Microsoft Office Reference Guide

Mar 26, 2004

␡

⎙ Print

< Back Page 285 of 342 Next >

A few years ago I was working on a project with a team across the country where we needed to conform documents. I thought we would go through a process where we sent the documents through a series of reviewers, but instead the project director signed me into a workspace of a program called Groove.

I participated and saw that I could save and synchronize my document versions with others on the team without much trouble. It didn't surprise me when Microsoft acquired the company shortly thereafter, and folded it into Microsoft Office 2007.

As you probably realize, Office has multiple collaboration scenarios, including SharePoint and more cumbersome systems with email attachments that require reviewing and accepting and declining changes.

My version of Groove 2007 is loaded on a Vista machine — the first thing that happens is that you need to either establish or log into an existing Groove account.

Figure 1222

You can continue with or without a confirmation code...

Figure 1223

The account information screen requires an email address and password to establish an account.

Figure 1224

There is an option to list in the Groove directory, which I declined.

Figure 1225

Clicking Finish brings up the Groove Launch bar, and the ability to create a new workspace to share documents and have discussions. I chose a standard workspace.

Figure 1226

In some ways the Groove workspace resembles a SharePoint site, but it is entirely web based and does not require special server based software.

You can immediately add files and/or invite other users to the workspace to collaborate on documents.

Figure 1227

There are a number of ways to initiate email from Groove, one of which is to launch Outlook and the necessary information for a recipient is automatically filled in — they can accept the invitation with a downloaded trial version or an existing account.

Figure 1228

The key is getting others to have a Groove license. The email invitation is probably the easiest but there is a caveat — the download link is to a file of 176 megabytes — which is no big deal if someone has broadband, but if they need to hook up quickly it could be an issue.

You might also alert recipients that they will need to fill out a short form to get the free demo software...

Getting a set of corporate licenses and distributing them yourself, where feasible, is probably better in most business environments.

Then you would add files from the normal folders and they enter the Groove workspace (as a copy) in which they can be accessed by others in your workspace.

Figure 1229

The Discussion area is a place where you can begin a thread about issues pertaining to other aspects of your workspace.

Figure 1230

If you click the popup options in the lower right of the workspace you can see other components that you can add to your workspace to provide additional functionality.

Figure 1231

By clicking the calendar you get a workspace calendar that all members of the workspace can view and contribute to.

Figure 1232

In many ways Groove anticipated the concepts of Office LIVE and other web based locations for collaboration and file sharing.

Other cool features include the ability to see who is available in the workspace at any time — for example if your associate in Taiwan happens to be working in the middle of the night and the time difference is no longer a factor you know you can begin IM'ing and work on projects together.

Your virtual workspace can also travel with you and be available when you are traveling or offline — then when you reconnect changes in the materials in the workspace are automatically synchronized.

Groove licenses will be included in the new Office 2007 Ultimate and Enterprise editions. If you already have SharePoint you may find Groove a nice complement; if you don't it may be an alternative that you can use to avoid IT and server issues.

The Groove website can provide additional features and pricing information. There is also an excellent preview video available online.

With so many collaboration options available you might overlook Groove if you're not careful, but as a mature web based technology for project management and document sharing it is worthy of consideration by anyone, individual or corporate, who needs to work with others over large distances and time zones.

< Back Page 285 of 342 Next >

🔖 Save To Your Account

InformIT Promotional Mailings & Special Offers

I would like to receive exclusive offers and hear about products from InformIT and its family of brands. I can unsubscribe at any time.

Privacy Notice

Overview

Pearson Education, Inc., 221 River Street, Hoboken, New Jersey 07030, (Pearson) presents this site to provide information about products and services that can be purchased through this site.

This privacy notice provides an overview of our commitment to privacy and describes how we collect, protect, use and share personal information collected through this site. Please note that other Pearson websites and online products and services have their own separate privacy policies.

Collection and Use of Information

To conduct business and deliver products and services, Pearson collects and uses personal information in several ways in connection with this site, including:

Questions and Inquiries

For inquiries and questions, we collect the inquiry or question, together with name, contact details (email address, phone number and mailing address) and any other additional information voluntarily submitted to us through a Contact Us form or an email. We use this information to address the inquiry and respond to the question.

Online Store

For orders and purchases placed through our online store on this site, we collect order details, name, institution name and address (if applicable), email address, phone number, shipping and billing addresses, credit/debit card information, shipping options and any instructions. We use this information to complete transactions, fulfill orders, communicate with individuals placing orders or visiting the online store, and for related purposes.

Surveys

Pearson may offer opportunities to provide feedback or participate in surveys, including surveys evaluating Pearson products, services or sites. Participation is voluntary. Pearson collects information requested in the survey questions and uses the information to evaluate, support, maintain and improve products, services or sites, develop new products and services, conduct educational research and for other purposes specified in the survey.

Contests and Drawings

Occasionally, we may sponsor a contest or drawing. Participation is optional. Pearson collects name, contact information and other information specified on the entry form for the contest or drawing to conduct the contest or drawing. Pearson may collect additional personal information from the winners of a contest or drawing in order to award the prize and for tax reporting purposes, as required by law.

Newsletters

If you have elected to receive email newsletters or promotional mailings and special offers but want to unsubscribe, simply email information@informit.com.

Service Announcements

On rare occasions it is necessary to send out a strictly service related announcement. For instance, if our service is temporarily suspended for maintenance we might send users an email. Generally, users may not opt-out of these communications, though they can deactivate their account information. However, these communications are not promotional in nature.

Customer Service

We communicate with users on a regular basis to provide requested services and in regard to issues relating to their account we reply via email or phone in accordance with the users' wishes when a user submits their information through our Contact Us form.

Other Collection and Use of Information

Application and System Logs

Pearson automatically collects log data to help ensure the delivery, availability and security of this site. Log data may include technical information about how a user or visitor connected to this site, such as browser type, type of computer/device, operating system, internet service provider and IP address. We use this information for support purposes and to monitor the health of the site, identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents and appropriately scale computing resources.

Web Analytics

Pearson may use third party web trend analytical services, including Google Analytics, to collect visitor information, such as IP addresses, browser types, referring pages, pages visited and time spent on a particular site. While these analytical services collect and report information on an anonymous basis, they may use cookies to gather web trend information. The information gathered may enable Pearson (but not the third party web trend services) to link information with application and system log data. Pearson uses this information for system administration and to identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents, appropriately scale computing resources and otherwise support and deliver this site and its services.

Cookies and Related Technologies

This site uses cookies and similar technologies to personalize content, measure traffic patterns, control security, track use and access of information on this site, and provide interest-based messages and advertising. Users can manage and block the use of cookies through their browser. Disabling or blocking certain cookies may limit the functionality of this site.

Do Not Track

This site currently does not respond to Do Not Track signals.

Security

Pearson uses appropriate physical, administrative and technical security measures to protect personal information from unauthorized access, use and disclosure.

Children

This site is not directed to children under the age of 13.

Marketing

Pearson may send or direct marketing communications to users, provided that

Pearson will not use personal information collected or processed as a K-12 school service provider for the purpose of directed or targeted advertising.
Such marketing is consistent with applicable law and Pearson's legal obligations.
Pearson will not knowingly direct or send marketing communications to an individual who has expressed a preference not to receive marketing.
Where required by applicable law, express or implied consent to marketing exists and has not been withdrawn.

Pearson may provide personal information to a third party service provider on a restricted basis to provide marketing solely on behalf of Pearson or an affiliate or customer for whom Pearson is a service provider. Marketing preferences may be changed at any time.

Correcting/Updating Personal Information

If a user's personally identifiable information changes (such as your postal address or email address), we provide a way to correct or update that user's personal data provided to us. This can be done on the Account page. If a user no longer desires our service and desires to delete his or her account, please contact us at customer-service@informit.com and we will process the deletion of a user's account.

Choice/Opt-out

Users can always make an informed choice as to whether they should proceed with certain services offered by InformIT. If you choose to remove yourself from our mailing list(s) simply visit the following page and uncheck any communication you no longer want to receive: www.informit.com/u.aspx.

Sale of Personal Information

Pearson does not rent or sell personal information in exchange for any payment of money.

While Pearson does not sell personal information, as defined in Nevada law, Nevada residents may email a request for no sale of their personal information to NevadaDesignatedRequest@pearson.com.

Supplemental Privacy Statement for California Residents

California residents should read our Supplemental privacy statement for California residents in conjunction with this Privacy Notice. The Supplemental privacy statement for California residents explains Pearson's commitment to comply with California law and applies to personal information of California residents collected in connection with this site and the Services.

Sharing and Disclosure

Pearson may disclose personal information, as follows:

As required by law.
With the consent of the individual (or their parent, if the individual is a minor)
In response to a subpoena, court order or legal process, to the extent permitted or required by law
To protect the security and safety of individuals, data, assets and systems, consistent with applicable law
In connection the sale, joint venture or other transfer of some or all of its company or assets, subject to the provisions of this Privacy Notice
To investigate or address actual or suspected fraud or other illegal activities
To exercise its legal rights, including enforcement of the Terms of Use for this site or another contract
To affiliated Pearson companies and other companies and organizations who perform work for Pearson and are obligated to protect the privacy of personal information consistent with this Privacy Notice
To a school, organization, company or government agency, where Pearson collects or processes the personal information in a school setting or on behalf of such organization, company or government agency.

Links

This web site contains links to other sites. Please be aware that we are not responsible for the privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of each and every web site that collects Personal Information. This privacy statement applies solely to information collected by this web site.

Requests and Contact

Please contact us about this Privacy Notice or if you have any requests or questions relating to the privacy of your personal information.

Changes to this Privacy Notice

We may revise this Privacy Notice through an updated posting. We will identify the effective date of the revision in the posting. Often, updates are made to provide greater clarity or to comply with changes in regulatory requirements. If the updates involve material changes to the collection, protection, use or disclosure of Personal Information, Pearson will provide notice of the change through a conspicuous notice on this site or other appropriate way. Continued use of the site after the effective date of a posted revision evidences acceptance. Please contact us if you have questions or concerns about the Privacy Notice or any objection to any revisions.

Last Update: November 17, 2020

Email Address