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Windows® SharePoint® Services sites enable you to easily collaborate
online with others on the corporate network. SharePoint sites are
integrated with Microsoft® Office® 2003, so that working on a SharePoint
site within and between Office 2003 programs is simple.
Now choose a location for the
workspace. The location list shows you
all the parent SharePoint sites where
your workspace can reside. You can also
type an address that goes directly to a
SharePoint site.
Topics in this guide:
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Create a Document Collaboration Workspace
Invite Others to Collaborate on a Document
Collaborate on a Document
Use Version Control
Delete a Document Workspace
Create a Document Collaboration Workspace
The easiest way to create a Document Workspace is to build one from within
an Office 2003 Word, Excel, PowerPoint, or Visio file. The resulting
Workspace is built onto one of your existing SharePoint Team Sites or your
My Site. You can choose the location during the creation process.
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Save the Word, Excel, PowerPoint, or
Visio file for which you wish to create
a workspace, and then open the
Tools menu and click Shared
Workspace.
In the Shared Workspace pane, give
your Document Workspace a name.
(The file name appears by default.)
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Click Create.
Note Though the Document Workspace is created on an existing SharePoint
site, the workspace is effectively an independent Web site. The only
indications that it exists on the parent site will be the address in the browser
address Bar and a link to the parent site in the upper right of the Document
Workspace Web site.
Invite Others to Collaborate on a Document
Now that you have created a collaboration workspace, you need to tell
others about it and invite them to begin collaborating.
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In the Shared Workspace pane, near the bottom, click Add new
members. (The Shared Workspace pane should appear automatically
when you open the document. If you do not see it, on the Tools menu,
click Shared Workspace.)
This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT.
© 2007 Microsoft Corporation. All rights reserved.
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Invite Others to Collaborate on a Document
Collaborate on a Document
Now that you have created a collaboration workspace, you need to tell
others about it and invite them to begin collaborating.
With your workspace created and your collaborators chosen, you are now
ready to begin working on your document. Generally, collaborators go to the
workspace, check out the document, make changes to it, and then check it
back in. This check-out procedure insures that no one introduces changes to
the document while someone else is working on it.
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In the Shared Workspace pane, near the bottom, click Add new
members. (The Shared Workspace pane should appear automatically
when you open the document. If you do not see it, on the Tools menu,
click Shared Workspace.)
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In the Add New Members window, add the e-mail addresses or the
user names of those you want to work on your file. Separate the
addresses or names with semicolons.
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Go to the Document
Workspace and move
your pointer over the
document you want to
work on. When the arrow
appears, click it and
then click Check Out.
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To work on the checked-out document, click
again, and then click
Edit in Microsoft Office Word. (Your Edit application option may be
different, depending on the nature of your file.)
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Make your changes, and then save and close the document.
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In the Check In dialog box, click Check in file, and then click OK.
(You can also click Keep checked out, which will save your changes
to the document, but keep the fie checked out to you.)
Note By default, your invitees are given Contributor privileges. This
means they will be able to change documents in the workspace.
SharePoint uses site groups to manage different privilege levels within
workspaces. To assign different privileges, click a site group from the
list.
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Click Next, and then Finish.
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Add any other information you would like to provide to your invitees,
and then click Send.
With the e-mail invitation check box selected, click OK. An Outlook
window opens with a default message to your invitees
Notes
• You can also add new members from the Document Workspace itself. To
reach the workspace from the document, in the Shared Workspace pane,
click Open site in browser. At the top of the page, click Site Settings.
Under Administration, click Manage users. On the Manage Users
page, click Add Users.
• It is important to limit availability of sensitive date posted on your
SharePoint site to only those who require it.
This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT.
© 2007 Microsoft Corporation. All rights reserved.
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Enter comments in the Check In Comments box, and then click OK.
Use Version Control
When you activate the version control feature in SharePoint, you save a
version of your document each time it changes during the collaboration
process. Version control is useful for keeping a history of a document and
for restoring it to a previous version if necessary.
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On your Document Workspace, at the top of the page click Site
Settings.
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On the Site Settings page, under Customization, click Modify site
content.
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On the Modify Site Content
page, click Customize “Shared
Documents.”
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On the Customize Shared Documents page, under General
Settings, click Change general settings.
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On the Document Library Settings: Shared Documents page, in
the Document Versions section, click Yes.
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At the bottom of the page, click OK.
Tips
• For a record of all changes made to the document, activate SharePoint
version control. (For more information, see the following topic.)
• You can receive a notice whenever a change is made to the document.
Click
next to the document, click Alert Me, fill out the information,
and then click OK.
To see the versions of your document, click
next to the document and
then click Version History. To restore or delete a version, click the arrow
next to the version, and then click the appropriate option.
This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT.
© 2007 Microsoft Corporation. All rights reserved.
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Delete a Document Workspace
When your document collaboration is complete and you have saved your
work elsewhere, delete your workspace. This frees space on the SharePoint
servers for other employees.
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On your Document Workspace, at the top of the page, click Site
Settings.
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Under Administration, click Go to Site Administration.
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Under Management and Statistics, click Delete this site.
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On the Delete Web Site page, click Delete.
Note To delete individual documents in the workspace, move your pointer
over the document until arrow
appears. Click the arrow, and then click
Delete.
This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT.
© 2007 Microsoft Corporation. All rights reserved.
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