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Outlook and SharePoint sync not working

(10 posts)
  1. KimReist
    Member

    I have a group of users who work heavily with SharePoint lists connected to Outlook. They use Contact, Task and Calendar lists frequently and do the majority of their work in the Outlook environment vs. making updates in SharePoint.

    The problem is that recently the sync process between the outlook folders and the sharepoint lists has stopped working. When the outlook send/recieve command executes, the sync fails, and a couple of error messages are returned:

    1. The sharepoint List (List name) cannot be found.
    2. An error occurred in the Sharepoint list (list name). Try updating the folder again...the server returned the following error message: Exception of type 'Microsoft.SharePoint.SoapServer.SoapServerException' was thrown.

    I have googled for days to no avail. Can someone point me in the right direction to resolve this?

    Thanks much,

    Kim

    Posted 4 months ago #
  2. If you delete the connection and create a new connection to Outlook from the actions menu, does it work?

    Posted 4 months ago #
  3. KimReist
    Member

    Autosponge:

    I have done that before, but I don't want to do it in this case, because won't that mean that the existing Task folder for the list in Outlook will get overwritten by the data in the SharePoint list? The Outlook copy of the task list has a lot of updated data and I don't want them to lose it.

    I want to understand why Outlook is having trouble finding the SharePoint Lists. Not only have they not been deleted from Sharepoint, Outlook shows those lists in the Account settings, and in the Folder hierarchy. The path is correct. So why can't Outlook find the lists to update them?

    And I need to find out why it could work for weeks and then suddenly stop working. There aren't any logged errors (anywhere that I can find) that point to the origin of the problem.

    Does that help at all? please advise, Kim

    Posted 4 months ago #
  4. Are these workstations signed into their PCs with the same domain user and password used to access SharePoint? Are they using Outlook 2007?

    Posted 4 months ago #
  5. KimReist
    Member

    Yes, and yes. And MOSS 2007.

    Posted 4 months ago #
  6. Kim, there are several reasons why this might have happened. Any changes to the server environment, the network, vlans, firewall, AD group policies, server certificate expiration, someone used "Content and Structure" to move a site/subsite, or too many files...

    I'm going to attempt another short cut: Are you on SP1? If not, check this site:http://wss.asaris.de/sites/walsh/Lists/WSSv3%20FAQ/DispForm.aspx?ID=1298

    Posted 4 months ago #
  7. KimReist
    Member

    Sponge:

    Thanks much for your help. I have a call in Microsoft today and have also discovered that we do not have SP1 yet, so I need to light a small fire under my admin guys to get this done.

    regards,

    Kim

    Posted 4 months ago #
  8. KimReist
    Member

    I just wanted to add an update to this, because after working with a Microsoft support team I know what the problem is now, in this case anyway. The lists that were broken had outdated urls stored in Outlook. In this group's case, they had at some point changed (at one point or another), the Division site name, the Department site name (a subsite of the Division site), or the name of the list. The paths that I thought were correct were not--they were only slightly off, so I didn't notice the change.

    When a list is connected to Outlook, the url of that list is saved in OL in a couple of data files, so that when OL executes the Send/Recieve command, it knows where to go to send or get updated information. The problem is that when the url is changed in SP, those changes to do not get changed in Outlook unless the user re-connects the list. Since they did not re-connect the lists after the url changes were made, the connection had been broken but they were not aware of it (because they spend 96% of their time in the Outlook environment).

    You also cannot edit the urls to the SP lists from the Outlook environment, they get hard-coded (or, I lack rights to do so). That means there is effectively no way to push updated data in Outlook out to the SP list if the connection gets broken. The means to do that would be a very useful tool, but I suspect the prevalent attitude would be "make them do all their updates in SharePoint and not in Outlook"--to which I guess I would respond "Then why connect lists in the first place?".

    Anyhoo, the local files can be found here (XP):
    C:Documents & Settings\User name\Local Settings\Application Data\Microsoft\Outlook

    look for: SharePointLists.pst and outlook.sharing.xml.obi

    You can view the .obi if you make a copy and open the copy in Notepad. It also handles RSS feeds that go into Outlook.

    In the Outlook environment, go to Tools, Account Settings, SharePoint Lists tab to see the urls for the SP lists.

    Posted 3 months ago #
  9. Thanks for the update Kim, that's a hard lesson to learn about Outlook integration and managing a site's structure.

    Posted 3 months ago #
  10. maced
    Member

    AutoSponge and KimReist,

    I read this post with interest as we started to experience this same problem. One day synchronization was fine then synchronization would stop at XX% and stay there. I tried the same file deletions mentioned earlier and even deletoing and re-adding the Exchange account with limited succcess. I finally looked at what Outlook was telling me (the DUH moment) in Account Settings, SharePoint lists. The path was correct but the permissions on the calendars was set to Read even though the main site and subsites were configured to inherit form the parent and all members have Contribute permissions. I was able to correct 3 of 4 calendars by going to SharePoint Site Settings, Advanced Permissions and re-selecting inherit from parent. The fourth was stubborn but this subsite had little data so it was easy to delete and re-create quickly. This restored Write permissions on the last calendar and we verified in Outlook that they all have Write and tested perfectly. If I am not mistaken (but please correct me), the lists or calendars do require higher privileges than Read to perform two-way synchronization. Read usually means only one way but then I can't say this is the "magic bullet" for everyone but it certainly worked for us. Thanks for giving me a direction to head in.

    Posted 1 month ago #

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