Working with the 2007 Microsoft Office Suite Document Management Task Pane

The 2007 Microsoft Office suite Shared Workspace task pane contains tabs from which you can access various information. Refer to the following figure as you read through a description of each tab.

• Status tab   First tab from the left on the task pane. This tab provides information about the status of the document, such as who has checked out the document.

• Member tab   Second tab from the left on the task pane. This tab displays a list of people who have access to the Document Workspace. It also allows you to view who is online if you have a presence client installed, such as Microsoft Windows Messenger.

• Tasks tab   Third tab from the left on the task pane. This tab displays the list of tasks from the Task list of the Document Workspace.

• Documents tab   Fourth tab from the left on the task pane. This tab displays a list of documents in the SharePoint site.

• Links tab   Fifth tab from the left on the task pane. This tab displays links from the Links list of the Document Workspace.

In the following exercise, you will work with some of the features of the Document Management task pane in Word 2007. You will add a task and a user to the Document Workspace from within the Word 2007 program, as well as check document information,.

OPEN the SharePoint site in which you’d like to work with a document in a Document Workspace. If prompted, type your user name and password, and then click OK.

BE SURE TO use the 2007 Microsoft Office suite to perform this exercise. Also be sure you have completed the first exercise in this chapter.

1. On the Quick Launch, click Sites.

2. On the All Sites page, click OakChairs. The OakWood Document Workspace appears.

3. Move your mouse over  OakWood.docx. When an arrow appears to the right of the document name, click the arrow.

4. In Word 2007, click Edit in Microsoft Office Word. The document is opened in Word 2007.

The Document Management task pane appears to the right of the document. If it does not appear, you can manually make the task pane appear by clicking the Office button, pointing to Server, and then clicking Document Management Information.

5. Click the Members tab.

Your name (Bill Malone in this exercise) is listed as the only member of this Document Workspace.

6. Toward the bottom of the task pane, click the Add New Members link. The Add New Members dialog box displays.

7. In the Enter e-mail addresses or user names, separated by semicolons input box of the Add New Members Wizard, type the e-mail address or user name of a user you want to add to the Document Workspace, such as Olga.

8. Click Next.

The next page of the Add New Members Wizard appears, which allows you to enter the e-mail address of the user you wish to add to your workspace. If you are connected to the network and the user’s account has an e-mail address, that user’s e-mail address appears in this page automatically.

9. Click Finish.

If you do not enter an e-mail address for the user or if one is not available, you are then prompted by a pop-up box that asks whether you want to send an e-mail invitation to the new member.

10. Make your selection, and then click OK. If you choose to send an invitation to the new user, select the checkbox and then click OK on the next screen to send the e-mail invitation.

The user is listed as one of the members of the Shared Workspace and now has permissions to edit the document.

11. Click the Tasks tab. In the bottom section of the pane, click the Add New Task link. The Task dialog box appears.

12. In the Title box, type a name for the task, such as Write a description of the type of oak wood to be used in the OakWood document.

13. Leave the Status and Priority boxes set to their default settings.

14. In the Assigned To box, select a user to whom to assign the task, such as Olga.

15. In the Description box, type a description for the task, if needed.

16. In the Due Date box, select the due date for the task and click OK.

The new task you just entered appears in the task pane.

17. Click the Documents tab.

The date and time that the document was modified, as well as the user who created the document and the user who most recently modified it, are displayed.

CLOSE Word 2007 and the browser.