As work progresses, it can be helpful to know when certain milestones are reached. You might want to be notified as soon as a critical task is complete, or keep current as the document changes.
You can configure the workspace to alert you with an e-mail message when information in the workspace changes. You can specify which changes trigger alerts and whether you will be alerted immediately, daily, or weekly.
In this exercise, you will configure the document workspace so that you are alerted whenever information in the workspace changes.
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.
OPEN the TGCMktgPlan document, and click Get Updates.
If the Status tab in the Shared Workspace task pane indicates that your changes are in conflict with the changes made to the workspace copy, click Document Updates, and then click Keep Workspace Copy. When working on your own document, be sure to merge or compare the copies before keeping one and discarding the other.
In the Shared Workspace task pane, click the Document Information tab.
Near the bottom of the task pane, click Alert me about this document .
Internet Explorer displays the New Alert: Shared Documents: TGCMktgPlan page in the document workspace.
In the Change Type area, select the Changed Items option.
In the Alert Frequency area, select the Send e-mail immediately option, if necessary.
To see a list of all your alerts in this workspace, in the Alert Frequency area, click View my existing alerts on this site.
Click OK .
Internet Explorer displays the Shared Documents list in the TGCMktgPlan document workspace. You will now receive an e-mail message, at the address associated with your SharePoint user account, whenever a change is made to the shared documents in the workspace.
Switch to Word, and in the Shared Workspace task pane, click the Tasks tab.
Near the bottom of the task pane, click Alert me about tasks .
Internet Explorer displays the New Alert: Tasks page in the TGCMktgPlan document workspace.
In the Change Type area, select the All Changes option, if necessary.
In the Alert Frequency area, select Send a daily summary option, and then click OK .
Internet Explorer displays the Tasks list in the TGCMktgPlan document workspace. You will now receive an e-mail message each day that summarizes any changes to tasks in the document workspace.
You can also set alerts from the workspace site. View the list that you want to receive alerts about ”Shared Documents, Announcements, or Tasks ”and in the left navigation column, click Alert me.
Switch to Word, and in the Shared Workspace task pane, click the Status tab.
Near the bottom of the task pane, click Get Updates .
On the File menu, click Close . If prompted to save the file, click Yes .
Word closes .
CLOSE Internet Explorer.