During a recent meeting with the library department, it was mentioned that they would like the possibility to synchronise their outlook email contacts to SharePoint 2010. From doing various researches it was mentioned that SharePoint 2010 has a built in feature that allows this to be possible.

Before it was possible to synchronise outlook to SharePoint 2010 a list library had to be created to store and hold the newly added contact details. Once the list was created and selected, on the top ribbon under “list” there is an option to connect to outlook.

Outlook sync2

Once that is selected a series of pop up boxes will appear if “allow” is selected for all of the pop ups you will be presented with your outlook email account open in the contacts section, with a new section on the left hand side bar with the newly created contact list from SharePoint 2010 appearing.

outlook mail

Once at this stage it is a simple drag and drop of the contacts that are going to be stored on SharePoint from the original contact list in outlook to the newly created SharePoint contact list library on the left hand side bar.  Once each contact is dragged and dropped in then this will automatically update the contact list within SharePoint 2010. This is a very quick and simple way to upload the contact list and allow users to see the contact detail with ease. The security of this list can also be controlled so if needed the contact details can be hidden to everyone apart from a few people.

move to sharepoint

If multiple people needed to add contacts as long as they have the permission they can access the contact list and synchronise there account to the list library and drag and drop their contacts in. This means that all the contacts don’t have to be stored on the same computer which frees up a lot of space. This also means that it makes updating the contact list a lot easier as this means there isn’t a reliance’s on one person to maintain the list library.

With the possibility of synchronising to outlook this also allows the contact list library to be accessed within outlook. This means SharePoint 2010 doesn’t actually need to be accessed to alter the contact list. Once files are deleted, added or altered within outlook, SharePoint is automatically altered according to the changes done in outlook.

We are currently in the process of developing a Help section on the Professional Services site. It can be accessed here. We will be adding more content over time.

 

Development of Help area.

 

Further updates soon.

Please note functionality, forms, visuals and times may be subject to change.

We have a few updates from the last week which are worth posting.

 

One update this week which is worth a particular mention. Yesterday we were finally able to install software on the SharePoint 2010 server that will enable our migration software access to the content databases. This will now enable us to migrate content from the preview portal to the live SharePoint 2010 server. Further updates will be posted soon regarding the migration.

 

Another important point from this week is that we have a meeting scheduled for next week with representatives from each college to review the Withdrawals process. We think this is very important as administrators within these areas have a big role in the process. We have re-developed a skeleton workflow for this process, but we have found we need more input from people in these areas. Further updates will be posted next week.

 

We have also met with the Collage of Science to begin work on automating the Single Mark Submission form. The aim here is to allow academics to complete the form online rather than sending an email to school administrators who then complete the form and forward to Registry. Linda and I have started plotting a BPMN process map for this, while Rob and I will soon start investigation methods to make completing this form as simple as possible. Further updates will be posted soon.

 

Please note functionality, forms, visuals and times may be subject to change.

We have made further progress with the online local risk registers this week. Having developed the input form previously, our effort turned towards the workflow and automation. Some of the specific detail is to be discussed with Planning and Business Intelligence. However we have pushed to develop automation from the BPMN process map.

 

The new online risk registers in early development.

 

The workflow will be manually started when a departments register needs updating. Planning and Business Intelligence will activate this, and some information will be captured at this point. The current owner of the register will be a required field, which will be used to notify that person. Will will also have an optional field that will allow custom text that will be inserted into the notification email.

 

Activate the workflow.

 

Once the user or users required to make edits have finished, they will be asked if they have finished completely to send the document back to Planning and Business Intelligence. If they select yes, PBI will be notified of the completion of the document.

We will be working with Planning and Business Intelligence in the next two weeks to finalise all the smaller details and implement any changes or additions. We will then enter the testing phase before roll out.

Further updates soon.

Please note functionality, forms, visuals and times may be subject to change.

 

Following feedback about the new timetable change requests system, we have been working to make the administration simpler and easier. We have developed a more custom solution that involves just one list rather than using a list and task list, the current method. Functionality will remain the same, with some minor additions. The timetabling team will have additional functionality to add notes and save them. Upon completion of a request the administrator will have an option to send the initiator of the request an email, where previously this was not optional and an email was just sent.

 

The timetable change request Professional Services page.

 

We will be working with timetabling soon to review this update, and will be looking to roll this out within the next few weeks.

Further updates soon.

Please note functionality, forms, visuals and times may be subject to change.