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How do I... Sync SharePoint lists with Outlook 2007?


One of the benefits of deploying Office 2007 in addition to Microsoft Office SharePoint Server (MOSS) is the ability to sync SharePoint lists, like tasks and events, with Outlook. This is a great way for mobile users to take these items offline and can eliminate some of the e-mail alerts we became so reliant on in Office 2003.

While syncing SharePoint list items to view in Outlook is not an improvement on previous functionality, the fact that you can now add or edit a task from within Outlook is noteworthy. In Office 2003, you can only read SharePoint lists, so finally being able to edit a SharePoint list from within Outlook 2007 is definitely worth taking a look at.

Here's how to do it.

Note: This information is also available as a PDF download.

Start in your SharePoint 2007 list and click Actions | Connect To Outlook (Figure A). Click Yes to the message confirming that you want to add this list to your Outlook 2007 views (Figure B). Keep in mind that every time you open Outlook and are connected to the Internet, you will be prompted to log in to your SharePoint list if your sites aren't configured to log in using your network password. Figure A

Figure B

Notice that not only did the SharePoint list come over, but it marked the items complete and overdue just as it would with an Outlook task list (Figure C). By viewing the SharePoint task list in Office 2007, it instantly becomes more relevant. Figure C

To update the SharePoint task list from within Outlook 2007, click New in the upper-left corner of the SharePoint list to add a new task (Figure D). Click Save & Close. Figure D

Return to your SharePoint list and refresh the screen to see that the task was added (Figure E). Figure E

Now open the task in SharePoint to edit it (Figure F). When you finish, click OK . Figure F

Finally, return to your Outlook list and hit the F9 key to refresh the Tasks folder to see that the changes are synced (Figure G). Figure G

Go to the Day view of your Outlook 2007 Calendar and consider all the SharePoint sites you participate in. By syncing all the meeting workspaces you keep up with on a weekly basis, you can see all of your active tasks on all of your SharePoint sites in one place -- the To-Do Bar. Notice the task list at the bottom of your screen (Figure H). If you can't see it, simply mouse over the bottom of the screen and drag the double-headed arrow up. Figure H

By syncing your SharePoint task lists with Outlook 2007, you can translate tasks into time on your Calendar by simply dragging the task up from the To-Do Bar onto a free time slot on your Calendar (Figure I). Figure I

Remain in control of your day and always aware of all your commitments. Outlook 2007 and MOSS -- definitely better together.


Tiffany Songvilay is a Microsoft Office Specialist and co-author of So That's How! 2007 Microsoft Office System: Timesavers, Breakthroughs, & Everyday Genius. She has presented productivity scenarios at Microsoft's Convergence, ITEC Conference and Exhibition, and for IAAP. Currently engaged as a business analyst for Microsoft Enterprise customers, she designs and implements training plans that help companies transition their workforce smoothly into new technology. Her Office Over Easy blog covers a variety of IT and end users issues.

14 comments
nssrsaran
nssrsaran

We are using a MOSS Task List to centralise task management, and to distribute tasks to end users easily. These end users have connected their Outlook to the list via the actions menu, but its not all clean sailing. people seem to be randomly getting other peoples tasks in their Outlook list (I know there is a view where you can see everyone's, but that is not what we are talking about here). My Question is how to stop randomly getting other peoples mails. Please let me know your thoughts on this

antjsilva
antjsilva

How group sharepoint task list using Outlook categories?

almassud
almassud

is there a way to make share point 2007 connect to outlook and create a folder within the mailbox instead of creating a PST file?

RJ-BA
RJ-BA

I know this article is over 2 years old, but these technologies are still very frequently used in enterprises. How can I sync a custom SharePoint List to Outlook? The only kind of list that SharePoint allows you to sync with Outlook appears to be a task list, but is there a way to sync a custom created list? In my custom lists the menu option of ?Connect to Outlook? is not present.

khaldaber
khaldaber

I started microsoft excel,word,power point and access from beginning could you help me now I study with one teatcher but it not berfect . I want to be profossional in microsoft officer

sandra.karolina
sandra.karolina

is it possible to synchronize multiple files at once? thanks..

MytonLopez
MytonLopez

I wish I have never done this. Now that I want to undue the process I cannot. I have Office 2007 and had went into File\Data File Management and deleted the SharePoint Lists PST from the Data Files tab and also went into the SharePoint Lists tab and removed the entry in there and when I close Outlook and re-open it and re-appears/re-creates itself. Sounds like a flaw. Any help will be appreciated.

kwilliams1130
kwilliams1130

One of our Sharepoint users is having an issue when he sends an email to a Sharepoint Calendar from Outlook 2007, the appointment is not showing up on the Sharepoint calendar. He is using Vista. I've tried sending the email appointment to the Sharepoint calendar and it showed up on the Sharepoint calendar. I've had other users try also and they are successful. Do you have any idea what could be the issue with this one user? Thank you, kim

Halotron
Halotron

It's great that it's so easy to link Outlook up with Sharepoint, but I'm trying to avoid any manual steps in the process, so is there any ways to automate the refresh? Like have it scheduled, or auto-sync when someone opens Outlook? We have a lot of users working remotely out of hotels, and I'd like to see them be able to sync up document libraries as soon as there is network connectivity. Also, does it only sync the changed items, or is it a massive download of the entire contents?

skifaster
skifaster

No, syncing with custom lists in SharePoint is not supported. Only Calendar and Task lists sync with SharePoint. A possible work around to this problem is to create a task list and then customize the fields for the list. Your custom fields will not show up in Outlook.

MytonLopez
MytonLopez

I was sync'ing shared documents from our sharepoint site and when I had selected Actions - Connect to Outlook it created a SharePoint Lists PST in Outlook. I had to expand the PST and deleted the Share Documents from within the PST than removed the PST from Data File Management and also removed the SharePoint List entry and it is finally gone. Never do that again.

MytonLopez
MytonLopez

The previous thread didn't fix an issue with another client. It keeps coming back and can't get rid of it for longer than a couple of days before it will re-appear. Help!!!

MytonLopez
MytonLopez

Ok the normal method works below: 1. Expand the SharePoint List PST and delete what you can from within in. 2. Go into File/Data File management and delete/remove all the SharePoint Lists.PST listed if you have more than one. 3. Than go into the SharePoint Lists tab and delete/remove anything in there. 4. Close Outlook and any other Office programs and go to profile c:\Documents and Settings\profile name\Local Settings\Application Data\Microsoft\Outlook and delete all SharePoint Lists.pst's. I would recommend deleting all files except the archives (*.pst) you need and any personal address books (*.pab) you may have if applicable. 5. Open Outlook and repeat steps 1-4 if needed. I had to repeat the steps twice to get rid of the sharepoint lists for 2 people and it hasn't came back yet and that was last month. If all else fails than a new profile will have to be created.

paulbarton
paulbarton

An SME suggested these tips on another site 1. Go to the "All Folders" module in Outlook 2. Right-click on the Root Sharepoint folder (not a list) and select "Close SharePoint PST". Note: This will wipe away all Sharepoint lists in Outlook. 3. Go to Tools -> Accont Settings, Then go to the Sharepoint lists tab. 4. Make sure nothing is there, if there is a Sharepoint PST, remove it. 5. Reboot Outlook, wait a few seconds for sync to finish then verify Steps 3 and 4 again.