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Document Collaboration
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SharePoint is fundamentally about collaboration, so it s no surprise that SharePoint document collaboration features are especially well developed. SharePoint document libraries include the following collaboration features: Document check in and check out: By checking out a document, you can assure that someone else doesn t overwrite your changes. Users who have permission to access the document library can see if a document is checked out, and to whom. When you check in a document, you can record comments specific to the changes you made to the document, or other pertinent information. Versions: SharePoint can automatically track versions of a document for you. You can switch between versions and maintain an accurate record of document changes for auditing purposes. This is especially valuable in light of new corporate rules introduced due to Sarbanes-Oxley regulations.
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CHAPTER 1 SHAREPOINT AND EXCEL: THE PERFECT PARTNERSHIP
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Document workspaces: A document workspace is a mini-version of a WSS site focused on a document or a set of related documents. Users can be invited to a document workspace through an automatically generated e-mail message. They can click the link to open the document; add comments; and through the use of a Document Workspace task pane, check off tasks related to the document, contact other members of the shared workspace, access other related documents, and set alerts to be notified of changes to the document (see the section Uploading an Excel Workbook to SharePoint later in this chapter). Presence integration: Members can easily detect if another member of the team is currently online, and depending on that person s status, make contact with the team member through instant messaging, send the team member an e-mail, add the team member to their contacts, and check the team member s free/busy status. Alerts: Members can set alerts to receive e-mail notifications if a document has been added to a document library, or if a document in a document library has been modified (see the section Alerts for Content Changes later in this chapter).
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SharePoint has a powerful search engine that can help you quickly locate the information you need. Using Search, you can find documents, people, list items, web sites, and other useful information. If a user conducts a search from an SPS portal page, SharePoint searches the portal and any WSS sites to which the user has access. Users can access documents on any area of the portal or on any WSS site directly from the search results. By default, the results are categorized by the site on which they were found, and in order of relevance. However, you can choose a different view of the search results and see them by author, by date, and by area. Using advanced search tools, you can narrow a search by entering specific search criteria by type, by source, by properties, and by date. For example, these advanced tools give you the ability to find all Microsoft Excel documents (by type), on the Sales area of the portal (by source), authored by John Smith and containing the word elephant in the description (by properties), modified in the last week (by date).
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CHAPTER 1 SHAREPOINT AND EXCEL: THE PERFECT PARTNERSHIP
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One of the biggest advantages of maintaining documents and lists on SharePoint is that users can decide what s important to them and what they want to track. In the world without SharePoint, people are bombarded with group e-mail messages that contain information that has no relevance or interest to them. E-mail serves as the primary method of communication, information dissemination, document sharing, and document storage. E-mail was never intended for this purpose. Handling the sheer volume of e-mail that arrives each day becomes a monumental task. If you spend two hours a day handling e-mail, and half of the e-mail messages you receive are inconsequential, you ve just wasted an hour a day, 5 hours a week, 260 hours a year. That comes to six and a half weeks of work each year! Wouldn t you rather spend that time on vacation in the Caribbean than slogging through junk e-mail Then there s the size of e-mail messages. Not only does a 5MB PowerPoint presentation attached to an e-mail message clog your mailbox, when you multiply that by the number of people copied on the message, it can seriously impact the bandwidth in an organization s network. SharePoint can drastically reduce the amount and the size of e-mail messages you receive. By setting daily or weekly alerts on the content that interests you, you receive one e-mail message that summarizes all the pertinent content. It tells you what has been modified or added, and includes a link to the related document or list. No more sending large e-mail attachments to 50 people. You upload the document to the SharePoint site, and users who want it can go and get it there. If you re interested in a particular list, you can set an alert that notifies you that a list item has been added or a list has been modified. SharePoint lets you choose how frequently you want to be notified: immediately, daily, or weekly. You can also choose what level of notification you want: items that are discovered (added) or items that are changed. Alerts are pervasive in SharePoint. You can find Alert Me links on every page, in document workspace task panes, and in drop-down menus on list items. After you ve set a number of alerts, you can manage your alerts through Rules and Alerts on the Actions menu in Microsoft Outlook. This is part of SharePoint s excellent integration with Microsoft Office, and provides a convenient place to review the alerts you ve set and make changes when necessary. Figure 1-7 shows an e-mail notifying you that an item has been added to a SharePoint list.
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