SharePoint Tip: Setting Outlook Reminders on SharePoint Calendars

I have been asked the question of how to do this a few times. Finally got five minutes to research it.

The answer is quite clever and simple. It can be done using standard SharePoint and Outlook features.

Overview

  1. Create a view showing items in the calendar with a start time of Today
  2. Connect to the RSS feed from the SharePoint view using Outlook
  3. Use rules and alerts in Outlook, to set up an Alert on new items in the RSS feed

Steps in Detail

There are two good articles that outline the process in detail

Good Luck

Steven

 

How do I manage my email efficiently?

Give me 26 minutes and I will show you how process your email efficiently.

In part 1, I demonstrate how to process incoming email effectively and support your time management. You will see how to quickly convert incoming email into Reminders, Appointments, Tasks and Contacts. In part 2, I demonstrate two tools to sort and organise your email (Rules and Quick Steps) and one to find them later! (Search folders).

Continue reading “How do I manage my email efficiently?”

Outlook Questions:How to create Reusable Messages and Fix Time Zone Problems

Resources to help you solve two common Outlook questions

I have to send a lot of similar messages. How do I create a standard reusable message?

I am having problems with appointments and meetings going into my calendar with the wrong time. How do I fix my Time Zone problems?

Where can I get Outlook Tips and Tricks?

Regards

Steven Knight

 

Need to Use Outlook forms to send attachments and store replies and process information in Excel

Q  How do I use Outlook forms to build a solution which features:

  • Online forms which allow attachments and generate emails to nominated email addresses
  • Ability to send and reply
  • On line reports
  • Ability to store process data  into an Excel spreadsheet

Key points

  • There are a number of ways to do this, Outlook forms isn’t one of them…
  • Use a solution that operates via the web browser
  • I can see either an Dreamweaver/ASP/ASP.net/SQL Server solution or a  SharePoint solution

Option 1: ASP/ASP.net/SQL Server

  • Develop a custom ASP/SQL server application using Dreamweaver with forms and reports accessed via the browser
  • If CDO.sys (or JMAIL or similar) is available then completion of forms can generate emails to nominated e-mail addresses (emails generated by the server – not using email client)
  • Components are also available that allow documents to uploaded via the browser and then attached to the email
  • Input forms can be completly custom and data can be validated client-side and server-side
  • This approach can also use XML to facilitate transfer of data to Excel
  • Database tables and server side code would have to be created – lots of hand coding and testing
  • Completely tailored and custom solution but not something a typical end user can create – you will need IT resources and basic programming skills.

Option 2: SharePoint

  • Use SharePoint site with a document library with attached workflow
  • The Document Library could be customised to add required additional data – additional fields can be required and validated – using built in tools or InfoPath
  • SharePoint provides forms to add and edit information about the document
  • Data is stored in a Library– (actually in an SQL server table, but SharePoint looks after that for us) and can be transferred to Excel in one click
  • A Feedback or Approval workflow will do exactly what is required regarding forwarding documents and associated data for review or approval
  • A workflow can be triggered by a document being added (uploaded) to the library
  • A workflow will cause a link to the document with a customised email message to be sent to a nominated user or group of users for feedback or approval
  • Tasks are created to allow the documents review or approval to be tracked
  • Responses can include comments/request changes etc and will be emailed to a nominated email address
  • Unless a custom workflow is required, a trained SharePoint user with designer permissions could do this – no coding required Recommendation

 

Steven Knight

IT Trainer

Steven Knight Training

 

Setting up ongoing access to another inbox in Outlook 2010 – Is this the best way?

Folks, we all know how easy it is in Outlook  to switch on and off your view of a shared Calendar, once sharing has been set up. You just click a check box, if you still have permission, you see the Calendar.

So we come to sharing Inboxes. In Outlook 2010, once sharing permissions have been given to you, you just go to the File tab and choose Open, Other User’s Folder. Every single time you need to access the Folder.

The question arises – how do we do this on an ongoing basis?

So based on an article on the Microsoft web site and bits I picked up in discussions on this point around the web, I have pieced the following rough outline together: Outline of process for feedback and comment (PDF)

And now I take my first steps into two way conversation using Twitter and LinkedIn. Crowd-sourcing, perhaps. Is the process I have outlined the best way??? – your comments please!

Steven

Four things to check when using Outlook 2010 for the first time.

For people moving to Outlook 2010, I have upload a video to YouTube covering: Four things to check when using Outlook 2010 for the first time.

These are:

1. Spelling
2. Signature
3. Contact Linking
4. Time Zones

I must remember not to gesture while I talk as I record, which leads me to bump the desk and the noise comes up through the microphone (which is on the desk)

Steven

Using Outlook Contacts In Word

Here are three ways to use Outlook Contacts in Word

Method One

In a Mail Merge to generate a batch of letters or labels – see full article at Microsoft.

Continue reading “Using Outlook Contacts In Word”

Outlook – removing auto complete entries from “to:”

When composing an email in Outlook, you often have old or incorrect addresses showing up when you start typing in the To box. This article at Office.com shows how easy it is to remove these.

http://office.microsoft.com/en-us/training/change-what-shows-up-in-autocomplete-RZ001050596.aspx?section=7

Regards

Steven

Outlook Exam 77-604: MOS: Using Microsoft Office Outlook 2007

Some notes and resources to assist people preparing for Outlook Exam 77-604:  MOS: Using Microsoft Office Outlook 2007

Continue reading “Outlook Exam 77-604: MOS: Using Microsoft Office Outlook 2007”

Blogs as a resource

Everything has a time management angle, finding useful information efficiently saves us time and helps us get things done faster. Corporate Blogs are a useful source of tips, articles, samples, templates and seminars. They also provide leads to other sources of information. Here’s a few of interest: Continue reading “Blogs as a resource”

Showing Contact Linking in Outlook 2010 and Outlook 2007

In Outlook 2003 it is easy to associate an activity (meeting, task or event) with a Contact by using the linking button at the bottom of the meeting or task form.

It is then easy to see a history of activities for that contact. In Office 2007 and Office 2010, this is still possible by right clicking on the contact and choosing Create from the short cut menu. But what if you are in the calendar or task area already? Continue reading “Showing Contact Linking in Outlook 2010 and Outlook 2007”

Outlook and Time Management Resources

It is hard not to discuss time management during an Outlook course. So this article will build into a more extensive set of resources on the subject. Continue reading “Outlook and Time Management Resources”