SharedLook is an innovative and unique product that allows Outlook users to quickly and easily save Outlook e-mail messages and attachments directly into SharePoint.
Information workers today spend a major part of their day reading incoming
e-mails and attached documents.
While Outlook is the de-facto standard tool for
receiving information, and SharePoint is the standard tool for sharing
information, moving information between them is cumbersome.
Paradisoft is
offering a simple and intuitive tool, allowing you to get those e-mails and
documents anywhere in SharePoint in seconds.
Just click a toolbar button
or menu item and select the target location.
It just can't get any easier.
SharedLook utilizes the Microsoft SharePoint web services in order visualize the site's list and folders hierarchy.
The security on these web services requires the user be a member of a Site Group with the Browse
Directories Site Right.
In SharePoint 2007, the Reader Site Group is the only group not having this right by default.
It should be added if Readers will use SharedLook.
The following steps describe how the Brose Directory right is added to the Readers group of a site.
1. In the Site Actions menu, in the Site Settings sub menu, select People and Groups.
2. Click Site Permissions on the bottom left.
3. In the Settings menu, select Permission Levels.
4. Click the permission to which you would like to add browsing, in our case Read.
5. Check Browse Directories − Enumerate files and folders in Web site using SharePoint Designer and Web DAV interfaces.
6. Click Save.
You can use SharedLook to send either one or more Outlook items (including e-mail messages, calendar appointments, contacts etc.), or one or more attachments of a single Outlook item.
To send to SharePoint:
1. For sending messages, select the Outlook item or items to be sent.
For sending attachments, select the Outlook item containing the attachments.
2. Click the Send to SharePoint toolbar button, or select
Send to SharePoint from the Outlook right-click menu.
The Send to SharePoint window appears.
3. Select the destination in SharePoint from the Favorites tab
or from the Sites tab.
Note: If the target location is not listed,
add the site or favorite item. See Managing the Sites Tree
and Favorite Locations Tree.
4. Select whether to send messages with or without attachments, and possibly attachments as separate files.
5. Select the Outlook items or attachments to be sent.
6. To rename the message or attachment file see Renaming a Message or Attachment File.
7. Edit the properties of the item in SharePoint.
To learn more about editing items' SharePoint properties see Editing Item Properties for SharePoint.
8. SharePoint properties settings can be saved and loaded. A saved setting can be deleted.
9. Optionally, check Delete messages after sending.
10. Click Send.
The top of the Send to SharePoint window has two tab pages:
The window has two tab pages:
Favorite locations are added from the Sites tree, so in order
to create favorites location from a certain site, you first need to
add a site to the Sites tree.
After adding the site, you can navigate its sub sites, lists, libraries and
folders, and add a location to the favorites list.
Recent modification made in SharePoint may not be reflected in the Sites
tree, so if the location to be added as favorite does not appear in the Sites
tree, you may need to refresh the site in the Sites tree.
You can navigate to a location in the Sites tree
that is not included in the favorites list.
When no longer needed, you can remove sites from the Sites
tree.
In the Favorites page you can change the name assigned to a location in the favorites list, or remove locations from the favorites list.
To add new locations to the favorites list:
1. Select the Sites tab.
2. Navigate the sites tree to the location to be added.
3. Click Add to Favorites.
Note: If the site does not appear in the sites tree, you need to add the site to the sites tree as described in Adding Sites to the Sites Tree.
After adding the favorite list or folder, you can navigate its sub-folders.
To remove locations from the favorites list:
1. Select the Favorites tab.
2. Select the favorite location to be removed.
2. Click Remove.
To change the names which represent the different locations in the favorites list:
1. Select the Favorites tab.
2. Select the favorite location to be renamed.
3. Click Rename, and enter a new name for the location.
In order to add favorite locations, you must first add sites to the Sites Tree.
1. Select the Sites tab.
2. Click Add Site... to show the Add Site window.
3. Enter the URL address of the site to add (without document library or web page names).
Note: Please enter the exact URL of the site or the welcome
page of the site. Entering the URL of a list or a library within the site may
not work.
4. If different credentials are required to access the site, enter the appropriate user name and password.
5. Click OK. The site will now appear as the last root node of the Sites tree.
1. Select the Sites tab.
2. Select the site to be removed.
3. Click Remove Site.
Recent modifications to SharePoint, such as creation or deletion of sites, lists and folders, may not be reflected immediately in the Sites tree.
To refresh a location in the sites tree:
1. Select the Sites tab.
2. Select the site to be removed.
3. Click Refresh.
In addition to browsing a location in the favorites list, you can navigate to any SharePoint location appearing in the sites tree.
1. Select the Sites tab.
2. Select the site to be removed.
3. Click Open.
You can modify the default name assigned to a message or attachment file in order to set the file name created in SharePoint.
1. Select the message or attachment to be renamed.
2. Enter File name.
3. Click Rename.
The bottom half of the window displays the properties of the item as they will appear in SharePoint.
For each property you can use the drop-down box next to the property name in order to choose one of the following three options:
1. Select SharePoint default to use the default value defined for SharePoint to assign for the property.
2. Select Outlook:Subject, Outlook:Date, Outlook:From or Outlook:To to copy the corresponding property value from Outlook,
or select Outlook:Attachments to copy the list of the names of files attached to the Outlook item.
3. Select Other - enter value to specify a different value using the input box next to the drop-down box.
Note: Properties defined as required in the target location in SharePoint will appear with a different background color.
SharePoint properties settings can be saved for re-use at a later time:
1. Click Save Settings.
2. To create a new setting, enter a name for the new setting.
Alternatively, to replace existing saved setting, select the name of the mapping set to replace.
3. Click OK.
To restore saved SharePoint properties setting:
1. Click Load Settings.
2. Select the name of a previously saved setting.
3. Click OK.
To delete a saved SharePoint properties setting:
1. Click Load Settings or Save Settings.
2. Select the name of a previously saved settings set.
3. Click Delete.