Creating Document Workspaces

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An increasing number of documents require input from more than one person. When you estimate the cost of a large project, for example, you will probably require input from every member of your team to determine which products and components should be considered and ultimately used in the project, not to mention the amount of labor and corporate overhead spending required to support the project internally. Sharing and merging workbooks is one way to get the information out there, but the process is filled with pitfalls. If one of your colleagues adds or changes a password for their copy of the workbook, for example, you won't be able to include their changes in the merge.

When you use Excel 2003 in conjunction with Microsoft Windows SharePoint Services, however, you can streamline the process of collaborating, editing, and reviewing workbooks by creating a document workspace. A document workspace is a virtual work area set up on a SharePoint site that lets individuals with access to the workbook modify the copy on the SharePoint server or work with a local copy, which they can update by adding changes from the master copy in the document workspace. After you establish the document workspace and give each of your team members access to that portion of the site, your colleagues will be able to work on the same copy of the workbook. Any changes saved to any copy of the document become available for every member of the team; if the changes conflict, you as the administrator are able to choose which changes will be adopted. You can also use the controls on the Shared Workspace task pane to create and manage a document workspace.

Note 

Document workspaces are available for Microsoft Office Word 2003, Excel 2003, PowerPoint 2003, and Visio 2003.

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