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SharePoint Blog

October 13
For Me, Outlook is Everything!

In a previous post, we talked about how modifying user’s behavior is the only way for a successful SharePoint implementation.  Of course, we learned that this isn’t always the case.  Let’s explore other ways that we can leverage the power of SharePoint, while still maintaining some of old habits we’ve all grown accustomed.


If you are anything like me, you manage your entire life out of Outlook.  I use Outlook to manage my day – e-mail inbox, calendar, tasks – everything!  I save everything, too.  Nearly every e-mail that I get is at my fingertips, either in a folder in my inbox or in a .PST archived folder.


So when it comes to collaborating on documents and someone asks you for the most recent version of a file, you start sifting through your e-mails to see who sent it to you last.  Clearly, this is not a “best practice” in the world of SharePoint. 


We know that we can add a calendar overlay (note, item 5) in Outlook… but what about my Document Libraries?  SharePoint allows users to save documents in a Document Library, and have multiple user’s access, edit, and even co-author the document.  So why would I want to save these files in my e-mail?


SharePoint can give you the best of both worlds!  You can utilize Outlook to access all of your documents – but the documents can always be shared in your SharePoint Document Library.  Here’s how:


1.       Navigate to your Document Library.  In the ribbon, click the button to Connect to Outlook.


2.       A dialogue box will appear asking if you want to allow this SharePoint site to open a program (Outlook) on your computer.  Note, this will appear whether you already have Outlook open or not.  Click Allow.


You may also get an additional security pop-up window to make sure that you can trust the source site (SharePoint) that is trying to open Outlook.  Click Allow.


3.       And now, a final pop up window asking you to confirm that you want to connect this SharePoint Document Library to Outlook.  Click Yes.


After a few moments, your documents will appear in Outlook.


Outlook will include an “inbox” for all of your SharePoint Lists.  You can navigate to all your Document Libraries without ever having to log into your SharePoint site. 



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