Outlook and Outlook Alerts and SharePoint Online - dummies

Outlook and Outlook Alerts and SharePoint Online

By Ken Withee, Jennifer Reed

With Outlook 2010 and SharePoint Online integration, you can synchronize document libraries with Outlook and view the documents in the Outlook built-in viewer. You can also pull lists, such as calendars, tasks, and contacts into Outlook and even work on them offline, knowing that when you reconnect to the Internet, your updates will be synced back to SharePoint.

For both libraries and lists, click the Connect to Outlook option on the Ribbon and follow the prompts to sync them to Outlook. You have to do this for each of the libraries and lists you want to pull into Outlook.

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If you use Outlook to manage your own tasks separate from your team tasks in SharePoint, you can now aggregate both your Outlook tasks and SharePoint tasks to ensure that you don’t forget to pick up milk from the grocery store on your way home while you’re busy delivering great work for your team.

Just pull your SharePoint task list into Outlook and you’ll see that all tasks assigned to you from the SharePoint list now show up in your To-Do list along with the tasks you created for yourself in Outlook. You can view the To-Do list two ways:

  • From the Outlook navigation pane on the left, click Tasks and then select To-Do List under My Tasks.

  • From the To-Do bar in Outlook on theright-hand side, look for your To-Do List below the calendar. If you can’t see the To-Do bar, it’s probably hidden. Display it by clicking View from the Menu, click on the To-Do Bar icon from the Ribbon, and then select Normal.

If you rather receive e-mail alerts to stay on top of SharePoint document libraries and lists, set up Outlook alerts instead. Follow these steps:

  1. From your Team Site on a professional and small business subscription (P plan), click the User Settings menu at the top-right corner of your screen. If you have an enterprise subscription (E plan), click on your name at the top-right corner of your screen.

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  2. From the drop-down menu, select My Settings.

  3. Click My Alerts.

  4. Click Add Alert.

  5. Select the list or library you want to be alerted to.

    You can only select one at a time.

  6. Enter your options for the alert.

    The options include frequency, who to send it to, delivery method, when to send the alert, and so on.

  7. Click OK.

Yet another way to set up alerts is to go to your document library or list, go to Library Tools on the Ribbon, and click Alert Me. Follow the prompts.

You will be notified by e-mail that you have successfully set up your alert.