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Using the Shared Workspace Task Pane
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Excel, OneNote, PowerPoint, Project, Visio, and Word all provide a Shared Workspace task pane that can create, view, or modify document workspaces for the current document. As a bonus, most of the functions work with other types of SharePoint sites as well. Here s one way to display the Shared Workspace task pane:
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If no task pane is on display, press Ctrl+F1. If a different task pane is on display, click the drop-down arrow in the task pane
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title bar and select Shared Workspace. Alternatively, choose Shared Workspace from the Tools menu.
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A document workspace is very much like a Team Site. It contains a document library named Shared Documents and the usual assortment of predefined lists: Announcements, Contacts, Events, Links, and Tasks. The difference is that a document workspace exists solely to facilitate collaboration on a specific document. The SharePoint browser interface and the Shared Workspace task pane both provide commands that create document workspaces based on an existing document. By default, the name of the new document workspace will come from the document s filename base. The new site s Shared Documents library will, of course, contain a copy of the document. At this point, the collaborators start checking the document workspace, updating and annotating the original document, adding and revising supporting documents, having discussions, monitoring tasks, checking deadlines, and so forth. Only one collaborator at a time, however, can have the same document open for edit.
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You could do all the same activities in an existing Team Site, of course, but then the Team Site fills up with all those intermediate work results. Using a document workspace keeps that work segregated and makes it easier to clean up after the work is complete.
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Part II: End-User Features and Experience
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When the document is complete, its owner publishes the final version, usually by copying it to the original library. After a suitable period, the owner deletes the document workspace.
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4
An Incredibly Brief Introduction to Document Workspaces
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Part 1: Part Title
Microsoft Windows SharePoint Services Inside Out Whenever you have a document open in one of these programs, and the document doesn t reside in a SharePoint library, the Shared Workspace task pane looks like the one in Figure 4-3.
Part II: End-User Features and Experience
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F04WSS03.bmp
Figure 4-3. When the current document doesn t reside in a SharePoint library, the Shared Workspace task pane offers to create a document workspace and save the document there.
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To save the current document in a new Shared Workspace site, proceed as follows:
1 Select either the Members, Tasks, Documents or Links tab in the Shared Workspace task pane. 2 Review the contents of the Document Workspace Name box. This will become the name of the new document workspace. If you want a different name, simply type it in. 3 Review the Location For New Workspace box. This specifies the SharePoint site that will serve as the parent of the new document workspace. The Shared Workspace task pane will suggest a site, but you can choose a different one by opening the drop-down list or by typing a URL. 4 Click the Create button.
Once you ve opened or saved a document in a SharePoint site, the Shared Workspace task pane changes to show the content of that site. The next six topics will explain the six views this task pane can present: Status, Members, Tasks, Documents, Links, and Document Information.
Part II: End-User Features and Experience
Using SharePoint with the Microsoft Office System
Using the Shared Workspace Status Tab
The Status tab of the Shared Workspace task pane displays document information such as version and check-out status. This tab appears at left in Figure 4-4.
F04WSS04.bmp
Figure 4-4. Respectively, these are the Status, Members, and Tasks tabs of the Shared Workspace task pane.
The following controls appear near the bottom of every tab in the Shared Workspace task pane.
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Get Updates Options
This button retrieves and displays the most recent information from the SharePoint site. This link displays a Service Options dialog box where you can configure settings for the Shared Workspace task pane. A later section in this chapter will explain these options.
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