Microsoft Office 2003 Super Bible phần 8 pot

419Chapter 17 ✦ Windows SharePoint Services with Office System To create a new folder, simply select Add New Folder in Step 2, enter the folder name in the Add New Folder dialog box, and press OK. To view the contents of a folder, click it or select View Contents from the menu available to the right of that folder. You can also delete a folder and its contents via the available menu on the right of its entry. Be sure you don’t delete a folder without first checking that it doesn’t contain important files. To return to the main view after a folder is in its contents view simply select the folder again. Documents are added to a folder using the same method as before, but with that folder’s contents in view. The menu available to the right of a documents entry in the Documents pane allows you to delete the document or to obtain an alert when changes are made to the document. Alerts are also available via the Alert Me About Documents link at the bottom of the Documents pane. When a document is not the currently open document, the menu to the left of that document allows you to open the document in its associated application. You can also open a document in its associated application by clicking its entry in the Documents pane. Entries in the Tasks tab are refreshed when you press the Update button at the bottom of the Shared Workspace pane. You can easily add links to the Shared Workspace by using the Links tab of the Shared Workspace pane. Links are added by selecting the Add New Link hyperlink from the bottom of the Links pane, entering the location, description, and any Notes relevant to the link in the new Link dialog box, and then pressing OK. From the menu available to the right of the link in the Links tab, you can choose to edit or delete the link or to receive an alert when that item is changed. The Document information tab in the Shared Workspace displays information about the currently open document. From the Alert me link towards the bottom of the Document information tab you can choose to receive an e-mail alert when changes are made to the item or when Web discussions on the item have changed. The Restrict Permissions link towards the bottom of the Document information tab allows you to set permissions on the file in the same way that you can via the Permissions button on the standard toolbar. You can open, restore, delete, and view comments for versions of the document stored in the Shared Workspace via the Version History link at the bottom of the Information tab of the Shared Workspace pane. Versioning can be enabled via the Modify Settings for Document Versions link in the new Versions Saved For dialog box that opens after selecting the Version History link. The Version History is also accessible via File_Versions_In a Document Library from the standard toolbar. Figure 17-13 shows the Versions Saved For dialog box opened from the Version History link in the Information tab in the Shared Workspace pane in Word. 420 Part II ✦ Collaborating and Integrating with Office 2003 Figure 17-13: Enable and work with versions via the Document Information tab. To open, restore, delete, or view comments on a document version, simply select that version in the Versions Saved for dialog box, choose the appropriate action from the options available on the right, and respond appropriately to any subsequent prompts. Restoring a document does not delete it but, instead, makes it the current and active available document. You cannot restore or delete the currently open and active document. Use the Open button to view the contents of document versions prior to deleting or restoring them unless comments you have added to the version adequately describe that version. Comments can be added to a document only when it is checked in. To check in a document you, naturally, need to have first checked it out. Checking out a document, as covered previously, provides a long-term lock on the file that prevents others from making changes to it while you want to work on it. The Check Out and alternate Check In links in the Document Information tab of the Shared Workspace pane are available only when you are working with a writeable copy of the file opened directly from the Shared Workspace. Check the Status tab (the first tab of the Shared Workspace pane) to determine whether a document has been checked out and to whom it is checked out. To check out a document, follow these steps: 1. Open the document from the Shared Workspace by clicking it. 2. If the document opens as a read-only file, select the Save button on the standard toolbar and select Save in the new Save As dialog box to overwrite the Workspace copy. This makes the currently open file writeable. This then makes Check Out and the alternate Check In available in the Document Information tab of the Shared Workspace task pane. If a Word document was opened from the Workspace in Reading Layout, for editing purposes, select the Close button on the standard Word toolbar to change to your preferred editing layout. 3. Select the Check Out link from the bottom of the Document Information pane (see Figure 17-13). Tip 421Chapter 17 ✦ Windows SharePoint Services with Office System To check a document back in and add comments to it, select the Check In link from the bottom of the Document Information pane, add your comments in the new Check In Comments dialog box, and then select OK. A checked-out document can also be checked in, and comments added, when the file is closed. When closing a checked-out document that is opened directly from a Shared Workspace, you are prompted to check in the file, keep the file checked out, or to discard changes and undo the check out. Respond accordingly to your requirements at that time. To provide a lock on a copy of a document in a Shared Workspace while you work on a local copy of that file that is linked to the workspace copy, you need to visit the workspace using Internet Explorer and check out the document using the menu available to the right of that file. The file remains synchronized to the workspace copy, but only you can make changes that can be updated to the workspace copy. When you want to check the file back in, simply visit the workspace again and use the same menu to, this time, check the file in. Comments can then be added to the file version in the Check In Web page in Internet Explorer. SharePoint as a Central Contacts and Calendar Server Two of the useful features available with Windows SharePoint Services are the capability to act as a central server for calendars and contacts. You can maintain a central database of contacts and events that can be linked directly to Outlook and are accessible by anyone with access to the Contacts and Events folders on the SharePoint site. These features, although not as powerful as those available with Microsoft Exchange, provide an alternative to comparable Exchange features when that server is not available. Linking a SharePoint Events folder (which is essentially a calendar) to Outlook is particularly useful when you want to compare events in the SharePoint calendar with another calendar in your Outlook profile. Figure 17-14 shows a linked SharePoint calendar opened side by side with an Outlook calendar. Multiple SharePoint calendars can also be opened side by side for comparison. Note 422 Part II ✦ Collaborating and Integrating with Office 2003 Figure 17-14: View a SharePoint calendar in Outlook In Figure 17-14, my girlfriend has access to a SharePoint events folder and uses it to remind me of certain appointments I am “required” to do. You can use this feature for many imaginable scenarios. Perhaps you want to maintain a SharePoint calendar of company meetings and events and make that available to all employees from within Outlook. SharePoint calendars are listed in the Other Calendars section of the Calendar view in the Outlook Navigation pane. Linked SharePoint calendars are cached for offline use in Outlook when the SharePoint server is inaccessible. To view a linked SharePoint calendar in Outlook, simply select its checkbox in Other Calendars. When connected to the SharePoint server, you can refresh the SharePoint calendar by deselecting and then selecting its entry in Other Calendars. Linking a SharePoint Events folder to Outlook (regardless of where it is located on the SharePoint server), and therefore making its information available in Outlook, is as easy as opening that Events folder in Internet Explorer, selecting the Link To Outlook link in the top bar of that folder’s view, and selecting Yes when you receive the prompt from Outlook to add it. SharePoint calendars are opened in Outlook as read-only. You need to edit the SharePoint calendar and add events at the SharePoint site. You can, however, add events from the SharePoint calendar to your default Outlook from within Outlook. The reverse, unfortunately, doesn’t apply. 423Chapter 17 ✦ Windows SharePoint Services with Office System To add an event from a SharePoint calendar opened in Outlook to your default Outlook calendar, open the calendars side by side and drag and drop the event from the SharePoint calendar to the Outlook one. You can drag and drop the event into any time slot you choose. You might need to compensate for differing time zones when adding events from the linked SharePoint calendar to one of your other available non-SharePoint calendars. Check with your SharePoint administrator to determine the time zone used on the SharePoint server. To remove a linked Calendars folder from Other Calendars, right-click its entry in Other Calendars and select Remove from Other Calendars. Making SharePoint contacts available to Outlook The integration of SharePoint with Outlook also includes the capability to open a SharePoint Contacts folder as a read-only Contacts folder in Outlook and the capability to import Outlook contacts into a SharePoint Contacts folder. This is particularly useful when you want to maintain a shared, central global address list accessible from Outlook to all who have access to the SharePoint Contacts folder. You can add contacts from your Outlook address book to the SharePoint Contacts folder and make them available to all others with access to the SharePoint Contacts folder. SharePoint Contacts folders that are linked to Outlook can be made available in the Outlook address book and are also available to Outlook as an address list for checking purposes when Outlook sends e-mail. Linked SharePoint contacts are cached in Outlook so the information is available offline or when the server is not accessible. SharePoint Contacts folders that are linked to Outlook are opened as read-only, and, therefore, you have to edit the SharePoint Contacts folder at the SharePoint server. You can drag and drop the contacts from the linked SharePoint Contacts folder to other non- SharePoint Outlook Contact folders. To import Outlook contacts into a SharePoint Contacts folder, follow these steps: 1. Connect to the SharePoint site in Internet Explorer. 2. Locate and then open the Contacts folder by clicking its entry. In the case of the default SharePoint Contacts folder, the link to the folder is found in the Quick Links section of the main SharePoint Home Page. 3. Select the Import Contacts link in the top bar of the Contacts Web page to open the Select Users to Import dialog box. This dialog box is a representation of the Outlook address book. 4. In the Show Names From The drop-down menu of the Select Users to Import dialog box, select the address list you want to import from. 5. Select the entries you want to import from the main pane in the Select Users to Import dialog box (a modification of the Outlook address book) and press Add to add them to the list of contacts to be imported. Use Ctrl+Click to select multiple entries. Contiguous entries can be selected using Shift+Click. You can resize the Tip 424 Part II ✦ Collaborating and Integrating with Office 2003 Select Users to Import dialog box to more easily locate contacts by dragging the bottom-right corner of that dialog box. You can also begin typing a contact’s name in the Type Name or Select From List text boxes to assist in locating a contact. 6. Press OK to finalize the import and to add the selected contacts to the SharePoint Contacts folder. Outlook contacts with multiple e-mail addresses and fax numbers are listed in the Select Users to Import dialog box as separate entries (one entry for each e-mail address and one for each fax number). When these entries are imported into SharePoint and subsequently viewed as a linked Outlook contacts folder, each e-mail address and fax number is displayed as a separate contact. To link a SharePoint Contacts folder to Outlook, simply select Link To Outlook in Step 3 and then select Yes when prompted by Outlook to add the link. Contacts folders linked to Outlook are available in the Other Contacts section of the Contacts view in the Outlook navigation pane. Select the linked SharePoint Contacts folder from Other Contacts to view its entries. Contacts folders in other Contacts can be enabled or disabled as an Outlook address book via the Outlook Address Book tab in the Properties dialog box, which becomes available when you right-click on the entry in Other Contacts and select Properties. Other options in the right-click menu include the capability to remove the link from Other Contacts. Conducting an Online Meeting with the Meeting Workspace A Meeting Workspace is a special type of workspace designed specifically to centralize all the information needed to conduct a meeting. The Meeting Workspace can be used to publish the attendee list, agenda, and documents you plan to discuss prior to the meeting. After the meeting, you can use the workspace to track tasks and to publish information gathered during the meeting. You work with Meeting Workspaces using Internet Explorer in much the same way as you do with other SharePoint sites. The familiarity you have gained using SharePoint sites in the rest of this chapter can be easily extended a to Meeting Workspace. Outlook includes the capability to create a Meeting Workspace and simultaneously invite attendees while checking on their availability to attend the meeting. To create a schedule and invite attendees to a Meeting Workspace using Outlook, follow these steps: 1. Select Meeting request from the drop-down menu next to the New button in the standard Outlook toolbar. 2. In the To field of the Meeting Request form, enter the e-mail addresses of attendees separated by semicolons. You can use the To button to select attendees from Outlook address lists. Note 425Chapter 17 ✦ Windows SharePoint Services with Office System 3. In the Subject text box of the Meeting Request form, enter a Subject for the meeting. 4. Complete the Start Time and End Time for the meeting. You can use the Scheduling tab in the Meeting request form to check the availability of attendees who have published Free/Busy times and to auto-pick a time for the meeting. 5. Add any notes about the meeting in the Notes area of the form, give the Meeting a label, set the Show Time As, and link to any Contacts and Categories as required. 6. In the Outlook Meeting request form, select the Meeting Workspace button to display the Meeting Workspace task pane. You can choose to use the workspace setting given in the Create a Workspace section of the Meeting Workspace task pane or customize the Meeting Workspace. If you choose to use the displayed settings, skip ahead to Step 11. 7. To customize the Meeting Workspace, select Change Settings in the Create a Workspace section of the Meeting Workspace task pane. This allows you to reformat the Meeting Workspace pane as shown in Figure 17-15. Figure 17-15: Create a custom Meeting Workspace and invite attendees using Outlook. 426 Part II ✦ Collaborating and Integrating with Office 2003 8. In section 1 of the Meeting Workspace pane, Select a Location, you can use the displayed server or select another server to host the Meeting Workspace. Use the adjacent drop-down menu to select another server. If the server you want to create the Meeting Workspace on is not listed, select Other from the drop-down menu and enter the location of the server in the new Other Workspace Server dialog box. 9. In section 2 of the Meeting Workspace pane, Select a Workspace, you can choose to create a new workspace or to link to an existing Meeting Workspace. To create a new workspace, select the Create a New Workspace button. You can choose a template language for a new workspace from the available templates using the Select a Template Language drop-down menu. You can choose a template type for a new workspace from the Select a Template Type drop-down menu. Available templates include Basic Meeting Workspace, Blank Meeting Workspace, Decision Meeting Workspace, Social Meeting Workspace, and Multipage Meeting Workspace. 10. Select OK to refresh the meeting Workspace pane with a similar view as seen in Step 6. 11. Select Create to create the new workspace. If you chose to link to an existing workspace, select Link. Outlook will either create a new workspace or link to an existing workspace depending on your choice in Step 9. The location of the meeting is automatically entered into the Notes field in the Outlook Meeting Request form. The Meeting Workspace task pane is updated to provide a link to the workspace for your own reference and a Remove button from which you can remove the workspace link. 12. If desired, select an account using the Accounts button in the standard toolbar of the Meeting Request form and then click the Send button in the standard toolbar of the Meeting Request form to send the Meeting Request to addressed attendees. Recipients of the request receive the meeting invitation with a link to the meeting and can respond to it in the same way that they do to any other Outlook Meeting request. After the invitation has been sent, the meeting is added to your default Outlook calendar with a designation of “M” for, of course, Meeting. The Tracking tab on the opened meeting allows you to track responses to your invitation. Use the hyperlink in the Notes section or in the Meeting Workspace task pane of the opened Meeting to customize and prepare the workspace for your meeting. Summary In this chapter, you learned how to access a Windows SharePoint Services site and about site permissions. You learned how to create lists using SharePoint and Excel, how to use the powerful Datasheet view to present data in an Excel-like view and perform Excel-like calculations, and how to dynamically link lists to Excel and Access. You learned how to create and use a Shared Workspace to collaborate on documents from within Office 2003, and how to add new workspace members and assign tasks using the Shared Workspace pane. 427Chapter 17 ✦ Windows SharePoint Services with Office System You learned how to view and use SharePoint contacts and events in Outlook, and how to create a Meeting Workspace with Outlook. ✦ SharePoint provides the powerful Datasheet list view that allows you to perform Excel-like calculations and dynamically link lists to Excel and Access. ✦ You can create and manage a Shared Workspace from within Word, Excel, and PowerPoint, allowing you to collaborate on documents with anyone who can access the workspace. ✦ SharePoint provides default Web pages and event, contacts, announcements, tasks, and shared document components that are highly flexible and customizable to suit your needs or personal preferences. ✦ SharePoint allows you to share central calendar and contacts databases with any user who can access the SharePoint site and to access and use those databases in Outlook. ✦ SharePoint site permissions can restrict user groups to have specific rights on the SharePoint server. ✦ You can send a meeting request with Outlook and simultaneously create a specialized Meeting Workspace to help facilitate the meeting. ✦ SharePoint provides a high level of security such that access to the server can be restricted. You might need to log on to the server to use it. ✦✦✦ [...]... to Print Layout view, press Alt+Ctrl+P.) Figure 18- 1 shows a document in Normal view Figure 18- 2 shows the same document in Outline view Figure 18- 1: A document in Normal view All headings are formatted using Word’s builtin heading styles Chapter 18 ✦ Getting Organized with Outlines and Master Documents Figure 18- 2: The same document shown in Figure 18- 1 but in Outline view When you activate Outline... the information from the documents to which the master documented is linked Figure 18- 5 shows the Master Document buttons on the Outlining toolbar, and Table 18- 3 identifies and describes those buttons Figure 18- 5: The Master Document buttons Chapter 18 ✦ Getting Organized with Outlines and Master Documents Table 18- 3 Master Document Buttons on the Outlining Toolbar Button Name Action Master Document... Outline view and then assign outline levels to your headings and paragraphs 433 434 Part III ✦ Beyond Mastery: Initiative within Office To create a new outline, follow these steps: 1 Switch to Outline view Figure 18- 3 shows the Outlining toolbar and identifies its buttons; Table 18- 1 describes the buttons on the Outlining toolbar Note, however, that the Outlining toolbar also displays Word’s Master Document... Initiative within Office To split your document into two equal panes, double-click the split bar (at the top of the vertical scroll bar) or choose Window_Split You can also simply drag the split bar to tailor the size of the panes To restore the split window to its original condition, double-click the split bar or choose Window_Remove Split Figure 18- 4 shows an outline in split view Figure 18- 4: An outline... CrossReference You can format heading styles just as you do any style in Word For more on working with styles, see Wiley’s Word 2003 Bible, Chapter 13 Building and formatting master documents Creating and editing subdocuments 432 Part III ✦ Beyond Mastery: Initiative within Office This marriage of outlines and styles provides considerable flexibility in approaching the outlining process You can create... Subdocument button Each subdocument is enclosed in a box, and a subdocument icon is displayed in the upper-left corner of each box, as shown in Figure 18- 6 6 Save the master document Chapter 18 ✦ Getting Organized with Outlines and Master Documents Figure 18- 6: A master document divided into subdocuments When you save a master document, Word creates a new file, in the same directory as the master document,... didn’t create the document, however, the document is locked, and a small padlock icon appears just under the subdocument icon Figure 18- 7 shows a master document in Master Document view with one subdocument locked 450 Part III ✦ Beyond Mastery: Initiative within Office Figure 18- 7: The first subdocument on this screen has been locked using the Lock Document button Note the padlock under the subdocument... keyboard to use the mouse For example, if you’re all set to type a body text entry, press Ctrl+ Shift+N rather than choosing the Demote to Body Text button Table 18- 2 lists some of the most useful keystroke shortcuts for working with outlines Chapter 18 ✦ Getting Organized with Outlines and Master Documents Note Tab and Shift+Tab are two handy keystroke shortcuts in Outline view With your insertion point...P Beyond Mastery: Initiative within Office T his part is comprised of chapters that are the special “extras” that many people know about, but might not be quite as familiar with as some of the other day-to-day functions Now that you’ve read a sampling of the meat-and-potatoes functions in each application, and then how to more efficiently work with your... headings in a table of contents and then omit the page numbers For more information about creating a table of contents using the Index and Tables command (Insert menu), see Chapter 12 of Wiley’s Word 2003 Bible After you create a table of contents, click in it and press Ctrl+Shift+F9 to convert the table of contents to regular text You can then copy the headings from the table of contents Understanding . Workspace and invite attendees using Outlook. 426 Part II ✦ Collaborating and Integrating with Office 2003 8. In section 1 of the Meeting Workspace pane, Select a Location, you can use the displayed. documents from within Office 2003, and how to add new workspace members and assign tasks using the Shared Workspace pane. 427Chapter 17 ✦ Windows SharePoint Services with Office System You learned. Word. For more on working with styles, see Wiley’s Word 2003 Bible , Chapter 13. Cross- Reference 432 Part III ✦ Beyond Mastery: Initiative within Office This marriage of outlines and styles provides