UD Central Exchange: SharePoint Task Lists

SharePoint task lists are used as common to-do lists for two or more individuals within a department or unit (e.g., a "set up inventory room" to-do list).  These lists can be made public, and once connected, can be used within Outlook, just like other shared task lists.

Requesting a SharePoint task list

To request a shared task list, you must send email to consult@udel.edu. When you make your request, you will need to provide:

  • Your department's name.
  • The name of the task list.
  • UDelNet IDs of people who will have access to the task list, including the access level for each.
  • Whether or not you want the task list to be available to the UD community (i.e., anyone who can log in to SharePoint), to the public (anonymous access), or to only the following groups:
    • Design Access rights--These users can add, update, delete, approve, and customize the list view.
    • Read Access Rights--These users can view list items only.

Connecting a SharePoint task list to Outlook

  1. Open Outlook.
  2. Open a Web browser and navigate to the list in SharePoint.
  3. In the navigation ribbon at the top of the page, click the List Tools tab.
  4. Click List.
  5. Click Connect to Outlook in the Connect & Export group. Two confirmation boxes will be displayed.
  6. Click Allow twice to continue.

     shared list window

  7. Next, Outlook will show you a request box that should look similar to the following:

    shared list window

  8. The Advanced dialog box will allow you to change the name of the list as it appears in Outlook and to specify non-standard sync settings, but there is usually no reason to change advanced options. 
  9. Click Yes to continue.
  10. A SharePoint login window will appear. Log in to SharePoint, and then close the login window.
  11. SharePoint will stay connected to Outlook as long as Outlook is open; if you restart Outlook, you may need to log in to SharePoint again.
  12. After the task list is connected to Outlook, you can use it from within Outlook as you would any other task list.

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