p>Setting an alert notifies you of changes. To set an alert: 20. Suggestions for practice </p> <ul><li>Create a contacts list. </li></ul><ul><li>Add a contact to the list. </li></ul><ul><li>Import contacts from your Address Book: </li></ul><ul><li><ul><li>Part 1: Create a practice contact. </li></ul></li></ul><ul><li><ul><li>Part 2: Import the contact. </li></ul></li></ul><p>Share Contacts: Outlook and Windows SharePoint Services Online practice(requires Outlook 2003) 21. Test 1, question 1 </p> <ul><li>To share contacts using a SharePoint contacts list, you need which of the following? (Pick one answer.) </li></ul><p>Share Contacts: Outlook and Windows SharePoint Services </p> <ul><li>Microsoft Outlook.</li></ul><ul><li>Microsoft Exchange Server.</li></ul><ul><li>The correct permissions to view a SharePoint site that's using Windows SharePoint Services.</li></ul><p>22. Test 1, question 1: Answer </p> <ul><li>The correct permissions to view a SharePoint site that's using Windows SharePoint Services.</li></ul><p>Share Contacts: Outlook and 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. 23. Test 1, question 2 </p> <ul><li>On a SharePoint site, you would use a _____ list to share information about how to get in touch with people. (Pick one answer.) </li></ul><p>Share Contacts: Outlook and Windows SharePoint Services </p> <ul><li>Events.</li></ul><ul><li>Contacts.</li></ul><ul><li>Announcements.</li></ul><p>24. Test 1, question 2: Answer </p> <ul><li>Contacts. </li></ul><p>Share Contacts: Outlook and Windows SharePoint Services If it's details about people that you want to share, a contacts list is your best bet. 25. Test 1, question 3 </p> <ul><li>What will happen when you use the Alert me feature on the SharePoint site? (Pick one answer.) </li></ul><p>Share Contacts: Outlook and Windows SharePoint Services </p> <ul><li>You'll get an instant message any time someone accesses the SharePoint site.</li></ul><ul><li>You'll receive notification through e-mail when information is updated.</li></ul><ul><li>You'll receive a Web pop-up window when it's time to upgrade SharePoint.</li></ul><p>26. Test 1, question 3: Answer </p> <ul><li>You'll receive notification through e-mail when information is updated. </li></ul><p>Share Contacts: Outlook and Windows SharePoint Services 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. 27. Test 1, question 4 </p> <ul><li>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.) </li></ul><p>Share Contacts: Outlook and Windows SharePoint Services </p> <ul><li>Entries from a paper address book.</li></ul><ul><li>Contacts from a Web address book.</li></ul><ul><li>Contacts from the Outlook Address Book.</li></ul><p>28. Test 1, question 4: Answer </p> <ul><li>Contacts from the Outlook Address Book. </li></ul><p>Share Contacts: Outlook and Windows SharePoint Services If you currently keep track of your contacts in Outlook, you can upload them to the SharePoint site by clickingImport Contactson the link bar above the list. 29. Lesson 2 Use the contacts list from within Outlook 30. Use the contacts list from within Outlook </p> <ul><li>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.</li></ul><ul><li>Where do you see the new contacts? Right where you are in Outlook. </li></ul><p>Share Contacts: Outlook and Windows SharePoint Services Your SharePoint contacts list can link to Outlook. 31. See the contact list in Outlook </p> <ul><li>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.</li></ul><p>Share Contacts: Outlook and Windows SharePoint Services You can link a SharePoint list to your Outlook 2003. 32. See the contact list in Outlook </p> <ul><li>To make the contacts list visible in Outlook: </li></ul><p>Share Contacts: Outlook and Windows SharePoint Services You can link a SharePoint list to your Outlook 2003. </p> <ul><li>ClickLink to Outlook . </li></ul><ul><li>ClickYeswhen you receive a message announcing that a Windows SharePoint Services folder is being created for Outlook. </li></ul><p>33. What goes on in Outlook </p> <ul><li>When you clickLink to Outlook , two things happen: </li></ul><p>Share Contacts: Outlook and Windows SharePoint Services A SharePoint link creates a new folder in Outlook. </p> <ul><li>A new Outlook folder is added to your Folder List. The folder is used to store copies of the SharePoint contacts on your computer.</li></ul><ul><li>A new contacts list becomes available underOther Contactsin the Navigation pane.</li></ul><p>34. What goes on in Outlook </p> <ul><li>See the illustration at left. </li></ul><p>Share Contacts: Outlook and Windows SharePoint Services A SharePoint link creates a new folder in Outlook. </p> <ul><li>ClickFolder Listin the Navigation pane to see the new folder, or... </li></ul><ul><li>...clickContactsin the Navigation pane to see the newly added contacts list underOther Contacts . </li></ul><p>35. See the contacts </p> <ul><li>When you clickContactsin the Navigation pane, you can see the shared contacts list by clicking its folder underOther Contacts . </li></ul><ul><li>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). </li></ul><p>Share Contacts: Outlook and Windows SharePoint Services SharePoint contacts list viewed in Outlook 36. See the contacts </p> <ul><li>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. </li></ul><p>Share Contacts: Outlook and Windows SharePoint Services SharePoint contacts list viewed in Outlook 37. Refresh the contact list </p> <ul><li>As mentioned in the first lesson, contacts on the SharePoint list will change over time.</li></ul><ul><li>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.</li></ul><ul><li>How can you be sure of this?</li></ul><p>Share Contacts: Outlook and Windows SharePoint Services 38. Refresh the contact list </p> <ul><li>Your copy of the list is refreshed in two ways: </li></ul><p>Share Contacts: Outlook and Windows SharePoint Services </p> <ul><li>Automatically </li></ul><ul><li>Manually </li></ul><p>39. Refresh the contact list Share Contacts: Outlook and Windows SharePoint Services You can manually refresh the Outlook version of the contacts list at any time, as shown in the picture.</p> <ul><li>Right-click theTeam Web Sitefolder. </li></ul><ul><li>ClickRefresh . </li></ul><p>40. Making changes from Outlook </p> <ul><li>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. </li></ul><ul><li>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. </li></ul><p>Share Contacts: Outlook and Windows SharePoint Services ClickYesto create a writable copy of the contact in your personal contacts folder. 41. Making changes from Outlook </p> <ul><li>If you want to make a new,editablecopy of a personal contact in Outlook:</li></ul><p>Share Contacts: Outlook and Windows SharePoint Services ClickYesto create a writable copy of the contact in your personal Contacts folder. </p> <ul><li>ClickYeswhen you receive the alert. </li></ul><ul><li>Let Outlook create a copy of that contact in your personal Outlook Contacts folder. </li></ul><p>42. Making changes from Outlook </p> <ul><li>To make a copy of a shared contact that you can keep in your personal contacts list: </li></ul><p>Share Contacts: Outlook and Windows SharePoint Services </p> <ul><li>Display the contact. </li></ul><ul><li>Drag it to theContactsfolder underMy Contacts . </li></ul><p>Copy a shared contact to your personal contacts list. 43. Quick switching </p> <ul><li>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.</li></ul><ul><li>There are a couple of quick ways to get there right from Outlook. </li></ul><p>Share Contacts: Outlook and Windows SharePoint Services 44. Quick switching Share Contacts: Outlook and Windows SharePoint Services Modify a single contact : Open the contact from within Outlook, and click the link to the site from within the contact.</p> <ul><li>In Outlook, locate and double-click the contact that you want to update. </li></ul><ul><li>The read-only contact opens. </li></ul><ul><li>Click the link to view the contact on the SharePoint site. You can edit it from there. </li></ul><p>45. Quick switching Share Contacts: Outlook and Windows SharePoint Services 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 underOther Contacts , and clickOpen in Web Browser . 46. Suggestions for practice </p> <ul><li>Link the contacts list to Outlook. </li></ul><ul><li>See what you can do with shared contacts: </li></ul><ul><li><ul><li>Create a message to a contact. </li></ul></li></ul><ul><li><ul><li>Explore what else you can (and cannot) do with a contact from Outlook. </li></ul></li></ul><ul><li>Create an alert. </li></ul><ul><li>Make a change to a contact. </li></ul><p>Share Contacts: Outlook and Windows SharePoint Services (Continued on next slide) 47. Suggestions for practice, contd.</p> <ul><li>Refresh the list. </li></ul><ul><li>Copy a contact. </li></ul><ul><li>Clean up the p...</li></ul>