Copying Contacts from Windows SharePoint Services 2.0 to Outlook


Synchronizing contacts from Windows SharePoint Services 2.0 to Outlook 2007 is useful if you need access to an entire contacts list stored in a SharePoint site, but it is also possible to copy contacts from Windows SharePoint Services to Outlook 2007. This is useful if you need only a few contacts from Windows SharePoint Services in Outlook 2007 for use on a regular basis, or if you need the contacts stored in a single contacts folder in Outlook 2007. Note that if you edit the contact, your changes are not reflected in the Windows SharePoint Services contacts list, as the two copies of the contact are independent. See the next section to learn how to copy the contact back to Windows SharePoint Services.

The process for copying a contact from Windows SharePoint Services to Outlook 2007 is surprisingly simple. Windows SharePoint Services has the ability to export and import contacts to and from contacts lists on a SharePoint site in vCard (.vcf) format. To copy a contact from Windows SharePoint Services to Outlook 2007, follow these steps:

  1. Open the contacts list in the SharePoint site from which you want to copy the contact.

  2. Find the contact you want to copy, hover the mouse pointer over the contact’s last name, click the drop-down arrow, and then click Export Contact.

  3. You will typically see the Internet Explorer File Download dialog box, prompting you to open or save the file. Click Open.

  4. The contact opens in Outlook 2007, as shown in Figure 25–12. Enter any additional information you want saved with the contact in the contact form, and then click Save And Close to save the contact in your Outlook 2007 Contacts folder.

    image from book
    Figure 25–12: When you export a contact from the SharePoint site, the contact information opens in the Outlook 2007 contact form and you can save it to your Contacts folder.

Copying Contacts from Outlook to Windows SharePoint Services 2.0

The preceding two sections covered how to get your contacts from Windows SharePoint Services 2.0 into Outlook 2007, but the ability to move Outlook 2007 contacts into Windows SharePoint Services 2.0 is just as useful. If you are creating a Web site for your team, for example, and need to get a number of contacts from each team member’s Contacts folder in Outlook 2007 into the Windows SharePoint Services contacts list, using the Import Contacts feature is much easier than adding each contact by hand. To copy contacts from Outlook 2007 to a SharePoint site, follow these steps:

  1. In the SharePoint site, open the contacts list into which you want to import contacts.

  2. Click Import Contacts.

  3. In the Select Users To Import dialog box, shown in Figure 25–13, select the Outlook 2007 contacts folder containing the contact to import in the Show Names From The drop-down list. The Contacts folder is selected by default.

    image from book
    Figure 25–13: The Select Users To Import dialog box is used to select the contacts to import from Outlook 2007.

  4. Select a contact in the list, click Add, and then click OK.

  5. When the message box shown in Figure 25–14 is displayed, click Yes to allow access to the Outlook 2007 data. This message box warns you that someone is trying to access your data. If you will be adding more contacts from Outlook 2007, selecting the Allow Access For check box and specifying a time interval in the Select Users To Import dialog box prevents this message box from being displayed again for the length of time selected.

    image from book
    Figure 25–14: When someone tries to access your data stored in Outlook 2007, such as when importing contacts into Windows SharePoint Services, you are notified and can grant or deny access.

Note 

Contacts stored in Outlook 2007 must have an associated e-mail address, or they will not appear in the Select Users To Import dialog box.

The contact will now be shown in the contacts list in the SharePoint site.




2007 Microsoft Office System Inside Out
2007 MicrosoftВ® Office System Inside Out (Bpg-Inside Out)
ISBN: 0735623244
EAN: 2147483647
Year: 2007
Pages: 299

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