After you ve created the workspace, the collaboration can begin. To assure that progress is made, you can define a To Do list containing tasks that must be performed to complete the document. You can also assign tasks to workspace members. When members access the document workspace site or open the workspace document, they see the list and status of tasks.
In this exercise, you will create and assign specific tasks necessary to complete your marketing plan.
To complete this task, you must have completed the first exercise in this chapter, Creating a Document Workspace and Managing Workspace Members.
USE the TGCMktgPlan document in the practice file folder for this topic. This practice file is located in the My Documents\Microsoft Press\Office 2003 SBS\Document folder and can also be accessed by clicking Start/All Programs/Microsoft Press/Microsoft Office System 2003 Step by Step .
BE SURE TO start Word before beginning this exercise.
On the Standard toolbar, click Open .
The Open dialog box appears.
Browse to the My Documents\Microsoft Press\Office 2003 SBS folder, and double- click the Workspace folder. Then click TGCMktgPlan , and click Open .
Word opens the marketing plan document and displays a message prompting you to get updates from the document workspace.
Click Get Updates .
Word displays the document with the Shared Workspace task pane open anddisplaying the current online status of the workspace members.
In the Shared Workspace task pane, click the Tasks tab.
Near the bottom of the task pane, click Add new task .
The Task dialog box appears.
In the Title box, type Draft Outline .
In the Assigned to list, click your user name .
Click the down arrow to the right of the Due Date box, click a date one week from today, and then click OK .
The task is added to the list in the Shared Workspace task pane.
In the Shared Workspace task pane, point to the new task, and then click the down arrow that appears to the right of it.
In the drop-down list, click Alert Me About This Task .
An Internet Explorer window opens, displaying the SharePoint page where you can configure a new alert for this task.
Review the default settings, and click OK .
The Tasks list in the document workspace is displayed in the Internet Explorer window.
At the top of the Tasks list, click the New Item button.
The Tasks: New Item page appears.
In the Title box, type Review Outline .
Next to the Start Date box, click the Calendar button, and select a date one week from today.
Next to the Due Date box, click the Calendar button, and select a date two weeks from today.
Like many items in a document workspace, tasks are stored as items in a list. You can add other list items ”announcements, links, events, and contacts ”from the workspace home page. In the Announcements list, click Add new announcements. In the Links list, click Add new link. In the left navigation column, click Contacts or Events, and then click New Item.
Near the top of the page, click the Save and Close button.
The Tasks list appears, including the task you just created.
On the workspace menu bar, click Home .
The home page for the document workspace appears, summarizing the announcements, documents, members, tasks, and links in the workspace.
CLOSE Internet Explorer. Then close Word and save the document.