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Click this button to display a Delete Alerts dialog box. Select the check box for each alert you want to delete, and then click OK. Click this button to display the Create Rule dialog box shown in Figure 4-16. Here you can specify whether Outlook will display a visual alert when the message arrives, whether Outlook will play a sound, and whether Outlook should file the message in a special folder. To configure more complex rules, click the Advanced button.
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Part II: End-User Features and Experience
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Part II: End-User Features and Experience
4 4 4 4 4
Figure 4-16. Clicking the Create Rule button in Figure 4-15 displays this dialog box, where you can create rules for filing alerts.
F04WSS16.bmp
Sending Shared Attachments
In many ways, attaching a file to an e-mail message is like starting a game of telephone tag. Consider:
You send the file. The recipient sends it back with changes and a slightly different filename. You resend the file with additional changes and yet another filename. The recipient makes even more changes and again renames the file.
And so it goes. The problem is even worse if three, four, or twenty people are updating content and changing filenames. To avoid this, you might choose to send a shared attachment. With this approach you would:
1 2 3 4
Compose the message and specify the attached file as usual. Click the Attachment Options button in the Message window. When the Attachment Options task pane appears, click Shared Attachments. In the Create Document Workspace At drop-down list, select the parent site of the new document workspace, or select (Type New URL) and then type in the URL of a SharePoint site. Figure 4-17 shows this selection in progress.
5 Click Send.
Part II: End-User Features and Experience
Using SharePoint with the Microsoft Office System When you send a message with a new shared attachment, Outlook creates a new SharePoint document workspace whose URL is the parent you specified in step 4 plus the filename base of the file you attached. Windows SharePoint Services will consider you the owner of this site, but all other permissions will default to those of the parent SharePoint site. If any recipients of your message need additional privileges to access the document workspace, it s your job to grant those permissions manually.
F04WSS17.bmp
Figure 4-17. When you designate an attachment as shared, Outlook adds it to a SharePoint site and mails only a pointer to that site.
For more information about managing permissions for SharePoint site members, refer to 17, Administering Your SharePoint Site.
When you propose a meeting in Outlook, you can simultaneously create a SharePoint meeting workspace. This is a SharePoint site equipped specifically to organize, prepare, conduct, record, and follow-up from a meeting. As shown in Table 4-1, there are five kinds of meeting workspaces, each with different features.
Part II: End-User Features and Experience
4
4
Meeting Workspaces
4
4
4
Part 1: Part Title
Microsoft Windows SharePoint Services Inside Out
Table 4-1.
Types of Meeting Workspaces
Meeting Workspace Type Basic Blank Decision
Site Feature
Objectives List Attendees List Agenda List Document Library
4 4 4 4 4
Social
Multipage
Tasks List Decisions List 2 Blank Pages Directions Image/Logo Things to bring Discussions Picture Library
To schedule a meeting and create a meeting workspace simultaneously, proceed as follows.
1 In Outlook, choose New from the File menu, and then choose Meeting Request. 2 Specify the attendees, subject, location, time, and other details in the usual way. 3 Click the Meeting Workspace button. The Outlook Meeting window should then resemble Figure 4-18. 4 The Create A Workspace section of the Meeting Workspace task pane shows the options currently in effect. If these are what you want, skip the rest of this step and jump ahead to step 5. If one or more settings are incorrect, click the Change Settings link. This will make the Meeting Workspace task pane look like the one at left in Figure 4-19. If necessary, change the workspace location, spoken language, or type. Alternatively, click the Link To An Existing Workspace option and choose one of the locations listed. As choices, the list box will include all SharePoint sites located just subordinate to the site under the Select A Location heading. When you re done making changes, click OK. This returns the task pane to its normal state, shown in Figure 4-18
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