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Synchronizing Events and Contacts
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When you display a Contacts or Events list on a SharePoint site, the Contacts or Events toolbar has a Link To Outlook button. The Events page shown in Figure 1-13 illustrates this.
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Figure 1-13. Clicking the Link To Outlook button in this Events list page downloads a copy of the list into Outlook.
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Clicking this button transmits (and periodically refreshes) a read-only Contacts or Calendar folder in Outlook. This makes the information available in Outlook even when you re disconnected from the network. To view a SharePoint site directly in Outlook:
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Create a new, empty Outlook folder. Right-click the new folder, and select Properties from the shortcut menu. Enter the URL of your SharePoint site in the Address box. Select the Show Home Page By Default For This Folder check box.
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Click the Home Page tab.
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Part I: Overview and Concepts
Microsoft Windows SharePoint Services Inside Out
Viewing and Editing Datasheets
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When Internet Explorer displays a SharePoint list, an Edit In Datasheet option appears if, and only if, Office is installed on the current team member s computer. Clicking this button opens the list with a spreadsheet-style editor that supports add row, copy, paste, and filldown commands. It also provides rich options for filtering and sorting. Figure 1-14 shows the facility in use.
Figure 1-14. This editable view of a SharePoint list is available only if Office is installed on the team member s computer.
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If Office isn t installed on the team member s computer, the team member needs to use an HTML form that updates one list item at a time.
Editing List Data with Access and Excel
Both Microsoft Access and Excel can retrieve and store the data in any SharePoint list. In Access, for example, you would:
1 Choose Open from the File menu. 2 When the Open dialog box appears, select Windows SharePoint Services in the Files Of Type drop-down list near the bottom of the dialog box. 3 When the Link To Windows SharePoint Services Wizard dialog box appears, specify the site URL, the List name, and the View name. 4 Click Next until you get to the last step of the wizard, and then click Finish.
Part I: Overview and Concepts
Introducing Windows SharePoint Services Figure 1-15 shows Access displaying the My T-Shirt Inventory list seen previously in Figure 1-4. You could process this table as if it resided in an ordinary Access database.
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Figure 1-15. In most respects, Microsoft Access can process SharePoint lists as if they were ordinary Access tables.
To copy a list into Excel, display the list in Internet Explorer and click the Export To Spreadsheet link. This downloads a small file that has an .iqy filename extension, and that tells Excel how to access the list interactively. Excel displays a List toolbar that has options to modify the list columns and settings, synchronize data with the SharePoint site, create charts, and so forth.
Editing Pictures
Microsoft Office 2003 users can view and edit the contents of a picture library with a new application called Microsoft Office Picture Manager. This application can receive bulk downloads from a SharePoint picture library, transmit bulk uploads to a SharePoint picture library, and perform global editing such as resizing, rotation, and color correction. Figure 1-16 shows a typical view of this application.
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Part I: Overview and Concepts
Microsoft Windows SharePoint Services Inside Out
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Figure 1-16. Microsoft Office Picture Manager can perform simple editing, bulk uploads, and bulk downloads on files in a SharePoint picture library.
Sharing Attachments
When you create an e-mail message and attach a file, Outlook can treat the file as a shared attachment. This means Outlook won t attach the file itself. Instead, it creates a SharePoint document workspace, places a copy of the file in that workspace, enrolls the sender and all recipients for access, and puts only a link to the document in the e-mail message. The savings in disk space can be huge. Figure 1-17 shows this in progress. When recipients open the attachment, they receive any updates from the Document Workspace site. If they save the attachment, they update the copy on the SharePoint site. This frees document contributors from attaching and distributing multiple copies of the document. It also frees reviewers from modifying filenames or using other improvised methods to track revisions. If you turn on versioning, you ll never lose thoughts that appeared on intermediate versions. And if you turn on alerts, team members don t even need to inform each other when they save a new version; the SharePoint site will send the necessary e-mails.
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