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Encoding UCC - 12 in Microsoft Office Microsoft Office SharePoint Server 2007: A Beginner s Guide

Microsoft Office SharePoint Server 2007: A Beginner s Guide
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Figure 17-22 The Delete This Site page
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Share an Agenda to Multiple Meetings
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Meetings that are held regularly, such as a weekly staff, department, project, or team meeting, often have essentially the same standard agenda In situations like this, rather than create separate copies of the agenda for each of a series of recurring meetings, it is far easier to simply share the agenda across all meetings associated with a particular meeting workspace site To use the same agenda document for a series of meetings, do the following: 1 Open the meeting workspace site s home page 2 Click the Agenda heading 3 On the Agenda page, click the Settings item and choose List Settings from the Settings menu 4 On the Customize Agenda page, click the Advanced Settings link under the General Settings heading 5 On the List Advanced Settings: Agenda page, choose the Yes radio button option in the Share List Items Across All Meetings (Series Items) section 6 Click OK to link the agenda to all occurrences of the meeting
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The people, organizational units, or distribution lists defined in Outlook and MOSS can be linked and synchronized so any changes made to the contact list in either application is automatically included in the other application This allows you to create a contact or contact list within MOSS without the need to open Outlook and create the contact or contact list before referencing it in MOSS
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Create an MOSS Contact List and Add Contacts
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To create a contact list in MOSS, do the following: 1 Open the home page of a SharePoint site 2 Click the View All Site Content link in the Quick Launch navigation pane 3 Click the Create button to open the Create page 4 Under the Communications heading, click the Contacts link to open the New page (see Figure 17-23), which in this case is used to create a new list item 5 As illustrated in Figure 17-23, enter a unique and descriptive name and description for the contact list and indicate whether you wish the contact list to be included in the Quick Launch menu 6 Click Create to create the contact list
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Figure 17-23 The New page is used to create a list item
Microsoft Office SharePoint Server 2007: A Beginner s Guide
Once you ve created a contact list, you can begin adding contacts to the list To add a contact to a contact list, perform the following steps: 1 Open the SharePoint page where you have created your contact list 2 Open the contact list (if you so chose, the list could be included in the Quick Launch menu) 3 Click the New button to open the contact list s new item page 4 Enter the contact s data and click OK to create the contact (as shown in Figure 17-24) After the contact list item has been processed, it will appear on the list page TIP If you don t have all of a contact s information available, only a Last Name is required to create the contact item
Synchronize MOSS Contacts with Outlook
The contacts included in your Outlook address book can be synchronized into an MOSS contact list To synchronize the two contact lists, do the following: 1 Open the SharePoint page containing the contact list with which you wish to synchronize your Outlook contacts 2 Open the contact list
Figure 17-24 Adding a new contact to a contact list
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MOSS and Outlook 2007
Figure 17-25 The Connect This SharePoint Contacts List To Outlook dialog box
3 On the contact list s page, click the Actions button and select Connect To Outlook from its drop-down menu 4 Outlook displays an intercept dialog box (see Figure 17-25) to ensure that you truly wish to connect to Outlook Assuming that you do, click the Yes button to proceed 5 A new contacts group is displayed in the Outlook window (see Figure 17-26) 6 To verify that the two contact lists are in fact synchronized, access the contact list in Outlook and make a modification to one of the connected contacts The modification should also appear in the SharePoint contact list entry after the next send/receive cycle of Outlook is completed You may want to also verify that changes made to a contact on the SharePoint contacts lists are automatically updated into the Outlook contacts list as well
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