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Microsoft® Office Programs and SharePoint® Products and Technologies Integration – Fair, Good, Better, Best


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Outlook and SharePoint Integration


Extends the utilization of SharePoint calendars, tasks, contact, and document libraries through offline access and integration with Outlook experience.

Outlook and SharePoint Integration


2003 Client Experience

2007 Client Experience

Read-only view of SharePoint team calendars and no ability to overlay them with personal calendars.

Issue: SharePoint team calendars are not seamlessly integrated into existing work habits.

One-click process to connect SharePoint calendars to Outlook 2007 with bi-directional synchronization.

Benefit: Shared team calendars become more accessible through users’ primary scheduling tool and are more easily integrated into existing work habits – stimulating utilization.

No ability to copy contents of SharePoint Server lists and libraries for offline access in Outlook folders.

Issue: Access to SharePoint Server managed data limited to times when a network connection is available.

Easy process to copy contents of SharePoint lists and libraries to Outlook 2007 folders for off-line access.

Benefit: Easy offline access to SharePoint managed data stimulates team site usage by eliminating requirement to be connected.

The major issues with Outlook 2003 integration with SharePoint calendars is that only read-only access is provided. The process of connecting a SharePoint calendar is straightforward but the side-by-side viewing mode is not as user-friendly as it could be. Any changes to the SharePoint calendars must be done on the SharePoint site. The inconvenience of this process (having to leave Outlook) reduces the attractiveness of SharePoint calendaring to users and reduces adoption.

Outlook 2007 offers two key advantages over the 2003 experience with regard to accessing SharePoint calendars. First the Overlay view makes it much easier to spot conflicts between the two calendars. Second, Outlook 2007 provides read/write access to SharePoint calendar items. In addition to enabling full edit access to SharePoint calendar appointments, appointments can be dragged and dropped from one calendar to another. Because it is so much easier to work with SharePoint calendars from within the familiar Outlook environment, user adoption of the capability is enhanced.

  1. Connect Calendar to Outlook



  1. Side by Side Display



  1. View Appointment in Outlook



  1. Connect Calendar to Outlook



  1. Overlay View



  1. Create new appointment on team calendar



  1. Read-Only Access



  1. Appt. appears on Team Calendar


Access and SharePoint Integration


Provides wizard driven process to move entire Access databases to SharePoint site (tables, forms, reports etc.) with complete support for SharePoint data types, ability to interact with databases stored on SharePoint using Access client or browser, and support of offline access to database.

Access and SharePoint Integration


2003 Client Experience

2007 Client Experience

Access 2003 provides a limited ability to integrate Access databases with SharePoint sites. Individual tables can be exported to SharePoint v3.0 sites (no link is maintained). Individual SharePoint lists can be linked into Access 2003 databases.

Issues: Access 2003 does not support the new data types introduced in Office SharePoint Server 2007 nor does it have the ability to take this data offline. Integration process is cumbersome and no ability to move entire database to SharePoint site in one step. As a result, Access databases remain isolated on the individual desktop where they create business risks because they are unmanaged.

Access 2007 provides a smoothly integrated experience by enabling transfer of the Access database to the Windows SharePoint Services v3.0 site where the data can be centrally managed. The data can be accessed either through the Access 2007 client or directly from the SharePoint site using a browser.

Benefit: Access data is centrally managed reducing business risk and improving security.

Access 2003 provides a limited set of capabilities for integrating data with Windows SharePoint Services v3.0 sites. Individual tables can be moved to the SharePoint site where they appear as list. When this is done no link is maintained with the table on the local machine.

Lists on a SharePoint site can be linked to tables in an Access 2003 database. Doing this enables a link to be maintained between the SharePoint list and the Access table. Editing one will update the other.

These capabilities are of limited use however in solving the problem of local storage of key business data in local Access databases.


By contrast, Access 2007 enables the entire database including tables, forms, reports to be moved to the SharePoint site in one streamlined process. Note the upper right screen shot – the orange tables indicate that they are linked to list on the SharePoint site.

Once moved to the site, the data can be accessed either via the Access client or directly with the browser. Note the screen shot in the lower right: it shows a browser renditions of a form designed in Access – no additional work was required to create this form.



Access 2007 and SharePoint integration provides an excellent, flexible solution to the problem of decentralized Access databases.

  1. Create database in Access 2003



  1. Create database in Access 2007

Move complete database to SharePoint site



  1. Export Table to SharePoint site



  1. Non-linked access to list in browser

  • Link to SharePoint List from Access 2003



  1. Edit Data in Table with Browser

  • Edit Data directly in Table in Access 2003



  1. Data tables are linked to SharePoint Lists



  1. Data tables are linked to SharePoint Lists



  1. Access Forms converted to browser forms

  • Continue to use Access 2007 client with this data


Groove and SharePoint Integration


Enables Groove users to have offline access to SharePoint document libraries.

Groove and SharePoint Integration


2003 Client Experience

2007 Client Experience

Groove 3.1 does not support direct access to contents of SharePoint Server 2007 document libraries. Contents of libraries can be added to workspace but no synchronization service provided.

Issue: Limited ability to combine usage of SharePoint server team sites and Groove workspaces.

Adding documents to a Groove Workspace is a easy to mange process that automates the synchronization of the copies.

Benefit: Improved utilization of the tools and more effective collaboration especially for highly mobile users who are frequently disconnected.

Integrating Groove 3.1 and SharePoint document libraries can be done in a limited fashion. Files residing in a SharePoint document library can be added to the Groove 3.1 workspace. No synchronization service is provided between the Groove workspace and the SharePoint document library and the files quickly can get out of sync.

Groove 2007 provides a streamlined experience for connecting workspaces to SharePoint document libraries. A special purpose “SharePoint Files” tool makes the process of bringing files into the groove workspace easy. The Groove 2007 client provides synchronization services. If the file is modified in the Groove workspace – notification is provided reminding the user to synchronize. All synchronizations are previewed prior to execution.

  1. Add files to Groove 3.1 Workspace



  1. SharePoint Files tool to get files



  1. File is edited on SharePoint Site



  1. Files are out of sync



  1. Files are out of sync

  • Changed file must be re-added to Groove 3.1 workspace



  1. SharePoint Files tool to get files



  1. Synchronization notification provided



  1. Re-synchronize to get updates from site


Conclusion


Microsoft Windows SharePoint Services 3.0 and Office SharePoint Server 2007 provide advanced collaboration and enterprise content management capabilities for end users through rich, contextual integration with Office Professional Plus 2007 and Office Enterprise 2007. These latest versions of their respective platforms were developed together for maximum integration, with the expressed purpose of enabling the most powerful user experience possible. While the 2007 Office Suites and Windows SharePoint Services 3.0 and Office SharePoint Server 2007 provide much new and improved functionality compared to their previous versions, the combined deployment of the latest client programs and server technologies is necessary to achieve the best Office and SharePoint integration features.

By leveraging the best Office and SharePoint integration features, you will be able to collaborate more productively, manage your enterprise’s information content and people driven processes more effectively, and improve your business insight more rapidly.


For More Information

2007 Microsoft Office System

Microsoft SharePoint Products and Technologies


  • Product Marketing Home Page: http://www.microsoft.com/sharepoint

  • Community Portal Home Page: http://mysharepointcommunity.com

  • SharePoint 2007 Products Comparison

  • SharePoint Services 3.0 Feature Guide

  • SharePoint Services 3.0 vs. SharePoint Services 2.0 Comparison

  • SharePoint Server 2007 Feature Guide

  • SharePoint Server 2007 vs. SharePoint Portal Server 2003 Comparison

Appendix

Client Program, Server License, and Client Access License Requirements


The following table shows the Office 2003 or 2007 client program, SharePoint server license, and client access license requirements for each of the major Office and SharePoint integration feature.

Client Program, Server License, and Client Access License Requirements


Office and SharePoint Integration Feature

Client(s)

Server(s)

CAL(s)

Enterprise Content Management

Publish documents to server to enable content management tasks in the client (e.g., start and/or participate in approval or review workflows from within the Office client), access content management features from within client (e.g., auto-generated document properties)



Word, Excel, PowerPoint

Microsoft Office SharePoint Server (MOSS) 2007

MOSS Standard CAL


Information Rights Management

Protect documents from unauthorized access or distribution from within the Office client applications.



Excel, InfoPath, Outlook, PowerPoint, Word

Windows Server 2003 w/ Windows Rights Management Services (WRMS)

WRMS CAL

Windows Server CAL



PowerPoint Slide Libraries

Publish slides to server where they can be easily shared, access slides on Slide Library from within PowerPoint, receive notification if slide on server changes.



PowerPoint

MOSS

MOSS Standard CAL


Excel Services

Publish Excel spreadsheets to server for centralized management, browser-based spreadsheet viewing and access control.



Excel

MOSS

MOSS Standard CAL + MOSS Enterprise CAL

Electronic Forms (Complete)

Publish forms to server to enable browser-based access for data collection, initiate workflows and additional forms management tasks from InfoPath client.



InfoPath

MOSS

MOSS Standard CAL + MOSS Enterprise CAL

Electronic Forms (Limited)

Publish forms to server to enable browser-based access for data collection.



InfoPath

Office Forms Server (OFS)

OFS CAL

Outlook/SharePoint Integration

Keep synchronized copy of SharePoint Calendars, Tasks, and Contacts and offline access to SharePoint Document Libraries in Outlook.



Outlook

WSS 3.0
- or -

MOSS


Windows Server CAL - or -

MOSS Standard CAL



Access/SharePoint Integration

Move Access data to a SharePoint site where it can be centrally managed and accessible by the client or a browser.



Access

WSS 3.0
- or -

MOSS


Windows Server CAL - or -

MOSS Standard CAL



Groove/SharePoint Integration

Take synchronized copy of SharePoint Document Libraries offline in a Groove Workspace.



Groove

WSS 3.0
- or -

MOSS


Windows Server CAL - or -

MOSS Standard CAL



OneNote/SharePoint Integration

Store a Shared Notebook in a SharePoint Document Library, which enables collaborative content editing by multiple OneNote users.



OneNote

WSS 2.0 or 3.0
- or -

SPS 2003 or MOSS



Windows Server CAL - or -

SPS 2003 CAL or MOSS Standard CAL





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