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Giving Your Employees Access to Your Workspaces
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But, more than that, a shared calendar also helps people track the progress of jobs on which they are working together Deadlines and milestones toward a project s completion are essential things to track, because they reassure everyone that the job is on time If it is not, you get early warning that it s going to be late, so you can adjust the end date as needed When you click the Time Manager application and choose the Schedule and Reservations tab described earlier in this chapter, a shared calendar application appears It enables you to schedule events and reserve resources you need for them Along with the traditional calendar, which is the same as the one that appears in a small snapshot size on the Time Manager application s Dashboard, you are presented with several other options for viewing upcoming events: n All Schedules This is a list of all events you or others in your workgroup have scheduled n Calendar This option is pretty misleading, frankly, because all the views are presented in the form of calendars This is literally a catch-all, a place to turn when you want to review company events, training sessions, and resources all in one place n Current Schedule These are the events scheduled by the user who is currently logged on to the Office Live site
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Every office needs to track budgets, available funds, and expenses But not every office has financial staff who are dedicated solely to bookkeeping or accounting functions Several Office Live business applications can help small businesses at least keep track of their expenses, so nothing slips through the cracks
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When you click Company Administration | Employees | Expenses, the Expenses application appears This program asks for the basics, including: n Title (a brief description of the expense) n Expense Type (a designation to help with accounting: travel, supplies, training, and so on) n Expense Amount (the amount spent)
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How to Do Everything with Microsoft Office Live
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n Date Incurred n Date Paid (the date the expense was paid for out of your accounts may be different from the date the expense occurred You can sign a purchase order and receive equipment, and then pay for it later on, for instance) Some repetition is in the default form: the Expense Type item occurs twice, for instance, and Title and Expense Description are pretty much the same thing although you can add more details about why the expense occurred in the Expense Description box Click Customize List to change the columns You can change the name of a column by clicking it, and then changing the name in the form that appears You can also move columns by clicking Changing the order of the fields in the Column section of the Customize form But you can t delete a column not at press time, at least By leaving the name of the column blank and moving it to the far end of the form, however, you can ensure it will be ignored One of the most useful applications related to Office Live is called Office Accounting 2007 This isn t one of the business applications described in this chapter, but it can help you process the data you capture in the Expenses and Estimates applications See 15 for more information
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Estimates and Budgets
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The Estimates business application, which appears under the Sales category, is intended to give your staff a place to record the estimates you give to prospective clients for your products or services You don t want to duplicate estimates someone else on your staff has already issued, and you certainly don t want to provide different quotes than the ones already released You record Requests for Proposals (RFPs) on the Quotations tab, one of two included with the Estimates application The other tab, Order Information, gets specific about the quotations The Quotations tab, by default, only lets you record that an estimate was made, as well as who made it, and when it was made The Order Information tab provides fields for the specific amount of the estimate itself The other essential aspect of tracking office finances budgets doesn t exist in Office Live s business applications You can use Microsoft Office Accounting 2007 quite nicely for that purpose But, if you only want a quick statement of available funds, consider adapting the Estimates application for your purposes
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CHAPTER 6:
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