Demo: Work together in a Meeting Workspace

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Have you ever totaled up all the e-mail messages related to a project you had to coordinate? It adds up fast. It's also difficult and time consuming for everyone involved to keep track of the latest information and materials. You can make life much easier for yourself, your project team, and your Inbox by linking a Meeting Workspace to your project-related meeting requests in Microsoft Office Outlook 2003.

The Meeting Workspace is a Microsoft Windows SharePoint Services Web site that works with Outlook. Team members can go to the site for the most up-to-date information and materials, whether the meeting is still in the planning stages, taking place right now, or has already occurred. And who says you have to do all the work? Team members can collaborate on meeting materials and other aspects of the project if you let them.

 Note   For screen reader text detailing the onscreen actions and a screen reader version of the audio script, click Demo text version.

ShowDemo text version

Screen Action Audio Script
Outlook 2003 is open with messages in the Inbox displayed. The pointer clicks a message about the conference being planned. The pointer selects a block of messages, and then clicks the specific examples of conference-related messages. The pointer moves to the attachment icon in the last example message. Coordinating a big project through e-mail, like this large conference my team is planning, isn't the most efficient way to work. It results in lots of messages back and forth – here's one about conference sites, one about vendors, another one about the budget. Some of the messages even have important attachments containing the project team's input.
The pointer clicks Calendar, and then moves to a meeting on the calendar. With Outlook 2003, there's a nifty new way to make this all much, much simpler.
After a double-click, the meeting request opens with the To line, Subject line, and Location filled in. The message body is empty. I start by setting up an invitation to a meeting to discuss the project.
The pointer clicks the Meeting Workspace button under the Reminder check box. The Meeting Workspace task pane appears. The pointer moves to the description of a Meeting Workspace Web site at the top of the task pane, and then to the section called Create a Workspace. I know; that's nothing new. But this next thing is. I'm going to create something called a Meeting Workspace, which is actually a Windows SharePoint Services Web site that works with Outlook. Before we look at one, though, I'll show you how easy it is to create.
The pointer moves to the Create button. The task pane changes to indicate that the workspace is now linked. Text inviting attendees to the workspace appears in the body of the message. In the text is a link to the workspace. Creating the workspace is as simple as one click and waiting a second or two for it to complete.
The pointer moves to the link in the message body. The scene changes to the home page of the Meeting Workspace where there are parts for the objectives, attendees, agenda, document library, tasks, and decisions. The title, date, time, and location for the meeting are displayed at the top of the home page. The pointer slowly circles around the workspace and then moves to the Document Library list. When the team receives my meeting request, they just click the link in it and go to the site to get all the details. As you can see, the workspace centralizes all the meeting and project information so the team can feel confident they are all working with the same, up-to-date information.
The pointer moves to the Objectives list and then down to the Attendees lists. Before the meeting, team members can go to the site to see the meeting objectives and who will be there.
The pointer clicks the Add new item link in the Agenda list. A form appears with the details for the new item already filled in. The pointer moves to the Save and Close button. The form disappears, the home page reappears, and the pointer moves to the item that was just added to the agenda list. They can even help me prepare the meeting – for instance, they might add an agenda item. It's easy. This item is about reviewing the vendor list, Janet is the owner and she'll have 10 minutes to cover this information.
The pointer moves to the Document Library list, and then up to the Add an item link in the Tasks list. A form appears, then the values in each field appear one at a time. The pointer clicks the Save and Close button on the toolbar, the form disappears, the home page reappears, and the pointer moves to the item just added to the list. During the meeting, we update documents, and even assign tasks. Let's just add the title "confirm dates." And I'll be the one assigned to this task, and I need to be done by September 12th.
In the Decision list, the pointer clicks the Add new item link. A form appears and the site location is typed in. The pointer clicks the Save and Close button on the toolbar, and the form disappears. The last thing we do is record our decisions. We decided Tokyo would be our site.
The home page reappears, and the pointer moves to the new item that was added to the list. After the meeting, members go to the site, not their Inbox, for the latest project information.
The pointer clicks the Modify This Workspace link at the top-right corner of the site. A menu appears and the pointer moves to Site Settings. The pointer then moves to the Agenda list and clicks the drop-down arrow on its title bar. A menu appears and the pointer moves to the Modify Shared Web Part command. As the organizer, I can change the design and other settings on the site. My team members don't see this menu or the menus on these areas — called Web parts — because I haven't given them permission to change the design.
The pointer moves across the top of the Meeting Workspace where the date, time, and location information is displayed. The pointer moves down to the Attendees list, then back up and circles the information at the top of the Meeting Workspace. What if I need to change the meeting time, date, location, or participants? I just go back to Outlook and send an updated meeting request. The Meeting Workspace updates that information automatically.
In the Decision list, the pointer clicks Add new item. Text is typed into the Decision field. So, the next decision you should make? "Try a Meeting Workspace from Outlook." It's another way that Microsoft Office 2003 makes your valuable time even more valuable.
Outlook 2003 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.

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Applies to:
Deployment Center 2003, Outlook 2003