Synchronizing SharePoint Tasks List Content

Tasks in the 2007 Microsoft Office suite are integrated across Outlook 2007, Windows SharePoint Services, and Microsoft OneNote 2007, thus enabling you to work between applications smoothly. Connecting a Tasks list in Outlook 2007 enables you to aggregate all of your tasks in one place. You can view all tasks in the Tasks windows, or you can view tasks assigned only to you in the To-Do bar. The To-Do bar is a new feature in Outlook 2007 and includes a calendar and task information. Tasks include regular tasks contained within a Tasks folder as well as e-mail messages flagged for follow up. Daily tasks are also displayed in the Calendar view. As with any connected list or library, it is important to understand the difference between online and offline synchronization.

• Online   Once a list or library is connected, edits made in Outlook 2007 are automatically synchronized with the master content on the SharePoint site. These changes are also synchronized with other users who are connected to these SharePoint lists and libraries in Outlook 2007.

• Offline   When you are offline, you can view and edit cached copies of the SharePoint content, but your modifications are not synchronized with the master content on the SharePoint site. To synchronize the content, you must go online.

Tip 

The Outlook Archive feature cannot be used with the SharePoint List folder, nor with any connected lists or libraries.

In this exercise, you will connect to a Tasks list, make it available offline, and then edit the a task offline.

OPEN the SharePoint site in which the Tasks list is located. If prompted, type your user name and password, and then click OK.

BE SURE TO verify that you have sufficient rights to write to the Tasks list. If in doubt, see the Appendix on page 435.

1. On the Quick Launch, under Lists, click Tasks.

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 that you know and trust.

4. Click Yes. Outlook 2007 opens and displays the tasks in the navigation pane.

The Tasks list appears under Other Tasks. Only the tasks assigned to you are displayed in the To-Do bar Tasks list and the Daily Tasks list.

5. On the standard toolbar, click File, and then select Work Offline.

The Offline icon appears in the lower right corner of the Outlook 2007 window.

6. Click New. A new, untitled task form opens.

Tip 

Hover the mouse over the icon, or link to the right of In Shared Folder:. A tool tip appears with the date that the Tasks list was last updated.

7. In the Assigned To textbox, type your e-mail addresses. In the Subject textbox, type Investigate material for new product line.

8. On the Task tab, in the Actions group, click the Save & Close button. The new task appears in the Detail pane.

9. In the Tasks pane, under Other Tasks, right-click your Tasks List folder and select

The SharePoint Tasks list is displayed. Notice that the task you added in Outlook 2007 does not appear in the SharePoint Tasks list.

10. Close the browser.

11. On the standard toolbar, click File and then select Work Offline.

The Offline icon disappears from the lower right corner of the Outlook 2007 window.

12. Press F9.

Tip 

Synchronization between Outlook 2007 and SharePoint occurs periodically. Pressing F9 synchronizes all Outlook 2007 connections immediately.

13. In the Tasks pane, under Other Tasks, right-click your Tasks List folder and select Open in Web Browser.

The SharePoint Tasks list is displayed. The task you added in Outlook 2007 appears in the SharePoint Tasks list.

CLOSE all Outlook 2007 dialog box windows, and then close Outlook 2007.