Connecting a SharePoint Contacts List to Outlook 2007

To initiate the integration between SharePoint lists and libraries and Outlook 2007, you need to connect the list or library. You can connect most SharePoint lists as well as all SharePoint library types to Outlook 2007. The following list and library types are not supported for connection to Outlook 2007.

• Survey

• Issue tracking

• Announcements

• Links

• Custom

• Site template

• List template

• Web Part galleries

Connecting to a SharePoint list in Office Outlook 2003 was called linking, and you were only allowed to link to SharePoint Contacts and Calendar lists. Although you could see the contents of these SharePoint lists within Outlook 2003, both online and offline, the information presented was read-only. To edit the contents of these lists, you had to use the browser.

Outlook 2007 provides greater integration with Windows SharePoint Services. Once a list is connected to Outlook 2007, you can modify that list within Outlook 2007 at any time whether you are online or offline. You can also share the connection with others through a Sharing Message.

Important  

SharePoint permissions carry over when using SharePoint resources in Outlook 2007. For example, if you have permission to edit a document or list on the SharePoint site, you can also edit the document or list within Outlook 2007.

In the following exercise, you will connect to Outlook 2007 from a Contacts list on a SharePoint site. You can also use the same technique to connect to other SharePoint lists or libraries.

OPEN the SharePoint site from which you would like to import the contact information. The exercise will use the http://wideworldimporters site, but you can use whatever site you want. If prompted, type your user name and password, and then click OK.

BE SURE TO install and activate the 2007 Microsoft Office suite before beginning any of the exercises in this chapter.

BE SURE TO have a Contacts list. If you do not have a Contacts list, complete the exercise in Chapter 4, “Working with Lists,” that explains how to create a list. Alternatively, you can create a practice site for this chapter based on the site template Chapter 11 Starter.stp in the practice file folder for this chapter. The practice file is located in the Documents\Microsoft Press\SBS_WSSv3\Chapter 11 folder.

See “Using the Book’s CD” on page xix for instructions on how to create a practice site.

Tip 

This exercise works when using Outlook 2003 as well as Outlook 2007.

1. On the Quick Launch, under the Lists section, click Contacts.

2. Click Actions, and then select Connect to Outlook.

3. An Internet Explorer Security warning dialog box might appear stating: A website wants to open web content using this program on your computer. If so, click Allow.

Outlook 2007 opens, and you might be asked to supply your user name and password.

A Microsoft Office Outlook dialog box appears stating: You should only connect lists from sources you know and trust.

4. Click the Advanced button. A SharePoint List Options dialog box appears.

5. In the Folder Name textbox, type WideWorldImporters – Contacts and click OK.

6. In the Microsoft Office Outlook dialog box, click Yes. Outlook 2007 displays the WideWorldImporters Contacts list.

When you connect a list or library to Outlook 2007, the list or library appears in the respective areas of the Outlook 2007 navigation pane. Calendars appear in the Calendar pane under Other Calendars, tasks appear in the Tasks pane under Other Tasks, and Contacts lists appear in the Contacts pane under Other Contacts. Discussion lists and libraries appear in a folder in the Mail pane under SharePoint Lists.

Tip 

To remove a connected SharePoint list or library from Outlook 2007, right-click the name of the folder in the navigation pane and then select Delete (folder name) from the drop-down menu. Removing connected lists or libraries from Outlook 2007 helps you to focus on current projects.

Deleting a connected SharePoint list folder from Outlook 2007 does not delete the SharePoint list or its data from the SharePoint server; however, the data in that list is no longer available offline from within Outlook 2007. An alternative method of managing connected SharePoint lists or libraries is to click Tools on the standard toolbar, select Account Settings, and then click the SharePoint Lists tab.

CLOSE Outlook 2007 and any open browser.