How to migrate (copy) Microsoft Outlook 2010 custom views to backup or share

Microsoft Outlook doesn’t offer an easy method to backup or share custom views, and exporting the contents to a new pst does not include the views or custom forms.

Copy views to a ViewsBackup.pst

  1. Add a new .pst (File, New, Outlook Data File).
  2. Add folders to the .pst for each type of view you need to copy. (One folder each of Mail, Calendar, contacts, etc).
  3. Select the first new folder.
  4. Open the Define views dialog.
  5. Select the view you want to copy to the new pst and click Copy.
  6. Select one of the “This folder…” options.
  7. Change the view name, if desired.
  8. Click Ok.
  9. Repeat for each view you want to copy.

Repeat for each folder type.

To copy a view that was originally designed for “this folder only”, you’ll need open that folder, and make a copy of it using the “For all [folders]” option then begin with Step 3.

Copying views to a different pst uses the same steps, but you’ll copy the “for this folder view” and set it for All [folder]. This adds it to the default pst (or Exchange mailbox). If you want it for a specific folder only, you’ll need to select the folder, copy the view again and set it for this folder only.

Views created for “this folder only” are stored in the folder – moving or copying the folder to a new pst includes these views (as well as custom forms published to the folder).

Exchange server users can copy views and published forms using the File, Folder menu.

How to fix The list cannot be Displayed in Datasheet View

By default, the Datasheet view of a list or library is not supported when you are using the 64-bit version of Microsoft Office 2010 installed on a 64-bit Windows operating system.

If your business needs require using the 64-bit version of Office 2010, you can install the 2007 Office System Driver: Data Connectivity Components to enable the Datasheet component. These components are available here on the Microsoft download center:
2007 Office System Driver: Data Connectivity Components

NOTE: If you are using a 64-bit version of an Internet browser, for example the 64-bit version of Microsoft Internet Explorer 8.0, there is no support for the Edit in Datasheet feature.

NOTE: You must install all 64-bit versions of Office products before you install the 2007 Office System Driver: Data Connectivity Components.

OTHER REASONS DATASHEET VIEW MIGHT NOT WORK
There might be other reasons why Datasheet view is not working, including the following:

  • A datasheet component compatible with SharePoint 2010 is not installed.
  • Your browser does not support ActiveX controls.
  • Certain libraries and lists do not support Datasheet view, such as a slide library, and therefore the Datasheet view command is dimmed.

How to fix SharePoint 2010 Cannot open workbook because it’s not stored in an Excel Services Application trusted location

If you are using the Office Web apps in SharePoint 2010 then you may come across this error…

“This workbook cannot be opened because it is not stored in an Excel Services Application trusted location. To create an Excel Services Application trusted location, contact your system administrator.”

To fix it do next simple steps:

  1. Jump into Central Administration and goto Manage service applications.
  2. Click on Excel services Application.
  3. Then click on Trusted file locations
  4. You can see that http:// is already there, so you could just add https:// or put in a url to a specific location
  5. Fill in the boxes and also ticked the trust children box.

Once you have done this go back to your SharePoint site and Excel document and it will open up in the browser! Good luck!

How to create shared contacts folders in Outlook 2010

To share your contacts in Outlook 2010 do next steps:

  1. Open Outlook 2010.
  2. Click on Contacts in the lower left corner, then click on the Contact Folder you wish to share to select.

  1. Next click on Share Contacts in the sharing section of the menu bar.

  1. An invitation will open up.

Note: If option “Recipient can add …” is checked the other person will be able to add, edit and delete items in the folder. If you only intend for them to see and use the items uncheck it.

Click on the To… button and select a user from the Global Address List that you wish to grant permission to share your contacts.

Then click Send and confirm the invitation.

  1. Click Yes to confirm sharing folder.

  1. The person you invited will receive an email with the invitation. Open received email.
  2. They click Open this Contacts Folder to accept.

How to fix Sharepoint Foundation 2010 Search returns no results

SharePoint Foundation 2010 includes basic searching features. Despite all rumors and recommendations to upgrade to higher level searching packages, the basic SharePoint search works quite well … and it’s very useful.
If your SharePoint server is not returning search results, the following may help you resolve the issue. It’s important to create the right accounts, enable the right services, assign the accounts to these services and finally attach the search server to your web applications.
Let’s begin …
  1. You need to create domain accounts for Searching and Crawling. Using the Farm Account (or default accounts) is not recommended. In our example we will use “spSearch” and “spCrawl”. Use complex passwords! These domains accounts should only be standard users, no administrative privileges should be applied.
  2. Log into the SharePoint Central Administration Page
  3. CA > Security > General Security > Configure Managed Accounts > Register Managed Account.
    • Enter in “domainspSearch” and the password you chose
    • Click “OK”.
    • You should now see this account in the Managed Account list
  4. CA > System Settings > Servers > Manage Services on Server > SharePoint Foundation Search > Start.
    • Service Account -> “DomainspSearch”
    • Content Access Account (Crawl) -> “DomainspCrawl” and the password you chose
    • Leave everything else as defaults (you can change the Database Name if you are having issues)
  5. CA > Security > General Security > Configure service accounts
    • Choose “Windows Service -> SharePoint Foundation Service”
    • Choose “DomainspSearch” for the account selection
    • Click “OK”
  6. CA > Application Management > Manage Content Databases
    • This is important! For each site you want automatically crawled, you must assign the search server.
    • In the top right corner under “Web Application”, choose the web applications to be crawled, one at a time followed by a click on the “database name” column once they are loaded.
    • In the profile page, change the “Search Server” and “Preferred Server for Timer Jobs” to your server.
    • Click “OK”
    • Repeat for any other Website Applications you wish crawled
  7. CA > Monitoring > Timer Jobs > Review Timer Jobs > SharePoint Foundation Search Refresh
    • Choose “Run Now” to begin indexing your web applications (sites)
    • This can take several hours depending on the size of your database(s). Please be patient.
  8. If you’re feeling eager and have a background in SQL, you can use the SQL Management Studio to check the progress. If you are not familiar with SQL, don’t be a hero … this can cause major damage.
    • Load the SQL Management Studio
    • Expand the search database created in the earlier steps (typically WSS_Search_%hostname%)
    • Right click the database -> new query
    • Enter in the following Query:select * from msscrawlhostlist (execute)

You will be presented with a table of results including a column for Hostname and SuccessCount.
SuccessCount increases as it indexes each page.

    • You can also lookup the crawl summary with:select * from MSSCrawlURLLog
    • And should there be any error codes in the MSSCrawlURLog, they can be referenced with:select * from MSSCrawlErrorList where ErrorID = ‘<ERRORID>’
If you run into issues where things are still not being crawled, i would suggest deleting the spCrawl and spSearch from SharePoint and Active Directory, re-creating them from scratch, repeating this entire process, and changing the “database” value in step “3”. This will re-create the crawling database from scratch.
I hope it helpful to you!

Benefits of outsourcing Exchange Email

There are huge benefits to outsourcing your mail.

No single point of failure (power goes out, nic card dies, hard drive failure). All of this results in your mail being down.You do not have to pay for an exchange admin (min of $50k a year to have someone keep your mail server running).

Most hosting company (like the one i work for), have a ton of redundancy built into there networks. Its more more secure then your everyday work networks.

You can save a lot of money also by outsourcing. You never have to worry about hardware failure. No more having to purchase Microsoft Licenses, backup software,antivirus software. You also do not have to pay for that person to keep the server running. That includes everyday maintenance.

You also never have to upgrade. When you outsource, the hosting company do all the upgrades for you.

Also, most your hosting company have Top notch Enterprise security. Specially if the company is SAS70 compliant. They get audited all the time to make sure the customers data is secure and protected.

Also, Spam Filters. Most company’s (at least you should check first), include spam filtering. That is another cost you will have to pay if you keep it in-house.

There are a lot more, and i will be happy to go more in depth in this conversation if you wish. Also, I work for a Hosted Exchange company. If you are interested in talking to me offline about your needs, let me know. I didn’t want to make this just about my company but i wanted to just give you facts on any hosted exchange company you go with.

No matter what company you choose, i believe hosted exchange is a lot better then keeping it inhouse. Just make sure you do your research on the top hosted exchange company before you make your choice.

You can send me a private message if you want to talk offline about your needs and i can at least give you more information about what you need to look for.

Thanks

How to Create an Exchange Account in Outlook 2011 for Mac

This guide will show you how to create an Exchange 2010 account in Outlook 2011 for Mac using the manual method.

  1. Click on the Outlook icon.
  2. Click on Tools and then on Accounts.
  3. Click on Exchange account.
  4. Enter your email address in the E-mail address field your.
  5. Give your account a name in the Account description field.
  6. Save changes.

Add multiple SharePoint and Exchange calendars to a SharePoint calendar

Add multiple SharePoint and Exchange calendars to a SharePoint calendar

Use the following procedure to create a view of multiple SharePoint 2010 and Exchange 2010 calendars for a SharePoint calendar. A view for a calendar can display a maximum of ten calendars.
 NOTE: To change calendar settings, you must have at least the design permission level for the site.
  1. In a SharePoint calendar, in the ribbon, on the Calendar tab, click Calendar Overlays.
  2. In the Calendar Overlay Settings page, click New Calendar.
    • To add a SharePoint calendar
      • Name and Type section, type the Calendar Name and then select SharePoint.
      • In the Calendar Overlay Settings section, type a Description for the calendar (optional), and change the Color theme for the calendar (optional).

TIP: Selecting different colors for different calendars makes it easier to distinguish which calendar an event is from.

      • Type the Web URL for the SharePoint site that the calendar is in and then click Resolve. If the calendar is in the same site as the group calendar, Web URL will already be populated accurately.
      • List drop-down arrow and select the calendar that you want to add to the calendar.
      • Click the List View drop-down arrow and select the view that you want to use for the calendar.
      • If you want this SharePoint calendar to always display in the SharePoint group calendar, select Always Show.
      • In the Name and Type section, type the Calendar Name and select Exchange.
      • In the Calendar Overlay Settings section, type a Description for the calendar (optional), and change the default Color theme for the calendar (optional).

TIP: Selecting different colors for different calendars makes it easier to distinguish which calendar an event is from.

      • Click FindOutlook Web Access URL and Exchange Web Service URL will be filled in automatically. If Find does not work in your environment, type the URLs manually
      • If you want this Exchange calendar to always display with the SharePoint group calendar, select Always Show.
  1. Click OK and then click OK again.

How to synchronize a SharePoint 2010 with Outlook 2010 (Exchange 2010). Part 3

Part 3. Synchronize a SharePoint task list with Outlook 2010

Please do next simple steps to sync a SharePoint 2010 task list with Outlook 2010 tasks.
    1. In your browser, navigate to the SharePoint site containing the Task list or Project task list you want to synchronize.
    2. Click the name of the task or project task list on the Quick Launch, or click Site Actions, click View All Site Content, and then in the appropriate list section, click the name of the task or project list.
NOTE: SharePoint site can be significantly modified in appearance and navigation. If you cannot locate an option, such as a command, button, or link, contact your SharePoint administrator.
  1. In the ribbon, on the List tab, in the Connect & Export group, click Open in Outlook.
  2. When prompted to connect the SharePoint Contacts list to Outlook, click OK.
In Outlook 2010 the tasks are added under Other Tasks in the Navigation Pane, and in the To-Do Bar.
NOTE: You can work with your tasks from your SharePoint site similar to the way you work with your Outlook tasks. You can drag or copy tasks back and forth between the folders for Outlook and the SharePoint site. However, recurring tasks and task requests from Outlook are converted to regular tasks on the SharePoint site.TIP: After you connect a Task list or Project Task list to Outlook, you can send a sharing message to other team members that invite them to connect to the tasks. Right-click the list name in Outlook, and then click Share tasks list name. This creates an e-mail message that contains a link and a command to connect to the list.

How to synchronize a SharePoint 2010 with Outlook 2010 (Exchange 2010). Part 2

Part 2. Synchronize a SharePoint contact list with Outlook 2010 contacts

Please do next simple steps to sync a SharePoint 2010 contact list with Outlook 2010 contacts.
    1. In your browser, navigate to the SharePoint site containing the contact list that you want to synchronize.
    2. Click the name of the contact list on the Quick Launch, or click Site Actions, click View All Site Content, and then in the appropriate list section, click the name of the contact list.
NOTE: SharePoint site can be significantly modified in appearance and navigation. If you cannot locate an option, such as a command, button, or link, contact your SharePoint administrator.
  1. In the ribbon, on the List tab, in the Connect & Export group, click Open in Outlook.
  2. When prompted to connect the SharePoint contacts to Outlook, click OK.

In  Outlook 2010 the contacts are added under Contacts in the Navigation Pane.