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Creating Shared Workspaces
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Listing tasks or issues beforehand keeps meetings from getting out of hand
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Once you determine what you need to discuss at your meeting, assemble the people who are going to do the discussing Click either the Dashboard and go to the Attendees Web Part or click the Attendees tab, and then choose Manage Attendees from the View drop-down list to request the individuals who need to attend If you need to add someone, click New Item from the New drop-down list, enter the name of the person, and then click OK n An e-mail address for example, janedoe@mycompanycom n The person s name as listed in Office Live s Users & Accounts If you click the Address Book button next to the Name box, you get a dialog box that enables you to look up the person s user name or e-mail address, in case you can t remember it In the Comment box, you can add a note to the person, giving them specific instructions From the Response drop-down list, choose an option that describes
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the person s response: Accepted, Tentative, or Declined (Presumably, you will have discussed the meeting on the phone or in person with the individual beforehand) In the Attendance box, choose whether the person s attendance is Optional, Required, or Organizer When you finish, click the Save and Close link When you ve added all the attendees, click Go Back to List to review the names and make sure no one has been left out Don t forget to include yourself in the list and label yourself as Organizer You know you are organizing the meeting, but others in your workgroup might not
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The difference might not seem clear at first, but a list of objectives isn t the same as a list of agenda items for a meeting Objectives are overarching goals that need to be achieved by the time the meeting is over Agenda items are the individual steps the meeting participants take to meet the objectives For instance, to meet the goal of drawing up a budget, you need to:
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1 Compile a list of expenses 2 Review overall budget 3 Discuss promotional materials
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Those three are agenda items To add one for your meeting workspace, click Add New Item under the Agenda section of the Dashboard However, you must be in the Basic Meeting Workspace to see the Agenda section; it isn t available in other workspaces When the Agenda: New Item screen appears, fill out the boxes that appear Subject is the subject of the item, owner is the person responsible for it, Time is the time needed to discuss it, and Notes are supplemental bits of information about it When you finish, click OK
Creating Custom Lists
Custom Lists are ones you create from scratch When you click one of the three options Custom List, Custom List in Datasheet View, or Import Spreadsheet you name your workspace The workspace opens with the three standard menus: New, Actions, and Settings You can choose New Item from the New menu and add an item of your choice But, you need to choose options from the Settings menu, such as Create Column or Create View, to customize your list
CHAPTER 5:
Creating Shared Workspaces
The Web Pages option for creating workspaces isn t all that different from the web pages discussed in 3 One option, Web Part Page, is a web page broken into two or more containers called Web Parts Web Parts are self-contained programs that allow web users to manipulate and view information online
Giving Users Access to Workspaces
Each Office Live account includes access for a fixed number of users to access workspaces With Office Live Essentials, you get access for ten users; with Premium, the limit is 20 If you ever need access for more users, you can purchase it in additional packs of five To gain access to a workspace, each user must have a user name and a password You set up this information in the Users & Accounts screen The permissions system for workspaces works like web sites You can choose from three possible levels: n Administrator This level of permissions lets you set up or delete user accounts, or modify or delete data stored on workspaces n Editor As an editor, you can add, modify, or delete data stored on workspaces, but you can t create or delete user accounts n Reader You can only read information stored on workspaces; you can t add comments, or modify or delete information Your first impulse is probably to restrict administrator access to yourself alone This is a good idea for security reasons because it prevents everyone else from being able to make changes to the site But what happens if you go on vacation or are sick, and your coworkers need to create new user accounts or make other changes To prevent getting anxious phone calls with such questions, give someone else administrator status as a backup
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