How To Link SharePoint To Outlook

Are you looking to link SharePoint to Outlook? Follow our step-by-step guide below to easily integrate the two platforms and optimize your workflow.

In today’s fast-paced business environment, streamlining your workflow and enhancing productivity are paramount. One powerful way to achieve this is by linking SharePoint to Outlook. By seamlessly integrating these two platforms, you can access and manage your SharePoint files, calendars, tasks, contacts, discussion boards, and document libraries directly from Outlook.

In Section 1, we will provide a comprehensive step-by-step guide on how to link SharePoint to Outlook. We will explore both programmatically connecting Outlook with SharePoint and manually linking SharePoint folders to Outlook. By following our simple instructions, you will be able to establish a smooth synchronization between the two platforms, enabling you to work more efficiently and effectively.

In Section 2, we will delve into the intricacies of programmatically connecting Outlook with SharePoint. We will walk you through the process of synchronizing folder contents using the OpenSharedFolder method and a stssync:// URL. You will also learn about the necessary details such as the SharePoint server, folder path, and other important information to ensure a successful connection.

In Section 3, we will cover the manual linking of SharePoint folders to Outlook. We will introduce you to the DisplaySharePointUrl procedure, which helps you obtain the correct URL for the destination folder. Additionally, we will discuss the AddSpsFolder procedure, which automates the synchronization process and allows you to easily manage SharePoint calendars, tasks, contacts, discussion boards, and document libraries in Outlook.

Lastly, in Section 4, we will explore syncing SharePoint web parts with Outlook. We will explain how to use the Connect to Outlook button to establish synchronization and discuss the differences between two-way sync and one-way sync. We will also highlight the benefits of using OneDrive for Business for offline access to files and how connecting SharePoint web parts to Outlook can significantly improve your productivity.

By the end of this article, you will have the knowledge and tools to seamlessly link SharePoint to Outlook, streamlining your workflow and enhancing your productivity. So, let’s dive in and discover the simple instructions to optimize your collaboration and streamline your work processes.

Programmatically connecting Outlook with SharePoint

To programmatically connect Outlook with SharePoint, you can use the OpenSharedFolder method and a stssync:// URL that provides the necessary details about the SharePoint server, folder path, and more. This method allows you to synchronize folder contents between Outlook and SharePoint, ensuring that any changes made in either platform are reflected in the other. By following these steps, you can streamline your workflow and improve productivity.

First, obtain the stssync:// URL for the SharePoint folder you want to connect. This URL contains information about the SharePoint server and the folder path. You can usually find this URL by navigating to the SharePoint folder in your web browser and copying it from the address bar.

Next, open Outlook and go to the Folder tab. Click on the Open Shared Folder button and enter the stssync:// URL in the dialog box. This will connect your Outlook with the SharePoint folder.

Steps to programmatically connect Outlook with SharePoint:
1. Obtain the stssync:// URL for the SharePoint folder
2. Open Outlook and go to the Folder tab
3. Click on the Open Shared Folder button
4. Enter the stssync:// URL in the dialog box

Once connected, Outlook will synchronize the folder contents, allowing you to access and manage the SharePoint files from within Outlook. Any changes made in either platform will be automatically updated in the other. This two-way synchronization ensures that you have the most up-to-date information at all times.

It’s important to note that while most SharePoint content can be synchronized with Outlook, Document Libraries are an exception. Document Libraries only support one-way synchronization, meaning changes made in SharePoint will sync to Outlook, but changes made in Outlook will not be reflected in SharePoint. To have offline access to Document Libraries, it is recommended to use OneDrive for Business.

By connecting Outlook with SharePoint, you can easily access SharePoint calendars, tasks, contacts, discussion boards, and document libraries without leaving Outlook. This integration enhances productivity by providing a seamless workflow between the two platforms, allowing you to stay organized and efficient.

Manually linking SharePoint folders to Outlook

If you prefer a manual approach, you can link SharePoint folders to Outlook by following these steps. We will cover how to obtain the correct URL using the DisplaySharePointUrl procedure, automate synchronization with the AddSpsFolder procedure, and the advantages of syncing SharePoint calendars, tasks, contacts, discussion boards, and document libraries to Outlook.

To start, you need to obtain the correct URL for the SharePoint folder you want to link to Outlook. This can be done using the DisplaySharePointUrl procedure, which helps you identify and copy the correct URL. Once you have the URL, you can proceed to link the folder manually.

Next, you can automate the synchronization process using the AddSpsFolder procedure. This procedure allows you to add the SharePoint folder to your Outlook account, ensuring that any changes made in SharePoint or Outlook are automatically updated in both platforms.

Syncing SharePoint calendars, tasks, contacts, discussion boards, and document libraries to Outlook offers several advantages. Firstly, it allows you to access and manage your SharePoint data directly from Outlook, eliminating the need to switch between platforms. Secondly, it ensures that you have the most up-to-date information, as any changes made in SharePoint will be reflected in Outlook and vice versa. This streamlined workflow can greatly improve productivity and efficiency.

Advantages of syncing SharePoint folders to Outlook:

  1. Access and manage SharePoint data directly from Outlook
  2. Automatic synchronization of changes made in SharePoint and Outlook
  3. Streamlined workflow and improved productivity
SharePoint Folder Outlook Folder
Calendars Calendar
Tasks Tasks
Contacts Contacts
Discussion Boards Mail Folders
Document Libraries N/A (use OneDrive for Business)

Syncing SharePoint web parts with Outlook

To further enhance your productivity, syncing SharePoint web parts with Outlook is a valuable feature. By establishing synchronization between the two platforms, you can seamlessly access and manage your SharePoint content directly within Outlook. Let’s explore how to make the most of this integration and optimize your workflow.

Establishing synchronization

To begin, navigate to the SharePoint web part you want to sync and locate the Connect to Outlook button. Click on this button to initiate the synchronization process. Confirm the sync and Outlook will automatically connect to the web part, displaying the content within your email client.

Two-way sync vs. one-way sync

When syncing SharePoint web parts with Outlook, it’s important to understand the differences between two-way sync and one-way sync. Two-way sync ensures that changes made in either SharePoint or Outlook are automatically reflected in the other platform. This is ideal for keeping your content updated and consistent. However, for Document Libraries, it is recommended to use a one-way sync. This means that changes made in SharePoint will sync to Outlook, but any modifications made in Outlook will not be reflected back in SharePoint.

Best practices for syncing Document Libraries

To optimize your experience with Document Libraries, it is advised to avoid syncing them with Outlook. Instead, utilize OneDrive for Business to access your files offline. OneDrive for Business provides a seamless integration with SharePoint, allowing you to work on your documents even when you are not connected to the internet. This ensures that you always have access to the latest versions of your files and can collaborate with others efficiently.

By connecting SharePoint web parts to Outlook, you can improve your productivity by accessing and managing your SharePoint content directly within your familiar email client. Take advantage of the Connect to Outlook button, understand the differences between two-way sync and one-way sync, and follow best practices for syncing Document Libraries. Utilize the power of OneDrive for Business for offline file access and experience a streamlined workflow that maximizes efficiency.

Meet the Author

Abdul Rahim has been working in Information Technology for over two decades. Learn how Abdul got his start as a Tech Blogger , and why he decided to start this Software blog. If you want to send Abdul a quick message, then visit his contact page here.