Creating a Meeting Workspace for a Calendar Event
You might want to create a Meeting Workspace for an event that is already in a SharePoint calendar list. This type of workspace is even easier to create because Windows SharePoint Services performs most of the work on your behalf.
In the following exercise, you will create a Meeting Workspace for the recurring Public Workshops event created in Chapter 4, “Working with Lists.” Many people are involved with the Public Workshops, and having details in a Meeting Workspace on a SharePoint site makes it easier to communicate information, including changes, to everyone involved. You will be adding information to this workspace in the next several sections.
OPEN the SharePoint site where the calendar event is located. The exercise will use the Calendar list on the http://wideworldimporters site, but you can use whatever list and site you wish. If prompted, type your user name and password, and click OK.
BE SURE TO verify that you have sufficient rights to create a site. If in doubt, see the Appendix on page 435.
BE SURE TO complete the steps to create recurring Public Workshops events in the Adding, Editing, and Deleting List Items exercise in Chapter 4. Alternatively, you can create a practice site for this chapter based on the Chapter 8 Starter.stp site template in the practice file folder for this chapter on the CD-ROM. See “Using the Book’s CD” on page xix for instructions on how to create a practice site. The Calendar list is already created for you on the practice site.
1. In the List area of the Quick Launch, click Calendar to display the Calendar list’s Calendar list view for the current month.
2. In the top right corner from the View drop-down menu, choose All Events to display the event list items in a standard basic table format.
3. From the smart menu of the Public Workshop list item, choose Edit Item.
4. In the Workspace area at the bottom of the page, select the Use a Meeting Workspace to organize attendees, agendas, documents, minutes, and other details for this event check box and click OK.
5. Click OK again to confirm that recurrence pattern losses are not a concern.
Because a Meeting Workspace has never been created for this event, you are taken to the New Meeting Workspace page to create one. All of the information is already filled out for you. You might want to remove the spaces from the URL name field or change the permission to be unique, but neither are required.
| Tip | If the chosen URL name already exists in this scope, SharePoint takes you to an error page that explains that the Web site address “NameOfTheChosenSite” is already in use. Click the Back button in the browser to choose another URL name. |
6. Click OK. From the Template Selection area of the New SharePoint Site page, SharePoint will subsequently show the Meeting Workspace templates.
7. In the Template box, select Basic Meeting Workspace.
8. Click OK.
You are taken to the newly created Public Workshops site. In the left pane, notice the links for each recurrence of the event. There is typically only one site for each meeting date; however, with a recurring meeting, there is a virtual instance for each meeting date.
9. Directly below the date and time near the top of the page, click the Go To Calendar link to return to the calendar. 
10. Locate the original recurring meeting and click its name to view it.
Notice the link next to the Workspace attribute near the bottom of the page. Clicking this link returns you to the associated Meeting Workspace. It’s a shame that Document Workspaces don’t have the same feature.
| Important | If the Calendar event is subsequently deleted, the associated Meeting Workspace is orphaned. It, and all of its data, can still be accessed directly from the original URL, but one of the following warnings is displayed (depending on how the Calendar event was deleted).
Of course, the orphaned site can be deleted from the Site Settings page accessed through the Site Actions menu. |
CLOSE the browser.
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