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  • Before you begin: To do the practice sessions in this course, you must have access to a Web site based on Microsoft Windows SharePoint Services (a SharePoint site) and you must have permissions to add and edit items in a contacts list. If you're not sure about whether you have these things, ask your systems administrator. If you don't have a server running Windows SharePoint Services but if you do have Internet access, you can sign up for the “Windows SharePoint Services Trial” at http://www.microsoft.com/windowsserver2003/techinfo/sharepoint/trial.mspx, which will allow you do the practices. The trial will allow you to try out SharePoint for a month without having to set up your own Windows Server environment. [ Note to trainer: For detailed help in customizing this template, see the last slide. Look for additional lesson text in the notes pane of some slides.]
  • Perhaps you're in the home office and you work with a number of people in the field. With a contacts list stored on a SharePoint site, you can share information with anyone in your organization who has access to the site. Even better, you can view and use that same set of contacts right from Outlook 2003, a program you may already be familiar with.
  • Here’s something else you'll like: If you're working in Outlook 2003, you can continue working in Outlook 2003. It's all visible there, too.
  • While many of the sharing features in Outlook require you to have a Microsoft Exchange Server e-mail account, Windows SharePoint Services gives you a way to share information even if you don't have this. To learn more, see the article “Getting started: Take a tour of your SharePoint site.”
  • You don't need to be a server administrator or a technical guru to take advantage of what a SharePoint site has to offer — you just need access to the site and the correct permissions.
  • For example, if you were keeping track of contact information for sales leads, each person on your team could go to the list on the Web site to see the latest information about those leads.
  • Note: If you don't have permissions or if you aren't sure if you do, you'll need to contact someone who is an administrator for the site. We've included a link to more information about SharePoint permission levels in the Quick Reference Card at the end of this course.
  • [ Note to trainer: Steps — presented in either numbered or bulleted lists — are always shown in yellow text.]
  • Now that you've got a list, you and your colleagues can start adding contacts to it. One way to do that is right from the site. See the image in the slide above. Not looking forward to so much typing? You may not need to. If your contacts are already stored in Outlook, you can import them from your Address Book. Continue on for more information.
  • The exact steps are shown in the picture.
  • This icon will be visible for two days, but the Windows SharePoint Server administrator can change this duration to be any number of days. Note: If you don't use Outlook contacts, but you do keep your contacts in some other exportable format, you can probably save some time by getting a little help from Excel. With the new Microsoft Excel 2003 Lists feature, you can take advantage of SharePoint integration and import your data that way. For more information, see “Lists II: Publish Excel 2003 lists to a SharePoint site” or see the more general tutorial on SharePoint lists in the Quick Reference Card.
  • You could also make changes by double-clicking the contact to open it and using the toolbar buttons that appear.
  • One of the great things about a contacts list stored on a SharePoint site is that you can choose to be alerted when changes are made to the list.
  • Once you've filled out the form and clicked OK , you‘re on your way to being in the know. Notifications will be sent to you through e-mail .
  • [ Note to trainer: With Outlook 2003 installed on your computer, you can click the link in the slide to go to an online practice session. In the practice session, you can work through each of these tasks in Outlook, with instructions to guide you. Important: If you don’t have Outlook 2003, you won’t be able to access the practice instructions.]
  • With SharePoint integration, you can send messages and look up details just the same as for any other Outlook contact. And if you want to work with the SharePoint list, Outlook will take you there.
  • If you'd rather see the shared contacts in the more familiar location of the Outlook Contacts pane, you can add the SharePoint contacts list to Outlook 2003 and see the contacts there in the familiar Address Card view.
  • The copy of the contacts list that you create is specific to a single computer. If you use Outlook on different computers, you'll need to click the button from each computer on which you would like to see the contacts list in Outlook. You'll get a chance to try it out in the practice session at the end of the lesson.
  • To switch from e-mail to contacts, click Contacts in the Navigation pane.
  • Click the folder under Other Contacts to view the contacts from the SharePoint Contacts list. The folder name will contain the words "Team Web Site."
  • Tip: Did you know that you can drag an address card to the Mail icon in the Navigation pane to quickly create a message to a contact? You'll get a chance to try this at the end of this lesson.
  • As long as you remain online, the contacts list in Outlook is refreshed to match its counterpart on the SharePoint site. This process happens approximately every 20 minutes.
  • This is convenient when you have updated the shared contact — or have been alerted of changes made by someone else — and want to immediately sync up your Outlook version.
  • Keep in mind that contacts that you copy to your own personal Contacts folder won't be updated if their counterparts in the shared list on the SharePoint site are modified — you'll need to take care to open and update each copy of the contact on your own. Tip: Because having multiple copies of a contact can be potentially confusing, you'll probably want to decide whether a contact needs to be shared, and therefore stored on the SharePoint site, or whether it's your contact only and therefore should be located in your Personal Contacts folder in Outlook. In other words, try to keep the contact in only one location.
  • Next, you'll get a chance to try this on your own.
  • [ Note to trainer: With Outlook 2003 installed on your computer, you can click the link in the slide to go to an online practice session. In the practice session, you can work through each of these tasks in Outlook, with instructions to guide you. Important: If you don’t have Outlook 2003, you won’t be able to access the practice instructions.]
  • Using this template This Microsoft PowerPoint ® template has training content about creating a contacts list using Microsoft Windows® SharePoint® Services and accessing the contacts directly from Microsoft Office Outlook® 2003. It's geared for you to present to a group and customize as necessary. This template's content is adapted from the Microsoft Office Online Training course “Share contacts using Outlook and Windows SharePoint Services.” Features of the template Title slide: On the first slide, there are empty brackets over which you should type the name of your company. You can delete the text box if you don't want this text. Animations: Custom animation effects are applied throughout. They'll play in previous versions back to Microsoft PowerPoint 2000. They include the entrance effects called Peek and Stretch , and sometimes the Dissolve effect is used. To alter them, go to the Slide Show menu, click Custom Animation , and work with the options that appear. Slide transitions: The Wipe Down transition is applied throughout the show. If you want a different one, go to the Slide Show menu, click Slide Transition , and work with the options that appear. Hyperlinks to online course: The template contains links to the online version of this training course. The links take you to the hands-on practice session for each lesson and to the Quick Reference Card that is published for this course. Please take note: You must have Outlook 2003 installed to view the hands-on practice sessions. Headers and footers: The template contains a footer that has the course title. You can change or remove the footers in the Header and Footer dialog box (which opens from the View menu).

Transcript

  • 1. Microsoft ® Office Outlook ® 2003 Training Share contacts using Outlook and Windows SharePoint Services Peace River Distributing presents:
  • 2. Course contents
    • Overview: Sharing contacts and information
    • Lesson 1: Start with a contacts list on a SharePoint site
    • Lesson 2: Use the contacts list from within Outlook
    Share Contacts: Outlook and Windows SharePoint Services Each lesson includes a list of suggested tasks and a set of test questions.
  • 3.
    • 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.
  • 4. Course goals
    • Share contacts using a SharePoint site.
    • Use Outlook to view the contacts in Outlook-style contact cards, send messages, or set up meetings.
    • Quickly switch from Outlook to the SharePoint site to add or update information in the SharePoint list.
    Share Contacts: Outlook and Windows SharePoint Services
  • 5. Lesson 1 Start with a contacts list on a SharePoint site
  • 6. Start with a contacts list on a SharePoint site
    • Keeping on top of customer contact information can be a real challenge. Keeping those details straight when you're sharing customers can be worse than a challenge — it can be a nightmare.
    • SharePoint can help.
    Share Contacts: Outlook and Windows SharePoint Services Share common contacts using SharePoint.
  • 7. Start with a contacts list on a SharePoint site
    • If you and your coworkers need to share customer contact information, you'll be happy to know that you can have it all in one place: the SharePoint site.
    Share Contacts: Outlook and Windows SharePoint Services Share common contacts using SharePoint. Got a new customer? Include the contact information on the site, and everyone can have access to it.
  • 8. What is a SharePoint site?
    • In simple terms, a SharePoint site is any site based on Windows SharePoint Services (WSS).
    • Think of it as a storage location that you can use to collaborate on documents and share information with people on your team who also have access to the site.
    • With the correct permissions and a few mouse clicks, you can use the site to store lists and documents.
    Share Contacts: Outlook and Windows SharePoint Services Use Windows SharePoint Services to share information.
  • 9. What is a SharePoint site?
    • 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.
  • 10. Contacts list: An online directory
    • 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.
  • 11. Create a contacts list and add a contact
    • As long as you have the correct permissions for the site, it's easy to create a contacts list.
    • To create your list, follow these four steps:
    Share Contacts: Outlook and Windows SharePoint Services Creating a new contacts list
  • 12. Create a contacts list and add a contact
    • To create a contacts list on the SharePoint site:
    Share Contacts: Outlook and Windows SharePoint Services
    • On the site's top link bar, click Create .
    • Under Lists , click Contacts .
    • In the Name box, type a title for the new list.
    • Click Create .
    Creating a new contacts list
  • 13. Create a contacts list and add a contact
    • To add a new contact to the contacts list:
    Share Contacts: Outlook and Windows SharePoint Services
    • Click New Item .
    • Fill in the details for the new contact.
    • Click Save and Close .
    Adding a new contact to the list
  • 14. Import from your address book
    • 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 .
  • 15. 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.
  • 16. Make changes
    • Because contact details change with time, contacts on the SharePoint site eventually will need to be updated or deleted and new contacts added.
    • In the picture, we've shown one way to begin making changes.
    Share Contacts: Outlook and Windows SharePoint Services Commands for editing a contact
  • 17. Make changes
    • To edit the details for a contact or to delete it:
    Share Contacts: Outlook and Windows SharePoint Services
    • Select the contact from the list, and click the arrow that appears.
    • Click Edit Item (or Delete Item ).
    Commands for editing a contact
  • 18. Know when others make changes
    • Suppose Fred in sales has made a bunch of new contacts and he has added them to the contacts list.
    • It's time for everyone in the organization to get busy contacting the new contacts, but how will they know that new contacts were added to the list?
    Share Contacts: Outlook and Windows SharePoint Services Setting an alert notifies you of changes.
  • 19. Know when others make changes Share Contacts: Outlook and Windows SharePoint Services
    • Click the Actions menu, and click the Alert me link.
    • Fill out a New Alert form, specifying which list or items you want to be alerted about and how often you want to be alerted when there are changes.
    Setting an alert notifies you of changes. To set an alert:
  • 20. Suggestions for practice
    • Create a contacts list.
    • Add a contact to the list.
    • Import contacts from your Address Book:
      • Part 1: Create a practice contact.
      • Part 2: Import the contact.
    Share Contacts: Outlook and Windows SharePoint Services Online practice (requires Outlook 2003)
  • 21. Test 1, question 1
    • To share contacts using a SharePoint contacts list, you need which of the following? (Pick one answer.)
    Share Contacts: Outlook and Windows SharePoint Services
    • Microsoft Outlook.
    • Microsoft Exchange Server.
    • The correct permissions to view a SharePoint site that's using Windows SharePoint Services.
  • 22. Test 1, question 1: Answer
    • 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.
  • 23. Test 1, question 2
    • On a SharePoint site, you would use a _____ list to share information about how to get in touch with people. (Pick one answer.)
    Share Contacts: Outlook and Windows SharePoint Services
    • Events.
    • Contacts.
    • Announcements.
  • 24. Test 1, question 2: Answer
    • Contacts.
    Share Contacts: Outlook and Windows SharePoint Services If it's details about people that you want to share, a contacts list is your best bet.
  • 25. Test 1, question 3
    • What will happen when you use the Alert me feature on the SharePoint site? (Pick one answer.)
    Share Contacts: Outlook and Windows SharePoint Services
    • You'll get an instant message any time someone accesses the SharePoint site.
    • You'll receive notification through e-mail when information is updated.
    • You'll receive a Web pop-up window when it's time to upgrade SharePoint.
  • 26. Test 1, question 3: Answer
    • 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.
  • 27. Test 1, question 4
    • You're creating a new contacts list on a SharePoint site. Which of the following can be quickly added to the list? (Pick one answer.)
    Share Contacts: Outlook and Windows SharePoint Services
    • Entries from a paper address book.
    • Contacts from a Web address book.
    • Contacts from the Outlook Address Book.
  • 28. Test 1, question 4: Answer
    • Contacts from the Outlook Address Book.
    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.
  • 29. Lesson 2 Use the contacts list from within Outlook
  • 30. Use the contacts list from within Outlook
    • Your best salesperson has landed another big account so she's added six new contacts to the shared contacts list on the SharePoint site. But you're used to working in Outlook 2003.
    • Where do you see the new contacts? Right where you are — in Outlook.
    Share Contacts: Outlook and Windows SharePoint Services Your SharePoint contacts list can link to Outlook.
  • 31. See the contact list in Outlook
    • If you don't like the idea of always having to go to the SharePoint site to view the shared contacts list, we've got good news for you: You don't have to.
    Share Contacts: Outlook and Windows SharePoint Services You can link a SharePoint list to your Outlook 2003.
  • 32. See the contact list in Outlook
    • To make the contacts list visible in Outlook:
    Share Contacts: Outlook and Windows SharePoint Services You can link a SharePoint list to your Outlook 2003.
    • Click Link to Outlook .
    • Click Yes when you receive a message announcing that a Windows SharePoint Services folder is being created for Outlook.
  • 33. What goes on in Outlook
    • When you click Link to Outlook , two things happen:
    Share Contacts: Outlook and Windows SharePoint Services A SharePoint link creates a new folder in Outlook.
    • A new Outlook folder is added to your Folder List. The folder is used to store copies of the SharePoint contacts on your computer.
    • A new contacts list becomes available under Other Contacts in the Navigation pane.
  • 34. What goes on in Outlook
    • See the illustration at left.
    Share Contacts: Outlook and Windows SharePoint Services A SharePoint link creates a new folder in Outlook.
    • Click Folder List in the Navigation pane to see the new folder, or...
    • ...click Contacts in the Navigation pane to see the newly added contacts list under Other Contacts .
  • 35. See the contacts
    • When you click Contacts in the Navigation pane, you can see the shared contacts list by clicking its folder under Other Contacts .
    • Although the shared contacts list will be separate from your personal contacts, you'll be able to view them as address cards (or in whatever view you choose).
    Share Contacts: Outlook and Windows SharePoint Services SharePoint contacts list viewed in Outlook
  • 36. See the contacts
    • From Outlook, you can look up shared contacts' phone numbers, send them e-mail, or set up meetings with them — just as you do with your personal Outlook contacts.
    Share Contacts: Outlook and Windows SharePoint Services SharePoint contacts list viewed in Outlook
  • 37. Refresh the contact list
    • As mentioned in the first lesson, contacts on the SharePoint list will change over time.
    • However, you can be confident that the Outlook copies of the shared contacts are being kept up-to-date to reflect changes made on the SharePoint site.
    • How can you be sure of this?
    Share Contacts: Outlook and Windows SharePoint Services
  • 38. Refresh the contact list
    • Your copy of the list is refreshed in two ways:
    Share Contacts: Outlook and Windows SharePoint Services
    • Automatically
    • Manually
  • 39. Refresh the contact list Share Contacts: Outlook and Windows SharePoint Services You can manually refresh the Outlook version of the contacts list at any time, as shown in the picture.
    • Right-click the Team Web Site folder.
    • Click Refresh .
  • 40. Making changes from Outlook
    • You cannot make changes to the shared contacts directly from Outlook. If you try this, you'll receive an alert like the one in the picture at left.
    • To add, modify, or delete a contact in the shared contacts list, you need to switch back to the list on the SharePoint site, and make the changes from there.
    Share Contacts: Outlook and Windows SharePoint Services Click Yes to create a writable copy of the contact in your personal contacts folder.
  • 41. Making changes from Outlook
    • If you want to make a new, editable copy of a personal contact in Outlook:
    Share Contacts: Outlook and Windows SharePoint Services Click Yes to create a writable copy of the contact in your personal Contacts folder.
    • Click Yes when you receive the alert.
    • Let Outlook create a copy of that contact in your personal Outlook Contacts folder.
  • 42. Making changes from Outlook
    • To make a copy of a shared contact that you can keep in your personal contacts list:
    Share Contacts: Outlook and Windows SharePoint Services
    • Display the contact.
    • Drag it to the Contacts folder under My Contacts .
    Copy a shared contact to your personal contacts list.
  • 43. Quick switching
    • 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
  • 44. 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.
  • 45. 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 .
  • 46. Suggestions for practice
    • Link the contacts list to Outlook.
    • See what you can do with shared contacts:
      • Create a message to a contact.
      • Explore what else you can (and cannot) do with a contact from Outlook.
    • Create an alert.
    • Make a change to a contact.
    Share Contacts: Outlook and Windows SharePoint Services (Continued on next slide)
  • 47. Suggestions for practice, cont’d.
    • Refresh the list.
    • Copy a contact.
    • Clean up the practice data:
      • Remove the contacts list from the SharePoint site.
      • Remove the copy of the contacts list from Outlook.
      • Delete the alert messages from your Inbox.
    Share Contacts: Outlook and Windows SharePoint Services Online practice (requires Outlook 2003)
  • 48. Test 2, question 1
    • Once you've linked a SharePoint contacts list to Outlook, you'll be able to edit those contacts directly from Outlook. (Pick one answer.)
    Share Contacts: Outlook and Windows SharePoint Services
    • True.
    • False.
  • 49. Test 2, question 1: Answer
    • False.
    Share Contacts: Outlook and Windows SharePoint Services You'll need to switch back to the SharePoint site to make changes.
  • 50. Test 2, question 2
    • You've linked a SharePoint contacts list with Outlook. The best way to see this list as Outlook contacts is to: (Pick one answer.)
    Share Contacts: Outlook and Windows SharePoint Services
    • Select the Team Web Site folder under Other Contacts in the Outlook 2003 Navigation pane.
    • Select SharePoint Folders in the Folder List in the Outlook 2003 Navigation pane.
    • Click Outlook Contacts under Select a View on the SharePoint site.
  • 51. Test 2, question 2: Answer
    • 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.
  • 52. Test 2, question 3
    • To modify a contact on the SharePoint site, you need to close Outlook, open your Internet browser, and navigate to the SharePoint site. (Pick one answer.)
    Share Contacts: Outlook and Windows SharePoint Services
    • True.
    • False.
  • 53. Test 2, question 3: Answer
    • False.
    Share Contacts: Outlook and Windows SharePoint Services You have a couple of quick ways to switch from Outlook to the SharePoint site.
  • 54. Test 2, question 4
    • When you link your SharePoint contacts list to Outlook, each contact's address card contains a link. Where does the link take you? (Pick one answer.)
    Share Contacts: Outlook and Windows SharePoint Services
    • The main contacts list.
    • The specific contact, and it's open for editing.
    • The specific contact in read-only mode.
  • 55. Test 2, question 4: Answer
    • The specific contact, and it's open for editing.
    Share Contacts: Outlook and Windows SharePoint Services Once the contact card is open, getting to its editable Web version is just a click away.
  • 56. Test 2, question 5
    • Once you've linked your list, you can refresh the copied contacts whenever you like. (Pick one answer.)
    Share Contacts: Outlook and Windows SharePoint Services
    • True.
    • False.
  • 57. Test 2, question 5: Answer
    • True.
    Share Contacts: Outlook and Windows SharePoint Services You can manually refresh the Outlook version of the contacts list at any time.
  • 58. Quick Reference Card
    • For a summary of the tasks covered in this course, view the Quick Reference Card .
    Share Contacts: Outlook and Windows SharePoint Services
  • 59. USING THIS TEMPLATE See the notes pane or view the full notes page (View menu) for detailed help on this template.