Section 1.9. Putting SharePoint to Work

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.