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Sharepoint Document Workspaces. RVSPUG Presentation August 27, 2008 Nicole Bird. Why use a Document Workspace?.
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Sharepoint Document Workspaces RVSPUG PresentationAugust 27, 2008Nicole Bird
Why use a Document Workspace? • A Document Workspace enables you to collaborate on draft documents with selected coworkers. If documents and related materials --- such as tasks, objectives, and events --- are scattered, a Document Workspace site can help you to keep them all in one place. • A Document Workspace provides a document library for storing primary documents and their supporting files; a task list for assigning to-do items; a links list for listing resources that are related to the documents; and a members list that shows who has access to the site.
Creating a Document Workspace - Email • You can create a Document Workspace when you send a file as a shared attachment in an OUTLOOK (which version?)e-mail message. As the sender of the shared attachment, you become the administrator of the workspace. All the recipients of the message become members of the Document Workspace, where they are granted permission to contribute to the site. Use this method if you want to combine the creation of the workspace with inviting members to the site.
Creating a Document Workspace - Office • From the Document Management task pane (Tools > Server > Document Management) when working in any of the following 2007 Microsoft Office programs: Word, Excel, PowerPoint, or Visio. This method is convenient if you are already working in a file and want to create a workspace without leaving your program. May be preferred by end users if they are familiar with Office.
Creating a Document Workspace - Sharepoint • From a document that is already in a document library Use this method if your file is already stored in a library on a SharePoint site. As you update the file on the Document Workspace, you can simultaneously update the original copy in the library with your changes. • From a SharePoint site (Sites > Create > Document Workspace) This method creates a Document Workspace when you are working on a SharePoint site in a Web browser. When you create a Document Workspace this way, you have more initial configuration options than you do with the other methods, and you can configure elements of the workspace such as the description, user permissions, and the last part of the workspace's Web address.
Using Multiple Versions of Office • Office XP • Have to create a Network Place • Doesn’t automatically Save back to WSS • No Shared Workspace Task Pane • Office 2003 • Opens in Read Only, but Save As back to WSS Changes it to edit mode. • Has Shared Workspace Task Pane • Both require require name.dll and Owssupp.dll (IE 6 = active x; 7/8 addon)
Gotcha’s! • This is a temporary holding space. Don’t forget to put your document in its proper location once it is final. • If you created based on an existing doc in a library, use dropdown > choose Send To > Publish to Source Location.
Resources • http://preview.tinyurl.com/DocWorkspaceHelp Microsoft Office Online Video: Use a document workspace… also has link to TestDrive site • http://preview.tinyurl.com/DocWorkspaceText More detailed version than video above. And a bonus for watching my presentation: http://www.customguide.com/quick_references.htm FREE, printable quick reference guides for many common applications.
