Microsoft Sharepoint Products and Technologies Resource Kit eBook

Chapter 40: Microsoft Outlook 2003 Integration with SharePoint Products and Technologies 1073
the item corresponding to the list, naming the folder after the site and the list (site
name - list name). When you link additional SharePoint lists from the same site or
even from different sites, Outlook creates additional folders in the same SharePoint
Folders.pst file.
The SharePoint Folders.pst file uses the new Unicode format introduced in
Outlook 2003. (Chapter 6 in the Office 2003 Resource Kit includes a section titled
“Unicode Enhancements in Outlook 2003.”) This means that the file cannot be
opened in earlier versions of Outlook.
If the SharePoint Folders.pst file is moved to a new location (while Outlook is
not running) or if it is closed or removed from the current Outlook profile, links to
the SharePoint lists will be broken. The user can open the .pst file in Outlook again
and see the SharePoint data that was previously copied. The file will function as a
normal .pst file where users can create, modify, and delete items, but it will no
longer receive updates from the SharePoint lists. The next time the user clicks the
Link To Outlook link on a SharePoint list, Outlook will not reuse the original Share-
Point Folders.pst file. Instead, it will create a new file named SharePoint Folders(2).pst
to hold the linked folder.
Transferring Outlook Data to a SharePoint Site
There are at least five ways to transfer data from Outlook to a SharePoint site:
■ Create a new list from Outlook data exported to a Microsoft Office Excel worksheet.
■ Import contacts from the Outlook address book.
■ Send a document via e-mail to a Microsoft Exchange public folder that has
been linked to a SharePoint document library.
■ Send a file as an attachment to a message, and accept the option to create a
related Document Workspace site.
■ Send a meeting request, and accept the option to create a related Meeting
Workspace site.
Chapter 41, “Integrating Exchange Server 2003 with SharePoint Products and
Technologies,” describes how to enable e-mail for a SharePoint document library so
that users can mail files to an Exchange public folder and have them transfer automatically
to the document library. The creation of document and meeting workspaces
in Outlook 2003 is covered in a separate section later in the chapter.