Microsoft Sharepoint Products and Technologies Resource Kit eBook

1070 Part X: Microsoft Office 2003 Integration with SharePoint Products and Technologies
Linking Events and Contacts in Outlook 2003
In Microsoft Office Outlook 2003, you can view any contacts or events list from a
Windows SharePoint Services site as a read-only Outlook folder. Outlook stores the
data from the SharePoint list in a Personal Folders .pst file on the user’s hard drive.
Because the list information resides in a local file, these event and contact items are
available in Outlook even when the user is not connected to the network. The user
cannot, however, create new items in the SharePoint lists through Outlook. The user
still must browse to the SharePoint site to create, delete, or modify items.
To link a contacts list or calendar to Outlook 2003
1. View the SharePoint list that you want to link to Outlook.
2. Click the Link to Outlook link. (Netscape Navigator users will see Link to
Contacts or Link to Calendar.)
3. Click Yes at the Do you want to add the folder to Outlook? prompt.
You can now see the linked folder in the Other Contacts or Other Calendars list
in the Outlook navigation pane, as well as in the Folder List.
Tip As with any other Outlook contacts folder, the user can enable the
local copy of a contacts list for display in the Outlook Address Book and use
those contacts to resolve names in e-mail messages.
To remove a linked SharePoint list from Outlook
■ Right-click the name of the folder in the navigation pane, and select Delete
foldername.
Removing a linked SharePoint list from Outlook does not delete the list from
the SharePoint site.
By default, Outlook checks each linked SharePoint list for updates whenever
the user switches to that folder in Outlook and every 20 minutes thereafter, and it
copies new or updated items to the local .pst file. Users can perform a manual
update of a linked SharePoint list at any time while they are displaying the folder.
To update the Outlook copy of a linked SharePoint list
■ Right-click the Outlook folder, and then click Refresh.
Outlook monitors the progress of the update in the Outlook Send/Receive
Progress dialog and maintains information in the status bar (shown in Figure 40-2)
on the number of items in the linked folder, the time of the last update, and the next