Remember the last time you had to pull together a document that depended on contributions from several different people? You sent out a draft as an attachment in an e-mail message and then got back several different copies that you had to track. X didn't know what Y's section said, so they provided conflicting information that you had to sort out. You came up with a document in the end, but it was a pretty chaotic process. Now there's a solution for all that chaos — a Document Workspace.
By sending a Microsoft Office Word 2003, Microsoft Office Excel 2003, Microsoft Office PowerPoint 2003, or Microsoft Office Visio 2003 file as a shared attachment in an e-mail message, you can create a Document Workspace, a Microsoft Windows SharePoint Services Web site that offers one-stop shopping for document collaboration. People on the To line in your message automatically become workspace members. You can work in your local copy of the file and then use the Shared Workspace task pane to update the workspace copy so all members can always access the most recent version. You can also use the task pane to assign new tasks, add new members, and more.
Note For screen reader text detailing the onscreen actions and a screen reader version of the audio script, click Demo text version.
Demo text version
|Microsoft Office Outlook® 2003 is open, and so is an e-mail message with the subject "Please add your sections to the Employee Handbook." On the Insert menu, the pointer moves to File. The Insert File dialog box opens. The pointer clicks the Employee Handbook.doc file, and then moves to the Insert button. The dialog box closes.
||You know the drill — you've been asked to pull together a large document with contributions from a number of other people. You could send the document in an e-mail message. But there's an easier way: a Document Workspace in Microsoft Office 2003.
|Employee Handbook.doc appears as an attachment in the e-mail message. The Attachment Options task pane is open on the right. The pointer selects the Shared Attachments option in the task pane. Text surrounded by a blue box is added to the body of the message. The text invites the message recipients to join a Document Workspace. The pointer rests over the Create document workspace at option in the Attachment Options task pane, where you can choose or type the URL for a Microsoft Windows SharePoint Services Web site. The cursor moves to the Send button to send the e-mail message.
||Here's how it works. As usual, you insert the shared document as an attachment. With the click of a button, you have the option to create a Document Workspace. Text inviting the recipients is added automatically. All you need is a Microsoft Windows SharePoint Services site, and you're ready to share the document.
|Outlook 2003 disappears. Word 2003 appears. On the File menu, the pointer moves to Open. In the Open dialog box, the pointer selects Employee Handbook.doc, and then moves to the Open button. The Employee Handbook document opens. A dialog box also opens explaining that a copy of the document is stored in a Document Workspace, and that you can get updates from that copy while you work. The pointer clicks Get Updates. A Shared Workspace task pane opens on the right.
||Your local copy of the document is now connected to the workspace copy. To see the changes others have made, just open your local copy of the document and get updates from the workspace copy.
|The pointer clicks the Tasks tab in the task pane, and then clicks Add new task. The Task dialog box opens. "Add intro section" is typed in the Title field. Janet Leverling is selected in the Assigned to field. The pointer clicks OK and the dialog box closes. The new task appears on the Tasks tab of the Shared Workspace task pane.
||If you have a specific task for one of your contributors, you can assign the task in the Shared Workspace task pane without sending an additional e-mail message.
|The pointer moves to the top of the Shared Workspace task pane and clicks the Open site in browser link. Word disappears and Microsoft Internet Explorer appears with the Document Workspace Web site open. The site includes Announcements, Shared Documents, and Tasks sections. It also includes a list of the Document Workspace members.
||From the Shared Workspace task pane, you can also get to the Document Workspace site in your Web browser, where you can view the list of members, assigned tasks, and other details.
|A task bar appears showing a list of icons for open applications, indicating that ALT+Tab was pressed. Word is selected in the task bar. Internet Explorer disappears and Word appears with the Employee Handbook document open. The pointer scrolls to the Security, Safety, and Health section of the document and replaces "October" with "September." The pointer clicks the Save button on the Standard toolbar. The Status tab becomes active in the Shared Workspace task pane. The pointer moves to the Status tab and clicks Update Workspace Copy.
||Remember an important revision that you left out of the document? No need to send it out again. You can just open your local copy of the document, add your changes, save the document, and update the workspace copy. Other members will see your changes when they open their local copies of the document.
On the File menu, the pointer moves to Close. Word closes and the Document Workspace Web site appears in Internet Explorer.
Internet Explorer disappears. The animated text Experience Your Own Great Moments appears. Under it appears the static text For more information followed by a URL: http://www.microsoft.com/office.
|Use a Document Workspace to simplify the process of collaborating and reviewing documents. Use one today and watch your workload decrease while your time-savings increase!
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