Outlook Integration - Exercise

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Outlook Integration - Exercise

Outlook Integration

Duration: 15 to 25 minutes.

In this exercise, you will learn how to use Outlook with your SharePoint site.

  1. Create an alert for the Favorite Cars list.

    This alert exercise will work only if your SharePoint server is configured with an email server it can deliver to and the account you are logged in with has a valid email address.

    1. Open your browser if it is not already open and navigate to your root team site.
    2. Click the Favorite Cars link in the Quick Launch menu to navigate to the list.Quick Launch with Favorite Cars circled
    3. Click the List tab to open the toolbar.Favorite cars list tab
    4. Click the Alert Me drop-down button in the Share & Track region on the List Tools List tab toolbar and select the Set alert on this list option.List toolbar with Alert circled

      The Alert Me button only displays if the Farm administrator has configured the server with an outgoing mail server address.

    5. Leave all the default options in the Favorite Cars - New Alert dialog form but take a moment to read the options and their descriptions. Click the OK button, once you are done scanning the options, to save the new alert.New Alert dialog
  2. Add a new Favorite Cars item to the list to test the new alert.
    1. Click the new item link at the top of the list.Favorite Cars Add new item link
    2. Enter the following values for new Favorite Car item and click on the Save button to save the data back to the list.
      Make Model Top Speed Price
      Audi R8 198 196,800.00
  3. Check for an alert in Microsoft Outlook 2013.
    1. Launch Microsoft Outlook 2013.
    2. You will eventually have two emails in your Inbox generated by the alert system. It could take up to 10 minutes for them to appear due to a delay in the SharePoint service responsible for generating emails, even with the alert option set to Send notification immediately.Outlook inbox with alert messages

      If the alert message has not arrived in your Inbox yet, you may wish to continue to the next step in this exercise and check back later.

    3. Leave Microsoft Outlook open for the next step in this exercise.
  4. Subscribe to an RSS feed in the Favorite Cars list.
    1. Go back to your browser window with the Favorite Cars list All Items view showing.
    2. Click the RSS Feed button in the Share & Track region on the List Tools List tab toolbar.List toolbar with RSS Feed circled
    3. Click the Subscribe to this feed on the Favorite Cars RSS feed page.Favorite Cars RSS page
    4. Click Allow in the Internet Explorer dialog asking if you want to allow this website to open a program on your computer. RSS subscribe to this Feed dialog
    5. Click Yes in the Microsoft Outlook dialog asking if you want to "Add this RSS Feed to Outlook". Microsoft Outlook dialog.
    6. Click the link at the top of the RSS feed page to navigate back to the SharePoint site.RSS feed list link
  5. View the Favorite Cars RSS feed in Microsoft Outlook 2013.
    1. You will see an arrow next to the RSS Feeds link in the side bar menu. Click on the arrow to expand it and select the Favorite Cars link within it.Outlook side bar menu
    2. It might take a while before Outlook will automatically synchronize with the RSS feed. To force it to update, click on the Send/Receive tab in Outlook and click the Update Folder link.
    3. Verify that your RSS Feed is now showing the latest changes to the Favorite Cars list. You can test this further by modifying or creating a new item in the Favorite Cars list. If you do, follow the previous step to force Outlook to refresh the RSS feed folder. Leave Outlook open for the next step in this exercise.
  6. Connect the Documents library to Outlook.
    1. Go back to your browser window and click the Documents library on the root site's Quick Launch menu.Quick Launch with Shared Documents circled
    2. Click the Connect to Outlook icon in the Connect & Export region on the Library tab toolbar.Library tab toolbar

      Depending on the width of your browser screen, you may or may not see the label text "Connect to Outlook".

    3. In the Internet Explorer dialog window that asks you "Do you want to allow this website to open a program on your computer?", click the Allow button.Internet Explorer Dialog Allow access window
    4. If you get the Internet Explorer Security dialog window warning you about "A website wants to open Web content using this program on your computer", click the Allow button.Internet Explorer Dialog Allow access window
    5. In the Microsoft Outlook dialog window that asks you "Connect this SharePoint Document Library to Outlook?", click the Yes button.Outlook connect library dialog
    6. A new SharePoint Lists tree menu will be added to your Outlook side bar menu with the Documents added and opened. Outlook can now be used to view, create, and edit items in the Documents library. Additionally, you can work offline with this library through Outlook.Outlook with Shared Documents Library
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