Maintaining a List of Contacts
A SharePoint contacts list keeps track of your
appointments and events. It’s similar to the Outlook Contacts feature
and can even synchronize with Outlook so that you don’t have to
maintain two separate lists of contacts.
SharePoint includes a contact list by default in
many site templates. If your site doesn’t have a contacts list, or if
you want to add another contacts list to your site, follow these steps:
1. | Log on to the top-level SharePoint site using the primary (or secondary) site collection administration account.
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2. | Click Site Actions, and then click More Options to display the Create page.
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3. | Under Communications, click the Contacts link.
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4. | Type a name and description for the new contacts list.
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5. | In the Navigation section, click Yes if you want to include a link to the contacts list on Quick Launch.
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6. | Click
Create. SharePoint builds the contacts list and (if you clicked Yes in
the Navigation section) adds a link to the contacts list in the Lists
heading of Quick Launch. Figure 3 shows a sample contacts list.
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Here’s a summary of the most useful commands available in a contacts list:
New Item—
(Items tab) Displays the New Item page, which you use to create a new
contact. The Last Name field is required, but you can also enter a
first name, email address, and company name, as well as the person’s
address and phone number.
Datasheet View— (List tab; Office only) Displays the contacts in an Access datasheet for easier editing.
Connect to Outlook— (List tab; Office only) Adds the contacts list to Outlook’s Contacts folder. You can then create and work with contacts either in Outlook or in SharePoint.
Tip
Unfortunately, SharePoint doesn’t offer a command
for importing contacts from other programs. You can work around this by
using Microsoft Access, if you have it. If your contacts are in a
program other than Outlook, use the program’s Export feature to export
the contacts to a comma-separated values (CSV) text file. In Access,
open or create a database, select the External Data tab, and then, in
the Import group, select either More, Outlook Folder (to import
Outlook’s Contacts folder) or Text File (to import the CSV file). When
the import is complete, select the table containing the contacts data,
and then select External Data, SharePoint List in the Export group. You
then specify and log on to your SharePoint site and export the contacts.
Keeping a List of Web Page Links
You can use your SharePoint site as a handy
repository for links to your favorite or most-often-viewed websites.
SharePoint often includes a list of links by default in many site
templates, and you view and work with the links on the site’s home
page. If your site doesn’t have a links list, or if you want to add
another links list to your site, follow these steps:
1. | Log on to the top-level SharePoint site using the primary (or secondary) site collection administration account.
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2. | Click Site Actions, and then click More Options to display the Create page.
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3. | Under Tracking, click Links.
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4. | Type a name and description for the new library.
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5. | In the Navigation section, click Yes if you want to include a link to the list of links on Quick Launch.
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6. | Click
Create. SharePoint builds the links list and (if you clicked Yes in the
Navigation section) adds a link to the list in the Lists heading of
Quick Launch.
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Here’s a summary of the most useful commands available in a links list:
New Item—
(Items tab) Displays the New Item page, which you use to create a new
link. You specify the link URL, as well as an options description and
notes.
New Folder— (Items tab) Enables you to create a subfolder for storing related links.
Change Order— (Items tab) Displays the Change Item Order page, which enables you to specify the order the links appear in the list.
Datasheet View— (List tab; Office only) Displays the contacts in an Access datasheet for easier editing.
Deleting Content from a Site
If you no longer use a particular list or library,
you should delete it to recapture the disk space and make Quick Launch
navigation easier. Here are the steps required:
1. | Log on to the top-level SharePoint as an administrator.
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2. | If you want to delete content from a subsite, navigate to that subsite.
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3. | Select Site Actions, Site Settings.
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4. | Under Site Administration, click the Site Libraries and Lists link.
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5. | Click the Customize Name link, where Name is the name of the content you want to delete.
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6. | Under Permissions and Management, click Delete This Content, where Content is the type of content you’re deleting (list, picture library, and so on). SharePoint asks you to confirm.
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7. | Click OK. SharePoint deletes the content. |
