4.2. Organizing MeetingsSharePoint provides a special type of site called a meeting workspace , which can be created from meeting requests sent from Outlook. Meeting workspaces are meant to prepare attendees by publishing the objectives and agenda before a meeting is held, and after the meeting takes place, they help record decisions and related documents.Workspaces are used to organize the meeting process like this:
Meeting workspaces aren't meant to be online meeting places, but they can be used in conjunction with Microsoft NetMeeting, Exchange Conferencing, or other online meeting services. The following sections explain how to create SharePoint meeting workspaces from Outlook. 4.2.1. Creating a Meeting WorkspaceTo create a meeting workspace from Outlook:
animal 4-9. Creating a meeting workspaceThe workspace shown in Figure 4-10 is for a meeting that happens only once. Recurring meetings create a different type of workspace called a meeting series . To create a meeting series from Outlook, choose Action New Recurring Meeting instead of Action New Meeting Request in step 2 of the preceding procedure. Meeting series workspaces list recurring meetings by date, as shown in Figure 4-11. animal 4-10. Adding objectives and agenda items for the meetinganimal 4-11. Using a meeting series for recurring meetings4.2.2. Creating Different Types of WorkspacesOutlook lets you create different types of meeting workspaces or link a meeting to an existing workspace. To see the different options before creating a meeting workspace, click Change Settings in the meeting workspace task pane (Figure 4-9). Outlook displays the options shown in Figure 4-12. animal 4-12. Choosing other workspace optionsBy default, Outlook creates a Basic Meeting workspace that includes Objectives, Attendees, and Agenda lists. Figure 4-12 illustrates creating workspaces based on different templates, as described in Table 4-1. Table 4-1. Other meeting workspace templates
4.2.3. Linking to an Existing WorkspaceIn some cases, you may have already created the workspace before you send the meeting request in Outlook. In that case, you can use the options illustrated in Figure 4-12 to link the request to the existing workspace. To do that:
animal 4-13. Linking a meeting request to an existing workspace |