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Understanding Windows SharePoint Services Collaboration
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Windows SharePoint Services 3.0 is a workgroup-class, Web-based portal product that can be used for collaboration, including document management for a team or workgroup within an organization. Each team requiring this collaboration functionality will typically have its own SharePoint site that team members can use to share documents, have threaded discussions, share lists of important information, and more. Windows SharePoint Services is a Web-based tool, but it also provides integration with Microsoft Of ce system applications. Windows SharePoint Services provides a number of collaboration features, including the following:
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Document sharing Document sharing allows you to store documents on the SharePoint site, which can then be accessed by other team members. This is useful for sharing project-related documents, for example, or any other document that other team members might need access to. In addition to simple document storage, document sharing provides version control tools such as document check-in and checkout so that a document is not accidentally modi ed by more than one user at a time.
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40 Collaboration with Outlook and Windows SharePoint Services
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Picture libraries Picture libraries are similar to document libraries in that they
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store pictures that can be shared among team members. This is basically a Webbased photo album.
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Lists Lists are formatted lists of information. The list format can vary based on
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the type of information being stored. A number of lists are prede ned, such as Announcements, which are displayed on the main SharePoint Home page; Calendar, which can contain events relating to your team or project; Links, which stores Web links to pages that your team will nd useful or interesting; and Tasks, which helps your team members keep track of work.
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Discussion boards Discussion boards allow team members to have threaded
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discussions on speci c subjects. Discussion boards are useful to replace e-mail exchanges when more than two people are involved, as those involved can place comments and replies directly in the appropriate thread rather than exchanging a large number of e-mail messages.
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Surveys Surveys are simply a method of polling other team members for
information. As stated earlier, one of the key features of Windows SharePoint Services is its ability to integrate with Microsoft Of ce system applications. The features in Windows SharePoint Services that integrate with the Microsoft Of ce system include document sharing, which can be done from almost any Microsoft Of ce system application; lists, which can be synchronized with Microsoft Of ce Excel 2007 or Microsoft Of ce Access 2007 les; and Calendar lists, contacts, and alerts, which can be linked into Of ce Outlook 2007. In addition, Microsoft SharePoint Designer can be used to edit and customize the Windows SharePoint Services pages. This chapter focuses mainly on the integration of SharePoint and Outlook 2007. SharePoint and Outlook 2007 have the tightest integration, as they are both collaboration tools, although each has a different focus.
40
Setting Up Alerts
Alerts (formerly called subscriptions in an earlier version of the software) are used when you want to be noti ed when content on the SharePoint site changes. Alerts are sent through e-mail. To set up an alert, follow these steps: 1. Locate the content for which you want to con gure the alert. This can be virtually anything on the SharePoint site. 2. Click an item in a library. A menu appears, as shown in Figure 40-1. Select Alert Me to be alerted when that item is changed. 3. The New Alert page, shown in Figure 40-2, displays the e-mail address to which alerts will be sent. On this page, select the types of changes you want to be alerted about. Some of the options shown in the gure are not available if you are con guring an alert for a speci c item. You can be alerted about all changes; item additions, changes, or deletions; or updates to discussions involving the selected item or library.
Setting Up Alerts
Figure 40-1. Select Alert Me to get an e-mail alert when a speci c item has been changed.
5. Click OK, and the alert will be con gured. After you have created an alert, you will be noti ed each time the alert criteria set on the New Alert page are met. You can view a list of all of the alerts you have con gured on the site by clicking View My Existing Alerts On This Site on the New Alert page. The My Alerts On This Site page, shown in Figure 40-3, shows all of the alerts you have con gured on the site. You can delete an alert by selecting the check box next to the alert you want to delete and then clicking Delete Selected Alerts. It is also possible to add an alert for a list or document library (although not individual items) on the My Alerts On This Site page. Click Add Alert, select the library or list for the alert, and then click Next. Set the options on the New Alert page as described earlier in this section.
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