Outlook Tip: Synchronize Microsoft Windows SharePoint Services 3.0 Documents with Outlook 2007

Whether you spend most of your time in the field, or occasionally travel for work, the ability to access files stored on your SharePoint site at times when you are not connected to the Internet would help you use your time more efficiently and increase your individual productivity. With Outlook 2007, you can view specific SharePoint lists such as document libraries, discussions, calendars, tasks and contacts that are stored on your Windows SharePoint Services 3.0 sites.
You can take documents offline and preview, read or perform a search on them within Outlook 2007.  Offline support and seamless synchronization allows you to access and manage information from Windows SharePoint Services 3.0 workspaces within Outlook even without an Internet connection.

For example, before leaving the office to travel to an offsite meeting, you can save a copy of a necessary document (such as sales presentation) stored in your team’s workspace, to a special folder in Outlook 2007. While on the road, or even on an airplane without Internet access, you can continue working on your presentation, whether previewing it within Outlook or editing with Microsoft Office PowerPoint. When you are back in the office (or another location that has an Internet connection), you will be able to synchronize your local changes with the shared copy on your SharePoint site. As soon as your Outlook is connected to the Internet, the synchronization will begin automatically.

To be able to perform this action, you first need to ensure that you (or other users) are using Outlook 2007 with a Microsoft Exchange account and have been given permission to access SharePoint documents.

Here’s how to do it:

• Open the document library or list on your SharePoint site
• Click “Actions”
• Select “Connect to Outlook” from the actions list.

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