Working with Outlook Web Access Web Parts in SharePoint Server 2007

The Outlook Web Access Web Parts available in Microsoft Office SharePoint Server 2007 enable you to display selected content from folders in your Microsoft Office Outlook 2007 email account in a SharePoint site. This article explains how to use these Web Parts to customize your My Site.

 Important   These Web Parts are connected to your organization’s Office Outlook Web Access server, not directly to Microsoft Exchange Server. You can find out more about using Outlook Web Access in the article Access your e-mail using Outlook Web Access. To set up the Outlook Web Access Web Parts, you will need to get the URL for the Outlook Web Access server from your organization's IT department.



Overview of the Outlook Web Access Web Parts

There are five Outlook Web Access Web Parts:

  • My Calendar (use with Microsoft Exchange Server 2003 or later)
  • My Contacts (use with Microsoft Exchange Server 2003 or later
  • My Tasks (use with Microsoft Exchange Server 2003 or later)
  • My Inbox (use with Microsoft Exchange Server 2003 or later)
  • My Mail Folder (use with Microsoft Exchange Server 2000 or later)

These Web Parts are most useful for your My Site site, because only you (or someone who can log into your Office Outlook 2007 account) will be able to see the information from your folders. If you put one of these Web Parts on a shared site, other users will see the Outlook Web Access logon screen in the Web Part.

My Inbox Web Part on My Site

Each Web Part displays the information from a folder in your email account, so you can choose the information you want to show on your site. The Web Parts make it easy to show specific information, such as tasks, without showing all of your Outlook information. If you want to have full Outlook functionality on your SharePoint site, you can use a Page View Web Part linked to the URL for your Outlook Web Access server. See Use Outlook Web Access from a SharePoint site for more information about doing this.

All of the Outlook Web Access Web Parts provide two-way communication with your Outlook account: Changes you make in a Web Part appear in Outlook.

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Add an Outlook Web Access Web Part to a page

  1. On the page where you want to add one of the Web Parts, click Site Actions, then click Edit Page.
  2. In the zone where you want to add the Web Part, click Add a Web Part.
  3. In the Add Web Parts dialog box, scroll to the Outlook Web Access category and select the Web Part you want to add. Then click Add.
  4. On the Web Part title bar, click edit, then click Modify Shared Web Part.
  5. In the Mail server address field on the Tool Pane, type the URL for your Outlook Web Access server.
  6. In the Mailbox field, type your email address.
  7. Set the other options for the Web Part as you prefer.
  8. Click OK, then click Exit Edit Mode.

 Note   For all of the Web Parts except the My Contacts Web Part, you can change the view while you are using the Web Part. If you choose Two Line view for the My Contacts Web Part, you cannot change it while you are using the Web Part.

You will be prompted to log into Outlook Web Access.

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Use the Outlook Web Access Web Parts

My Inbox and My Mail Folder

In the My Inbox and My Mail Folder Web Parts, you can:

  • Sort the list of messages by any of the column headings
  • Delete messages
  • Change category and followup indicators

To read the contents of a message, click the message subject. You will be prompted to log into Outlook Web Access.

To send a message, click the Web Part title. You will be prompted to log into Outlook Web Access.

My Contacts

While viewing the My Contacts Web Part, you can:

  • Sort the list of contacts by any of the column headings
  • Delete a contact
  • Change category and followup indicators

To add or edit a contact, click the Web Part title. You will be prompted to log into Outlook Web Access.

My Calendar

While viewing the Web Part, you can:

  • Select the Day, Work Week, Week, or Month view
  • Delete an appointment

To view or edit an appointment, double-click the appointment. You will be prompted to log into Outlook Web Access. After you log in, the appointment dialog box opens.

To add an appointment, double-click the date and time for the appointment. You will be prompted to log into Outlook Web Access. After you log in, the appointment dialog box opens.

You can use the New button on the calendar toolbar to create a new appointment, meeting request, email message, or contact. Click the down-arrow next to the New button and click the item you want to create. You will be prompted to log into Outlook Web Access. After you log in, the appropriate dialog box opens.

My Tasks

While viewing the My Tasks Web Part, you can:

  • Sort tasks by any of the column headings
  • Mark a task as completed
  • Change category and followup indicators
  • Add a task

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Use Outlook Web Access from a SharePoint site

If you want see your full Outlook account (all folders) in your SharePoint site, you can use the Page Viewer Web Part to display the Outlook Web Access page.

  1. On the page where you want to add one of the Web Parts, click Site Actions, then click Edit Page.
  2. In the zone where you want to add the Web Part, click Add a Web Part.
  3. In the Add Web Parts dialog box, scroll to the Miscellaneous category and select the Page Viewer Web Part. Then click Add.
  4. On the Web Part title bar, click edit, then click Modify Shared Web Part.
  5. In the Link field on the Tool Pane, type the URL for your Outlook Web Access server.
  6. Make sure Web Page is selected for the Page Viewer.
  7. Open the Appearance section. Under Should the Web Part have a fixed height?, click Yes, and then and type 500 for the number of pixels.
  8. Click OK, then click Exit Edit Mode.

You may want to adjust the height of the Web Part in the Tool Pane until it shows as much of the Outlook Web Access interface as you want.

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Applies to:
SharePoint Server 2007