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.
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.
With a SharePoint site, you keep track of contacts in a contacts 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.
You can quickly upload contacts from your Outlook personal contacts list (or any other directory in your Address Book) using the Import Contacts button, which you'll see above your contacts list on the site.
Share Contacts: Outlook and Windows SharePoint Services Steps to importing a contact
Click the Import Contacts button.
In the Select Users to Import dialog box, select the contacts you want to add to your list, and click Add .
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 click Yes .
Steps to importing a contact
Once contacts have been imported, you'll see the New icon next to them.
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.
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.
Share Contacts: Outlook and Windows SharePoint Services If you currently keep track of your contacts in Outlook, you can upload them to the SharePoint site by clicking Import Contacts on the link bar above the list.
Lesson 2 Use the contacts list from within Outlook
As we already mentioned, when you want to make a change to a contact on the SharePoint site, you need to switch back to the site.
There are a couple of quick ways to get there right from Outlook.
Share Contacts: Outlook and Windows SharePoint Services
Quick switching Share Contacts: Outlook and Windows SharePoint Services Modify a single contact : Open the contact from within Outlook, and click the link to the site from within the contact.
In Outlook, locate and double-click the contact that you want to update.
The read-only contact opens.
Click the link to view the contact on the SharePoint site. You can edit it from there.
Quick switching Share Contacts: Outlook and Windows SharePoint Services View the entire contacts list : To quickly get back to the contacts list on the SharePoint site, you can right-click the name of the SharePoint contacts list under Other Contacts , and click Open in Web Browser .
Select the Team Web Site folder under Other Contacts in the Outlook 2003 Navigation pane.
Share Contacts: Outlook and Windows SharePoint Services This option will let you see the contacts as contact cards in Outlook. What's more, you'll be able to do nearly all of the things with the shared contacts that you can do with your personal contacts.