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Chapter 4.  Sharing Contacts and Meetings with Outlook

Chapter 4.  Sharing Contacts and Meetings with Outlook

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4.1.SharingContacts

Outlookprovidesasetoftoolsforviewingandmaintainingthe

listofcontactsinyouraddressbook.Ifyourcompanyuses

ExchangeServer,youmayalreadyuseapubliclistofcontacts

fromOutlooktocontactmembersofyourorganization.

SharePointprovidesanotherwaytosharecontactsfromyour

addressbookwithothers.Ratherthanprovidingasinglepublic

listcontainingeveryone'sinformation,SharePointisfocused

moreonteam-basedorproject-basedlistsofcontacts.

Forexample,aTeamSitemightincludeteammembersinthe

contactslist.Later,asnewmembersjoinandlinesof

communicationareestablishedacrossgroups,thecontactslist

grows.Inthiscase,thecontactslistisawaytosharethe

collectedknowledgeofwhothekeypeopleareandhowtogeta

holdofthem.

Foraprojectsiteoradocumentworkspace,thecontactslist

obviouslyincludeseveryonewithresponsibilitiesontheproject.

Outsideresources,suchassalespeopleorcustomers,canbe

addedastheybecomeavailable.Ofcourse,youcanalsouse

SharePointtoshareageneral,company-widelistofcontacts.

OneadvantageofthatapproachisthatSharePointcontactsare

easilysharedovertheInternet.

Finally,there'snothingstoppingyoufromusingallthese

approachestohelporganizecontactsbycompany,team,and

project,asshownbytheOutlookNavigationpaneinFigure4-1.



animal4-1.Sharedlistscanorganizecontactsby

company,team,orproject



It'snotagreatideatoaddthesamecontacttomultiplelists

becauseifthecontact'sinformationchanges,itthenhastobe

changedinallthelists.Instead,it'sagoodideatofollowrules

aboutwhereyoustorecontactsandhowyouusethem.Here

aresomesuggestions:

DecidewhetheryouaregoingtouseSharePointor

ExchangeServertosharecompany-widecontacts.It

doesn'tmakemuchsensetouseboth.

IfyouareusingSharePointforcompany-widecontacts,

organizethosecontactsintooneormorelistsatthetoplevelsite.

Restrictwhocanadd/changecontactsinthetop-level

SharePointlists.



Useproject/workspacecontactslistsastemporary

resourcesthathavealimitedlifetime.

AcompanymightprovideEmployee,Customer,andVendor

contactslistsintheirtop-levelsitethatcan'tbeeditedbymost

members,butalsoallowteammemberstocreatetheirownadhoccontactslistsinteamsitesandworkspaces.Althoughthe

ad-hoclistsmightbecomeout-of-date,theyallowmembersto

organizethecontactsthattheteamneedsandperhapsinclude

contactsthatdon'tbelonginthecompany-widelists.

ThefollowingsectionsexplainhowtoworkwithSharePoint

contactslistsinOutlook.



4.1.1.CreatingContactsLists

SharePointteamsitesanddocumentworkspacesincludealist

ofcontactsbydefault.Thatlistissimplynamed"Contacts,"and

itappearsontheQuickLaunchbarofthesite'shomepage.You

canrenamethatlistorcreatenewcontactslistsfordifferent

typesofcontacts.Torenamethedefaultcontactslist:

1. Displaythelistinthebrowser.

2. SelectModifysettingsandcolumns

settings.



Changegeneral



3. TypethenewnameintheNamefieldandclickOK.

Changingthenameofalistchangesthenamedisplayedonthe

listpageandontheQuickLaunchbar.Italsodeterminesthe

nameofthelistdisplayedinOutlookNavigationpaneifyoulink

thelisttoOutlook.

Youmaywanttocreatemorethanonecontactlistforasite.

Forexample,youmightwanttoorganizeemployees,



customers,andvendorsintoseparatelistssoyoucanbetter

controlwhohasaccesstothedifferentlists.Tocreateadditional

contactslists:

1. SelectCreatefromtheNavigationbar;thenchoose

ContactsfromthelistssectionoftheCreatepage.

2. Enteranameforthenewcontactslist,selectwhetheror

notalinktothelistshouldappearonthehomepageQuick

Launchbar,andclickCreate.

Thiscreatesanewlistbasedonthecontactstemplate.Lists

basedonthecontactstemplatecanbelinkedtoOutlookas

sharedlists.Tocontrolaccesstoalist:

1. Displaythelistinthebrowser.

2. SelectModifysettingsandcolumns

forthislist.



Changepermissions



3. SelectagroupandclickRemoveSelectedUserstoprevent

membersofthatgroupfromviewingthelist;orselecta

groupandclickEditPermissionsofSelectedUsersto

changetheaccessprivilegesofthosemembers.



4.1.2.CopyingContactsfromOutlookto

SharePoint

YoucancopyoneormorecontactsfromOutlooktoa

SharePointwebsitebyfollowingthesesteps:

1. DisplaytheSharePointsiteinyourbrowserandclick

Contactsonthesite'shomepage.You'llseetheContacts

listforthesite.

2. ClickImportContactstoseealistofthecontactsfromyour



localaddressbook.

3. Youcanimportsomeorallofyourcontacts.Toimportsome

ofthecontacts,holddowntheCtrlkeywhileclickingonthe

contactstoimport.Toimportallofthecontacts,clickthe

firstcontact,scrolltotheendofthelist,holddowntheShift

key,andclickthelastcontact.Figure4-2showsthe

importingallofthecontacts.

4. ClickOKtoimporttheselectedcontacts.You'llseea

securitywarningindicatingthatSharePointistryingto

accessyouraddressbook,asshowninFigure4-3.Select

Allowaccessfor1minuteandclickYestoallowtheimport

tocontinue.

5. Whentheoperationcompletes,thenewcontactsappearin

theContactlistasshowninFigure4-4.



animal4-2.Selectingthecontactstoimport



animal4-3.Allowingaccesstotheaddressbook



4.1.3.EditingSharedContactsQuickly

Ifyou'relikeme,thecontactsinyouraddressbookarekindof

sloppy(seeFigure4-4).Manyofmycontactsdon'thaveproper

firstandlastnamesoraddressandphoneinformation,

somethingthatoftenhappenswhenIaddcontactinformation

fromapieceofemailbutdon'tbothertofilloutallthefields

correctly.



animal4-4.Displayingtheimportedcontacts



YoucaneditcontactsinyourOutlookaddressbookbeforeyou

importthemintotheContactslist,oryoucandoitfrom



SharePointafterimporting.Perhapstheeasiestwaytocleanup

entriesistoclickEditinDatasheetontheContactspageshown

inFigure4-4.Thedatasheetviewisalotlikeaspreadsheetyou

canselectitemstodelete,dragnamesbetweenfields,anddo

othereditsquickly,asshowninFigure4-5.



4.1.4.LinkingSharePointContactstoOutlook

Onceyou'vecleaneduptheContactslist,youcanlinkthelist

backtoOutlook.Todothat:

1. DisplaythecontactslistinthebrowserandclickLinkto

Outlook.

2. Outlookdisplaysasecuritywarning.ClickYestoimportthe

SharePointContactslistintoOutlook.Whenfinished,

OutlookshowsthesharedlistintheOtherContactssection

oftheContactsNavigationpaneasshowninFigure4-6.



animal4-5.Editingcontactsquicklyinthe

datasheetview



animal4-6.LinkingtheSharePointcontactsback

toOutlook



4.1.5.EditingSharedContactsfromOutlook

TheSharePointcontactslistisstoredontheSharePointserver

soitcanbeusedbyallmembersofthesite.Thatmeansyou

can'teditthosecontactsdirectlyfromOutlook.Instead,you

mustfollowthesesteps:

1. OpenthecontacttochangeinOutlook.Outlookdisplaysthe

detailedcontactinformationasread-only,asshownin

Figure4-7.

2. Clickthelinkintheeditarea.OutlookopenstheSharePoint

editpageforthecontact,asshowninFigure4-8.

3. MakeyourchangesandclickSaveandClosetocomplete

thechange.

4. ReturntoOutlookandclosetheContactdialogbox.



animal4-7.Changingsharedcontactsfrom

Outlook



IfyouviewthecontactinOutlookrightaway,youwon'tseethe

changesyoujustmade.Outlookupdatesitssharedlistswhen

theOutlookapplicationstartsandonceevery20minutesafter

that.Torefreshthelistimmediately:

1. Right-clickthesharedcontactslistintheNavigationpane

(Figure4-6).

2. SelectRefreshfromthecontextmenu.



animal4-8.Savingchangestothesharedcontact



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Chapter 4.  Sharing Contacts and Meetings with Outlook

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