Create, customize, and delete a Meeting Workspace site

A Meeting Workspace is a Web site for gathering all the information and materials for one or more meetings. If your meeting materials — such as agendas, related documents, objectives, and tasks — are often scattered, a Meeting Workspace site can help you keep them all in one place.

In this article


How can I use a Meeting Workspace site?

A Meeting Workspace site provides a place where your meeting attendees can go for the most up-to-date information about the meeting, whether you are managing a year-long project with recurring meetings or planning a small event.

Here are some ways you can use a Meeting Workspace site:

  • Before the meeting, publish the agenda, attendee list, and documents that you plan to discuss.
  • During the meeting, add the tasks, record the decisions, and review the related documents.
  • After the meeting, publish the minutes, add other follow-up information, and track the status of the tasks.

 Note    In a Meeting Workspace site, your participants cannot add items like announcements, document libraries, and discussions to the lists by sending them in e-mail. The participants need to add the items directly to the list in the Meeting Workspace site.

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Where can I create a Meeting Workspace site?

You can create a Meeting Workspace site when you add an event to your calendar in SharePoint, or you can create a new Meeting Workspace site without creating an event.

Depending on the program, you may be able to create a new Meeting Workspace site from an e-mail and calendar application that is compatible with Windows SharePoint Services, such as Microsoft Outlook. For more information, see Help in the e-mail and calendar application.

 Notes 

  • To create a Meeting Workspace site, you must have permission to create it. For more information, see your site owner or administrator.
  • Administrators and site owners have the required permission level to create Meeting Workspace sites. If you are an administrator or site owner and want to enable other team site members to create Meeting Workspace sites, you can grant permission to create sites to the group that the team members belong to.
  • If you set up a recurring meeting series from an e-mail and calendar application that is compatible with Windows SharePoint Services, such as Office Outlook 2007, you can’t remove a link for only one meeting in the series. You can remove the link only for the entire series. After you remove the link, you can’t link that Meeting Workspace site to any meeting request again. However, you can link the original recurring meeting request to a different Meeting Workspace site.

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Choose a Meeting Workspace template

When you create a Meeting Workspace site, you select a template. A template provides a basic structure and appearance for your Meeting Workspace site.

A template is just a starting point — you can add or delete items and change the appearance of the site after you create it. The following templates are available:

  • Basic Meeting Workspace    This template is designed to plan, organize, and track your meeting. This template includes Objectives, Attendees, Agenda, and Document Library.
  • Blank Meeting Workspace    This template creates a blank Meeting Workspace site for you to customize, based on your requirements.
  • Decision Meeting Workspace    This template is designed for reviewing documents and recording any decisions that are reached at the meeting. The template includes Objectives, Attendees, Agenda, Document Library, Tasks, and Decisions.
  • Social Meeting Workspace    This template helps you to plan social occasions, such as a company picnic or a party for your club. You can give it a serious look, or have fun and make it flashy. This template includes Attendees, Directions, Image/Logo, Things To Bring, Discussions, and Photos (Picture Library).
  • Multipage Meeting Workspace    This template provides the basics to plan, organize, and track your meeting with multiple pages. It includes Objectives, Attendees, and Agenda. It also includes two blank pages for you to customize, based on your requirements.

 Tip    Although templates give you a head start, you can add or change features in the Meeting Workspace site by customizing it.

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Create or link to a Meeting Workspace site when you create an event

This procedure enables you to create or link to a Meeting Workspace site when you add an event to a calendar.

 Important    If you need to create a new site, to avoid potential problems with updating or modifying it later, do not enter any of the following special characters as part of the Web address.

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If the calendar is not already open, click its name in the site navigation, such as links to the left or the top-level navigation.
  1. Click in the calendar where you want to create a new event, and on the Calendar Tools tab, click Events.
  2. Click the New Event button.
  3. Complete the information about the event, such as location and beginning and ending dates.

To use the Meeting Workspace site for a recurring event, such as one that occurs on the same day each week, select the Make this a repeating event check box next to Recurrence, and then select the options that you want

  1. At the bottom of the page, select the Use a Meeting Workspace to organize attendees, agendas, documents, minutes, and other details for this event check box.
  2. Click Save.
  3. In the Create or Link section of the New or Existing Meeting Workspace page that appears, do one of the following:
  • If you do not already have a Meeting Workspace site:
  1. Click Create a new Meeting Workspace.
  2. In the Title and Description section, type a title for your site. The title is required.
    The title appears at the top of the Web page and appears in navigational elements that help users to find and open the site.
  3. Type a description of the purpose of your site in the Description box. The description is optional.
    The description appears at the top of the Web page and helps users understand the purpose of your site.
  4. In the Web Site Address section, type a URL for your site. The first part is provided for you.
  5. In the Permissions section, select whether you want to provide access to the same users who have access to this parent site or to a unique set of users.
  6. Click OK, and then on the Template Selection page that appears, select the template that you want.
  • If you already have a Meeting Workspace site that you want to link to, click Link to an existing Meeting Workspace, and then select the Meeting Workspace site in the drop-down list.
  1. Click OK.

 Tip    You can customize the Meeting Workspace site if you want, or you can start adding meeting information to the lists, such as Agenda items

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Create a Meeting Workspace site without creating an event

 Important    To avoid potential problems with updating or modifying the site, do not enter any of the following special characters as part of the Web address.

ShowSpecial characters to avoid

/

  • \\
  • :
  • *
  • ?
  • "
  • <
  • >
  • |
  • #
  • \t
  • {
  • }
  • %

  1. Go to the Web site where you want to add the Meeting Workspace site.
  2. Click Site Actions Site Actions Menu, and then click New Site.
  3. In the Filter By list, click Meetings.
  4. In the Title section, type a title for your site. The title is required.
  5. The title appears at the top of the Web page and appears in navigational elements that help users to find and open the site
  6. In the Web Site Address section, type a URL for your site. The first part is provided for you. Specifying the Web Site Address is required.
  7. Click More Options and Permissions to select whether you want to provide access to the same users who have access to the parent site or to a unique set of users. If you click Use Unique Permissions, you can set up permissions later after you finish entering information on the current page.
  8. Click More Options and select the navigation options that you want. Find more information about navigation in the See Also section.
  9. Click Create.

 Tip    You can customize the Meeting Workspace site if you want by using procedures to customize Web Part Pages. Or you can start adding meeting information to the lists, such as Agenda items

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Add a list, library, or other item to a Meeting Workspace site

A Meeting Workspace site uses a special type of page called a Web Part Page. Lists, libraries, text, and images can be displayed in the Web Parts, which are building blocks for the pages.

The Meeting Workspace templates, with the exception of the Blank Meeting Workspace, come with some lists and libraries already displayed in the Web parts, but you can display additional items if you want.

You can create some common types of lists and libraries by adding their Web Part (known as a list view Web Part) to the page. You can create other lists and libraries similar to the way you create lists and libraries on any SharePoint site. If you want them to appear directly on a page with other items, you can display them in a Web Part.

To add lists or libraries, you must have permission to modify the Meeting Workspace site. For example, if you belong to the default site owners group, then you would have permission to add lists and libraries. For more information, see the person who manages your site.

 Tip    Most Help topics about Web Parts and Web Part Pages in sites also apply to a Meeting Workspace site.

  1. On the Page tab, in the Edit group, click the Edit Page button.
  2. Click near the area, known as a Web Part zone, where you want to insert the list or other item.
  3. Under Page Tools, click Insert.
  4. To insert new lists or libraries for meetings, such as decision or links lists, click the Web Part button.
  5. By default, the Recommended Items category is selected. In the Add Web Parts task pane, under Web Parts, select the type of list or library that you want to add.
  6. At the bottom of the Add Web Parts task pane, in the Add Web Part list, click the location where you want to put your list or library in the Meeting Workspace site. For example, you might want to put a list in the right column.
  7. Click Add.
  8. Repeat steps 2 through 7 to add more items to your Meeting Workspace site.
  9. When you are finished adding lists and libraries, on the Page tab, in the Edit group, click Stop Editing.

 Notes 

  • To add a list or library that has already been created on the Meeting Workspace site, click Lists and Libraries under Categories. Find more information about creating lists and libraries in the See Also section.
  • To insert other items, click other buttons in the ribbon, such as the Text button to insert a Content Editor Web Part for inserting formatted text. In Microsoft SharePoint Server 2010, you can also insert video and audio by clicking the Video and Audio button.

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Share list or library items for multiple or recurring meetings

This procedure applies to a Meeting Workspace site for a series of meetings — either a recurring meeting or multiple related meetings that aren't part of the same recurring meeting series.

The lists and libraries that are already on the home page of the Meeting Workspace site and any new lists and libraries that you add to the home page are displayed for every meeting.

By default, the individual items that you add to the lists and libraries are displayed only when you are viewing the meeting where the items were added. If you want the items to appear for all meetings, you can use the following procedure to enable the list or library to share items across all meetings.

  1. Click Site Actions Site Actions Menu, and then click Site Settings.
  2. Under Site Administration, click Site libraries and lists.
  3. Click the Customize "list or library" link for the list or library that you want to share across meetings.
  4. Under General Settings, click Advanced settings.
  5. In Share List Items Across All Meetings (Series Items), click Yes. You may need to scroll to see this option.

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Remove the display of a list or library from a Meeting Workspace page

Lists and libraries are displayed in Web Parts, which are building blocks for pages (such as the home page) in Meeting Workspace sites. You can remove the display of lists or libraries by removing the Web Part, without removing the lists or libraries themselves. To delete a list or library completely from a Meeting Workspace site, see the following procedure.

  1. On the Page tab, in the Edit group, click the Edit Page button.
  2. In the editing view Web Part Page, click the arrow next to the title of the list or library that you want to remove from view.
  3. In the Web Part Menu that appears, click Delete.
  4. If a message about deleting the Web Part appears, click OK.
  5. Click Stop Editing.

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Delete a list or library completely from a Meeting Workspace site

This procedure deletes a list or library and its contents from a Meeting Workspace site. You can create a new list or library of the same type later, but the contents of the original list or library will not be available.

 Note    You cannot delete the Attendees list from a Meeting Workspace site. However, you can hide the list so that it is not displayed.

  1. Click Site Actions, and then click Site Settings.
  2. Under Site Administration, click Site libraries and lists.
  3. Select the Customize option for the list or library you want to delete
  4. Under Permissions and Management, click Delete this list or Delete this type of library, such as Delete this document library.
  5. When prompted to send the list tor library to the Recycle Bin, click OK.

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Delete a Meeting Workspace site

 Important    Deleting the Web site will permanently destroy all content and user information, including: documents and document libraries, lists and list data, site settings, and permission levels for the Meeting Workspace site

  1. Click Site Actions Site Actions Menu, and then click Site Settings.
  2. Under Site Actions, click Delete this site.
  3. On the warning page that appears, click Delete if you are sure you want to delete the site.

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Applies to:
SharePoint Foundation 2010 , SharePoint Server 2010