File Collaboration using SharePoint Document Management Task Pane Video

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File Collaboration using SharePoint Document Management Task Pane

This tutorial courtesy of Andrea Kalli virtual Trainer and Assistant, LLC. www.virtualassist.net File Collaboration Using the SharePoint Services Document Management Task Pane-Part One Now, with Office 2003 and later, there is something called the shared task pane or the shared document management task pane. The wording is a little different between the two versions of Office, but it is really the same thing. It actually allows users in different locations to publish a single file like in Excel Spreadsheet. Publish to a SharePoint document workspace and everybody works on that published document on their own local machine. And then, any changes made that they make on their local machine, it gets published up to the share document area. So in essence, it really is great for workgroups that are utilizing Office 2003 year later to have a sever environment. It is like a server document that everybody works on and their using their own desktop or an application to work on it that changes and gets uploaded and everybody sees the new changes. It is just a really great little environment. So let us go ahead and walk through that process. I am using Excel 2007 but you can still do this to Excel 2003 as well. And of course, this is not just for Excel, this feature is for Word, Excel, PowerPoint, Visio and Microsoft Project. So the way you do that, the way you publish an Excel Spreadsheet, as you go up to the office button. [Demo] Publish and say, create document workspace. [Demo] And when you do that the document management task pane opens up and it wants you to create the workspace. So we can leave the name of the workspace the same and this is the location for the new workspace on the SharePoint site. If I let my mouse float over this, you can see where this is going to be located and this is where I wanted to be located so, that works out well. But if you are not sure if this is blank, you can just type in a URL and it will look something like, it would be HTTP, forward, slash, then you would put the URL of your SharePoint site. And then, it will create the document workspace underneath that. So, I am going to say create. [Demo] And it has created a document workspace for us. So right now, it is saying that the document is up-to-date and that is bright because I just created the workspace. And you may want to add users, it will be the next thing. Right now, I am the only user here, so if want to add new members, I can add new members to this document workspace. I am going to ahead and – [Demo] I will add those there and then I can say, well what level of control or permission I want them to have. I will give them contribute permission which means they can view, add, update and delete and I am going to say next. [Demo] And this is saying, the following members will be granted access to this workspace. Confirm or modify the member information below. Some information cannot be modified, click back to add or remove members. So, I am going to say finish. [Demo] And I get a little message that says the member were added successfully to the workspace. Send an email invitation to the new members, you can see and edit the message before sending it. So, I am going to say okay. [Demo] And then, it launches an email with the link and it is actually giving them access to the SharePoint site with contribute level permission. Now, the only reason why I was able to do that is because I have the authority to add users, not everybody is going to be able to have that. And this circumstance, I was able to add members on the fly just because of my status on the SharePoint site. But that will not happen for everybody and you will need to understand if you are able to add users, then you will be able to create at this way. If you cannot add users, you need to talk to your SharePoint administrator or people who can add users to this SharePoint site and make sure they gets added prior to setting this up. So I can actually send this out to these people. I will say send. [Demo] And now, I have sent this out. And I can see present here, just see thi

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This tutorial courtesy of Andrea Kalli virtual Trainer and Assistant, LLC. www.virtualassist.net File Collaboration Using the SharePoint Services Document Management Task Pane-Part One

Now, with Office 2003 and later, there is something called the shared task pane or the shared document management task pane. The wording is a little different between the two versions of Office, but it is really the same thing. It actually allows users in different locations to publish a single file like in Excel Spreadsheet. Publish to a SharePoint document workspace and everybody works on that published document on their own local machine. And then, any changes made that they make on their local machine, it gets published up to the share document area. So in essence, it really is great for workgroups that are utilizing Office 2003 year later to have a sever environment. It is like a server document that everybody works on and their using their own desktop or an application to work on it that changes and gets uploaded and everybody sees the new changes. It is just a really great little environment.

So let us go ahead and walk through that process. I am using Excel 2007 but you can still do this to Excel 2003 as well. And of course, this is not just for Excel, this feature is for Word, Excel, PowerPoint, Visio and Microsoft Project. So the way you do that, the way you publish an Excel Spreadsheet, as you go up to the office button.

[Demo]

Publish and say, create document workspace.

[Demo]

And when you do that the document management task pane opens up and it wants you to create the workspace. So we can leave the name of the workspace the same and this is the location for the new workspace on the SharePoint site. If I let my mouse float over this, you can see where this is going to be located and this is where I wanted to be located so, that works out well. But if you are not sure if this is blank, you can just type in a URL and it will look something like, it would be HTTP, forward, slash, then you would put the URL of your SharePoint site. And then, it will create the document workspace underneath that. So, I am going to say create.

[Demo]

And it has created a document workspace for us. So right now, it is saying that the document is up-to-date and that is bright because I just created the workspace. And you may want to add users, it will be the next thing. Right now, I am the only user here, so if want to add new members, I can add new members to this document workspace.
I am going to ahead and –

[Demo]

I will add those there and then I can say, well what level of control or permission I want them to have. I will give them contribute permission which means they can view, add, update and delete and I am going to say next.

[Demo]

And this is saying, the following members will be granted access to this workspace. Confirm or modify the member information below. Some information cannot be modified, click back to add or remove members. So, I am going to say finish.

[Demo]

And I get a little message that says the member were added successfully to the workspace. Send an email invitation to the new members, you can see and edit the message before sending it. So, I am going to say okay.

[Demo]

And then, it launches an email with the link and it is actually giving them access to the SharePoint site with contribute level permission. Now, the only reason why I was able to do that is because I have the authority to add users, not everybody is going to be able to have that. And this circumstance, I was able to add members on the fly just because of my status on the SharePoint site. But that will not happen for everybody and you will need to understand if you are able to add users, then you will be able to create at this way. If you cannot add users, you need to talk to your SharePoint administrator or people who can add users to this SharePoint site and make sure they gets added prior to setting this up. So I can actually send this out to these people. I will say send.

[Demo]

And now, I have sent this out. And I can see present here, just see thi

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