Adding an Attendee to a Meeting Workspace
Adding an
Attendee
to a Meeting Workspace
Finally, since you specified that Todd Rowe will be presenting two topics in the meeting, you should probably add him to the Attendees list. Listing Todd as an attendee ensures that
In this exercise, you will add a
OPEN the SharePoint Meeting Workspace created in the first exercise in this chapter: http://wideworldimporters/PublicWorkshops site. If prompted, type your username and password, and click OK.BE SURE TO verify that you have sufficient rights to contribute to the site. If in doubt, see the Appendix on page 435.
1. Under the Attendees Web Part, click Manage attendees. The Attendees page appears.
2. In the toolbar, click New . You are taken to the Attendees: New Item page.
3. In the Name box, type the e-mail address or user name of the attendee, such as ToddR .
4.
Click the person icon with the check mark on it, or press
to invoke the Check Names routine.
This action verifies that the typed name is valid. SharePoint automatically adds a domain name, such as wideworldimporters\, to properly prefix the name. If an incomplete name is provided, SharePoint prompts with the message No exact match was found.
5.
Click the
Failing that, there is an option to open the Select Names dialog box to continue to search for the person by choosing More Names... Of course, you can also remove the name.
| Important |
All attendees are required to have an e-mail address in the Active Directory. |
6.
If you are unsure of the correct name, you can manually invoke the
Select Names
dialog box by clicking on the rightmost icon.
7. In the required Response drop-down list, select Accepted .
8. In the required Attendance drop-down list, leave the default set to Required .
9. Click OK .
Todd is added as an attendee for this Public Workshop, and you are returned to the Attendees list. You can add additional attendees if desired by using the same procedure.
10. In the breadcrumb, click Public Workshop or, in the top nav, click Home to return to the home page of the Meeting Workspace.
CLOSE the browser.
Adding a Things To Bring List
Now that you have added all of the information to the default Meeting Workspace, you might want to add more information for the attendees. You can accomplish this by creating new lists and libraries and by adding Web Parts that display their contents to the Page tabs.
| Tip |
If you add a Web Part to any page in a Meeting Workspace that contains multiple dates listed on the left side of the page, the Web Part is added to all pages. |
Olga wants to ensure that all attendees know what they are expected to bring with them to the meeting. Therefore, in the following exercise, you will add a Web Part on the More Page tab in the Meeting Workspace to a new Things To Bring list.
Customizing a SharePoint site by using Web Parts is discussed in detail in Chapter 15 , “ Working with Web Parts .”
OPEN the SharePoint Meeting Workspace created in the first exercise in this chapter: http://wideworldimporters/PublicWorkshops site. If prompted, type youruser name and password, and click OK.BE SURE TO verify that you have sufficient rights to create lists and add Web Parts. If in doubt, see the Appendix on page 435.
1. On the Site Actions menu on the right side near the top of the page, choose Site Settings .
2.
From the
Site Administration
3. Click the Create new content link to display the Create page.
4. In the Custom Lists group on the far right side of the page, click Things To Bring .
5. Enter a Name , such as Homework .
6.
Enter a
Description
, such as
This list represents the items that you need to prepare in advance to be ready to
7. Leave the default option selected for Change items into series items set to No .
Changing this value to Yes indicates that these items are things that should be presented on every meeting in the series. Since the items to be added only apply to this meeting, you do not want this to be a series list.
8. Click Create . The default list view of the new list is displayed.
Olga wants people to bring their international vendor list to this meeting.
9. On the toolbar, click New to add an item to the list.
10. In the Item textbox, enter a value such as International Vendor List .
11. You can leave the Comment and Owner fields blank.
12. Click OK to save the new list item and return to the default list view.
LEAVE the browser open for the following exercise.