Integration with Microsoft Office

Microsoft Office LogoMicrosoft Office and SharePoint Services are natural partners in a synergistic, context-rich sharing environment. Microsoft Office provides a full range of productivity tools that are easy to use. Windows SharePoint Services provides a shared work environment that includes libraries for storing documents and lists of relevant information.  Using these products together, users can create team Web sites quickly and easily and greatly enhance their productivity.

Microsoft’s SharePoint Services provides shared Web space for team members and core sharing tools and services, such as document management and shared lists for contacts, announcements, and tasks. You can use SharePoint sites as the primary Web portal and productivity space for your team and you can use SharePoint Services as a platform for creating customized shared solutions for your business needs.

Microsoft Office is closely integrated with SharePoint Services. You can use many of the menu commands and task panes in Office applications to take advantage of the document storage and management features of Windows SharePoint Services, create SharePoint sites, import and export lists on SharePoint sites, and link list data from SharePoint sites to your databases. 

Integration Features for Microsoft Office

File Integration

Document sharing is fully integrated into the File menu in most Office applications. You can use the File menu to open or save documents in a document library on a SharePoint site. When you save a document in a document library, Office also stores metadata for the document in the library. When you close the document, you may be prompted to add or update metadata, or you can use the Document Information tab on the new Shared Workspace task pane in your Office application to view and modify document metadata. You can customize the metadata, which means that you can create libraries that are customized for different types of documents. This makes it much easier for users to classify documents correctly and to find documents at a later time. 

Alerts

Windows SharePoint Services uses Alerts to notify you about important events and changes to the SharePoint site. For example, you can choose to be informed by e-mail when a document is published to your team document library. These e-mail alert messages have special headers to inform Outlook that they are Alerts from Windows SharePoint Services. You can now use a single user interface in the Rules and Alerts dialog box to manage Alerts from different SharePoint sites. You can use the inbox rules in Outlook to tell Outlook how to handle Alerts. For example, you can choose to move Alerts to a special folder, forward them to a mobile device, or store them in a file. To add alerts, you must be a member of a site group with the View Items right for that SharePoint site.

Microsoft Outlook

You can synchronize your data in Microsoft Office Outlook with data from SharePoint Services, so you can keep a local copy of the team calendars and contact lists from your team’s SharePoint site. (Calendar synchronization with Outlook 2003only works in one direction). After you synchronize your Outlook calendar with a team calendar on a SharePoint site, you can work offline and view the synchronized data side-by-side with other personal calendars or shared calendars. Windows SharePoint Services automatically updates the synchronized data in Outlook when you connect to the SharePoint site, so your calendar data stays current. This feature can help you be more productive, especially if you are a mobile user. You can quickly create a contact list in Windows SharePoint Services by importing contacts from the global address list in Outlook.

Microsoft Excel

You can use SharePoint sites to store and present useful lists of information, including announcements, contacts, events, tasks, issues, and custom lists for other types of information. You can use Microsoft Office Excel and Microsoft Office Access to view and edit data stored in lists on SharePoint sites. This is an excellent way to share information with other users, make use of information that is already published, and provide standardized lists of information (for example, product names or company departments) that can be used throughout the company.

Microsoft Infopath

Microsoft Office InfoPath™ is a new information gathering program that is part of the Microsoft Office System. With InfoPath, you can easily develop and deploy dynamic forms that connect people to enterprise applications and business processes, so your users can accurately and efficiently collect information using data standards defined by your company. You can use these forms to create XML-based business solutions for a variety of tasks. Windows SharePoint Services includes several integration features that you can use to take better advantage of InfoPath. 

Microsoft OneNote

 Microsoft Office OneNote™ is a new note-taking program that is part of the Microsoft Office System. You can use OneNote to electronically gather, organize, and customize notes on laptops, desktop computers, or Tablet PC computers. You can use OneNote with SharePoint Services to share portions of your notebooks with other users. When you save a section of your notes to a SharePoint site, other users can open your notes, view them, and add them to their notebooks. This provides a group notebook that the members of a team can use to share their thoughts, research, and ideas. Additionally, when you work on a shared OneNote file, OneNote displays the Shared Workspace task pane. This task pane displays information about your shared space, including a list of members of your sharing group and a list of shared documents. To add files to a library in a SharePoint site, you must be a member of a site group with the Add Items right for that SharePoint site.