Microsoft Office Reference Guide

Mar 26, 2004

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Before we continue in our description of beginning to use a SharePoint site, I need to plug a book on Safari.

One of the most confusing things to me has been the various uses of the word SharePoint — it's a site, it's a portal, it's team services, etc. If you want to read an excellent introduction to what SharePoint is about and its various flavors, a section of Bill Camarda's all-encompassing Special Edition Using Word 2003 from Que (starting on Page 910) is terrific. Safari users can go there directly at this link.

So far we began the exercise in taking advantage of a free trial SharePoint site and set it up, including one meeting space.

But what shall we meet about? (Isn't this a common corporate problem?) In many cases a document will be the focus for a meeting (for example, a team of attorneys discussing a law suit may have a number of documents to go over). Or a meeting may have a simple document serving as its agenda, and then proceed to a number of related topics.

The next logical step (and one Bill Camarda also takes in his book) is to create a document workspace that becomes the focus for collaboration — first around the document itself and eventually in online meetings pertaining to the same subject matter.

Instead of generalities, let's use specifics. Surrealty Corporate (our mythical company) has expanded into multiple offices.

In order to begin sharing documents in a workspace and conduct meetings on the SharePoint site, we will need to open the site in My Network Places.

Figure 956

Now, we create a meeting agenda, and to work with the document online, we can Save to My Network Places and put it into our SharePoint site.

Figure 957

We'll navigate to and put it into the Shared Documents of our Document Libraries.

Figure 958

Our document is part of shared workspace and can be "checked out" by the others. Now you can add action items (Tasks) or links directly from the Shared Workspace Task Pane. Team members are shown in the Shared Workspace Task Pane within MS Word when a SharePoint document is opened.

Figure 959

To check out a document, locate it in the SharePoint Library, and click the drop down menu to select Check Out.

Figure 960

With the file checked out, you can open it for editing, and once again the SharePoint Shared Workspace of the Team Web Site is available in the Task Pane.

Checking out a document is similar to what happens at a real library. You have the only "real" version; others can only view and edit the original copy. Then there is a version control feature that lets users view and compare the multiple versions.

More routinely, tracking changes on the Reviewing toolbar lets other users see who has made what modifications to the document.

Figure 961

With the meeting agenda finalized, you can create a meeting Event directly within SharePoint.

Figure 962

Since we've already created a Meeting Workspace, we can link this meeting directly to it, and when we click Save, and we get into the Meeting Workspace, which we can also modify from a drop down list to add more components.

Figure 963

More attendees can be added to the event, which will take place in the workspace at the time designated (or you could do the meeting with Live Meeting outside the workspace).

Customizing the Site

While conforming versions of documents among collaborators is a main use of the SharePoint site, you may want to change it to reflect specific goals you have.

In Site Settings, under Customization, clicking Customize My Home Page brings up a major submenu — with many SharePoint components that you can drag and drop to other areas of the home page.

For example, you can take a Form Web Part, drag it into the middle section, and create a small user form that lets users navigate the site.

Figure 964

You can also go back and apply a theme to the team web site, that will change the look of all of the pages instantly.

Figure 965

Now when we return to the main page, it has adopted the theme we chose and reflects our scheduled meeting.

Figure 966

Connected to the team web site, users can access the meeting space directly from within their Shared Workspace Task Pane at the appointed time.

Figure 967

Whether such a structured collaboration environment can help you use MS Office more effectively and work more efficiently is probably a matter of experimenting with it. What we wanted to do is to show you a number of collaboration scenarios.

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