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  • 1.Microsoft OfficeOutlook 2003 Training Share contacts using Outlook and Windows SharePoint Services Peace River Distributingpresents:

2. 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

Share Contacts: Outlook and Windows SharePoint Services Each lesson includes a list of suggested tasks and a set of test questions. 3.

  • 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 Share Contacts: Outlook and Windows SharePoint Services A SharePoint contacts list could be your solution. 4. 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.

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

  • 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 Contacts: Outlook and Windows SharePoint Services Share common contacts using SharePoint. 7. Start with a contacts list on a SharePoint site

  • 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 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?

  • In simple terms, aSharePoint siteis 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.

Share Contacts: Outlook and Windows SharePoint Services Use Windows SharePoint Services to share information. 9. What is a SharePoint site?

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

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

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

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

  • 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:

Share Contacts: Outlook and Windows SharePoint Services Creating a new contacts list 12. Create a contacts list and add a contact

  • To create a contacts list on the SharePoint site:

Share Contacts: Outlook and Windows SharePoint Services

  • On the site's top link bar, clickCreate .
  • UnderLists , clickContacts .
  • In theNamebox, type a title for the new list.
  • ClickCreate .

Creating a new contacts list 13. Create a contacts list and add a contact

  • To add a new contact to the contacts list:

Share Contacts: Outlook and Windows SharePoint Services

  • ClickNew Item .
  • Fill in the details for the new contact.
  • ClickSave and Close .

Adding a new contact to the list 14. 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 theImport Contactsbutton, which you'll see above your contacts list on the site.

Share Contacts: Outlook and Windows SharePoint Services Steps to importing a contact

  • Click theImport Contactsbutton.
  • In theSelect Users to Importdialog box, select the contacts you want to add to your list, and clickAdd .

15. Import from your address book Share Contacts: Outlook and Windows SharePoint Services

  • If you receive a security warning, select the check box to allow access your Address Book, and clickYes .

Steps to importing a contact

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

16. 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.

Share Contacts: Outlook and Windows SharePoint Services Commands for editing a contact 17. Make changes

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

Share Contacts: Outlook and Windows SharePoint Services

  • Select the contact from the list, and click the arrow that appears.
  • ClickEdit Item(orDelete Item ).

Commands for editing a contact 18. 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?

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

  • Click theActionsmenu, and click theAlert melink.
  • 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.

Setting an alert notifies you of changes. To set an alert: 20. Suggestions for practice

  • Create a contacts list.
  • Add a contact to the list.
  • Import contacts from your Address Book:
    • Part 1: Create a practice contact.
    • Part 2: Import the contact.

Share Contacts: Outlook and Windows SharePoint Services Online practice(requires Outlook 2003) 21. Test 1, question 1

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

Share Contacts: Outlook and Windows SharePoint Services

  • Microsoft Outlook.
  • Microsoft Exchange Server.
  • The correct permissions to view a SharePoint site that's using Windows SharePoint Services.

22. Test 1, question 1: Answer

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

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

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

Share Contacts: Outlook and Windows SharePoint Services

  • Events.
  • Contacts.
  • Announcements.

24. Test 1, question 2: Answer

  • Contacts.

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

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

Share Contacts: Outlook and Windows SharePoint Services

  • You'll get an instant message any time someone accesses the SharePoint site.
  • You'll receive notification through e-mail when information is updated.
  • You'll receive a Web pop-up window when it's time to upgrade SharePoint.

26. Test 1, question 3: Answer

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

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

  • You're creating a new contacts list on a SharePoint site. Which of the following can be quickly added to the