Section 1.8. Where Are the Files?

1.9. Putting SharePoint to Work

Once SharePoint is installed and your group or department has set up a team site, authorized members of the team can create document workspace sites from their desktops using Word, Excel, or PowerPoint. Members create document workspaces when they want to get input from others. Workspaces are intended for works-in-progress rather than for completed documents.

To create workspaces over the Internet from Office, you must first add the SharePoint site address to the Trusted Sites list in Internet Explorer. Choose Tools Internet Options Security Trusted Sites Sites. Be sure to clear the Require server verification ( https :) checkbox before entering the address.

The 2003 versions of Word, Excel, and PowerPoint all include a Shared Workspace task pane, as shown in Figure 1-11, that you use to create and maintain workspaces. The following example illustrates how to use a workspace to develop a project:

1. Start Word 2003 and write a draft of the project plan.

2. Once you are happy with your first draft, save the document on your PC, then choose View Task Pane Shared Workspace.

3. Use the Shared Workspace task pane to add the names of the teammates you want input from; then choose Send email to all members to let them know a draft is ready for review.

4. Reviewers can open the draft from the SharePoint site, make comments or changes in the document, and then save those changes to share them with other members.

5. As the project moves forward, members can open the project plan document, then add other documents to the workspace using the Shared Workspace task pane as shown in Figure 1-12.

animal 1-11. Creating a new document workspace from Word

The Shared Workspace task pane can perform almost all of the tasks that can be done while viewing the SharePoint site in a browser, but you can always choose Open site in browser to view the shared workspace site as shown in Figure 1-13.

Sharing a document through a workspace allows multiple users to edit the document at the same time. Changes are resolved through the Shared Workspace task pane by merging or by comparing versions and accepting or rejecting selected changes.

1.10. Holding Meetings

Similarly, you can create meeting workspaces from within Outlook by following these steps:

1. In the Outlook Calendar, select a date and time for the meeting and choose Actions New Meeting Request or Actions New Recurring Meeting. Outlook displays the Meeting dialog box.

2. Choose Create in the task pane and Outlook creates a meeting workspace site in SharePoint.

animal 1-12. Adding documents to the workspace from Word

animal 1-13. Performing workspace tasks through the browser

animal 1-14. Creating meeting workspaces from within Outlook

Meeting workspaces aren't meant to host meetings online, but rather to provide a way to track objectives, agendas , and decisions of meetings held in person. For example, someone might take notes at the meeting, then enter those notes later in the meeting workspace to communicate the results. You could even do so using a laptop during the meetingif you're good at typing and talking at the same time.