Collaborate on a document on a Document Workspace site

A Document Workspace site helps you to coordinate the development of one or more related documents with other people. The site provides tools to share and update files and to keep people informed about the status of those files. If the documents and related materials — such as tasks, objectives, and events — might be scattered, a Document Workspace site can help you to keep them all in one place. As a member of a Document Workspace site, you can add and edit documents, add and edit related tasks, create e-mail alerts for yourself or other workspace members, add announcements, and provide links to related information.



Edit a document

If you are using a program that is compatible with Microsoft Windows SharePoint Services, you can check out and begin editing a document directly from the Document Workspace site by using your Web browser.

  1. On the Document Workspace site, open the library that contains the document that you want to edit.
  2. Point to the name of the document that you want to edit, click the arrow that appears, and then click Check Out.

The icon for the document changes to indicate that the document is checked out.

  1. Point to the document name again, click the arrow that appears, and then click Edit in Program Name. The document opens in the specified program.
  2. When you finish, save your changes.
  3. Close the file.

 Tip   Depending on the program that you are using, you may receive a message asking if you want to check in the document. If you want the document to be available to other workspace members, click Yes to check in the file, and then follow the instructions to enter comments about your changes. You can skip the following steps.

  1. Open your Web browser and return to the library that contains the document.
  2. Point to the name of the document that you want to check in, click the arrow that appears, and then click Check In.
  3. In the Document Check In section, specify whether you want to keep the document checked out after you check in the current version. If you keep the document checked out, other people will not be able to check out and edit the file.
  4. In the Comments section, type any comments that you have about the changes that you made to the document.
  5. Click OK.

 Tip   If you are using a program that is compatible with Windows SharePoint Services, you may also be able to check documents in and out by using that program instead of a Web browser. For more information, see Help for that program.

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Add a task

You can use the Tasks list on the Document Workspace site to assign work items to yourself or other members of the workspace. Members can then update and share the status of their assigned tasks more easily. By using the Tasks list, you can set priority and due dates for tasks, as well as task status and percent complete.

  1. On the home page of the Document Workspace site, under Tasks, click Add new task.
  2. Type a name for the task in the Title box.
  3. In the Priority list, click the priority of the task.
  4. In the Status list, click the status of the task.
  5. To assign the task to someone, do one of the following in the Assigned To section:
    1. Type the e-mail address of the person to whom you want to assign the task.
    2. Type the full name of the person to whom you want to assign the task, and then click Check Names Button image. If the person is found in the directory, the name resolves to that person's e-mail address. If the person is not found in the directory, the message No exact match was found appears.
    3. Click Browse Button image to search for and select the person from the directory. When you finish, click OK.
  6. If necessary, type a brief description of the task in the Description box.
  7. In the Start Date box, enter the date when the task begins.
  8. In the Due Date box, enter the date when the task must be completed.
  9. Click OK.

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Create an e-mail alert for a task

If tasks were created in the Tasks list of the workspace, you can choose to receive e-mail alerts that notify you of any changes to those tasks.

 Note   You can create e-mail alerts for tasks only if your server administrator has enabled the server running Windows SharePoint Services to send e-mail.

  1. On the home page of the Document Workspace site, click Tasks.

If the Tasks list does not appear on the home page, click View All Site Content, and then click Tasks.

  1. On the Actions Menu image menu, click Alert Me.
  2. In the Alert Title section, type a name for your alert.
  3. In the Send Alerts To section, your name is included by default in the Users box. You can send alerts to other members by adding their names to the Users box, separated by a semi-colon (;).
  4. In the Change Type section, select the type of changes to which you want to be alerted.
  5. In the Send Alerts for These Changes section, select a filter to receive changes based on certain criteria.

 Tip   You can also choose to receive alerts for items shown in a particular view of the Tasks list.

  1. In the When to Send Alerts section, select how frequently you want to receive alerts.
  2. Click OK.

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Add an announcement

Use the Announcements list to post important messages about the project for team members, such as deadlines and changes in deliverables, introductions to new team members, and other information.

  1. On the home page of the Document Workspace site, click Add new announcement.
  2. In the Title box, type a title for your announcement.
  3. In the Body box, type the full text of your announcement.
  4. If you want the announcement to automatically expire after a certain date, type the date in the Expires box.
  5. Click OK.

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Add a link to the Links list

You can use the Links list to share links that are useful to team members. The list can provide quick and easy access to related information and resources such as other Web sites.

  1. On the home page of the Document Workspace site, click Add new link.
  2. In the URL section, type the address of the Web page or other type of resource to which you want to link, and then type a description for the link.

 Note   The text that you type in the Type the description box appears as the name of the link in the Links list. You can include notes about the link in the Notes section, but this information does not appear in the default view of the Links list that appears on the home page of the Document Workspace site.

  1. Click OK.

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Applies to:
SharePoint Server 2007, Windows SharePoint Services 3.0