Given that you are reading this book, the chance that you use MS Office for creating documents, spreadsheets, and presentations is rather high. Therefore, this section is important for you. SharePoint will not change the way you are working with Office documents, but it will enhance the functionality, making many things a lot easier than they are without using SharePoint. What features you can expect to have depends on what version of MS Office you are using.
The story is this: MS Office 2007 was released together with SharePoint 2007 at the end of 2006. They were built to be integrated, just like the previous SharePoint 2003 and Office 2003. If you use Office 2003 along with SharePoint 2007, you will get a lot of the functionality in SharePoint 2007, but not everything. Using older MS Office versions, such as 2000 or XP, will allow such a user to read and save documents to SharePoint 2007, but nothing more. The reason is that these older versions of MS Office do not know about SharePoint, so they lack this integration capability. Do not expect Microsoft to release an update for any version previous of MS Office 2007, and frankly if you've seen what Office 2007 can do, you'll want to upgrade - it is both much easier to work with and has a lot of new features.
The following list gives you an idea about what to expect when running Office 2000/XP versions with SharePoint 2007:
q File Save Integration: Microsoft Office 2000 integrates with Windows SharePoint Services. Users can open and save files stored on SharePoint sites. They can also receive alerts in Outlook 2000.
q Basic Data Integration: Microsoft Office XP provides for data integration with SharePoint sites. Users can view properties and metadata for files stored on SharePoint sites. They can also export list data to Microsoft Excel 2002.
q Contextual Integration: SharePoint integrates fully into the business tasks that users perform every day with Microsoft Office 2003 Editions.
Microsoft produced a white paper describing Office integration with SharePoint 2007 called "Fair, Good, Better, Best." Fair is what you get with Office 2000, good means the functionality achieved by MS Office XP, better is what you get with MS Office 2003, and best requires you to run Office 2007. Note that there is no technical problem in using SharePoint in a mixed MS Office environment, but it will place an extra burden on the Help desk and the support team, since each version will support different SharePoint 2007 features. A more detailed comparison of the four MS Office versions is presented in the following table (including new SharePoint 2007 features in the second half of the list):
Feature | Office Version | |
---|---|---|
Save and open files from SharePoint sites | Office 2000: | Yes |
Office XP: | Yes | |
Office 2003: | Yes, enhanced (Office plus FrontPage, InfoPath, OneNote, Microsoft Project, Publisher, Visio) | |
Office 2007: | Like Office 2003, plus SharePoint Designer | |
Create new documents in web browser | Office 2000: | No |
Office XP: | Yes (Excel, FrontPage, PowerPoint, Word) | |
Office 2003: | Yes (Excel, FrontPage, InfoPath, PowerPoint, Microsoft Project, Publisher, Word) | |
Office 2007: | Like Office 2003, plus SharePoint Designer | |
Collect document columns automatically | Office 2000: | No |
Office XP: | No | |
Office 2003: | Yes | |
Office 2007: | Yes | |
Change document columns in both Office and the web browser | Office 2000: | Data stored, but not displayed |
Office XP: | Yes | |
Office 2003: | Yes, enhanced (Excel, FrontPage, InfoPath, PowerPoint, Visio, Word) | |
Office 2007: | Like Office 2003, plus SharePoint Designer | |
Track document versions | Office 2000: | No. Use web browser to view and manage document versions. |
Office XP: | No. Use web browser to view and manage document versions. | |
Office 2003: | Enhanced (Excel, PowerPoint, Visio, Word) | |
Office 2007: | Like Office 2003, and can also compare document versions very easily | |
Check out and check in documents | Office 2000: | No. Use web browser to manually check out and check in documents. |
Office XP: | No. Use web browser to manually check out and check in documents. | |
Office 2003: | Yes, enhanced (Excel, PowerPoint, Visio, Word). Use web browser to manually check out and check in other types of documents. | |
Office 2007: | Like Office 2003 | |
Upload multiple documents | Office 2000: | No |
Office XP: | No | |
Office 2003: | Yes | |
Office 2007: | Yes | |
Use inline discussions | Office 2000: | Yes |
Office XP: | Yes | |
Office 2003: | Yes | |
Office 2007: | Yes | |
Create document workspace | Office 2000: | No |
Office XP: | No | |
Office 2003: | Yes | |
Office 2007: | Yes | |
Create meeting workspace | Office 2000: | No |
Office XP: | No | |
Office 2003: | Yes, with Outlook 2003 | |
Office 2007: | Yes, with Outlook 2007 | |
Synchronize calendar, tasks, and contact list in SharePoint sites | Office 2000: | No |
Office XP: | No | |
Office 2003: | Yes, but only from SharePoint to Outlook 2003 | |
Office 2007: | Yes, two-way synchronization with Outlook 2007 | |
Alert integration with Outlook | Office 2000: | No |
Office XP: | No | |
Office 2003: | Yes | |
Office 2007: | Yes | |
Display lists as RSS information | Office 2000: | No |
Office XP: | No | |
Office 2003: | Yes | |
Office 2007: | Yes | |
Using Excel services | Office 2000: | No |
Office XP: | No | |
Office 2003: | Yes, can publish to SharePoint site from Excel | |
Office 2007: | Yes, same as Office 2003 | |
Access to business data catalog | Office 2000: | No |
Office XP: | No | |
Office 2003: | No | |
Office 2007: | Yes, allows Office 2007 documents to display content in external data sources, using SharePoint 2007 lists | |
InfoPath forms services | Office 2000: | Yes |
Office XP: | Yes | |
Office 2003: | Yes | |
Office 2007: | Yes | |
InfoPath forms in Office clients | Office 2000: | No |
Office XP: | No | |
Office 2003: | No | |
Office 2007: | Yes | |
Document information panel | Office 2000: | No |
Office XP: | No | |
Office 2003: | No | |
Office 2007: | Yes, can display and modify document properties in customizable InfoPath-based forms in Office clients | |
Access to workflows | Office 2000: | No |
Office XP: | No | |
Office 2003: | No | |
Office 2007: | Yes, can start and complete workflow tasks from within the Office 2007 client | |
PowerPoint slide libraries | Office 2000: | No |
Office XP: | No | |
Office 2003: | No | |
Office 2007: | Yes | |
Use record management | Office 2000: | No |
Office XP: | No | |
Office 2003: | No | |
Office 2007: | Yes, allows Office 2007 documents to be stored in a record repository | |
Compose and publish Wikis and blogs using Word | Office 2000: | No |
Office XP: | No | |
Office 2003: | No | |
Office 2007: | Yes |