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On the Actions menu, click Connect to Outlook.
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In the Connect this SharePoint [Resource] to Outlook window,
click Yes.
Outlook 2007 and SharePoint Server 2007 work closely together. Use
new integration features to view and edit SharePoint 2007 content in
Outlook 2007, even when you are offline. You can also use Outlook
2007 search tools on SharePoint 2007 documents that are connected
to Outlook 2007.
Topics in this guide include:
•
•
•
•
•
Connect SharePoint Server 2007 Resources to Outlook 2007
Send a Sharing Message
Connect from a Sharing Message
Edit Document Library Files in Outlook 2007
Remove a Connected Document from Outlook 2007
Connect SharePoint Server 2007 Resources
to Outlook 2007
The Shared Documents library appears in a folder in the Mail pane, under
SharePoint Lists.
To use Outlook 2007 to view SharePoint Server 2007 resources, you must
connect the SharePoint Server 2007 resources to Outlook 2007. The
following procedure uses a Document Library as an example, but you can
use these steps to connect other resources, including Calendar, Task List,
Discussion Board, or Contact List.
Note When you connect resources to Outlook 2007, the resources appear
in their respective sections of the Outlook 2007 navigation pane. Calendars
appear in the Calendar pane, under Other Calendars; Tasks appear in
the Tasks pane, under Other Tasks; Contact Lists appear in the Contacts
pane, under Other Contacts. Discussion Lists are similar to Document
Libraries and appear in the Mail pane, under SharePoint Lists.
Note SharePoint Server 2007 permissions carry over to Outlook 2007. For
example, if you have permission to edit a document or list on a team site,
you can also edit the document or list in Outlook 2007.
Send a Sharing Message
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If you have resources connected to Outlook 2007, you can share the
connection with others through a Sharing Message.
On a SharePoint Server 2007 site, go to the Shared Documents
Document Library. A link to this library should appear on the left
navigation menu (Quick Launch).
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© 2007 Microsoft Corporation. All rights reserved.
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In Outlook 2007, right-click the listing, and then click Share
“[SharePoint resource].”
Resources You Can Connect
The SharePoint Server 2007 resources that can be connected to Outlook
2007 include some of the most popular SharePoint Server 2007 tools.
Calendar
Schedule projects, appointments, and milestones. View
the SharePoint Server 2007 calendar next to your
Outlook 2007 calendar, or overlay both calendars to
see all items at once.
Task List
Assign project duties and track them to conclusion.
Team members can see all tasks in the Outlook 2007
Tasks window, or can view tasks assigned only to
them in the To-Do Bar.
Document
Library
Use document libraries to preview, search, and open
team documents. Team members can edit documents
online or offline.
Discussion
Board
Discuss topics with team members. E-mail discussions
require participants to find and sort messages, but
Discussion Boards isolate messages for easy tracking.
Contact List
Stay in touch with team members and important
people outside the team. As one member adds
contacts or edits them, the entire team gets the new
information.
In the message window, add recipients to the To line, type a message,
and then click Send.
Recipients click a link in the message to connect to the resource.
Note In order for recipients to access the shared resource, an owner of the
resource must provide appropriate access permissions.
Connect from a Sharing Message
Connect resources to Outlook 2007 when you receive a Sharing Message.
1
Open the Sharing Message
in Outlook 2007.
2
In the Open group on the
Outlook 2007 Ribbon, click
Connect to this
[SharePoint Resource].
This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT.
© 2007 Microsoft Corporation. All rights reserved.
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Edit Document Library Files in Outlook 2007
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When you are connected to the corporate network, changes you make to
most resources in Outlook 2007 (Calendar, Task List, Discussion Board, and
Contact List) are automatically updated on the SharePoint Server 2007 site.
Document Library files require additional steps, as described here.
1
In Outlook 2007, double-click a Document Library file to open it.
2
In the Opening File dialog box, click Open.
In the Edit Offline dialog box, click OK.
The file is stored on your computer, in your SharePoint Server 2007
Drafts folder.
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Edit the file. When you have finished, save your changes, and then
close the file.
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In the Edit Offline window, click Update.
The next time Outlook 2007 processes a Send/Receive command, edits to
the document will be updated to the master copy of the document stored
on the SharePoint Server 2007 site.
Tips
3
In the Message Bar, at the top of the document, click Edit Offline.
(The file opens as read-only until you click Edit Offline.)
• To ensure others do not make changes to the file while you are working
on it, check it out in SharePoint Server 2007 before you begin editing. Be
sure to check it in when you have finished.
• To find working copies of SharePoint Server 2007 documents that have
not been updated to the SharePoint Server 2007 site, in the Outlook
2007 Mail pane, under SharePoint Lists, look in the SharePoint
Drafts search folder.
This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT.
© 2007 Microsoft Corporation. All rights reserved.
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Edit SharePoint Server 2007 Content Offline
in Outlook 2007
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When you are not connected to the corporate network, you can edit copies
of the SharePoint Server 2007 files stored on your computer. Edits made to
these files while you are offline are saved on your computer until you go
online. When you go online, the edits are updated to the master copies of
the documents on the SharePoint Server 2007 site.
The next time you are online and open the file, the system prompts you to
update the SharePoint Server 2007 site with the changes.
1
In Outlook 2007, double-click a Document Library file to open it.
2
In the Opening File dialog box, click Open.
3
In the Message Bar, click Edit Offline.
(The file opens as read-only until you click Edit Offline.)
4
Note You can keep edits made to a document restricted to your computer
as long as you want, but your team members may need current
information. For this reason, you should update the SharePoint Server 2007
site at regular intervals.
Remove a Connected Document from
Outlook 2007
When you have finished work on a SharePoint Server 2007 file, you can
remove it from Outlook 2007. This keeps your SharePoint Server 2007 Lists
folder organized and helps you focus on current needs.
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In the Edit Offline dialog box, click OK.
Edit the file. When you have finished, save your changes, and then
close the file.
In the SharePoint Lists folder, select the library or list from which you
want to remove a file.
The file is stored on your computer, in your SharePoint Server 2007
Drafts folder.
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© 2007 Microsoft Corporation. All rights reserved.
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In the window to the right of the Mail navigation pane, select the file
you want to remove. To select multiple files, hold down CTRL while you
click file names.
3
Right-click the selected file, and then click
Remove Offline Copy.
Delete a Resource from Outlook 2007
When you no longer need a resource, you can remove it from Outlook 2007.
This keeps Outlook 2007 organized and helps you focus on current projects.
1
In the SharePoint Lists folder—or in the respective sections for
Calendars, Task Lists, and Contact Lists—select the resource you want
to remove.
2
Right-click the folder, and then click Delete [Resource Name].
This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT.
© 2007 Microsoft Corporation. All rights reserved.
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