Microsoft Office Groove 2007 Step by Step

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PUBLISHED BY Microsoft Press A Division of Microsoft Corporation One Microsoft Way Redmond, Washington 98052-6399 Copyright © 2008 by Rick Jewell and John Pierce. The photographs in Chapter 10 of this book are by Kathleen Atkins and are reproduced by permission. All rights reserved. No part of the contents of this book may be reproduced or transmitted in any form or by any means without the written permission of the publisher. Library of Congress Control Number: 2007940504 Printed and bound in the United States of America. 1 2 3 4 5 6 7 8 9 QWT 3 2 1 0 9 8 Distributed in Canada by H.B. Fenn and Company Ltd. A CIP catalogue record for this book is available from the British Library. Microsoft Press books are available through booksellers and distributors worldwide. For further information about international editions, contact your local Microsoft Corporation office or contact Microsoft Press International directly at fax (425) 936-7329. Visit our Web site at www.microsoft.com/mspress. Send comments to [email protected]. Microsoft, Microsoft Press, Excel, Groove, InfoPath, Internet Explorer, Outlook, PowerPoint, SharePoint, Visio, Windows, Windows Live, and Windows Vista are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Other product and company names mentioned herein may be the trademarks of their respective owners. The example companies, organizations, products, domain names, e-mail addresses, logos, people, places, and events depicted herein are fictitious. No association with any real company, organization, product, domain name, e-mail address, logo, person, place, or event is intended or should be inferred. 7KLVERRNH[SUHVVHVWKHDXWKRU¶VYLHZVDQGRSLQLRQs. The information contained in this book is provided without any express, statutory, or implied warranties. Neither the authors, Microsoft Corporation, nor its resellers, or distributors will be held liable for any damages caused or alleged to be caused either directly or indirectly by this book. Acquisitions Editor: Juliana Aldous Atkinson Developmental Editor: Sandra Haynes Project Editor: Kathleen Atkins Editorial Production: Online Training Solutions, Inc. Technical Reviewer: Martin Danner; Technical Review services provided by Content Master, a member of CM Group, Ltd. Body Part No. X14-31179

Contents Introducing Groove 2007 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ix Groove Basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .ix Let’s Get Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . x Information for Readers Running Windows XP. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xi Managing the Practice Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .xi Using the Start Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xii Navigating Dialog Boxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xii Features and Conventions of This Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xiii Using the Book’s CD. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xv What’s on the CD?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xv Minimum System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xvii Installing the Practice Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xviii Using the Practice Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .xix Removing the Practice Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .xix Getting Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxi Getting Help with This Book and Its CD . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .xxi Getting Help with Groove . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .xxi More Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .xxiii

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Contents

1

Getting Started with Groove

1

Understanding What Groove Is. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Benefiting from Using the Collaboration Tools Available in Groove . . . . . . . . . . . . . . 3 Integrating Groove with Other Collaboration Software . . . . . . . . . . . . . . . . . . . . . . . . . 4 Working with Groove (At a Glance) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Creating a Groove Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Logging On To and Off From Your Groove Account. . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Working with the Groove Launchbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Using Your Groove Account on a Second Computer . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Setting Account Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

2

Setting Up a Standard Workspace

23

Creating a Standard Workspace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Sending and Accepting Workspace Invitations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28 Sidebar: Inviting Someone Who Does Not Have Groove to Join a Groove Workspace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Working in the Workspace Members Pane. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Sidebar: Navigating Together . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Changing the Role of a Workspace Member . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34 Changing Permissions Assigned to a Workspace Role . . . . . . . . . . . . . . . . . . . . . . . . . 36 Exploring a Groove Workspace. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Sidebar: Viewing General Workspace Properties . . . . . . . . . . . . . . . . . . . . . . . . . 40 Adding Files to the Files Tool. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 Adding a Tool to a Standard Workspace. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

3

Managing Your Groove Contacts

47

Adding New Contacts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 Sidebar: Contact Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 Working with Identities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53 Setting Online Presence Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Listing Yourself in Directories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 Sending Contact Information to Other People . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Contents

4

Keeping Your Contacts Organized

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69

Organizing Contacts in Folders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70 Changing the Contacts Tab View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Deleting Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75 Working with the Contact Manager. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76 Sidebar: Other Ways to Display Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

5

Managing Workspace Communications and Alerts

81

Viewing Communications by Workspace and by Activity . . . . . . . . . . . . . . . . . . . . . . 82 Sidebar: The Network Settings Link . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86 Pausing and Resuming Communications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87 Responding to Alerts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89 Setting Preferences for Alerts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .90 Setting Alerts for Workspaces . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92 Setting Alerts for Workspace Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93 Setting Alerts for Folders and Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95 Sidebar: Suppressing Alerts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

6

Sending Instant Messages and Chatting

101

Working with Communicator or Windows Messenger Contacts in Groove . . . . . .103 Sidebar: Determining Which Groove Contacts Are Also in Your Communicator or Messenger Contacts List. . . . . . . . . . . . . . . . . . . . . .103 Sending an Instant Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .105 Displaying and Replying to an Instant Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . .108 Working with Your Instant Message History. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110 Sidebar: Using Keyboard Shortcuts to Work with Messages . . . . . . . . . . . . . .113 Chatting with Workspace Members. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .113 Sidebar: Should I Send an Instant Message or Chat?. . . . . . . . . . . . . . . . . . . . . 114 Using the Chat Tool’s Text Editor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117 Using Ink Features in the Chat Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .119 Using Audio Chat. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .120 Sidebar: Managing a Chat Transcript . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .123 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .123

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7

Managing and Sharing Files

125

Adding Folders and Files to the Files Tool. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .127 Working with Files in the Files Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .130 Opening, Editing, and Saving a File in the Files Tool. . . . . . . . . . . . . . . . . . . . . . . . . .132 Specifying Download Settings for a Folder. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .134 Sidebar: Downloading a File Manually. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .136 Setting Permissions in the Files Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .137 Specifying Alert Settings for Folders and Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .138 Creating a File Sharing Workspace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141 Sidebar: Some Do’s and Don’ts for a File Sharing Workspace . . . . . . . . . . . . . 142 Creating a File Sharing Workspace in Windows . . . . . . . . . . . . . . . . . . . . . . . . .144 Creating a File Sharing Workspace from the Launchbar. . . . . . . . . . . . . . . . . . 145 Downloading Files in a File Sharing Workspace. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147 Changing Roles and Permissions for a File Sharing Workspace . . . . . . . . . . . . . . . . 149 Setting Properties for a File Sharing Workspace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .153

8

Managing Appointments and Meetings

155

Creating Appointments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .157 Viewing Appointments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .160 Linking to an Appointment or a Calendar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .162 Exporting and Importing Appointments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .164 Setting Permissions for the Calendar Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .166 Setting Up a Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .168 Specifying Meeting Attendees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170 Creating an Agenda and Taking Minutes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172 Creating a Meeting Agenda. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172 Taking Meeting Minutes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174 Assigning Action Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176 Sidebar: Changing Permissions for the Meetings Tool . . . . . . . . . . . . . . . . . . . 179 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179

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Managing Notes, Issues, and Discussions

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Adding and Viewing Note Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .183 Sidebar: Tips for Using the Notepad Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .186 Finding Text in a Note Page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .187 Exporting a Note Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .188 Recording an Issue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .190 Entering an Issue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .190 Recording the Current Status of an Issue. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .193 Entering an Issue Response . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .195 Creating Keywords for Issues. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .196 Viewing Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .199 Searching for Information in Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .200 Adding a Discussion Topic . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .204 Responding to a Discussion Topic . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .206 Viewing Discussion Topics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .207 Searching Discussion Topics and Responses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .208 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211

10

Using Pictures and Drawings

213

Adding Pictures to a Workspace. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214 Editing a Picture. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217 Managing Picture Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .220 Creating a Basic Sketch. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .221 Sidebar: Arranging Shapes in a Drawing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .225 Adding Color and a Background Image to a Sketch . . . . . . . . . . . . . . . . . . . . . . . . . .226 Formatting Text in a Sketch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .228 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231

11

Sharing Files Through a SharePoint Site

233

Understanding the Differences Between Groove and SharePoint: What to Use and When . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .234 Adding the SharePoint Files Tool to a Workspace . . . . . . . . . . . . . . . . . . . . . . . . . . . .236 Adding and Deleting Files in the SharePoint Files Tool. . . . . . . . . . . . . . . . . . . . . . . .240 Managing Files in the SharePoint Files Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243 Setting the Synchronization Schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 245 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 245

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Troubleshooting, Maintaining, and Securing Groove

247

Viewing Diagnostic Information About a Contact. . . . . . . . . . . . . . . . . . . . . . . . . . . .248 Troubleshooting Communication and Data Transmission Problems . . . . . . . . . . . .250 Saving a Workspace as a Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252 Archiving a Workspace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .254 Deleting a Workspace. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .256 Backing Up Your Groove Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 257 Sidebar: About Groove Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 259 Blocking Restricted File Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .260 Setting Up Groove to Scan for Viruses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 261 Sidebar: Groove by the Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .262 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .262 Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263 Index. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 267 About the Authors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 277

What do you think of this book? We want to hear from you! Microsoft is interested in hearing your feedback so we can continually improve our books and learning resources for you. To participate in a brief online survey, please visit:

www.microsoft.com/learning/booksurvey/

Introducing Groove 2007 Microsoft Office Groove 2007 is a new addition to the Microsoft Office system, but the program has been around for several years. Groove Networks, the company that first published Groove software, was started in 1997. The first version of the program was shipped in 2001, and Microsoft acquired Groove Networks in 2005. Since the time of its acquisition, Groove has undergone some important changes. It is now integrated with other Microsoft products and technologies, including Microsoft Windows SharePoint Services, Microsoft Office InfoPath 2007, and Microsoft Office Communicator. If you are familiar with earlier versions, you will also notice when you install Groove that it now looks and feels like the other 2007 Microsoft Office products. Note Earlier versions of Groove (Groove 3.x Virtual Office) came in three editions: Groove Virtual Office Standard Edition, Groove Virtual Office Project Edition, and Groove Virtual Office File Sharing Edition. These products are no longer available for download. However, you can download an upgrade if your current version of the Groove client is 3.1. The download will upgrade the client to version 3.1.1, and is available only through the Microsoft Web site. You can find more information at grv.microsoft.com.

You can purchase the Groove 2007 client as a stand-alone product or as part of Microsoft Office 2007 Ultimate Edition or Microsoft Office 2007 Enterprise Edition. Additionally, there is a Microsoft Office Groove Live version, which is essentially the same edition of Groove as the one included in the 2007 Microsoft Office system except that it is hosted by Microsoft and purchased on an annual subscription basis. You can download a free 60-day trial edition from office.microsoft.com/groove/. To learn more about the different purchasing options, visit www.microsoft.com/office/offers/. Note Microsoft Office Groove 2007 Step by Step does not provide information about using any of the Microsoft Office Groove Server technologies.

Groove Basics Your work in Groove is organized in workspaces in which you and other users are members. You might be the individual who creates a workspace, making you a member by default. You join other workspaces by accepting invitations that people send to you. In a nutshell, a workspace provides access to information that teams need to share and to ix

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Introducing Groove 2007

tools that teams need to collaborate on ideas, communicate with each other, and stay organized. You can think of a Groove workspace as a versatile computer application—a program that rolls into one tools such as a text editor, a sketchpad, a discussion board, file shares, and similar sorts of tools that you’re used to working with in the Office system and the Windows operating system. Some of the features and capabilities that you’ll become familiar with when you set up or become a member of a workspace in Groove include the following: Document collaboration tools used to share files and keep shared files updated. You can also store files on a Windows SharePoint Services Web site through a Groove workspace. Discussion tools that let team members conduct online conversations. The Groove workspace Chat tool lets members quickly exchange information as well. Meeting and calendar tools for tracking project milestones, meeting times and purposes, and updates. Indicators that tell you who is working in a workspace and whether a team member or contact is online. Alerts that tell you when files and information have changed in a workspace and when team members perform important activities. Integration with Microsoft Office Communicator 2005 and 2007, which lets you initiate a phone call or an instant messaging session with people in your Communicator contacts list from Groove. Important Installing Groove 2007 upgrades your Groove account from an earlier version of Groove Virtual Office. However, no support exists for reverting to a previous version of your account after you have started upgrading. If you work with your Groove account on more than one computer, each computer needs to be upgraded to Groove 2007.

Let’s Get Started Groove is both a useful and easy-to-use program. After you become familiar with the basic tools and procedures in Groove, you’ll see how it provides the tools needed by collaborative teams of all kinds, whether the team is made up of one department within a corporation or a group of independent contractors who might be from separate regions but who each have a part in a project. There’s a chance that Groove will revolutionize the way you work, even a little. This book provides simple and direct instructions for using Groove. It takes you from setting up your Groove account to the level of proficiency you need for managing multiple workspaces with a diverse set of members. We hope you learn something helpful about the program each step of the way.

Information for Readers Running Windows XP The graphics and the operating system–related instructions in this book reflect the Windows Vista user interface. However, Windows Vista is not required; you can also use a computer running Windows XP. Most of the differences you will encounter when working through the exercises in this book on a computer running Windows XP relate to appearance rather than functionality. For example, the Windows Vista Start button is round rather than rectangular and is not labeled with the word Start. Window frames and window-management buttons also look different on a Windows Vista computer than they do on a computer running Windows XP. In this section, we provide steps for navigating to or through menus and dialog boxes in Windows XP that differ from those provided in the exercises in this book. For the most part, these differences are small enough that they will not affect your work completing the exercises.

Managing the Practice Files The instructions given in the “Using the Book’s CD” section are specific to Windows Vista. The only differences when installing, using, uninstalling, and removing the practice files supplied on the companion CD are the default installation location and the uninstall process. On a Windows Vista computer, the default installation location of the practice files is Documents\Microsoft Press\Groove 2007 SBS. On a Windows XP computer, the default installation location is My Documents\Microsoft Press\Groove 2007 SBS. If your computer is running Windows XP, when an exercise tells you to navigate to your Documents folder, you should instead go to your My Documents folder.

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Information for Readers Running Windows XP

To uninstall the practice files from a Windows XP computer, follow these steps:

1. On the Windows taskbar, click the Start button, and then click Control Panel. 2. In Control Panel, click (or in Classic view, double-click) Add or Remove Programs. 3. In the Add or Remove Programs window, click Microsoft Office Groove 2007 Step by Step, and then click Remove.

4. In the Add or Remove Programs message box asking you to confirm the deletion, click Yes.

Using the Start Menu To start Microsoft Office Groove 2007 on a computer running Windows XP, follow this step: Click the Start button, point to All Programs, click Microsoft Office, and then click Microsoft Office Groove 2007. The Windows Vista Start menu expands vertically to show program and folder names. The Windows XP Start menu expands horizontally. However, the steps to access an item on the Start menu are identical on both systems.

Navigating Dialog Boxes On a computer running Windows XP, some of the dialog boxes you will work with in the exercises not only look different from the graphics shown in this book but also work differently. These dialog boxes are primarily those that act as an interface between Groove and the operating system, including any dialog box in which you navigate to a specific location. For example, to navigate to the Groove 2007 SBS folder in Windows XP, follow this step: On the Start menu, click My Documents. In the My Document folder, double-click Microsoft Press. To move back to the My Documents folder in Windows XP, follow this step: On the toolbar, click the Up One Level button. Up One Level

Features and Conventions of This Book This book has been designed to lead you step by step through the tasks you are most likely to perform in Microsoft Office Groove 2007. If you start at the beginning and work your way through all the exercises, you will gain the proficiency necessary to set up and manage collaborative team workspaces in Groove. Many of the step-by-step topics in this book are self-contained. You should, however, complete the exercises in Chapter 1, “Getting Started with Groove,” and Chapter 2, “Setting Up a Standard Workspace,” before continuing on to topics in later chapters. You are notified when a particular topic requires you to complete topics that precede it in a chapter. If you have worked with a previous version of Groove, or if after completing the exercises, you need help remembering how to perform a procedure, the following features of this book will help you locate specific information: Detailed table of contents. Scan a listing of the topics and sidebars within each chapter to easily find the topic you need. Chapter thumb tabs. Easily locate the beginning of the chapter you want. Topic-specific running heads. Within a chapter, quickly locate the topic you want by looking at the running head of odd-numbered pages. Detailed index. Look up specific tasks and features and general concepts in the index, which has been carefully crafted with the reader in mind. Companion CD. Install the practice files needed for specific step-by-step exercises, and use the fully searchable electronic version of this book and other useful resources. In addition, we provide a glossary of terms that you might need to look up to learn the meaning of a word or the definition of a concept. You can save time when you use this book by understanding how the Step by Step series shows special instructions, keys to press, buttons to click, and so on.

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Features and Conventions of This Book

Convention

Meaning This icon at the beginning of a chapter introduction indicates information about the practice files provided on the companion CD for use in the chapter.

USE

This paragraph preceding a step-by-step exercise indicates the practice files that you will use when working through the exercise.

BE SURE TO

This paragraph preceding or following an exercise indicates any requirements you should attend to before beginning the exercise or actions you should take to restore your system after completing the exercise.

OPEN

This paragraph preceding a step-by-step exercise indicates files that you should open before beginning the exercise.

CLOSE

This paragraph following a step-by-step exercise provides instructions for closing open files or programs before moving on to another topic.

1 2

Blue numbered steps guide you through step-by-step exercises.

1 2

Black numbered steps guide you through procedures in sidebars and in expository text. An arrow indicates a procedure that has only one step.

See Also

These paragraphs direct you to more information about a given topic in this book or elsewhere.

Troubleshooting These paragraphs explain how to fix a common problem that might prevent you from continuing with an exercise.

Tip Note

These paragraphs provide a helpful hint or shortcut that makes working through a task easier, or information about other available options.

Important

These paragraphs point out information that you need to know to complete a procedure.

Copy

The first time you are told to click a button in an exercise, a picture of the button appears in the left margin. If the name of the button does not appear on the button itself, it appears under the picture.

F

In step-by-step exercises, keys you must press appear as they would on a keyboard.

H+>

A plus sign (+) between two key names means that you must hold down the first key while you press the second key. For example, “Press H+>” means “hold down the H key while you press the > key.”

Program interface In steps, the names of program elements, such as buttons, commands, elements and dialog boxes, are shown in black bold characters. User input

Anything you are supposed to type appears in blue bold characters.

Glossary terms

Terms that are explained in the glossary at the end of the book are shown in blue italic characters on first reference in the other sections of the book.

Using the Book’s CD The companion CD included with this book contains the practice files and Microsoft Office Groove 2007 workspace templates that you’ll use as you work through the book’s exercises and learn how to use Groove. Digital Content for Digital Book Readers: If you bought a digital-only edition of this book, you can enjoy select content from the print edition’s companion CD. Visit http://go.microsoft.com/fwlink/?LinkId=104973 to get your downloadable content. This content is always up to date and available to all readers.

What’s on the CD? The companion CD contains any practice files or workspace templates necessary to complete the exercises. The following table lists the practice files supplied on the book’s CD. Chapter

Folder\Files and Templates

Chapter 1 Getting Started with Groove

None

Chapter 2 Setting Up a Standard Workspace

SetupWorkspace\Marketing_Plan_DRAFT.docx SetupWorkspace\WideWorldImporters.gsa

Chapter 3 Managing Your Groove Contacts

None

Chapter 4 Keeping Your Contacts Organized

None

Chapter 5 Managing Workspace Communications and Alerts

ManagingCommunications\EventBudget.xltx ManagingCommunications\ProjectOverviewPresentation.potx

Chapter 6 Sending Instant Messages and Chatting

SendingMessages\DescriptionOfWork.docx

continued on next page

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Using the Book’s CD

Chapter

Folder\Files and Templates

Chapter 7 Managing and Sharing Files

ManagingFiles\Event budget.xltx ManagingFiles\Quarter1_Forecasts.xlsx

Chapter 8 Managing Appointments and Meetings

ManagingAppts\MarketingPlan.docx

Chapter 9 Managing Notes, Issues, and Discussions

ManagingNotes\PlanningGroup.gsa ManagingNotes\WideWorldImporters.png

Chapter 10 Using Pictures and Drawings

UsingPictures\Image01.jpg through Image09.jpg

Chapter 11 Sharing Files Through a Windows SharePoint Site

SharingFiles\File001.xlsx SharingFiles\File002.docx

Chapter 12 Troubleshooting, Maintaining, and Securing Groove

None

In addition to the practice files and workspace templates, the CD contains resources that will enhance your ability to get the most out of using this book and Groove 2007, including the following: Microsoft Office Groove 2007 Step by Step eBook Microsoft Computer Dictionary, 5th ed. eBook Microsoft Windows SharePoint Services 3.0 Step by Step eBook Sample chapter and poster from Look Both Ways: Help Protect Your Family on the Internet (Linda Criddle, 2007) Windows Vista Product Guide Important The companion CD for this book does not contain the Microsoft Office Groove 2007 software. You should purchase and install that software before using this book.


xvii

Minimum System Requirements To perform the exercises in this book, your computer should meet the following requirements: Processor. Pentium 700 megahertz (MHz) or higher; 2 gigahertz (GHz) recommended. Memory. 512 megabytes (MB) of RAM; 1 gigabyte (GB) or more recommended. Hard disk. For the eBooks and downloads, we recommend 3 GB of available hard disk space with 2 GB on the hard disk where the operating system is installed. Tip Hard disk space requirements will vary depending on configuration; custom installation choices might require more or less hard disk space. Operating System. Windows Vista or later, Windows XP with Service Pack 2 (SP2), or Windows Server 2003 with Service Pack 1 (SP1) or later. Drive. CD or DVD drive. Display. Monitor with 1024¯768 or higher screen resolution and 16-bit or higher color depth. Software. Windows Internet Explorer 7 or later or Microsoft Internet Explorer 6 with service packs. In addition to the hardware, software, and connections required to run Groove, you will need the following to successfully complete the exercises in this book: Microsoft Office Groove 2007 Microsoft Office Word 2007, Microsoft Office Excel 2007, and Microsoft Office PowerPoint 2007 to work with some of the practice files Windows Messenger 5.1 (on a computer running Windows XP) or Office Communicator 2005 or later (on a computer running Windows Vista) to complete exercises in Chapter 6 Access to a Windows SharePoint Services 3.0 site to complete the exercises in Chapter 11 6 MB of available hard disk space for the practice files

xviii


Installing the Practice Files To install the files from the CD:

1. Remove the companion CD from the envelope at the back of the book, and insert it into the CD drive of your computer. The Step By Step Companion CD License Terms appear. Follow the on-screen directions. To use the practice files, you must accept the terms of the license agreement. After you accept the license agreement, a menu screen appears. Important If the menu screen does not appear, click the Start button, and then click Computer. Display the Folders list in the Navigation Pane, click the icon for your CD drive, and then in the right pane, double-click the StartCD executable file.

2. Click Install Practice Files. 3. Click Next on the first screen, and then click Next to accept the terms of the license agreement on the next screen.

4. If you want to install the practice files to a location other than the default folder (Documents\Microsoft Press\Groove 2007 SBS), click the Change button, select the new drive and path, and then click OK. Important If you install the practice files to a location other than the default, you will need to substitute that path within the exercises.

5. Click Next on the Choose Destination Location screen, and then click Install on the Ready to Install the Program screen to install the selected practice files.

6. After the practice files have been installed, click Finish. 7. Close the Step by Step Companion CD window, remove the companion CD from the CD drive, and return it to the envelope at the back of the book.


xix

Using the Practice Files When you install the practice files and workspace templates from the companion CD, the files are stored on your hard disk in chapter-specific subfolders under Documents\ Microsoft Press\Groove 2007 SBS. Each exercise is preceded by a Housekeeping segment that lists the practice file or files needed for that exercise and any extra tasks you need to complete before you start working through the exercise, as shown here: USE the PlanningGroup workspace template. This file is located in the Documents\Microsoft Press\Groove 2007 SBS\ManagingNotes folder. folderr.

BE SURE TO log on to Groove with your standard account before beginning this exercise. Wherever possible, we made the exercises independent of each other. However, if you choose to do exercises in a sequence other than that presented in the book, be aware that there are exercises in some chapters that depend on other exercises performed earlier in the book. If this is the case, we will tell you where in the book the prerequisite exercises are located. You can browse to the practice files in Windows Explorer by following these steps:

1. On the Windows taskbar, click the Start button, and then click Documents. 2. In your Documents folder, double-click Microsoft Press, double-click Groove 2007 Start

SBS, and then double-click a specific chapter folder or site.

Removing the Practice Files You can free up hard disk space by uninstalling the practice files that were installed from the companion CD. The uninstall process deletes any files that you created in the Documents\Microsoft Press\Groove 2007 SBS folder while working through the exercises. Follow these steps:

1. On the Windows taskbar, click the Start button, and then click Control Panel. 2. In Control Panel, under Programs, click Microsoft Office Groove 2007 Step by Start

Step, and then click the Uninstall a program task.

3. If the Programs and Features message box asking you to confirm the deletion appears, click Yes. Important Microsoft Product Support Services does not provide support for this book or its companion CD.

Getting Help Every effort has been made to ensure the accuracy of this book and the contents of its CD. If you run into problems, please contact the appropriate source, listed in the following sections, for help and assistance.

Getting Help with This Book and Its CD If your question or issue concerns the content of this book or its companion CD, please first search the online Microsoft Press Knowledge Base, which provides support information for known errors in or corrections to this book, at the following Web site: www.microsoft.com/mspress/support/search.asp If you do not find your answer in the online Knowledge Base, send your comments or questions to Microsoft Learning Technical Support at: [email protected]

Getting Help with Groove If your question is about Microsoft Office Groove 2007 and not about the content of this Microsoft Press book, you can find many answers by using the Groove online Help and other resources available on the Help menu in Groove. To open online Help, click Microsoft Office Groove Help on the Help menu. The Microsoft Office Groove Help window is shown on the next page.

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Getting Help

Use the Index and Search tabs to find specific topics.

Add topics to the Favorite tab for later reference.

Click a heading on the Contents tab to show related topics.

The Help menu also provides the resources summarized in the following table. Click this command

To do this

Getting Started Movie

View a video that introduces you to the features of Groove.

How To

Display links to how-to topics that teach you how to perform specific tasks in Groove.

Microsoft Office Online

Open the home page for Microsoft Office Online, where you can find assistance and training for Microsoft Office products.

You can find Groove training and assistance on the Microsoft Office Online Web site at: office.microsoft.com/groove/

Getting Help

xxiii

More Information If your question is about a Microsoft software product and you cannot find the answer in the product’s Help system, please search the appropriate product solution center or the Microsoft Knowledge Base at: support.microsoft.com In the United States, Microsoft software product support issues not covered by the Microsoft Knowledge Base are addressed by Microsoft Product Support Services. The Microsoft software support options available from Microsoft Product Support Services are listed at: www.microsoft.com/services/microsoftservices/srv_support.mspx Outside the United States, for support information specific to your location, please refer to the Worldwide Support menu on the Microsoft Help And Support Web site for the site specific to your country: support.microsoft.com/common/international.aspx

Chapter at a Glance Integrate Groove with other collaboration software, page 4

Create a Groove account, page 8

Work with the Groove Launchbar, page 15

1


In this chapter, you will learn to: Understand what Groove is. Benefit from using the collaboration tools available in Groove. Integrate Groove with other collaboration software. Work with Groove. Create a Groove account. Log on to and off from your Groove account. Work with the Groove Launchbar. Use your Groove account on a second computer. Set account preferences.

One of the most important aspects of working as part of a team is collaboration, and a great software solution for collaborating with co-workers online is Microsoft Office Groove 2007. Collaboration is best described as multiple people working together to accomplish a common set of goals. For example, say a company’s marketing department has been working on a marketing campaign related to the launch of a new product. A person in the marketing department can create a Groove workspace and invite people from the finance, manufacturing, sales, and support departments to be members of the workspace. Using a workspace tool called the Discussion tool, every member of the workspace can add comments and ideas about the new product and campaign, and solutions to issues that arise can be quickly considered and implemented. At its core, Groove is a software program that people can use to communicate and share information in a protected environment over the network as if they were in the same physical location. It is a way of keeping members of your team in synch with each other and ensuring that all members have the same copy of data and information. Groove 2007 overcomes the disadvantages of traditional communication tools such as voicemail, fax, e-mail, and publicly shared folders on file servers. Groove brings members, 1

2

Chapter 1


and the tools they need, together in a Groove workspace. Members of a workspace can communicate with each other easily, share files, discuss ideas, hold meetings, plan schedules, and manage projects. In this chapter, you will be introduced to some of the easy-to-use features and tools available in Groove. You will also learn how to set up your Groove account, log on to your account, work with the Groove Launchbar, use your account on a second computer, and set account preferences. After you perform these exercises, you will have a better understanding of how Groove can simplify and streamline your file sharing and collaboration needs. Important No practice files are required to complete the exercises in this chapter. For more information about practice files, see “Using the Book’s CD” at the beginning of this book.

Troubleshooting Graphics and operating system–related instructions in this book reflect the Windows Vista user interface. If your computer is running Windows XP and you experience trouble following the instructions as written, please refer to the “Information for Readers Running Windows XP” section at the beginning of this book.

Understanding What Groove Is Groove is a program that people can use to collaborate and share data by creating a virtual workspace, adding data and collaboration tools to the workspace, and then inviting other people to join the workspace as members. Groove is different from a collaboration tool such as the team Web sites created with Microsoft Windows SharePoint Services. Unlike a SharePoint site, Groove does not require you to be online to get your work done. Groove works the same whether it’s offline or online. It does this by using a Groove Relay, which acts as a store-and-forward mechanism for when a user is working offline. The benefit of a Groove relay server is that you do not have to worry about contacting other members of your Groove workspaces to inform them that a change has recently been made to certain data. Instead, Groove automatically sends an alert to them. The Groove relay server alerts offline workspace members when they are online again that there are changes waiting for them. See Also For information about working with Groove alerts, see Chapter 5, “Managing Workspace Communications and Alerts.”

Benefiting from Using the Collaboration Tools Available in Groove

3

The Groove relay server is really nothing more than a holding queue. All the data that passes through the Groove relay server is fully encrypted. The Groove relay server performs the following three key functions: Mobile/offline support. Messages from an online user are stored for delivery to an offline user to ensure that synchronization occurs quickly. Cross-firewall communications. Messages and data that can’t be transmitted in direct peer-to-peer fashion because of a firewall are sent to the Groove relay server. Message “fan-out.” When data is created or modified, Groove calculates the most efficient way to synchronize the data over the network. Groove will either send multiple copies of the data directly to computers that need it, or it will send one copy of the data to the Groove relay server, where it is then distributed to the various computers. Tip The ability to work offline is useful for business travelers who are frequently disconnected from a network but still need to make changes to data that others on the team need to see.

Benefiting from Using the Collaboration Tools Available in Groove Because of its versatility, anyone can benefit from using Groove, including the following: Large Enterprise Companies. Corporations are becoming more and more de-centralized, with consultants and organizations spread across the globe. Small to Medium-sized Companies. Organizations and teams need to share information and get work done across organizational and geographical boundaries. Home-based Businesses or Home Users. People need to get work done wherever they are, whether they’re at home or traveling. By taking advantage of the broad reach and speed of the Internet, Groove can connect people anywhere in the world. The following list describes some of the benefits of using Groove to collaborate. You can: Work dynamically with team members in a team workspace environment. For example, a few friends from around the city want to create a new soccer league, but they need to know what nights everyone will be available to play. They can all add their commitments and schedules to the Groove Calendar tool so everyone can see what dates people can and can’t participate.

4

Chapter 1


Create and customize workspaces quickly, right on the desktop. For example, you receive a call from your manager, who needs you to put a presentation together for a meeting tomorrow at a company site. You create a new workspace and add an existing Microsoft Office PowerPoint presentation to the workspace’s Files tool. You can revise the slides to fit the client’s specific needs and invite other colleagues to the workspace to get their opinions and input on the revisions you make. Invite others without worrying about servers or security. Sara, working in Toronto, might invite her colleague, Tina, who works in Atlanta, to join a workspace that she has set up for all her business trips. Tina can check information in the workspace and see whether she will be available the days that Sara is in town. Work online, occasionally connected, or offline with one tool. Earl keeps in touch with workspace members while he’s connected to the network at the office. During his commute home, he opens the workspace while he’s offline and updates the team calendar and other shared files. When he gets home, he can connect to the Internet and the changes become available for other members. Keep your team in synch automatically so that you spend more time working and less time coordinating. James, in Chicago, works consistently with his support team to remain aware of the latest support issues or known bugs. Rather than sending e-mail to several people on the support team asking for their latest input, James can log on to Groove, open a workspace, and have access to the support team in just a few clicks of the mouse.

Integrating Groove with Other Collaboration Software Groove works with other collaboration services, such as Windows SharePoint Services (WSS). WSS is a Web-based application that allows people to perform collaborative tasks such as sharing files and publishing content for review. See Also For more detailed examples of how Groove and SharePoint can be used to enhance your organization’s collaboration options, see Chapter 11, “Sharing Files Through a SharePoint Site.”

Groove has its own tool, the SharePoint Files tool, which can be added to any Groove 2007 standard workspace. This tool synchronizes with a SharePoint document library so that members can make updates and view files even when they are not connected to the Internet. The SharePoint Files tool is designed to support the create/share/store model of work in which small workgroups collaborate on documents. The Groove SharePoint Files tool even allows for check-in and check-out privileges.

Integrating Groove with Other Collaboration Software

Microsoft Office InfoPath is another collaboration program that Groove can work with, by allowing the importing of custom forms. More and more companies are relying on custom forms to expedite day-to-day business needs and need a common, but secure, place to store them.

5

6

Chapter 1


Groove also has its own integration with Microsoft Office Communicator. Office Communicator is a real-time collaboration tool that enables users to communicate with other users instantly via instant messaging, e-mail, or even by using your computer to dial another user’s phone number. Communicator contacts can be displayed in the Groove Launchbar and users can initiate Communicator actions with those contacts from Groove. Additionally, Groove uses the same Communicator icons to create a common look and feel.

See Also For more information about using Groove with Office Communicator, see Chapter 6, “Sending Instant Messages and Chatting.”

Working with Groove

7

Working with Groove (At a Glance) Here’s an example of how two co-workers might use Groove. Frank and Marie, colleagues in their company’s marketing department, are both members of the same Groove workspace. Frank is working on a document while he waits for his flight at the airport. This document is a critical part of a presentation that Marie will give to a customer later that day. Now, fast forward a couple hours and assume that Frank has arrived at his destination and is connected to the Internet. After he logs on to Groove, he adds the document he created at the airport to the marketing department’s workspace, and the document continues on its way to a Groove relay server. The document now resides in an encrypted form on the relay server as well as on Frank’s computer. Back at the home office, Marie has come back from lunch and just signed in to Groove. The Groove relay server senses that she is now online and sends the document to her. She sees in the notification area that her Groove icon indicates there is a new file in the workspace. She clicks the notification and is immediately directed to the new file in the workspace. Marie now has all the necessary information she needs to complete her presentation. That is how Groove works. Now that you know how Groove works, here are some other benefits of Groove: Ease of use Alerts users when software updates are available. Simple, intuitive, and fun user interface. Visual indicators show new or modified data. All data stays synchronized automatically. Versatility Users can work online or offline. One account can reside on multiple computers. Groove adapts to a wide range of network architectures. Ease of communicating Keep in touch with members via instant messaging. Chat with members via the Chat tool or the Discussion tool.

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Creating a Groove Account After you install Groove 2007, you need to create a Groove account before you start using the program. The first time you start Groove, the Account Configuration Wizard displays a Welcome To Groove message. You simply follow the steps in the wizard to create an account. You and the people you share files and information with in Groove need to have Groove accounts that are different from, for example, the user account that you use to log on to Windows or your e-mail program. Your Groove account information might be delivered in an e-mail message sent to you by your company’s IT department, or you might need to specify the account yourself. The account is required for security purposes and to control the type of work you and others can perform in a Groove workspace. Your account helps keep shared information synchronized and identifies you to other users of Groove. It also facilitates working with Groove on different computers. To create an account, you need the following information: Your Groove account name, which will be displayed to other users of Groove. This can simply be your first and last name or another name you want to be known by. You cannot use the following characters in an account name: {}=/; Your account name can contain up to 256 characters, but anything more than just a first and last name is really not necessary. Your e-mail address. A Groove account configuration code (optional). An account configuration code might be required if you are setting up your Groove account on your company’s network or on another computer domain that is managed. In the following exercise, you will see an example of how to set up an account without using a Groove account configuration code. Check with your network or system administration to see whether a configuration code is required for your account. If you are setting up an account using a personal e-mail address or an e-mail address you use on your own for your business, you probably do not need a Groove account configuration code. Many Groove users set up more than one Groove account. For example, you could set up one Groove account for your business needs, and a second account for using Groove to organize community events, your sports league, family vacations—any activity that involves coordinating the ideas and schedules of more than a few people.

Creating a Groove Account

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As one of the last steps in setting up your account, you can choose whether to list your contact information in the Public Groove Directory. Listing your information in the directory enables other Groove users to find you and add your Groove identity to their list of Groove contacts. You can choose to list no information, only your name, or all the contact information you enter about your account in Groove. See Also For more information about adding contact information for your Groove account, see “Setting Account Preferences,” later in this chapter.

In this exercise, you will learn how to create a Groove account. There are no practice files for this exercise. BE SURE TO log on to Windows before starting this exercise. If you have already created a Groove account before starting the exercises in this book, you do not need to complete this exercise.

1. Click the Start button, point to All Programs, click Microsoft Office, and then click Microsoft Office Groove 2007. Start

The Account Configuration Wizard starts and displays the Welcome To Groove page.

2. Click Create a new Groove account, and then click Next. The Groove Account Configuration Code page opens.

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3. Click I don’t have a Groove Account Configuration Code.

4. Click Next to display the Enter Groove Account Information page.

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5. Enter information such as the following. (The information shown here is just an example. You should set up your account with your own name, e-mail address, and password.) Name: Phyllis Harris E-mail Address: [email protected] Password: Pass@!word1 Confirm Password: Pass@!word1 Password Hint: Type any hint you want here. Do not select the Remember Password check box or the Enable Password Reset check box. The Enter Groove Account Information page should now be filled in with information such as that shown in the following graphic.

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Tip Be sure to use a strong password when you are setting up your Groove account. A strong password contains a mix of uppercase and lowercase letters, one or more numbers, and one or more special characters, such as an asterisk (*), at sign (@), or an exclamation point (!).

6. Click Next. Groove displays a progress message as it configures your account. After your account is configured, the Help Groove Users Find You page appears.

7. In the List this information list, click All Contact Information, and then click Finish.

8. In the message box asking whether you want to watch the Getting Started movie, click No. The Groove Launchbar opens.

Logging On To and Off From Your Groove Account

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9. On the File menu, click Exit. 10. In the Exit Groove dialog box, click Yes. See Also For more information about the Launchbar, see “Working with the Groove Launchbar,” later in this chapter.

Tip You can watch the Getting Started movie later by clicking Getting Started Movie on the Help menu in the Launchbar.

Logging On To and Off From Your Groove Account When you first create a Groove account, Groove logs you on to your account and opens the Launchbar. Thereafter, you need to perform a set of steps to log on to your Groove account. To log on, you need to enter the password you created when you set up your Groove account. Also, if you are logging on to your account on a computer on which you have set up multiple Groove accounts, you will be prompted to choose the account you want to use when you start Groove.

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You can also log off your Groove account but keep Groove open. You might log off your account when you want to work without being interrupted by the communications and notifications that occur as members perform their work in a Groove workspace. In this exercise, you will learn how to log on to and log off from your Groove account. There are no practice files for this exercise. BE SURE TO connect to the Internet before beginning this exercise.

1. Click the Start button, point to All Programs, click Microsoft Office, and then click Microsoft Office Groove 2007. Start

The Welcome To Groove dialog box opens.

2. In the Password box, type the password you defined for your account, and then click Login. Tip If you have more than one Groove account on the computer you are using for this exercise, in the Select Account dialog box, select the account name you want to use and then enter your password.

The Launchbar opens. Tip Under the Password box, select the Remember My Password On This Computer check box to log on to Groove automatically when you start Groove.

3. On the File menu, click Log Off Account. The Groove icon in the notification area appears gray to indicate that you are currently logged off from your account. Tip You can right-click the Groove icon in the notification area and then click Open Groove to log on to your account, or click Log Off to log off your account.

Working with the Groove Launchbar

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Working with the Groove Launchbar The Groove Launchbar is the main window that you will work with in Groove. You can start and track most of your activities from this one location. The Launchbar is organized into three areas—Workspaces, Contacts, and Common Tasks—and also includes a menu bar from which you can initiate tasks such as sending an instant message, checking the status of and managing Groove communications, setting account preferences, and viewing online Help. See Also For more information about managing Groove communications, see Chapter 5, “Managing Workspace Communications and Alerts.”

By default, the Workspaces and Contacts areas are displayed on the Launchbar as tabs. The Common Tasks area is displayed in a separate pane near the bottom of the window. You can change the Launchbar layout to display Workspaces and Contacts in separate panes rather than on tabs, by clicking Tabbed View on the Options menu (to deselect it).

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On the Workspaces tab, you can view a list of the workspaces you are a member of, open a workspace, and create a new workspace. By default, workspaces are listed by status: Active workspaces are those that you have open on your computer or another workspace member has open on his or her computer. Unread workspaces contain updated information that you have not yet displayed. Read workspaces are workspaces not currently being accessed but for which you are up to date. You can also view the list of workspaces alphabetically, for example. To change how you view the list of workspaces, click View Workspaces By on the Options menu. See Also In Chapter 2, “Setting Up a Standard Workspace,” you will create two standard Groove workspaces. You will also learn more about workspace status and the different ways in which you can view workspaces.

The Contacts tab lists workspace members and other individuals who you have added to your list of Groove contacts. You can communicate with your Groove contacts directly from the Launchbar. For example, you can send an instant message to a contact by rightclicking the contact’s name and then clicking Send Message. The Contacts tab also displays the status of your contacts. You can see which contacts are working actively in Groove, which contacts are online (logged on to Groove but not working actively), and which contacts are offline. Near the bottom of the Launchbar is the Common Tasks area. The tasks listed in the Common Tasks area change depending on what you have selected on the Workspaces tab or the Contacts tab. When either tab is the active tab, the Common Tasks area provides the following commands: View By Suppress Alerts New Folder Send My Contact Via E-mail When the Workspaces tab is active and a workspace is highlighted, the common tasks are the following: Invite To Workspace Set Alerts (if not set) or Turn Off Alerts (if set) View Workspace Properties Mark Read (for unread workspaces) or Invite My Other Computers (for workspaces with the Read status).

Using Your Groove Account on a Second Computer

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When the Contacts tab is active and a contact is highlighted, the common tasks are the following: Send Message View Contact Properties Set Alerts Invite To Workspace Tip You can view your message history by double-clicking the envelope icon in the lowerleft corner of the Launchbar. See Also For information about the common tasks for the Contacts tab, see Chapter 3, “Managing Your Groove Contacts.”

Tip As you work with Groove, you can use the status bar at the bottom of the Launchbar to monitor communications and the transmission of data over the network. The status bar indicates the amount of data that Groove is transferring out of your computer to the network and the amount of data being transferred by Groove into your computer from the network. You can also use the status bar to view the status of communications in Groove and view your instant message history.

Using Your Groove Account on a Second Computer After you have set up your Groove account, you can use it on other computers. For example, you might set up your account on your computer at the office and then use that account on a laptop computer you take on the road. You might need to set up your account on your home computer and work with files from the office after normal business hours. To use your Groove account on another computer, you need to place a copy of the file that contains your Groove account information on that computer. Groove provides a dialog box that lets you copy the account file on your current computer. By default, Groove saves the account file on your desktop so that you can easily find it. You can save the account file to a different location if you prefer. After you install Groove on the other computer, all you need to do is double-click your account file, and Groove takes it from there. The information in the workspaces you belong to will be downloaded to the other computer, for example, and you’ll see your same list of contacts.

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In this exercise, you will learn how to set up your existing Groove account on a second computer. BE SURE TO install Groove on a second computer before beginning this exercise. Then log on to Groove on your primary computer, and display the Launchbar.

Troubleshooting You cannot complete this exercise unless you have a second computer available with Groove installed.

1. On the File menu, click Use Account on Another Computer. The Use Account On Another Computer dialog box opens.

2. If you want to save your account file to a location other than the default location, click Browse, select a location in the Save Account As dialog box, and then click Save.

3. In the Use Account on Another Computer dialog box, click OK. 4. Copy the account file to a CD or a USB flash drive, and then copy the account file onto the second computer.

5. On the second computer, locate the account file and double-click it. Then log on to Groove with your account password. Groove opens, and the Launchbar displays your contacts and workspaces.

Setting Account Preferences

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Setting Account Preferences Like other Microsoft Office applications, Groove provides a number of options and preferences. Many of these options and preferences are tailored to add security or provide ease of use. The Preferences dialog box in Groove includes the following tabs: Identities. You can use this tab to add an identity (an alternative display name) for your account or to edit an identity. You can also use options on this tab to choose which information to include in the Public Groove Directory or your local network directory. Account. You can use this tab to change your account password, save your account as a file to use on another computer, or delete your account from the computer. This tab also lists the names of the computers on which you have your Groove account. Security. You can use this tab to view your digital fingerprint (which is the mechanism by which Groove identifies you to other Groove users), set communication policies, block certain file types from being included in a Groove workspace, and set other workspace restrictions. Alerts. You can use this tab to manage how and when Groove alerts you to changes and updates. Options. You can use this tab to select startup settings, display settings for the Launchbar and the Workspace Explorer, presence settings, settings for scanning files for computer viruses, and settings related to instant messages and e-mail. Synchronization. You can use this tab to select options for synchronizing Microsoft Internet Explorer favorites on the computers on which you use Groove and adding shortcuts to file sharing workspaces in your Documents folder. In this exercise, you will learn how to use the Preferences dialog box to add contact information to your Groove identity and to reset your Groove account password. BE SURE TO log on to Groove and display the Launchbar before beginning this exercise.

1. On the Options menu, click Preferences. The Preferences dialog box opens, displaying the Identities tab.

2. Click Edit.

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The Edit Identity dialog box opens.

3. On the Business tab, enter additional information about your identity, for example your company name, job title, and Web page.

4. Click OK. 5. In the Preferences dialog box, click the Account tab. 6. On the Account tab, click Change Password. The Change Password dialog box opens.

7. Enter your current password and your new password. 8. Confirm your new password, add a password hint, and then click OK. Tip If you want to log on to Groove automatically when you start Groove, select the Remember Password check box.

9. In the Preferences dialog box, click OK. CLOSE the Launchbar, and exit Groove if you are not continuing directly to the next chapter.

Key Points

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Key Points With Groove 2007, people can more efficiently collaborate on projects, whether online or offline. Anyone can benefit from using Groove, from large enterprise businesses to small businesses to home users. Groove can be integrated with other Microsoft Office products and technologies, such as Office Communicator and a SharePoint site. You can use your Groove account on more than one computer to synchronize and share files. Use the Groove Launchbar to initiate activities such as sending an instant message and to manage your Groove workspaces and contacts.

Chapter at a Glance Create a standard workspace, page 24

Explore a Groove workspace, page 37

Work in the Workspace Members pane, page 31

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In this chapter, you will learn to: Create a standard workspace. Send and accept workspace invitations. Work in the Workspace Members pane. Change the role of a workspace member. Change permissions assigned to a workspace role. Explore a Groove workspace. Add files to the Files tool. Add a tool to a standard workspace.

As you learn how to use each feature in Microsoft Office Groove 2007, keep in mind that what makes Groove effective as a desktop collaboration application is how the features work together. Most often in your work with Groove, you will use a combination of features rather than one feature to communicate, facilitate team discussions, or capture information in shared files and documents. A Groove standard workspace, which you will learn about in this chapter, is an example of how Groove brings its features together. In many ways, workspaces are at the center of the capabilities that Groove provides. Workspaces have members, who might be a group of people involved in a project or the employees who work in a certain department within a company—the finance or marketing department, for example. Workspaces also include tools and other features that members use in their work together. You can initiate an instant message from a workspace, for example, store documents and meeting notes, or hold an online chat. Each member of a workspace is assigned a role, and each workspace role has permission to perform certain tasks. You can modify these permissions when you need to, and you can also change the role to which a member is assigned. 23

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After you enter a workspace, you work with the Groove Workspace Explorer. The Workspace Explorer provides access to workspace tools (the Files tool, the Discussion tool, and others that you add to the workspace) as well as to commands that you use to invite people to join a workspace, send messages to workspace members, manage workspace properties, and change how you view the information that a workspace contains. The Workspace Explorer ties into and builds on the work that you perform from the Groove Launchbar. See Also For more information about using the Launchbar, see Chapter 1, “Getting Started with Groove.” For more information about how to use specific workspace tools, see Chapters 7 through 11.

In this chapter, you’ll learn how to create a standard Groove workspace, how to invite and manage workspace members, how to view workspace properties and the information the workspace contains, and how to start building the workspace by adding tools and files. Important Before you can use the practice files in this chapter, you need to install them from the book’s companion CD to their default location. See “Using the Book’s CD” at the beginning of this book for more information.


Creating a Standard Workspace A standard Groove workspace offers a set of tools and features that members of the workspace use to stay in touch, maintain the information that they share, and make decisions about issues that affect the work they do together. Groove also provides a type of workspace known as a file sharing workspace, which is a workspace designed for sharing files among computers and its members and keeping the files synchronized. A file sharing workspace does not provide the set of tools that a standard workspace does. See Also For more information about setting up and using a Groove file sharing workspace, see Chapter 7, “Managing and Sharing Files.”

Creating a Standard Workspace

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You can create a workspace by using one of the following methods: A default standard workspace provides a Files tool for storing shared files and a Discussion tool for holding and capturing information from online discussions. A custom workspace lets you select from a set of tools, including the Files tool, the Discussion tool, and tools you use for organizing and managing meetings, tracking issues, storing images, and other needs. A workspace template includes a set of tools defined for the template and can also include files and a list of default members that are associated with the template’s purpose. For example, you might define a workspace template for projects that would include the workspace tools your project teams require; standard files that project teams use to create budgets, schedules, status reports, specifications, and similar information; and team managers who oversee each project as default members. To create and start setting up a standard workspace in Groove, you can use the New Workspace link at the top of the Workspace tab on the Launchbar. You enter a name and specify the type of workspace you are creating, and you select a workspace template if required. See Also For information about saving a workspace as a template, see “Saving a Workspace as a Template,” in Chapter 12, “Troubleshooting, Maintaining, and Securing Groove.”

In this exercise, you will create a default standard workspace and a standard workspace from a template. The workspace template is designed for the Wide World Importers marketing department to coordinate new product launches. The default standard workspace will be featured in exercises in which you work with multiple workspaces. USE the WideWorldImporters.gsa file. This practice file is located in the Documents\ Microsoft Press\Groove 2007 SBS\SetupWorkspace folder. BE SURE TO log on to Groove before beginning this exercise. See Also If you have not yet created a Groove account, see “Creating a Groove Account” in Chapter 1, “Getting Started with Groove.”

1. On the Launchbar, click New Workspace.

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The Create New Workspace dialog box opens. The Standard option is selected by default.

2. In the Name of Workspace text box, enter My Workspace, and then click OK. The Groove Workspace Explorer opens and displays the new standard workspace. The workspace includes a Files tool and a Discussion tool by default. Tabs for these tools are included at the bottom of the Workspace Explorer window. The Workspace Members list is displayed to the right of the window. You should see your name (or the name you’ve assigned as a Groove identity) displayed in this list. Toolbar

Files tool

Discussion tool

Workspace Members list

Creating a Standard Workspace

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Tip To rename a workspace, right-click the workspace in the Launchbar and then click Rename. Enter a new name for the workspace, and then click OK.

3. In the Workspace Explorer, on the File menu, point to New, point to Workspace From, and then click Template. The Browse dialog box opens.

4. Navigate to the Documents\Microsoft Press\Groove 2007 SBS\SetupWorkspace folder.

5. Select the WideWorldImporters.gsa file, and then click Open. The Groove Workspace Explorer opens and displays the WideWorldImporters workspace and the folders it contains in its Files tool. Tabs for the other workspace tools defined for the template appear at the bottom of the Workspace Explorer window. The WideWorldImporters workspace template includes a Calendar tool and a Meetings tool in addition to the Files and Discussion tools that are included by default in a Groove standard workspace.

See Also For more information about tools, see “Adding a Tool to a Standard Workspace,” later in this chapter.

CLOSE the My Workspace workspace, but do not close the WideWorldImporters workspace.

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Sending and Accepting Workspace Invitations The person who creates a workspace becomes a member of that workspace automatically. He or she is the person who then invites co-workers and other people to become members of the workspace. Workspace invitations are sent as a Groove instant message to people who are among your Groove contacts, or as e-mail messages to a person who is not one of your known Groove contacts. See Also For more information about working with Groove contacts, see Chapter 3, “Managing Your Groove Contacts,” and Chapter 4, “Keeping Your Contacts Organized.”

Each workspace member is assigned one of three roles. The individual who creates the workspace is assigned the Manager role by default. When you prepare an invitation to a workspace, you specify which role each person you invite will have when he or she joins the workspace. The person sending invitations can assign the Manager role to other people or specify the Participant or Guest role. See Also Workspace managers can assign a member to a different role after the member has joined the workspace. Managers can also change the permissions associated with a specific role. For more information about workspace roles, see the topics later in this chapter.

Follow these steps to accept an invitation to a Groove standard workspace: 1. In the notification area of the taskbar, click the Groove alert indicating that you have received an invitation.

2. In the Respond to Invitation dialog box that opens, click Accept, and then click OK in the Invitation Acceptance Tip window. In the Workspace Explorer window, your standard Groove account name should now be listed as a member. In this exercise, you will send an invitation to join a workspace. Important You will send the invitation to a Groove account that was set up for this book. This account is for illustration purposes only and cannot accept the workspace invitation or become a member of the workspace.

Sending and Accepting Workspace Invitations

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USE the WideWorldImporters workspace you created in the previous exercise. OPEN the WideWorldImporters workspace if it isn’t already open.

1. In the Workspace Explorer, on the Options menu, click Invite to Workspace. The Send Invitation dialog box opens.

2. In the upper-right corner of the Send Invitation dialog box, click the Add More link. The Add Recipients dialog box opens.

3. In the Add Recipients dialog box, click Search for User. The Find User dialog box opens.

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4. In the Search For box, type Groove user. 5. Select the Include Public Groove Directory check box, and then click Find. The Find User dialog box displays a list of Groove accounts that match the text you searched for.

Tip You might see additional Groove accounts with similar names in the Find User dialog box.

6. Select the user Groove User 1, and then click Add. 7. In the Add Recipients dialog box, click OK. 8. In the Send Invitation dialog box, in the Message area, type Please join the workspace.

9. At the bottom of the Send Invitation dialog box, select the Require acceptance confirmation check box. Tip By selecting the Require Acceptance Confirmation check box, you will see an alert that notifies you that an invitee has accepted the invitation. You will then be asked to confirm the members’ acceptance.

10. Click Invite. In the Invitation Tip message window, click OK. See Also You can see when the invitation is delivered and whether a person accepts your invitation by monitoring Groove alerts. For information about Groove alerts, see Chapter 5, “Managing Workspace Communications and Alerts.”

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Inviting Someone Who Does Not Have Groove to Join a Groove Workspace When you send a workspace invitation to an e-mail address—generally, to someone who is not among your Groove contacts—Groove sends the invitation by using Microsoft Office Outlook. The e-mail message contains an attachment with the invitation and a link that people who don’t have Groove installed can use to open a Groove download page. After the invitee installs and opens Groove, the invitation should open automatically, or the invitee can open the e-mail message and open the invitation attachment to respond.

Working in the Workspace Members Pane The Workspace Members pane in the Workspace Explorer provides information about workspace members. For example, member names are displayed in different colors to indicate whether you have verified the identity of the member. See Also For more information, see “Working with Identities” in Chapter 3, “Managing Your Groove Contacts.”

The list of workspace member names also shows the online or offline status of each member. The status of a workspace member can be one of the following. Some of the categories listed appear only when a member has that status. In Workspace. Indicates members who currently have the workspace open. Navigating Together. Indicates members who currently have the workspace open and have enabled the Navigate Together option. Online. Indicates members who are currently online but don’t have the active workspace open. Idle. Lists members who are currently online but have not done activities at their computer for at least the past 15 minutes. Offline. Indicates members who are currently offline. Suspended. Indicates members whose workspace data is no longer being synchronized. Tip A clock indicator means that the member has not done any computer activities for at least 15 minutes. You can point to the clock indicator to see the exact period of time the member has been idle.

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You can also use the Workspace Members pane to initiate activities with other members of a workspace. For example, you can right-click a member’s name, click Properties, and then open the member’s contact card to send a message to that member. You can rightclick one or more names to display a menu of Groove activities. For example, you can select several members, right-click, and then click an option to send an instant message or an invitation to a new workspace. You can organize your view of workspace members in several different ways: Alphabetical. Shows member names in alphabetical order by their first name. (Your name will appear first in the list.) Status. Categorizes members according to their current status. Verification Status. Categorizes members according to their contact authentication status. Role. Categorizes members according to their role in the workspace. Organization. Categorizes members by the organization listed in their contact properties. If members have no organization listed in contact properties, they are listed under “Unknown Organization.” In this exercise, you will view and organize the list of workspace members, and initiate actions with workspace members from the list. USE the WideWorldImporters workspace you created earlier in this chapter. OPEN the WideWorldImporters workspace if it isn’t already open.

1. In the Workspace Members list, point to your name or to another member’s name. A status window displays information; for example, the member’s role in the workspace and what tool the member is using.

Working in the Workspace Members Pane

2. In the Workspace Explorer, on the View menu, point to View Members By, and then click Role. The list of member names is now organized by role rather than by status.

3. In the Workspace Members list, right-click the name of another member. A shortcut menu appears.

You can use this menu to initiate actions with workspace members. You can send an instant message, for example, or send an alert that a member is needed in a workspace. You can also view a member’s properties, change a member’s workspace role, and verify a member’s identity. Tip To show or hide the Workspace Members list, on the View menu, point to Show/Hide, and then click Members. When you are working in the Workspace Members list, you can expand and collapse member categories, the Chat tool, or the Common Tasks area. If you hide the Workspace Members list, you also hide the Chat tool and the Common Tasks area. For more information about using the Groove Chat tool, see Chapter 6, “Sending Instant Messages and Chatting.”

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Navigating Together With the Groove Navigate Together option, workspace members can move in unison from one workspace tool to another. If you have a friend or colleague who is also using Groove, you can try out this feature. To activate this feature, click Navigate Together on the Options menu in the Workspace Explorer. Only members who have Navigate Together selected during the same time navigate together. In other words, if other members have this option selected when you select it, you immediately navigate to their location in the workspace. If members who are navigating together are working in the Discussion tool, you will be taken to this tool as well. Navigate Together remains in effect until you clear the option from the Options menu or close the Workspace Explorer. Navigate Together works with actions such as opening or closing the Groove Chat pane, opening folders in a Files tool, or navigating in the Calendar tool. To navigate on your own while Navigate Together is turned on, press Shift while clicking. You might decide to do this if you want to work briefly with a different tool on your own.

Changing the Role of a Workspace Member The role assigned to a workspace member controls which actions the member can perform. A member assigned to the Manager role, for example, can add and delete tools from a workspace, invite or uninvite members, or cancel invitations that have not yet been acted on. A member with the Participant role can add tools to a workspace but cannot delete tools. A member assigned to the Guest role can view files in a workspace but cannot send invitations, add tools, or perform other workspace operations. The Guest role should be used for members who need to review the workspace from time to time to check on progress and status but who are not actively engaged in the proceedings or project the workspace supports. The following table lists the default permissions for each workspace role. Managers

Invite and uninvite members. Add or delete tools. Cancel outstanding invitations.

Participants

Invite members. Add tools.

Guests

No permissions.

Changing the Role of a Workspace Member

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See Also Each workspace role also comes with a set of permissions related to their use of specific workspace tools. For an example of how to set permissions for a specific tool, see “Setting Permissions in the Files Tool,” in Chapter 7, “Managing and Sharing Files.”

A member who is assigned the Participant or Guest role when the workspace is first set up, however, might take on more responsibilities for a project or a group later. A member who has the Participant role might need to be made a Manager, even temporarily, or a member who is a Guest might be given the role of a Participant so that the member can work more actively in the workspace. Part of managing a workspace and its members is changing the role of a member from time to time after he or she accepts an invitation to the workspace. Only members who have the Manager role can reassign roles for other members. In this exercise, you will set a workspace member’s role. USE the WideWorldImporters workspace you created earlier in this chapter. OPEN the WideWorldImporters workspace if it isn’t already open.

1. In the Workspace Explorer, on the Options menu, click Set Roles. The Properties dialog box opens.

2. Click the name of the user whose role you want to change, and then click Change Role. The Change Role dialog box opens.

3. Click the new role, and then click OK. 4. In the Properties dialog box, click OK.

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Changing Permissions Assigned to a Workspace Role Each workspace role—Manager, Participant, and Guest—is defined by the tasks that the role is permitted to perform. Workspace members assigned to the Manager or Participant role, for example, can invite other people to join the workspace. A member with the Guest role cannot. In most workspaces, the default permissions for each role will enable members to perform their work efficiently. In other cases, however, you might have reason to change the permissions associated with a specific role. For example, you might want to allow members assigned to the Guest role to send invitations. Rather than change the role that is assigned to these members, you can adjust the permissions that are granted to a specific role. Only individuals who are workspace managers can make changes to the permissions for a workspace role. In this exercise, you will change the permissions for a workspace role. USE the WideWorldImporters workspace you created earlier in this chapter. OPEN the WideWorldImporters workspace if it isn’t already open.

1. In the Workspace Explorer, on the Options menu, click Set Roles. 2. In the WideWorldImporters Properties dialog box, click the Permissions tab.

3. On the Permissions tab, in the Select a role to modify its permissions list, click Guest. 4. Select the Invite check box, and then click OK. CLOSE the WideWorldImporters workspace.

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Tip To remove a permission from a role—for example, to prevent Participants from adding tools—follow the previous steps and then clear the check box for that specific permission.

Exploring a Groove Workspace A standard Groove workspace includes a Files tool and a Discussion tool. In the Workspace Explorer, current workspace members are listed in the Workspace Members pane, the Chat tool is available, and you’re provided with links to common tasks. As the number of workspaces you belong to increases, you will need to switch from one workspace to another in the Workspace Explorer and organize the view of your workspaces. The Workspace Explorer provides several ways by which you can navigate between and organize workspaces. You can, for example, view your workspaces by status (Active, Unread, Read) or by Last Unread Time. In this view, you can see which of your workspaces has unread data as of last week, the last thirty days, and other categories. Workspaces that have not received updates for more than thirty days are categorized under Older. Within each of these categories, workspaces are sorted in descending order of most recently read. In addition to Status and Last Unread time, you can view workspaces as follows: Folders. Sorts workspaces by folder. Alphabetical. Lists workspaces in alphabetical order. Not On This Computer. Indicates workspaces you have on other computers. You can download the workspace data either from another computer that contains your account or from another workspace member. Type. Sorts workspaces by type, such as Standard Workspace or File Sharing Workspace. On the Workspace Explorer toolbar, for example, you can display the Workspace Selector, a drop-down menu that appears in the toolbar. You can reposition the Workspace Selector by dragging it to a different location on the toolbar. You can also display the Workspace List to help you navigate between workspaces. Both the Workspace List and the Workspace Selector display all the workspaces in your account that you can open in the tool area. By pointing to the name of a workspace, you can display a status window that lists the last modified date and members who are currently in the workspace.

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You should become familiar as well with the Workspace Manager. The Workspace Manager is another means of viewing your workspaces. You can see the name, status, type, and time when you last had unread information in the workspace. When you select a workspace name in the list, the Workspace Members pane shows which members are active in the workspace and which members are online or offline. Tip You can create a desktop shortcut to open a workspace you work with often. On the Launchbar, right-click the workspace, and then click Save Shortcut To Desktop.

In this exercise, you will manage your views of workspaces and switch from one workspace to another. USE the My Workspace workspace you created earlier in this chapter. OPEN the My Workspace workspace.

1. In the Workspace Explorer, on the View menu, point to Show/Hide, and then click Workspace List. The Workspace List is displayed and lists the workspaces in categories based on workspace status: Active, Unread, and Read. Workspace List

2. In the Workspace List, point to the WideWorldImporters workspace to view a summary of its status.


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The status shows, among other information, the names of the workspace members who are active in the workspace and the type of workspace.

3. On the View menu, point to View Workspaces By, and then click Last Unread Time. The workspaces are listed in descending order of which workspaces have been read most recently.

4. On the View menu, point to Show/Hide, and then click Tools in Workspace List. The Workspace List now displays a list of the tools that are included in each workspace.

5. In the Workspace List, click the plus sign (+) to the left of WideWorldImporters to show the tools included in this workspace. You can now click the name of a specific tool in the Workspace List to make that tool active in the workspace.

6. On the View menu, point to Toolbars, and then click Back and Forward. You can use the Back and Forward buttons that are added to the toolbar to retrace your steps as you move from one workspace and tool to another. Tip To hide or display the Workspace Selector, point to Toolbars on the View menu, and then click Explorer Toolbar.

7. On the Options menu, click Workspace Manager. The Workspace Manager lists the name, type, status, and last unread time of each workspace for which you are a member. You can sort the list of workspaces by a column heading by clicking the heading.

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8. In the Name column of the Workspace Manager, click WideWorldImporters. In the Workspace Members pane, the members of the workspace are listed. Tip You can send an instant message or initiate other actions with workspace members by right-clicking a member’s name and choosing the action you want from the shortcut menu.

9. In the Workspace Manager, on the File menu, click Close Window. 10. In the Workspace Explorer, on the View menu, point to Show/Hide, and then click Workspace List. CLOSE the My Workspace workspace.

Viewing General Workspace Properties Like workspace members, workspaces themselves have properties. Workspace properties include the following: The version of Groove you are using The size of the workspace The template on which the workspace is based The individual who created the workspace The time and date when the workspace was created Software requirements for using the workspace The version of Groove with which the tools added to the workspace should be associated A description of the workspace An option to download the workspace automatically on all computers on which you use Groove


Tip For best performance, Microsoft recommends that the size of any workspace not exceed 2 gigabytes (GB). (You can view workspace properties to see the current workspace size.) Groove cannot send a workspace that exceeds 2 GB to new invitees. To view workspace properties: In the Workspace Explorer, Explorerr, on the File menu, point to Properties, Properties, and then click Workspace.

See Also For information about setting properties for Groove alerts, see Chapter 5, “Managing Workspace Communications and Alerts.” For information about property settings for roles and permissions, see the topics earlier in this chapter.

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Adding Files to the Files Tool As mentioned earlier, the Files tool is one of the tools provided by default in a standard workspace. You can use the Files tool to collect and store files that members share, making the files available to members in a location to which each member has access. For example, teams that work together without a tool such as Groove often route files for review through e-mail, which often has the effect of creating more than one “master” copy of the files. In Groove, after a workspace member adds a file to a workspace, Groove alerts members that the workspace contains “unread” data. In a similar manner, when a workspace member makes a change to a file contained in a workspace, Groove synchronizes the file, and workspace members are notified that the file has changed. See Also For detailed information about using the Files tool, see Chapter 7, “Managing and Sharing Files.” For more information about managing Groove alerts, see Chapter 5, “Managing Workspace Communications and Alerts.”

In this exercise, you will add files to a Files tool in a standard workspace. USE the WideWorldImporters workspace you created earlier in this chapter. OPEN the WideWorldImporters workspace.

1. In the Workspace Explorer, click the Files tab. 2. In the Folders list, click Marketing_Plan, and then, on the toolbar, click Add Files. The Add Files dialog box opens.

3. In the Add Files dialog box, navigate to the Documents\Microsoft Press\Groove 2007 SBS\SetupWorkspace folder.

4. Click the file Marketing_Plan_DRAFT.docx, and then click Open. The file now appears in the Files tool.

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Adding a Tool to a Standard Workspace Members of a workspace such as the WideWorldImporters workspace need to keep track of and resolve issues, coordinate tasks, report on their progress, and exchange and evaluate ideas. While some members work on tasks that help resolve issues, other members are creating and updating documents and related information. Although tools such as e-mail, file shares on servers and shared computers, Web sites, and even specialized collaboration applications support particular tasks and processes, they don’t always support consistent data access or provide the context and information about daily activities that a team needs. That’s where Groove workspace tools come into play. A standard workspace, in addition to the Files tool and Discussion tool that the workspace provides by default, can include tools that support project planning, help organize meetings, track dates, let you take notes or create illustrations, and design forms for collecting specialized data. After you set up a standard workspace, you can add the tools you need for the type of work you plan to do in the workspace, and then add other tools as the activities and information in the workspace develop.

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See Also For more information about how to work with each workspace tool in detail, see Chapters 8 through 12.

Workspace tools are organized on tabs at the bottom of the Workspace Explorer window. Clicking a tool’s tab makes the tool active. The number that appears beside a tool tabs tells you how many workspace members are working with that tool. Tip You can drag tool tabs to change their position in the workspace. In this exercise, you will add a tool to a workspace. USE the WideWorldImporters workspace you modified in the previous exercise. OPEN the WideWorldImporters workspace if it isn’t already open.

1. In the Workspace Members pane, in the Common Tasks area, click Add Tools. The More Tools dialog box opens, displaying a list of tools that you can add to the workspace.

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2. In the More Tools dialog box, select the Notepad check box, and then click OK. The workspace now includes a Notepad tool, which is the active tool. See Also For more information about the Notepad tool, see Chapter 9, “Managing Notes, Issues, and Discussions.”

CLOSE the Workspace Explorer. If you are not continuing directly to the next chapter, exit Groove.

Tip A workspace can include more than one copy of a tool of the same type. For example, you can add more than one Notepad tool to a workspace and use one for meeting notes and another for draft reports. You can rename a workspace tool to identify its particular function by right-clicking the tool’s tab, clicking Rename on the shortcut menu, and then entering the name you want to use in the Rename Tool dialog box.

Key Points Workspaces are at the center of the collaborative work you do in Groove. Workspaces have members. Each member has a specific role, and each role has specific permissions. Members of a workspace who are assigned the Manager role have permission to invite and uninvite members and to add and delete tools. Managers can also assign a member to a different role or change the permissions assigned to a role. Workspaces include tools, such as the Files tool and the Discussion tool, as well as features that you use to initiate actions with workspace members—sending an instant message, for example, or alerting a member that you need them to open a workspace as soon as possible. You can use the Workspace List, the Workspace Selector, and the toolbar to move between workspaces. You can also organize your view of workspaces by status and other categories.

Chapter at a Glance Work with identities, page 53

Set online presence preferences, page 57

Add new contacts, page 48

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In this chapter, you will learn to: Add new contacts. Work with identities. Set online presence preferences. List yourself in directories. Send contact information to other people.

Your Microsoft Office Groove 2007 contacts are an essential part of any Groove work you do. What good would a collaboration tool be if you couldn’t allow others to work with your files, share your ideas, discuss topics of mutual interest, and so on? Groove was designed with collaboration in mind from the get-go and does a terrific job of ensuring that your contact management tasks are easy to understand and carry out. Managing contacts in Groove is not like managing contacts in an e-mail program. In those programs, you enter information about the contacts, adding any details you think are important. With Groove, the contacts supply the information they want you to have. This means that you need to know how to manage not only other people’s contact information but also your own. You control the details others see about you and how they see them. Tip If you use Microsoft Office Outlook as your e-mail program, don’t confuse Outlook contacts and Groove contacts. There is no connection between the two. If you search for a contact in a Groove directory or list, it will not search in your Outlook Contacts list, because that is not a list of authenticated Groove users. It’s also easy to get confused about the usage between Groove and Outlook. Groove is designed to be a collaborative tool for teams to work on specific projects. Outlook is a more general-purpose communication tool that wasn’t designed to be project specific. Teams that do not have Groove often use Outlook mechanisms like distribution lists to help them manage projects, but while Outlook does enable some collaboration, it is not as powerful for this purpose as Groove.

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In this chapter, you will learn to search the Groove Public Directory for contacts to add to your Groove contacts list, as well as how to add workspace members as contacts. You will learn how Groove stores and verifies contact information so that you know that your contacts are who they say they are. You will learn what to do if you have a conflict between two contacts with the same name. You will modify your own contact information and how that information is listed in directories so that other people can find you. Finally, you will send your contact information to another Groove user. Important Before you can complete the exercises in this chapter, you need to have completed the exercises in Chapter 1, “Getting Started with Groove” and Chapter 2, “Setting Up a Standard Workspace.”


Adding New Contacts Microsoft Office Groove 2007 allows you to communicate with other Groove contacts in a unique, yet simple way. Conceptually, Groove offers three levels of contacts you can communicate with: Groove users you have not previously interacted with or been in a workspace with, but who are listed in a Groove directory. You can very easily search for contacts in a Groove directory that you have access to, including the Groove Public Directory, and then add them to your list of contacts or send them a message. Groove users you have been in a workspace with. These people are automatically added to your list of Known Groove Contacts. You can view this list of people to communicate with them or invite them to a workspace by clicking Contact Manager on the Launchbar Options menu. Groove users you have added to your personal contacts list. These are the people that you interact with the most frequently and are shown when you click the Contacts tab of the Launchbar. A contact on your personal contacts list might be a co-worker, partner, family member, friend, member of your fantasy football league, or even a customer, who might have Groove installed.

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To add new contacts to your personal contacts list or to add new members to one of your Groove workspaces, all you need to do is look in your existing known contacts list for that specific contact. If the contact you are looking for is not included in the contacts list, adding that contact is a simple process. You simply need to click the Add Contact link and perform a search for the contact name. Then after the contact is located, click the Add button. It’s very easy to add contacts to any Groove workspace. The same is true about adding a new contact to your contacts list from an existing workspace that you might have. For example, if you have recently been invited to a workspace and notice another workspace member who could be a useful resource for a different project, you might want to add that person as a personal contact. You can very easily add this person to your Groove contacts list from within the workspace. Another way of adding a contact to your contacts list is during the workspace invitation process. If you’ve been invited to join a workspace, simply add the person that invited you to your contacts list at the same time. After you click the workspace invitation notification, you will be prompted to either Reply, Accept, Decline, or Close the invitation. At that point, in the upper-right corner of the program window, you will notice an Add To My Contacts link. If you click that link, the sender (the contact in the From line) of the workspace invitation will immediately be added to your contacts list. See Also For information about sending invitations to a workspace, see “Sending and Accepting Workspace Invitations” in Chapter 2, “Setting Up a Standard Workspace.”

After you have found a contact in any contacts list, it is simple to carry out tasks involving that contact. For example, double-clicking a Groove contact displays the Send Message window, where you can quickly start creating a new message that Groove will send to that contact. Double-clicking an e-mail contact starts your default e-mail program so that you can send a message. To add a contact to a workspace, you can drag the contact from the Contacts tab to the Workspaces tab to open a workspace invitation. Tip The Workspaces tab doesn’t have to be active for you to drag a contact to a workspace. Just drag the contact over the word Workspaces on the tab itself to display that tab. You can then drag the contact down to the workspace you want.

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In this exercise, you will search for a Groove contact and add the contact to your personal contacts list. BE SURE TO log on to Groove with your standard account before beginning this exercise.

1. On the Launchbar, click the Contacts tab. 2. In the upper-left corner of the Contacts pane, click Add Contact. 3. In the Search For box of the Find User dialog box, type the name Groove user 1.

Tip The search string is not case sensitive. You can search by using Full Name, First Name, Last Name, Business E-mail, or Personal E-mail. The search will return all contacts in which a match is found in any of the valid fields. For example, the search string rick would return contacts named Patrick Jones because rick is the last four characters in the First Name field. As a rule of thumb, the more specific you make the search string (by typing more characters), the more specific and exacting your search result will be.

4. Select the Include Public Groove Directory check box. By selecting this option, the search results will include any Groove User 1 identity who has chosen to list his or her identity information in the public directory. If you do not select this option, the search results will include only those contacts with the Groove User 1 identity residing on the local network.

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See Also For information about the Public Groove Directory, see “Listing Yourself in Directories,” later in this chapter.

5. Click Find. When Groove locates the Groove User 1 contact, it displays the name in the Search Complete pane.

6. If the search results include more than one name, verify which contact is the correct one by clicking each name and then clicking Properties. View the information displayed on the General tab to see which is the correct name and/or e-mail address.

7. Click the name Groove User 1 in the search results, and then click Add. Groove User 1 now appears as a contact in your Groove contacts list.

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Contact Properties You can view all of the information a contact has published about themselves in the properties for that contact. Right-click the contact, and then click Properties. On the General tab, you can view all the contact’s information; for example, you might see a company name, a telephone number, and an e-mail address.

You can also perform the following tasks from the Contact dialog box: Send a message to the contact. Invite the contact to a workspace in which you are already a member. Create a copy of the contact. Create an alias for the contact to list the contact under a different display name. Verify the contact's identity. Send the contact to another contact via e-mail. Set alerts for the contact. Show workspaces of which you and the contact are members. Show messages you've sent to or received from the contact.

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Working with Identities Each Groove account is automatically associated with a Groove identity. Groove automatically assigns to each identity a unique digital fingerprint that appears as a 40 character long, random string of letters and numbers that is used for identification purposes. These digital fingerprints are used to verify the identities of Groove contacts by some very sophisticated security mechanisms. The identity of a Groove contact can be verified automatically if your Groove account is part of a managed domain. This method of verification is seamless if the domain administrator has enforced a policy to allow communication only with administrator-certified contacts. This is done via a mechanism called a certificate, which is electronically issued by a Groove administrator to a Groove user. In this situation, the user’s digital fingerprint is actually generated from this certificate, so by matching a digital fingerprint to a user’s certificate, Groove can verify that anyone using the system is exactly who they say they are. Groove is also flexible enough that it can use other certificate systems that an organization might already have implemented. You can also manually verify a contact. One reason for doing this would be to distinguish that contact’s identity from another contact’s identity with the same or similar name. Another reason you might want to manually verify a contact is if you receive a Groove communication from somebody outside of your organization. If the project you’re working on or the information you’ll be sharing is important to your organization, you will want to be 100 percent positive that the communication is coming from the person you were expecting, and not from some electronic impersonator. An important step in the Groove security model is for you to initiate what is called an out-of-band communication, a communication outside of Groove, to validate the digital fingerprint. In other words, call the person by phone or send a message to an e-mail address that you have to ask the person to read to you his or her digital fingerprint. This communication is safest over the phone, so that the person is not sending a digital fingerprint in an e-mail. Sound paranoid? Well, in the digital age, it is all too easy for unscrupulous individuals to pretend to be who they are not. Groove provides a highly secure mechanism for you to protect yourself and your organization, but just like the most burglar-proof door lock, it’s only effective if you use it.

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How do you know which contacts need to be verified? Groove displays the verification status of your contacts in your contacts lists and in the Workspace Members panel for any workspace. The following colors indicate contact verification status: Black. Not verified. Green. You verified this contact manually, but the contact has not been verified as having a certificate. Teal. Verified as having a Groove certificate from your organization. Blue. Verified as having a certificate, either from Groove or another certificate system, but not necessarily from your organization. Red. Name conflict. If two contacts have similar names, Groove displays them in red, regardless of their verification status. When two or more contacts have identical display names, Groove displays their names in red. Groove considers display names identical if two (or more) names match exactly. For example, "Rick Jewell” and "rick jewell” result in a name conflict, but "Rick Jewell" and "rickjewell" don’t. It's important to distinguish between contact names so that you don't accidentally start Groove activities or communication with the wrong contact. To make the distinction, you can create an alias for any of the conflicting contact names. You can assign any contact (other than yourself) an alias. This name then appears in your contacts list instead of the “official” name. Other than contacts with the same name, another reason to assign an alias might be if you have a close friend who has a new married name and you simply can’t get used to identifying him or her by their new name. In either case, you can create an alias for the contact with two simple steps. In this exercise, you will view the digital fingerprint of your own Groove identity. Then you will manually authenticate the Groove User 1 identity, assign an alias to it, and resolve a name conflict. BE SURE TO log on to Groove with your standard account before beginning this exercise.

1. On the Launchbar Options menu, click Preferences, and then click the Security tab. 2. In the Preferences dialog box, under Security settings for, look in the Digital Fingerprint area. If there are multiple identities listed for the Groove account, click the list arrow, and then click the identity you want to view.

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The Digital Fingerprint area displays the digital fingerprint for the chosen identity.

Note For the purpose of the graphics in this exercise, we’ve logged on using the Groove User 1 account. Your screen will look different than the graphics you see in this exercise.

Tip If multiple identities are associated with your Groove account, click the arrow, click an alternate identity, and notice that the digital fingerprint changes to show that identity’s digital fingerprint. For information about setting up multiple identities, see “Listing Yourself in Directories,” later in this chapter.

3. Close the Preferences dialog box.

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4. On the Contacts tab of the Launchbar, right-click the Groove User 1 contact, and then click Verify Identity.

5. In the Verify Identity dialog box, click Verify. Important If you’re not sure of the contact’s identity, click Still Not Sure? - Check Fingerprint. Then contact the person by phone, e-mail, or instant message and ask for the digital fingerprint of that person. You can then compare it to the one in the Verify Identity dialog box.

6. Click OK. Note If you want to be prompted to verify identities, click Any Contact But Warn Me in the Communication Policies section on the Security tab of the Preference dialog box. You will be alerted about any identity that contacts you that has not been verified. The default behavior is no warnings or restrictions on who can contact you or who you can communicate with, which is fine for non-sensitive usage.

7. Right-click the Groove User 1 contact again, and then click Alias Contact. 8. In the Alias Contact dialog box, type your name exactly as you did when you created your Groove account in Chapter 2, “Setting Up a Standard Workspace,” and then click OK. This creates a name conflict between your Groove identity and this one.

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Tip By pointing at an alias, you can display a ScreenTip that shows the alias, the original identity, the verification status, and the contact’s presence status.

9. Click anywhere in the Contacts pane other than the contact that now has your name. Groove displays the selected name in red.

10. Right-click the selected contact, and then click Resolve Name Conflict. In the Resolve Name Conflict dialog box, select the contact that has the Groovebeta@ hotmail.com e-mail address, and then click the Alias Contact button.

11. In the Alias Contact dialog box, change the alias back to Groove User 1, click OK, and then click Done.

Setting Online Presence Preferences On the Contacts tab of the Launchbar, presence indicators show you the current status of your contacts. The indicators are colored circles and can have smaller icons on top of them to indicate additional information about the contact. The main indicators are as follows: A light-green indicator with two concentric circles indicates a workspace member who is in the workspace. One dark-green circle indicates a contact who is online but isn’t in the workspace. A yellow clock by itself indicates a contact who is online, not in the workspace, and hasn’t done anything on his or her computer in the last 15 minutes. A pale-red circle indicates a contact who is not online. A white, almost-transparent circle indicates a contact whose online status cannot be determined. A dark-red circle indicates a messenger contact whose status is currently set to Busy. The small additional icons are: A small, yellow clock to the lower right of the workspace member indicator shows if the member hasn’t done anything on his or her computer in the last 15 minutes. A small, yellow bell to the upper right of the main indicator shows for somebody you have set high alerts for. A small, red triangle to the lower left of the main indicator shows for a suspended member. Tip To see all of the indicators, read the Groove Indicators topic in the Help file.

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See Also For more information about messenger contacts, see “Working with Communicator or Windows Messenger Contacts in Groove” in Chapter 6, “Sending Instant Messages and Chatting.” For more information about setting alerts for contacts, see “Setting Preferences for Alerts” in Chapter 5, “Managing Workspace Communications and Alerts.”

Just by viewing the Contacts tab or by opening a specific workspace, you can scan your contacts and determine their status without having to ask them. Tip If your contacts are running Microsoft Office Communicator 2007 or 2005, pointing to a contact displays his or her current presence status. For more information about working with Groove and Office Communicator, see Chapter 6, “Sending Instant Messages and Chatting.”

You can’t change the presence status for your contacts, but you do have the option of showing or not showing your own presence status. On the Options tab of the Preferences dialog box, you can choose to show your online presence to the following people: Everyone (the default setting) Everyone in your contacts list All members in your workspaces If you choose to show your online presence to everyone, anyone who has added you as a Groove contact can see whether you are online in Groove. If you would rather restrict who can view your presence status, you have the option of not allowing anyone to see your online presence. This is helpful during those times when you don’t want to be disturbed while working in Groove. In this exercise, you will change the way your presence status is configured so that only users in your contacts list can see when you are online. BE SURE TO log on to Groove with your standard account before beginning this exercise.

1. On the Options menu, click Preferences, and then click the Options tab.

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2. Clear the Everyone check box. 3. Leave the All users in My Contacts check box selected to show your presence to all the users in your Groove contacts list.

4. Clear the All workspace members check box to hide your presence status from all other Workspace members, and then click OK.

5. Log off, and then log in again to force the changes.

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Listing Yourself in Directories You allow other people to search for and add your contact information to their Groove contacts list by listing your Groove contact information in a directory. Other people can then send you invitations to workspaces or send you instant messages. See Also For information about sending workspace invitations, see “Sending and Accepting Workspace Invitations” in Chapter 2, “Setting Up a Standard Workspace.” For information about sending instant messages, see “Sending an Instant Message” in Chapter 6, “Sending Instant Messages and Chatting.”

You can list your contact information in two types of directories: Network directory. If you are working on a network, you should list your Groove contact in your local network directory so that colleagues or partners can locate you when they search for your Groove account name on the local network. In instances where your Groove account is part of a managed domain, the Groove administrator might not allow you to publish your identity to a particular directory. In this case, you see a message to that effect when you try to list your information, and you should contact your Groove administrator to explore alternatives. Groove Public Directory. This directory is hosted by Microsoft. All Groove users can search this directory to find the contacts they want to add to their contacts list. Not everyone lists their contact information in the Groove Public Directory. Some Groove users prefer not to have their information exposed to the world in general. Some corporations opt to purchase the Groove Server Manager or the Groove Hosted Services option so that they can configure policies preventing their Groove users from listing any identity information to the Groove Public Directory.

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You can list yourself in either directory in one of two ways: Name Only. Just your Groove account name will be listed in the results window when someone searches for you. All Contact Information. All of your contact information, including your Groove account name, business and personal e-mail addresses, your city, and your state or province will be listed in the search results window. Additionally, if somebody selects your name and then clicks the Properties button at the bottom of the search results window, that person will see all contact information you have added about yourself, including your address and phone numbers. Important Be very cautious about how much information you publish about yourself. Are you sure that you want every Groove user in the world to see your address and phone numbers? Most likely not. For this reason, you might want to create two Groove identities: a work identity that includes all of your contact information, but publishes only your name to the public directory; and a personal identity that includes only your name, e-mail address, city, and state or province and publishes all of that contact information to the public directory. To create a new identity, click Preferences on the Options menu, and click the Identities tab. Then click New Identity and fill in whatever information you want to publish about yourself. Usually non-network users choose to list their full contact information to the Groove Public Directory so that work colleagues or friends can locate their Groove identity easily. However, you can change the way your Groove contact information is listed at any time. When you created your Groove account in Chapter 2, you listed it in the Groove Public Directory. You can choose to remove your Groove contact information from this and any network directory at any time. However, if you do this, other people will not be able to find your contact information by searching for your identity name.

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In this exercise, you will view your current settings for listing your Groove identity and then you will change the way your contact information is listed. BE SURE TO log on to Groove with your standard account before beginning this exercise.

1. On the Options menu, click Preferences, and then click the Identities tab.

Note For the purpose of the graphics in this exercise, we’ve used the Groove User 1 account. Your screen will look different than the graphics you see in this exercise.

Notice in the List Me In section that you can list your identity in two places. Note the current settings so you can revert to them after completing this exercise.

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2. Click the Public Groove Directory arrow, and then in the list, click Name only. 3. Click the The local network directory arrow, and then in the list, click No Listing. 4. Click OK. Tip If you are listed in a network directory and in the Groove Public Directory, you can change the listing settings independently, without affecting the settings of the other type of directory.

BE SURE TO reset the listing option to the original before continuing to the next exercise.

Sending Contact Information to Other People As you know, after you create a Groove account, a Groove identity is automatically associated with that account. The Groove identity information can be stored in a file called a vCard. The name of this file is in the format accountname.vcg. You can easily view your own information in the account’s vCard, and you can also view the vCards of your contacts. There will be times when you will either want or need to send your Groove contact information to another Groove user. You can send your contact information to others in several ways. Here are a couple of methods: If you are certain that the intended recipient already has Groove installed, you can send him or her your vCard (the accountname.vcg file), either via Groove or by using another file transfer method. Tip You do not need to send your vCard file to contacts that you know already have you in their contacts list. They can see all of your information by right-clicking your name and selecting properties.

If you are not sure whether the intended recipient has Groove installed, you can send your Groove contact information via e-mail. Choosing the e-mail option starts your e-mail program and gives you the opportunity to send your information to more than one individual by typing additional recipients’ e-mail addresses. The intended recipient(s) receive an e-mail message that contains your vCard file as an attachment.

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The e-mail message will also contain a download link to enable the recipient to install Groove. Clicking the link directs the recipient to the Groove trial download page of the Microsoft Web site, giving them a full version of Groove that they can use for 60 days. At the end of the 60-day trial period, the recipient is asked to either purchase Groove or continue using an RFM (Reduced Functionality Mode) of the program. Some of the limitations of reduced functionality mode include the following: You cannot create new files. You can view existing files, but you cannot modify them. You can print files, but you cannot save them. The recipient of a vCard can add your information to his or her contacts list by doubleclicking the vCard. Tip You can send the contact information of one of your contacts to another Groove user the same way you send your own information.

In this exercise, you will save your contact information as a vCard, view the vCard, and then send it to your own e-mail address. BE SURE TO log on to Groove with your standard account before beginning this exercise.

1. On the Options menu, click Preferences. 2. On the Identities tab, click Save This Contact as File. The Save Contact Info As dialog box opens. Notice that the file will be saved as a .vcg file, Groove’s native format for vCards.

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Note For the purpose of the graphics in this exercise, we’ve used the Groove User 1 account. Your screen will look different than the graphics you see in this exercise.

3. Navigate to the folder where you want to save the file, and then click Save. 4. In the Preferences dialog box, click OK. 5. In Windows Explorer, navigate to the folder you selected in step 3, and double-click the .vcg file. You have added yourself to your own contacts list.

6. In the Contact List, right-click the new contact, and then click Properties to view the vCard information.

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7. In the Contact dialog box, click OK. 8. In the Contact List, double-click Groove User 1 to open the Send Message window.

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9. In the message body, type a message informing the recipient that you are sending your Groove contact information.

10. At the bottom of the Send Message window, click File. 11. In the File dialog box, navigate to the folder where you saved the .vcg file, and double-click the file.

12. In the Send Message window, click Cancel, because you don’t actually want to send the vCard. Then in the confirmation message box, click Yes. Normally, you would click the Send button, and the intended recipient would receive the message with the attached vCard the next time he or she logged on to Groove. CLOSE the Launchbar. If you are not continuing directly to the next chapter, exit Groove.

Key Points Groove Contacts are used to facilitate and secure all Groove communications. You can search for Groove contacts either in your network directory or the Public Groove Directory. A key part of Groove security is the ability to validate a contact’s digital fingerprint. You need to be very cautious about how much information you publish about yourself to the public directory, which is a good reason to have multiple identities associated with your Groove account. You can share your contact information in a vCard file with other Groove users or with an e-mail recipient.

Chapter at a Glance Organize contacts in folders, page 70

Change the Contacts tab view, page 73

Work with the Contact Manager, page 76

4


In this chapter, you will learn to: Organize contacts in folders. Change the Contacts tab view. Delete contacts. Work with the Contact Manager.

As we discussed in Chapter 3, “Managing Your Groove Contacts,” important and useful information that collectively makes up a contact’s Groove identity is associated with every Microsoft Office Groove 2007 contact. You can think of a Groove contact as a repository for all the personal and professional information associated with the Groove identity, as well as some technical information that is available if you ever need to troubleshoot Groove problems. You can view and manage your contacts in two separate places. One such is the Contacts tab located on the Launchbar, which is your personal contact list that you have built up. The other place you can view or manage your contacts is in the Contact Manager, which is your list of all known contacts, anybody you’ve ever had a Groove communication with, or who has ever been part of a workspace with you. The Contact Manager allows your Groove contacts to be hidden, shown, or viewed in a diagnostic format. It’s also a way to view all of your contacts in one easy-to-read location without having to open all the workspaces that the contacts are located in. You can view and organize your contacts in several different ways. When you have only a few contacts, it’s not mandatory, or even necessary, to organize them. But after a while, when you start getting more and more contacts added to your contact list, it will become more and more difficult to find your contacts in a timely manner without some logical organization.

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In this chapter, you will learn about organizing your contact list and viewing it in various ways. You will also learn how to delete a contact from the contact list on the Contacts tab. Then you will look at the Contact Manager list and learn how to view and hide contact information in that list. Important Before you can complete the exercises in this chapter, you need to complete the exercises in Chapter 2, “Setting Up a Standard Workspace,” and in Chapter 3, “Managing Your Groove Contacts.”


Organizing Contacts in Folders Just as you can organize the files stored on your computer in folders, you can organize your Groove contacts in folders. By default, there are no folders created at installation, so you need to create them on the Launchbar Contacts tab. You can then move your contacts into the folders. Folders are extremely helpful in organizing and managing your contacts, especially when the number of contacts continues to grow and the different type of contacts continue to expand. By creating folders and organizing your contacts within these folders, the amount of time it takes to locate the correct contact(s) will be much less. Before creating a folder, you must first select a contact or folder. If you select a contact that is in a folder, Groove creates the new folder in the same folder as the contact. If you select a contact that is not in a folder, Groove creates the new folder as a top-level folder. If you select a folder, Groove creates the new folder within the selected folder. In this exercise, you will create a set of hierarchical folders so that you can learn how to place your contacts within them. You will create a top-level folder and then create two subfolders under it. You will then move a contact into one of the subfolders.

Organizing Contacts in Folders

BE SURE TO log on to Groove with your standard account before beginning this exercise.

1. Click the Contacts tab, and then select the Groove User 1 contact. 2. On the File menu, point to New, and then click Contact Folder. A folder is created and appears on the Contacts tab.

3. Replace the New Folder folder name with Wide World Importers, and then press F.

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4. Click the Wide World Importers folder. Then repeat steps 2 and 3 to create a folder named Sales. The Sales folder appears on the Contacts tab as a subfolder of the Wide World Importers folder.

5. Click the Wide World Importers folder again, and repeat steps 2 and 3 to create a folder named Marketing.

6. Drag the Groove User 1 contact into the Sales folder. Tip You can also add contacts to a folder by clicking the contacts and on the Edit menu, clicking Move To Folder. Then click the desired folder.

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Changing the Contacts Tab View As you have seen, the Contacts tab is configured to show contact status, or presence, so that you know whether a contact is active in the workspace, online, or offline. Each contact is represented by a color that indicates whether the contact’s identity has been verified. See Also For information about contact verification, see “Working with Identities” in Chapter 3, “Managing Your Groove Contacts.”

If you don’t find the Status view particularly useful, you can change the way contacts are displayed in the Contacts tab so that it is easier to keep track of them. You can choose to view contacts in the following views: Folders. Your contacts are organized into any folders you have created. After you have a significant number of contacts, this will likely be your most common view. Alphabetical. All of your contacts are alphabetized by their identities, or by their aliases if you have created them. Status. Your contacts are organized by whether they’re active in a workspace, online on their computer but not in a workspace, or offline. Type. Your contacts are categorized by whether they are a Groove contact or a Messenger contact. Verification Status. Your contacts are organized by whether they’ve been verified, and if so, how they were verified—manually or by your organization. Organization. Your contacts are organized by their company name, if they have included this information in their identity. In this exercise, you will change the way you view your Groove contacts on the Contacts tab. BE SURE TO log on to Groove with your standard account before beginning this exercise.

1. On the Launchbar, click the Contacts tab. 2. On the Options menu, point to the View Contacts By menu item. A context menu appears containing the list of views. A bullet point identifies the current view in this list. Tip You can also change views by right-clicking any empty space on the Contacts tab and then clicking View Contacts By.

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3. On the View Contacts By context menu, click Alphabetical. Your contacts are now listed alphabetically.

4. In the Common Tasks area at the bottom of the Launchbar, click View By, and then click Folders. You now see your contacts by the folder structure.

5. In the common tasks area at the bottom of the Launchbar, click View By, and then click Verification Status. You now see your contacts by the verification status.

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Deleting Contacts There may be times that it would be appropriate to delete a contact from your contacts list. An example of this would be if a colleague leaves the company or moves to another department where you’re not likely to work together on projects. In an instance such as this, it would be better to delete the contact instead of using the Contact Manager to hide the contact. After you delete a contact, the contact no longer appears on the Contacts tab. But if you ever need to add that contact again, the contact’s information is stored in the Contact Manager. Even if you delete a contact from either a workspace or the Contacts tab, the fact that you once had communication with that individual stores the individual’s contact information in the Contact Manager. Because of this, contacts you delete from your personal list may still appear in other contact lists, such as the To list in the Send Message or Send Invitation dialog boxes. See Also You cannot delete the contacts that appear in the Contact Manager list. However, you can hide these contacts. For information about hiding contacts, see “Working with the Contact Manager,” later in this chapter.

In this exercise, you will try to delete a folder and then delete a contact from your contact list. BE SURE TO log on to Groove with your standard account before beginning this exercise.

1. On the Launchbar, click the Contacts tab. 2. Click the Sales folder, and press the A key, or right-click the Sales folder, and then click Delete. A warning that you need to remove the folder content before deleting the folder appears.

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3. Select the Groove User 1 contact within the Sales folder, and then press A.

See Also For information about finding and adding contacts, see “Adding New Contacts” in Chapter 3, “Managing Your Groove Contacts.”

4. In the Delete Contact warning box, click Yes to confirm the deletion. Tip You can also right-click the contact, and then click Delete.

Working with the Contact Manager As you interact with other Groove users—adding them as contacts and working with them in workspaces—Groove stores information about them in the Contact Manager, also known as the Known Groove Contacts list. This list is different from the list of contacts on the Contacts tab of the Launchbar, to which you add contacts directly. The Contact Manager list includes those contacts, but also includes users who get added indirectly because of interactions such as the following: You receive a message from a Groove contact. You send a message to a Groove contact. You join a workspace. (All other members of that workspace are then added to your Known Groove Contacts list.) Someone joins one of your workspaces. As previously mentioned, even if you delete a contact from your contacts list, a copy of that contact remains in the known contacts list. Consequently, that list can become cumbersome and very large over time. However, if you want to prevent old contacts from cluttering up other lists, you can hide them in the Contacts Manager list. Tip Even if your main goal is to get a contact out of the contacts list on the Contacts tab, you might want to hide the contact instead of deleting him or her. Then you can always unhide (make visible again) the contact later.

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In addition to preventing the display of obsolete contacts, one of the main reasons for hiding a Groove contact is to eliminate the confusion caused by having two contact identities with identical or very similar names. For example, perhaps a contact has activated a new Groove account and has abandoned all activities in the previous one, but has used the same display name for both. In this case, you can hide the obsolete contact so that it no longer shows up in search results. When a contact is hidden, it will no longer appear as an active choice when performing a contact search, but will still appear as part of your contacts list on the Contacts tab, so if it is an obsolete contact that you’re hiding, you should also delete it from your personal contacts list. You can view all your hidden contacts in the Hidden Contacts section of the Contact Manager list. In this exercise, you will view your Contact Manager list and return the Groove User 1 contact to your personal contacts list. Then you will hide and unhide the Groove User 1 contact. BE SURE TO log on to Groove with your standard account before beginning this exercise.

1. On the Launchbar Options menu, click Contact Manager. The Contact Manager window opens, displaying a list of known Groove contacts.

2. Click the Groove User 1 contact, click Properties, click Add to My Contacts, and then click OK.

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3. Close the Contact Manager window. Notice that the Groove User 1 contact has not only been added back to your personal contacts list, it also reappears in the Sales folder. So if you accidentally delete a contact or change your mind after deleting a contact, you know that it’s an easy thing to add it back.

4. On the Launchbar Options menu, click Contact Manager. 5. In the Contact Manager window, click the Groove User 1 contact. 6. Click the Hide button to place the contact in the Hidden Contacts list.

7. Click the OK button to close the Contact Manager window. 8. Click Add Contact on the Contacts tab, type Groove user in the Search For text box, and then click Find. (Be sure that you do not include the public directory). Notice that the contact Groove User 1 no longer appears in the Search Complete section.

9. 10. 11. 12.

Click Cancel. On the Launchbar Options menu, click Contact Manager. In the Hidden Contacts window, click the Groove User 1 contact. Click the Show button to place the contact in the Contact Manager window.

CLOSE the Contact Manager window. If you are not continuing directly to the next chapter, exit Groove.

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Tip Hiding a contact will not automatically resolve an identity conflict. If a contact you want to hide appears as a conflict, see “Working with Identities” in Chapter 3 for information about fixing the conflict.

Other Ways to Display Contacts Here’s another way of displaying your Known Groove Contacts: 1. Click the Add Contacts link to display the Find User window. 2. Without entering any text in the Search For box, click Find Find.. Groove displays all the contacts on your local network, as well as all your Known Groove Contacts. 3. To organize the results window, click the Found In column header in the Search Complete section. Then scroll the window until you see the Known Contacts entries.

Key Points Groove provides multiple ways of viewing your lists of contacts to make it as easy as possible for you to find the contact you’re looking for. You can create folders to organize your contacts, which is particularly powerful if you have a large number of contacts. You can delete contacts you no longer communicate with from your personal contact list, but they will still remain in your list of known contacts. You can hide obsolete contacts on your known contacts list so that they don’t show up when you search for contacts.

Chapter at a Glance Pause and resume communications, page 87

Respond to alerts, page 89

Set preferences for alerts, page 90

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In this chapter, you will learn to: View communications by workspace and by activity. Pause and resume communications. Respond to alerts. Set preferences for alerts. Set alerts for workspaces, workspace tools, folders, and files.

The term communications covers several areas of your work with Microsoft Office Groove 2007. Communications include instant messages and workspace invitations that you send and receive; your use of the Groove Chat tool for online conversations with workspace members; and the transmission and synchronization of the information in the files, documents, reports, and issues that are compiled in a Groove workspace. See Also For more information about instant messaging and using the Chat tool in Groove, see Chapter 6, “Sending Instant Messages and Chatting.”

The communication capabilities of Groove help you collaborate with members of a workspace and keep in touch with your contacts. For example, the information and data that members add to a workspace are transmitted over the network so that each workspace member has information that is current. As files and other information are updated, these changes are transmitted to keep the workspace in sync. By using the Communications Manager in Groove, you can view the status of the exchange of data and control it when you need to. You can also pause communications or choose to work offline for periods of time and resume communications later. 81

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Alerts are another communication tool that Groove provides. Alerts can appear in small message windows that pop up from the Windows taskbar when you receive an instant message or an invitation and to provide status information about the messages you send. Alerts can also notify you when a workspace contains data you have not read or when another workspace member becomes active in a workspace or a particular workspace tool. You can set up alerts in a number of ways. You can associate a sound with an alert or view only the pop-up message. You can set alerts for an entire workspace and for specific tools, folders, and files that a workspace contains. In this chapter, you will learn how to use the Communications Manager to view the status of communications and to pause and resume communications. You’ll also learn how to respond to alerts, specify alert preferences, and set the alert level you want for workspaces, workspace tools, folders, and files. Important Before you can use the practice files in this chapter, you need to install them from the book’s companion CD to their default location. See “Using the Book’s CD” at the beginning of this book for more information.


Viewing Communications by Workspace and by Activity To view the status of communications, you can use the Communications Manager. The Communications Manager displays messages about the overall status of communications and about the status of individual workspaces and activities such as instant messages and workspace invitations. At the top of the Communications Manager window, indicators show the amount of data that is being transmitted and received. By viewing the status messages and indicators, you can see when communication in a workspace is occurring and the amount of data that needs to be sent and received. If communication is not occurring, you’ll see this as well, which might mean that you need to troubleshoot a network issue, often working with your Groove network administrator. The table on the following page lists the messages that can be displayed about your communication status.

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Communication Status

Meaning

Communicating Normally

You are working online and no communications activities are paused.

Communicating Normally (some activities paused)

You are working online, but at least one communication activity (for example, the communication for a specific workspace) has been paused.

Working Offline (since mm/dd/yy, hh:mm)

You are working offline. The time indication lets you know how long you have been offline.

Preparing to Work Offline

You are transitioning from working online to working offline.

Preparing to Work Online

You are transitioning from working offline to working online.

Unable to communicate (since mm/dd/yy, hh:mm)

Groove cannot detect a local Internet Protocol (IP) address. The time indication lets you know how long you have been in this state.

Not communicating (since mm/dd/yy, hh:mm)

All attempts at communicating have failed. The time indication lets you know how long you have been in this state.

The following table lists the values that you might see in the Status column for different communication activities. Activity

Status

Synchronizing workspace name

Idle: Groove is waiting to send/receive data for the workspace. left to transmit; left to receive: These indicators tell you the amount of data Groove is currently sending or receiving for the workspace. Merging changes: Groove is assimilating data into the workspace. Paused: The workspace is currently paused. Paused, left to transmit; left to receive: You paused communications for the workspace with data left to send or receive. No longer being synchronized: You must be invited to the workspace again. Synchronization blocked: Groove is downloading a tool to the workspace and cannot synchronize the space until the download is complete.

Sending workspace name(s)

left to transmit: Groove is sending the workspace and has data left to transmit. Paused, left to transmit: You paused the workspace as it was being sent and it has data left to transmit.

Receiving workspace left to receive: Groove is installing the workspace and has name(s) data left to receive. Paused, Data> left to receive: You paused the workspace as it was being installed and it has data left to receive. continued on next page

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Activity

Status

Messages and invitations

Idle: Groove is waiting to send or receive messages or invitations. left to transmit; left to receive: The amount of message or invitation data Groove is currently sending or receiving. Paused: The messaging feature is currently paused. Paused, < Data> left to transmit; left to receive: You paused the messaging feature with data left to send or receive.

Communications for left to transmit; left to receive: The amount of data other accounts being sent or received by other accounts on this computer. Miscellaneous communications

left to transmit; left to receive: The amount of data being sent or received that is not related to workspaces or messaging activities.

In this exercise, you will view the status of communications for workspaces and activities. BE SURE TO log on to Groove with your standard account before beginning this exercise.

1. On the Launchbar Options menu, click Communications Manager. The Communications Manager window opens.

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2. In the upper-left corner of the Communications Manager window, observe the status message. The message should read Communicating Normally.

3. Click Work Offline. Notice that the communication status message changes to Preparing To Work Offline and then to Working Offline, with a time and date stamp indicating when you started working offline. Tip Working offline suspends all Groove data communications and displays your status to other Groove users as offline. Working offline is useful when you want to work only with files on your own computer or when you want contacts and workspace members to understand that you are temporarily unavailable.

4. Click Work Online. 5. In the Activity list, make sure that the check boxes for the workspaces of which you are a member are selected.

6. In the Status column, take note of the status of each activity. Tip You can display a pop-up version of the Communications Manager by clicking the right side of the status bar at the bottom of the Launchbar.

CLOSE the Communications Manager window.

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The Network Settings Link In the Communications Manager, the Network Settings link opens the Advanced Network Settings dialog box. (The settings displayed in this dialog box will vary if you use your Groove account on more than one computer.)

You might never need to change network settings in the Advanced Settings dialog box, but you should be familiar with the information the dialog box displays. The most likely reason that you will need to use this dialog box is to provide information to a network or system administrator in the event you need to troubleshoot a communications issue in Groove. The Network Settings tab displays information that is used by your computer and your Groove account to communicate with other computers and the network. The only setting on this tab that you can modify is the setting for Network Address, but you should not change this setting without knowing exactly what you are doing or you are following directions provided by a Groove network administrator. If you need to provide information about your network settings to a network administrator, click Copy To Clipboard. You can then paste the information into a text document (using Notepad, for example) or an e-mail message and send it along.

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Pausing and Resuming Communications You can often let Groove manage communications on its own. At times, however, you might need to take an active hand in controlling when Groove exchanges data or performs another communication activity. For example, if you added large data files to a workspace, you might want to wait until after hours, when you are working with your computer less actively, for Groove to transfer this data. In cases such as this, you can pause communication for that workspace. You can also pause communications for all workspaces. When you are ready for Groove to start communicating again, you can resume communications. In this exercise, you will pause and resume communications by using the Communications Manager. USE the EventBudgett and ProjectOverviewPresentation templates. These practice files are located in the Documents\Microsoft Press\Groove 2007 SBS\ManagingCommunications folder.

1. On the Launchbar Options menu, click Communications Manager. The Communications Manager window opens.

2. In the Activity column, clear the Synchronizing WideWorldImporters check box. This pauses communication (the exchange of data) for this workspace.

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3. 4. 5. 6. 7.

In the Communications Manager window, click OK. Open the WideWorldImporters workspace. In the Workspace Explorer, click the Files tab. In the Folders list, click the Budgets folder. In the Files tool, click Add Files, and then navigate to the Documents\Microsoft Press\ Groove 2007 SBS folder.

8. In the ManagingCommunications folder, select the EventBudget and ProjectOverview Presentation files, and then click Open.

9. Close the WideWorldImporters workspace. 10. On the Launchbar Options menu, click Communications Manager. 11. In Communications Manager, select the Synchronizing WideWorldImporters check box. Selecting this check box restarts communications. Observe the indicators as the data you added to the workspace is synchronized.

CLOSE the Communications Manager window.

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Tip To pause communications for all workspaces, click Pause All in Communications Manager. After pausing all communications, you can click the check box for a specific workspace to resume communication for that workspace or click Resume All to resume communications for all workspaces.

Responding to Alerts Alerts are helpful notifications that keep you advised of activities in a workspace and changes to the information a workspace contains. Groove displays alerts when you receive a new message or invitation, for example. Groove also displays alerts to inform you of the status of messages and invitations. An alert can inform you when an invitation has been delivered or when a message has been opened. Depending on your alert settings, Groove displays an alert when a workspace, workspace tool, folder, or file contains unread information and when a workspace member becomes active in the workspace or starts working with a particular workspace tool. In this exercise, you will respond to alerts. BE SURE TO log on to Groove with your standard account before beginning this exercise.

1. On the Launchbar Options menu, click Send Message. The Send Message window opens.

2. Click the To arrow, and then in the list, click your name.

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3. Type a brief message to yourself, and then click Send. An alert appears, letting you know that you have a message.

4. Click the alert text to open the message and dismiss the alert. 5. Close the Read Message window. Tip For alerts that only provide status information—for example, “Message to John Pierce delivered”—click the alert text to close the alert. You can also right-click an alert to see a menu that lets you perform different actions, depending on the type of alert. You can open or delete a message from this menu; open, delete, or decline an invitation; open the tool that contains unread information; dismiss the alert; or choose to stop tracking status alerts.

Setting Preferences for Alerts You can adjust the default settings for how Groove notifies you about unread information in workspaces you create. You can override this setting later in any individual workspace, tool, or folder or file in a Files tool or a file sharing workspace. See Also We discuss alert settings for workspaces, tools, folders, and files later in this chapter. For more information about file sharing workspaces, see Chapter 7, “Managing and Sharing Files.”

These settings affect how Groove displays alerts for unread information in a new workspace. The choices you have are as follows: Auto (if available) Lets Groove determine the appropriate alert setting for unread information. For new workspaces or workspaces that you visit at least once a week, the Auto setting is the same as the High setting. For workspaces or workspace tools that you visit infrequently (which implies that you don’t often need information in the workspace or tool), Groove adjusts the alert setting to Medium so that you are not distracted by alerts. High Displays an unread mark beside a folder or file in the workspace and pops up an alert in the Windows notification area. Additionally, the alert plays a sound if a sound file was specified in the properties for the associated workspace or tool.

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Medium Displays only an unread mark. No alert will appear. Off Ignores unread information and does not alert you. Automatic Alert Removal Specifies the number of days after which alerts that you have not read will be removed from the alert menu. Tip If you typically have a large number of unread alerts, you might want to set a shorter number of days after which they're automatically removed.

In this exercise, you will set alert preferences. BE SURE TO log on to Groove with your standard account before beginning this exercise.

1. On the Launchbar Options menu, click Preferences. The Preferences dialog box opens.

2. In the Preferences dialog box, click the Alerts tab.

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3. On the Alerts tab, drag the slider control to change the settings for alerts to Off. Tip As you move the slider, pause at each setting and read its description in the Preferences dialog box.

4. In the Preferences dialog box, click Restore Default, and then click OK.

Setting Alerts for Workspaces Groove applies the settings that you specify on the Alerts tab of the Preferences dialog box to alert you of unread data in the workspaces for which you are a member. For example, you can choose to set your alert level to Medium in the Preferences dialog box and be notified of unread data with an icon only and not see a pop-up alert. Then, for a workspace that is particularly active—a workspace that might need your attention as soon as data is added or changed—you can set the alert level for that workspace to High so that alerts pop up to notify you of changes and activity. Workspace alerts inform you when a file or other information has been added to a workspace and when information has been updated. Workspace alerts also let you specify whether Groove displays an alert when a member of a workspace enters the workspace. In this exercise, you will set alerts for a workspace. BE SURE TO log on to Groove with your standard account before beginning this exercise.

1. On the Launchbar, click the Workspaces tab, and then click the WideWorldImporters workspace.

2. In the Workspace Explorer, on the Options menu, click Set Alerts. The WideWorldImporters Properties dialog box opens, with the Alerts tab displayed.

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3. Using the slider control, set the alert level to High. 4. In the sound file list below the slider control, click the Shovel.wav file to specify this as the sound that will accompany the alert.

5. Select the Notify me when any member enters this workspace check box. 6. Click Apply, and then click OK.

Setting Alerts for Workspace Tools The focus of your workspace activities and those of other members might sometimes fall on the use of a specific workspace tool. For example, you and the other members of the WideWorldImporters workspace might be engaged in a discussion regarding revisions to the launch plan or the latest event status report. In a case such as this, you can set a specific alert level for a workspace tool so that Groove makes you aware whenever a change has been made to the information in the tool and when other workspace members become active in the tool.

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On the other hand, other members of a workspace might be engaged in a discussion that does not require your participation. In a case like this, you might want to turn off alerts for a particular tool so that you are not interrupted by alerts unrelated to the work you are performing. In this exercise, you will set alerts for a workspace tool. BE SURE TO log on to Groove with your standard account before beginning this exercise. OPEN the WideWorldImporters workspace, and display the Discussion tab.

1. On the Options menu, point to Set Alerts, and then click Tool. The Discussion Properties dialog box opens.

2. In the Discussion Properties dialog box, set the slider control to Off. 3. If it is selected, clear the Notify me when any workspace member enters this tool check box.

4. Click OK.

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Setting Alerts for Folders and Files You can change how Groove notifies you about unread information in specific folders that you have set up in a workspace’s Files tool or in a file sharing workspace. By default, the alert setting is turned off for individual folders, and Groove displays alerts by using the settings specified for a Files tool and workspace settings. You can change the alerts setting for a folder to High so that Groove posts alerts when changes occur in that folder. If you want to be alerted when there is unread data in the Reports folder, for example, you can set an alert for that folder. If you do not need to be alerted to changes in a particular folder, you can turn alerts off for that folder as well. You can also change how Groove notifies you when a specific file contains unread information. The alert setting is turned off for individual files by default. Groove follows the alert settings you’ve specified for the current tool and workspace settings. You can change the file setting to High so that Groove alerts you about changes to that specific file. For example, if you are responsible for approving budget entries, you can set an alert for the budget file so that you are notified whenever a new entry is made. On the other hand, if you are closely monitoring the activity in the Budgets folder but don’t want to be alerted to changes in the particular file being used to set targets for next year’s sales, you can turn off alerts for that file. In this exercise, you will set alerts for a folder and a file. USE the Yearly Sales Reportt practice file that is included in the Budgets folder of the WideWorldImporters workspace.

OPEN the WideWorldImporters workspace from the Launchbar.

1. In the Workspace Explorer, click the Files tool tab. 2. In the Folders list, right-click the Budgets folder, and then click Properties. 3. In the Properties dialog box, click the Alerts tab.

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4. Move the slider control to set the alert level to High, and then click OK. 5. In the Workspace Explorer, in the list of files for the Budgets folder, right-click the file Yearly Sales Report, and then click Properties.

6. In the Properties dialog box, click the Alerts tab. 7. Move the slider control to set the alert level for the file to Off, and then click OK. CLOSE the WideWorldImporters workspace. If you are not continuing directly to the next chapter, log off from Groove.

Setting Alerts for Folders and Files

Suppressing Alerts Alerts can sometimes be distracting or unwelcome, especially in a workspace in which a high level of activity is taking place. You can control alerts by changing settings for specific workspaces, workspace tools, folders, and files, but you can also suppress all alerts temporarily when you want to work without interruption. When you suppress alerts, you still receive data such as new messages and invitations, but the alert indicator will simply blink above the Groove icon in the Windows notification area, and no alerts will be displayed. To suppress alerts: On the Launchbar Options menu, click Suppress Alerts. Alerts. To turn alerts on again: Click Options, Options, and then click Show Alerts. Alerts. You can set alerts for selected contacts or workspace members so that Groove notifies you about online or idle status changes. To set an alert for a specific contact or workspace member: 1. Right-click the contact or member, and then click Set Alerts. Alerts. 2. In the dialog box that opens, drag the slider to change the alert setting.

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Key Points The communication tools in Groove are an essential component of its collaboration capabilities. Communications keep data in a workspace up to date and enable you to stay advised of changes and activities. You can control when Groove communicates and how it alerts you about activities in a workspace. You can manage alerts at different levels: workspace, workspace tool, folder, or file. You can turn off or suppress alerts when you want to work without interruption.

Chapter at a Glance Display and reply to an instant message, page 108 Work with your instant message history, page 110

Chat with workspace members, page 113

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In this chapter, you will learn to: Work with Communicator or Windows Messenger contacts in Groove. Send an instant message. Display and reply to an instant message. Work with your instant message history. Chat with workspace members. Use the Chat tool’s text editor. Use ink features in the Chat tool. Use audio chat.

Microsoft Office Groove 2007 is an application that incorporates a number of familiar software tools. People who work with a contacts list in their e-mail program, for example, can use that experience to easily master the ins and outs of working with the contacts list in Groove 2007. Two other features included in Groove 2007 that many users are familiar with are instant messaging and online chatting. Something on the order of one billion instant messages are sent each day, more than the number of items delivered by regular mail and approaching the number of phone calls. The ease of sending an instant message and the speed with which instant messages are sent and received have prompted its widespread use and made it one of the communication tools that many people rely on. You can use the instant messaging features included in Groove 2007 to correspond and exchange ideas with workspace members and your contacts. You can, for example, alert workspace members to items that need immediate

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attention or attach to an instant message a document that you want others to review. For users of Windows Messenger who run Groove on Windows XP and for users of Microsoft Office Communicator who work with Groove on Windows XP or Windows Vista, Groove integrates the contacts lists you keep in those applications with your contacts list in Groove. Important The current version of Windows Messenger (version 5.1) is not supported on Windows Vista. Windows Live Messenger, an instant messaging program that is supported on Windows Vista, does not support integration with Groove.

Groove’s Chat tool is among the features that are included in each standard workspace you set up. Many people are familiar with the chat format, in which you exchange brief text messages with one or more people online, or have used a comparable feature in chat rooms that are part of online communities and similar Web sites. In Groove 2007, the Chat tool can be used to facilitate meetings, for example, or to hold online conversations about project details, document reviews, high-priority decisions, and other tasks that some or all workspace members have in common. You might decide to set up a time for workspace members to enter the workspace and use the Chat tool to work together through an agenda of items. This method of communication can often be an efficient way to delegate and clear items on a to-do list. In this chapter, you’ll learn how to work with Groove’s instant messaging features to send and receive messages. You’ll also learn how to search through and manage your message history. In the exercises focused on the Groove Chat tool, you’ll learn how to participate in a chat, search and manage a chat transcript, and set up your computer for an audio chat. Important Before you can use the practice files in this chapter, you need to install them from the book’s companion CD to their default location. See “Using the Book’s CD” at the beginning of this book for more information.


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Working with Communicator or Windows Messenger Contacts in Groove A lot of people who use Groove might also use Communicator or Windows Messenger for their work in instant messaging. To help simplify your use of instant messaging, the first time you start Groove after you have installed or upgraded the program, Groove prompts you to add the members of your Communicator or Messenger contacts lists who also use Groove to your Groove contacts list. You can also select specific contacts you have set up for these programs that you want to work with in Groove. Tip The option to integrate Messenger and Communicator contacts with Groove is turned on by default. You can find the option by clicking Preferences on the Options menu. In the Preferences dialog box, click the Options tab. The Integrate Messenger Contacts option is listed in the Startup Settings area of the dialog box.

By integrating your Messenger or Communicator contacts with Groove, you can see information about and initiate activities with these contacts when you are working in Groove. You can view the online status of Groove contacts who also run Messenger or Communicator by pointing to the contact’s name in the Launchbar. You can send an invitation to join a Groove workspace to any contact in your Messenger or Communicator contacts lists whether or not that contact has Groove.

Determining Which Groove Contacts Are Also in Your Communicator or Messenger Contacts List In the Groove Launchbar, you see the same status icons for contacts who have only Groove as you see for contacts who have both Groove and Communicator or Messenger. To determine which contacts use both Groove and Communicator or Messenger, do the following: Point to the contact to display a status window. If the contact is in your Communicator or Messenger contacts list, the status window tells you the contact’s status in Communicator. If the contact is not in your Communicator or Messenger contacts list, you won’t see status information. Right-click the contact. If the contact runs Communicator or Messenger, you see the Messenger Actions command and an icon that indicates the contact’s status in Communicator or Messenger. If the contact is not in your Communicator or Messenger contacts list, you see a menu option that is not enabled, named This Contact Is Not In Your Messenger Contact List.

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In this exercise, you will start activities with a selected Communicator contact. Troubleshooting If you are using Windows Messenger on the Windows XP operating system, substitute “Messenger” for all references to “Communicator” in this exercise.

BE SURE TO log on to Groove with your standard Groove account and sign in to Communicator before beginning this exercise.

1. On the Launchbar, click the Contacts tab to be sure it is active. 2. Right-click the contact you want to work with, and point to Messenger Actions. A submenu appears with options for sending a message or calling the contact.

Tip If you are not currently signed in to Communicator, you see the command Sign In To Communicator. After you’ve signed in, this command changes to Messenger Actions.

3. Click Send an Instant Message.

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You’ll see the instant messaging window in Messenger.

You can now type the message you want to convey to the contact and send the message or start other activities. CLOSE Communicator.

Sending an Instant Message The instant messaging feature of Groove is simple to use, and sending a message takes only a few short steps. You work mainly in one window in which you specify the recipient or recipients of the message, enter the text of your message, and add file attachments if necessary. You can send an instant message to one or more contacts or to workspace members from several locations in Groove. From the Launchbar, you can do the following: On the Options menu, click Send Message, and then address the message. On the Contacts tab, right-click the name of the contact you want to communicate with, and then click Send Message. On the Workspaces tab, right-click the name of a workspace, and then click Send Message To Members.

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Within a workspace window, you can send an instant message in the following ways: In the Workspace Members pane in the Workspace Explorer, right-click the name of a member, and then click Send Message. In the Workspace Members pane in the Workspace Explorer, right-click a blank area, and then click Send Message to send a message to one or more specific recipients, or click Send Message To Members to send a message to all workspace members. On the Options menu, click Send Message or Send Message To Members. In this exercise, you will send an instant message from the Launchbar. For the purposes of this exercise, you will address the message to yourself (you can include other recipients if you choose to) and you will also include an attachment. USE the DescriptionOfWorkk document. This practice file is located in the Documents\ Microsoft Press\Groove 2007 SBS\SendingMessages folder.


1. On the Launchbar Options menu, click Send Message. The Send Message window opens.

2. Click the To arrow, and then in the list, click your name.

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3. To add other recipients to the message, click Add More. The Add Recipients dialog box opens.

4. In the Add Recipients dialog box, click a name in the Recipient list, and then click Add To List. Tip To find a recipient who is not displayed in the Recipient list, click Search For User, and search for the user by using the Find User dialog box.

5. When you have specified all recipients for the message, click OK in the Add Recipients dialog box.

6. In the Send Message window, click File. The Attach Files dialog box opens.

7. In the Attach Files dialog box, navigate to the Microsoft Press\Groove 2007 SBS\ SendingMessages folder, click the DescriptionOfWork file, and then click Open.

8. In the Message area of the Send Message window, type the message Here is the file you’ve been looking for. Tip You can use the check spelling button to correct any misspellings in your message.

9. Click Send.

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Displaying and Replying to an Instant Message When you receive an instant message, Groove prompts you with an alert in the notification area of the Windows taskbar. To display the message, click the link in the alert, and you’ll see the message in the Read Message window. See Also For more information about managing alerts in Groove, see Chapter 5, “Managing Workspace Communications and Alerts.”

The Read Message window provides buttons that you can use to reply to the message’s sender, reply to the sender and the message’s other recipients, forward the message, or close the message window in cases in which the message requires no reply (or at least not an immediate one). If an instant message you receive includes one or more attachments, the Read Message window includes buttons that let you save or open the file or files that are attached. You can also select or clear a check box named Include History In Reply. Select this check box if you want the text of the original (or previous) message included in your reply, similar to the way in which an e-mail message thread is retained. In this exercise, you will display and reply to an instant message you receive. USE the message you sent to yourself in the previous exercise. BE SURE TO display active alerts by pointing to the Groove icon in the notification area before beginning this exercise.

1. Click the Groove alert that you see in the notification area, indicating that you have received an instant message.

2. Review the message in the Read Message window.

Displaying and Replying to an Instant Message

3. To reply to the message, you can do the following: Click Reply to send a message back to the message’s sender. Click Reply To All to send a message to the message’s sender and all other recipients. Click Forward to send the message to a new recipient or set of recipients. Click Close to close the Read Message dialog box.

4. In the Attachments area of the Read Message dialog box, select the file named DescriptionOfWork, and then click Save.

5. Save the file to a folder on your computer. Tip If an instant message you receive includes more than one attachment, click Save All, or select a specific attachment, and then click Save. To open an attachment from the Read Message dialog box, click Open.

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Working with Your Instant Message History Groove maintains a record of the instant messages that you send and receive in a list that resembles the Inbox or Sent Items folder in the e-mail application you use. The list is displayed in the Message History window, which you can use to sort and search for messages, preview a message’s content, or print a message if you need a hard copy to take to a meeting or for some other purpose. Having your Groove instant messages gathered in one place is helpful when you need to read through a group of messages. For example, if you spend several hours or a more extended period of time offline and then log on to Groove, you can open your message history to catch up on the instant messages you received during your absence. You can also search your message history to find messages about a specific topic or from a specific individual. The Message History window includes a toolbar that you can use to send a new message, open a selected message, reply to a message, and perform other tasks. The following table illustrates the buttons on the toolbar in the Message History window. Use this button…

To… Create a new message. Open the selected message. Reply to the selected message’s sender. Reply to the selected message’s sender and recipients. Forward a message. Delete a message. Print a message. Search for text in a message.

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In this exercise, you will work with your instant message history in Groove, and find specific text in the body of a message. Tip If you have not used Groove for very long, you will not have many messages in your message history. You can send a few messages to yourself to add messages to your history so that you have at least a few messages to work with in this exercise.


1. On the Launchbar Options menu, click Message History. The Message History window opens.

Tip You can open the Message History dialog box from the Options menu in the Launchbar or in a workspace window.

2. In the View list, click Inbox to see only the messages you have received. Click Sent to see the messages you initiated, or click All to see your entire message history.

3. Click the From column heading to sort your message history by senders. Click Created to sort by date, or click To to sort by recipient.

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4. Select a message in the list. The message’s content appears in the message preview pane at the bottom of the dialog box.

5. Click the Find button to open the Find dialog box. Find

6. In the Find what box, type the word file, and then click Find Next. The first message in the list that contains the text you entered in the Find What box is highlighted. Click Find Next again to find the next message that contains the text. Tip To refine your search, use the Case Sensitive and Match Whole Word Only options.

7. Click Cancel to close the Find dialog box, and then click OK to close the Message History window.

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Using Keyboard Shortcuts to Work with Messages You can quickly navigate through a group of messages in the Message History dialog box by using the following keyboard shortcuts: Ctrl+N to create a new message Ctrl+O to open the selected message Ctrl+R to reply to the selected message Ctrl+A to reply to all recipients of the selected message Ctrl+W to forward the selected message Ctrl+D to delete the selected message Ctrl+P to print the selected message Ctrl+F to search for specific text in your messages

Chatting with Workspace Members Each Groove 2007 standard workspace includes a Chat tool, which is located on the Workspace Members pane. Workspace members can contribute to a chat by clicking in the blank box, entering their message, and then clicking a button to send the message. The transcript of a chat is saved, and the conversation thread continues for as long as the workspace exists or until you delete the chat transcript. As workspace members join a chat and respond to messages from you and other members, you’ll see several indicators that tell you about the status of the chat. The number indicator in the title bar of the Chat tool shows the number of active workspace members. When a new chat message has been sent or is being typed, you’ll see the title bar blink and an alert indicating that a workspace member is typing a message. Groove also displays an alert to let workspace members know when a message has been posted in the Chat tool.

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To keep up with or move to a specific location in the chat transcript, use the scroll bar to the right of the Chat tool. As messages are posted, the most recent message appears at the bottom of the pane. Note If you are using Groove 2007 on a Tablet PC, the Chat tool may open by default in Ink mode. You need to click Options, Switch To Text Mode when you want to type in the Chat tool. You’ll learn more about chatting in Ink mode later in this chapter.

Should I Send an Instant Message or Chat? One of the benefits of the Groove Chat tool is the speed in which messages and responses are sent and received, but you should resist the expectation that everyone participating in a chat will post a message or reply immediately. The ease of communicating in an online chat leads many people to multitask while chatting, dividing their attention. They might read e-mail or perform some other work and monitor the chat as a secondary chore. If you want an answer to a specific question from a specific individual, you might be better served by sending that person an instant message rather than waiting for him to turn his attention back to the Chat tool. Given both an instant messaging feature and a Chat tool in Groove, here are some criteria to consider when you are deciding which form of communication to use: Instant messages are sent only to the addressees you designate. Use the instant messaging feature when you need to communicate with a specific individual or a specific group of individuals. Instant messages can include attachments. Use an instant message to transmit or distribute a document or other type of attachment. Instant messages can be sent to contacts as well as to workspace members. Use instant messaging when you need to communicate with a contact. All active workspace members are alerted when one member enters the Chat tool. Use the Chat tool when you want to initiate or participate in an online discussion with other workspace members. The transcript of a workspace chat is saved and can become part of the workspace archives. Use the Chat tool to carry out conversations in the workspace that you want to preserve or refer to at a later time.

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In this exercise, you will participate in a basic chat session and insert a hyperlink to a Web site as part of a chat. BE SURE TO log on to Groove with your standard account before beginning this exercise. OPEN the WideWorldImporters workspace.

1. In the Workspace Member pane, click the Expand/Collapse Chat button if the Expand/Collapse Chat

Chat tool is not already expanded. Expand or collapse the Chat tool Open Chat in a new window

View Chat tool options Send Chat entry

Tip You can click the Open Chat In New Window button to display the Chat tool in its own window. The Chat window provides a larger text entry area, a toolbar with text formatting options, and the standard menus and commands that are available in the workspace window.

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2. In the chat text box, type Let’s review our task list, and then click the Send Chat Send Chat entry

entry button to post the message. The text of your message appears in the chat pane.

Options

3. Click the Options button in the Chat tool, and then click Hyperlink. 4. In the Hyperlink dialog box, in the Text to display box, type Wide World Importers.

5. In the Address box, type www.wideworldimporters.com, and then click OK. 6. In the Chat tool, click the Send Chat entry button. You’ll see the display text for the hyperlink in the chat pane.

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Using the Chat Tool’s Text Editor In many of your chats, you’ll find that plain text is all you need. You can, however, format text in a chat by using the Chat tool’s text editor. For example, you can change the font or font size, the font color, or add formatting such as bold, italic, underline, and strikethrough to the text in a chat. You can even create a bulleted list in the Chat tool, which you might find useful if you use the Chat tool for brainstorming. You can align text to the left or right, center text, and control the space before or after lines of text. The text formatting features are available only while you are typing a message in the text entry box. You cannot edit a chat entry after you have posted it. Tip You can undo or redo keystrokes that you type in the chat text box by right-clicking in the text box and then clicking Undo or Redo. You cannot undo or redo chat entries after you have entered them and posted them in the transcript.

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USE the chat transcript you created in the previous exercise. OPEN the WideWorldImporters workspace. In this exercise, you will work with some of the text editing features in the Chat tool.

1. 2. 3. 4. 5. 6. Send Chat entry

Expand the Chat tool in the Workspace Members pane if it is collapsed. Right-click in the chat text box, point to Font, and then click Color. In the list of colors, click Red. Right-click in the chat text box, point to Paragraph, and then click Center. In the chat text box, type Product Launch Tasks. Click the Send Chat entry button. The formatted text appears in the chat pane.

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Using Ink Features in the Chat Tool If you are using a computer such as a Tablet PC that is set up to enter data with a pen device, you can work with the Groove Chat tool in Ink mode. You can also use your mouse to write and draw in Ink mode in the Chat tool. The menu and toolbar options for formatting text in a chat change when you switch to Ink mode. When you have switched to Ink mode, Groove provides the following formatting options; choose the option you need to draw, erase, or modify the style of ink you are using: Ink. Lets you draw with the pen or the mouse in the chat text box. Erase. Removes a drawn object (or part of a drawn object) by dragging. Zap. Erases an entire drawn object at once by dragging. Lasso. Selects an object you’ve drawn so that you can edit the object. Color. Lets you specify a different color for a selected object or for an object you are ready to draw. Thickness. Lets you select a different line (ink) thickness for a selected object or for an object you are ready to draw. Tip Changing the chat editing mode from Text mode to Ink mode (or the reverse) deletes any content already entered in the chat text box.

In this exercise, you will use the Chat tool in Ink mode. BE SURE TO log on to Groove with your standard account before beginning this exercise. OPEN the WideWorldImporters workspace.

Open Chat in new window

1. In the Chat tool, click the Open Chat in new window button. 2. Right-click in the chat text box, and then click Switch to Ink Mode.

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The toolbar now displays tools for working in Ink mode.

3. Write the word Test by using your mouse or a pen device. 4. If you are not pleased with any portion of your drawing, click the Erase or Zap tool on the toolbar and drag over the portion you want to replace. Tip You can also experiment with ink thicknesses to improve the quality of the drawing. You might find a thinner ink easier to draw with.

5. When you are satisfied with how the word Test appears, click the Send Chat entry Send Chat entry

button to post the entry to the chat pane.

Using Audio Chat In addition to chatting online in text, you can use audio features in the Chat tool to speak to other members of a workspace. The first step in broadcasting a chat is to have a computer with the hardware you need, specifically a set of speakers and a microphone. If your computer’s sound system is set up, you can then walk through a wizard in Groove, named the Audio Tuner, which helps you adjust the volume and quality of sound that is appropriate to chatting through audio in Groove.

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Groove provides the following two types of audio chatting: One to all. Chatting one to all is Groove’s default audio chat method. In a oneto-all audio chat, the person who is speaking has the right of way. In other words, workspace members can talk while another member talks, but their voice messages are delayed until the current speaker finishes. Conference mode. When chatting in conference mode, workspace members who have enabled the feature can speak simultaneously. Members who have not turned on conference mode can listen. If you are chatting in conference mode, the audio chat prompt and the chatting channel remain open until you click the Stop button. If you are chatting one to all, the audio channel remains open as long as you keep talking or until you stop talking for at least five seconds. In this exercise, you will open the Audio Tuner, complete the wizard, and chat with audio in Groove. BE SURE TO set up a computer with a microphone and speakers, or with a headset microphone, before beginning this exercise.

OPEN the WideWorldImporters workspace.

1. Right-click in the chat text box, and then click Audio Tuning Wizard. The first page of the wizard appears.

2. Step through the Audio Tuner wizard to test your speaker volume, your microphone settings, and the quality of a voice recording. The on-screen instructions will guide you through these steps.

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3. When you have completed the wizard, click Done. 4. In the Chat tool, click the Microphone button. Microphone

Groove prompts you to speak.

5. Speak into your computer’s microphone to converse with other workspace members.

6. Right-click in the chat text box, point to Chat, and then click Conference Mode to switch to conference mode.

7. Repeat steps 4 and 5 to conduct a chat in conference mode. Tip Point to the microphone during an audio chat to see which workspace member is speaking.

CLOSE the WideWorldImporters workspace. If you’re not continuing directly to the next chapter, exit Groove. See Also You can chat with other members of a file sharing workspace much like you chat with members of standard Groove workspaces. For more information about file sharing workspaces, see Chapter 7, “Managing and Sharing Files.”

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Managing a Chat Transcript Businesses are always looking for ways to capture the insights that can arise during informal conversations and processes. The transcript of the chat activity in a Groove workspace could be an interesting place to look for ideas such as these. The transcript of a workspace chat is preserved and can be saved along with other workspace data as part of a workspace archive. As the chat transcript grows and the postings increase in number, you can search through the transcript, print a copy of it, or even delete the current chat transcript to start from scratch. You can also select the text of a chat transcript and save it to a file. See Also For more information about archiving a Groove workspace, see Chapter 12, “Troubleshooting, Maintaining, and Securing Groove.”

To search the text of a chat transcript: 1. In the Workspace Members pane, expand the Chat tool. 2. Right-click in the chat pane, point to Chat, Chat, and then click Find in Transcript. Transcript. 3. In the Find what box, type the text you want to locate, and then click Find Next. Next. To delete a chat transcript: Right-click Right-click in the in the chat chat area, area, point point to Chat, to Chat Chat, and , and then then click click Delete Delete Transcript. Transcript. Transcript.

Key Points You can send instant messages in Groove to contacts as well as members of a workspace. If you use Windows Messenger or Communicator, you can integrate the contacts you have set up in those applications with your contact lists in Groove. Groove maintains your instant messaging history in a list that you can use to read messages, reply to messages, and find specific text in a message. With the Groove Chat tool, you can converse online with workspace members. You can format text in the Chat tool, draw chat messages in ink, or use the audio chat feature to speak with other workspace members.

Chapter at a Glance Work with files in the Files tool, page 130

Create a file sharing workspace, page 141

Download files in a file sharing workspace, page 147

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In this chapter, you will learn to: Add folders and files to the Files tool. Work with files in the Files tool. Open, edit, and save a file in the Files tool. Specify download settings for a folder. Set permissions in the Files tool. Specify alert settings for folders and files. Create a file sharing workspace. Download files in a file sharing workspace. Change roles and permissions for a file sharing workspace. Set properties for a file sharing workspace.

In most of the standard workspaces that you set up and work with in Microsoft Office Groove 2007, you will spend time reviewing files such as word-processing documents, spreadsheets, presentations, and images. You will likely create some of these files and add them to a workspace to share with other members. Other members will also add and update files that you need in your work. As you and workspace members review and make changes to these files, Groove takes care of synchronizing changes, updating the version of the file in the workspace so that all members have access to the current file. If you are comfortable using Windows-based programs, you will find that the work of managing and sharing files in Groove is easy and straightforward. Managing and sharing files in Groove can also help eliminate redundant and potentially out-of-date or inaccurate copies of files. For example, a common practice in many workgroups is to distribute drafts of a document as an e-mail attachment. This approach is effective in getting a copy of the file in everyone’s hands, but it raises issues about how to consolidate each person’s changes and comments, and it can also lead to confusion about which copy is the “master” copy—the one you want to send to your client or your boss. With Groove, you can 125

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keep one copy of a file in a workspace that members use in common. Members with the appropriate role and permissions can update the file, and these changes are synchronized so that the file remains up to date and all members know which copy is current. See Also For more information about workspace roles and permissions, see “Changing the Role of a Workspace Member” and “Changing Permissions Assigned to a Workspace Role” in Chapter 2, “Setting Up a Standard Workspace.”

In this chapter, you will learn about two of the ways in which you can manage and share files in Groove. In the first several exercises, you’ll learn how to work with the Files tool, one of the tools that Groove includes in a standard workspace by default. You’ll learn how to create folders and add files to the Files tool, how to specify download settings, how to work with files, and how to manage file permissions and alerts. You’ll also learn how to set up a file sharing workspace, a type of Groove workspace that is designed for sharing files between more than one computer (for people who use more than one computer) and among the people who are members of the workspace. In addition to learning how to create a file sharing workspace, you’ll learn how to specify download settings and manage other properties for the workspace. See Also For information about integrating Groove with a Windows SharePoint Services site to share files, see Chapter 11, “Sharing Files Through a SharePoint Site.”

Important Before you can use the practice files in this chapter, you need to install them from the book’s companion CD to their default location. See “Using the Book’s CD” at the beginning of this book for more information.


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Adding Folders and Files to the Files Tool Organizing the files in a workspace can take place in several ways. The person who creates the workspace—a department manager or a project lead, for example—might set up a group of folders that are available to other members when they join the workspace. A workspace might be created from a workspace template that includes a set of folders and, possibly, specific files. Workspace members can take part in organizing the workspace as well, of course, creating folders and adding files as the work they are using the workspace to manage takes shape and develops over time. See Also For another example of how to add a file to the Files tool, see “Adding Files to the Files Tool,” in Chapter 2, “Setting Up a Standard Workspace.” For more information about saving a workspace as a template, see “Saving a Workspace as a Template,” in Chapter 12, “Troubleshooting, Maintaining, and Securing Groove.”

You can organize folders and files in a Files tool in much the same way that you organize folders and files in a folder that is part of the Windows file system. The Files tool includes a root folder (named Files by default). You can add folders, subfolders, and files to the root folder to create the structure and hierarchy you need. Important Adding a file that is stored in a folder on your computer to the Files tool in Groove does not “move” the file to Groove and remove it from the folder. Changes that you make to the file in the folder are not reflected in the copy of the file in Groove. After you add a file to a Groove workspace, you should consider deleting the file from the folder on your hard disk.

In this exercise, you will create a folder and add files in the Files tool. USE the Quarter1_Forecasts workbook. This practice file is located in the Documents\ Microsoft Press\Groove 2007 SBS\ManagingFiles folder.

BE SURE TO log on to Groove with your standard account before beginning this exercise. OPEN the WideWorldImporters workspace, and display the Files tab.

1. In the Folders pane, click the Files folder. 2. On the File menu, point to New, and then click Folder.

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A folder icon with the name New Folder appears in the list pane.

3. Type Sales_Forecasts as the name of the folder, and then press F. Tip To rename a folder, right-click the folder in the Folders pane, and then click Rename.

4. Double-click the Sales_Forecasts folder. 5. On the File menu, click Add Files. 6. In the Add Files dialog box, navigate to the Documents\Microsoft Press\ Groove 2007 SBS\ManagingFiles folder, select the Quarter1_Forecasts file, and then click Open.

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The file is added to the Files tool in Groove.

Tip You can add more than one Files tool to a standard workspace. You might, for example, use one Files tool for files related to a project’s finances and a second Files tool to manage and share files related to marketing, promotions, or similar topics. For more information about adding a tool to a standard workspace, see “Adding a Tool to a Standard Workspace,” in Chapter 2, “Setting Up a Standard Workspace.”

Tip You can also add a file to the Files tool by dragging the file from a folder in the Windows file system to the Files tool.

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Working with Files in the Files Tool You can work with files in a Files tool by using commands on the File and Edit menus on the Workspace Explorer menu bar, by using buttons on the toolbar on the Files tool, and by using commands on a shortcut menu that Groove displays when you right-click a selected file or a blank area of the file pane. The File menu provides commands you can use to add, save, and rename files, for example. The Edit menu includes standard commands for copying and pasting files. The toolbar includes buttons you can use to add a file to the Files tool or save a file to a folder on your hard drive. The toolbar also includes the buttons listed and described in the following table. Use this button…

To… Move up to a parent folder. Copy selected files or folders. Paste selected files or folders. Delete files or folders. Create a folder in the Files tool. Move to the previous unread item. Move to the next unread item. Download files to your local copy of the workspace.

See Also For more information about download settings for the Files tool, see “Specifying Download Settings for a Folder,” later in this chapter.

The shortcut menu includes commands such as Open, Edit, New, Rename, and Delete. The menu also includes the Copy As Link command, which you can use to embed a link to a file in a Groove instant message or in another tool in the workspace—a meeting agenda, for example, if the file is related to one of the meeting’s topics. The Copy As Link command is another example of how you can merge the features in Groove to facilitate group communication and collaboration.

Working with Files in the Files Tool

See Also For more information about managing meetings in a Groove workspace, see Chapter 8, “Managing Appointments and Meetings.”

In this exercise, you will embed a link to a file in a Groove instant message. USE the Quarter1_Forecasts workbook that you saved to the Sales_Forecasts folder in the previous exercise.

OPEN the WideWorldImporters workspace, if it is not already open.

1. In the Workspace Explorer, double-click the Sales_Forecasts folder. 2. In the files list, right-click the Quarter1_Forecasts file. The Files tool shortcut menu appears.

3. 4. 5. 6.

On the shortcut menu, click Copy as Link. On the Options menu, click Send Message. In the Send Message window, select your name in the To list. In the Message area, right-click and then click Paste.

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The link to the file appears in the Send Message window.

7. Click Send. 8. Click the Groove alert that is displayed when you receive the message. 9. Click the link to the file in the message. Groove displays the folder in the Files tool where the file is stored.

Opening, Editing, and Saving a File in the Files Tool The steps you follow to open and edit a file from the Files tool in Groove will be familiar if you have worked in other Microsoft Office applications. You can, for example, rightclick a Microsoft Office Word document in the Files tool, click Open, and the file opens in Word, ready for revision. After revising a file that you open from the Files tool, however, you need to be sure that you save changes back to Groove as well as saving the changes in Word or whichever application was used to create the file.

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Troubleshooting More than one member of a workspace can open and edit the same file at the same time (assuming these members have the right level of permission), and then save their changes back to Groove. When this occurs, Groove considers the event an editing conflict. When conflicts arise, the changes made by the member who saved the file back to Groove first are saved in the original file. Other members who had the file open and made changes are prompted to save their changes in a new version of the file. You can then get together to review the changes each member made and incorporate all edits in the file.

In this exercise, you will save changes to a file that you have opened from the Files tool so that the changes are available for all members of the workspace. USE the Quarter1_Forecasts workbook that you modified in the previous exercise. OPEN the WideWorldImporters workspace, if it is not already open.

1. 2. 3. 4. 5. Microsoft Office Button

In the Folders pane of the Files tool, double-click the Sales_Forecasts folder. Right-click the Quarter1_Forecasts file, and then click Open. Enter your name and the date at the top of the file. Click the Microsoft Office Button, and then click Save. Click the Microsoft Office Button, and then click Exit Excel. Groove displays the Editing File - Save dialog box.

6. Click Yes to save the changes you made back to Groove. Tip If you want to save the file to Groove by using a different name, enter the name in the Save File As box and then click Yes.

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Specifying Download Settings for a Folder Groove keeps the files in the Files tool synchronized by downloading files added to the workspace as well as changes that are made to files that the workspace already contains. The recommended download setting for the Files tool (which Groove uses by default) is to download all changes automatically. In most cases, you can keep this setting. When another workspace member modifies a file or adds a file to the Files tool, Groove downloads these changes soon after they occur or the next time you log on to Groove. In some cases, however, you might want to modify the recommended setting to gain more control over when changes and additions are downloaded. Let’s say you are traveling and paying for a connection to the Internet. You might not want to take the time to download any files or at least files that exceed a certain size. You might want to retain automatic downloading for folders that contain files you need to refer to while you are away but wait until you return to the office to manually download new files and changes for folders that are less time-sensitive or critical. You have the following options for controlling the download settings for the folders in the Files tool: Download automatically (the default and recommended setting). Specify a size restriction for downloading changes. For example, you can download any changes that are less than 1 megabyte (MB) automatically, but changes that exceed that size will be downloaded manually. Download all changes manually. In this exercise, you will specify the download settings for a folder in the Files tool. USE the Sales_Forecasts folder that you created earlier in this chapter. OPEN the WideWorldImporters workspace, if it is not already open.

1. In the Folders pane of the Files tool, click the Sales_Forecasts folder.

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2. On the File menu, click Folder Download Settings. The Properties dialog box opens with the General tab displayed.

3. On the General tab, click Limited Automatic Download. Groove specifies 1 MB by default as the size threshold after which changes will not be downloaded. You can increase this amount if you want or specify a fractional value (.5 MB, for example), but you cannot change the unit of measure. (In other words, you cannot change megabytes to kilobytes.)

4. In the Properties dialog box, click OK.

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Downloading a File Manually As you learned in the previous exercise, you can set up Groove to download files to the File tools manually or to download only those changes that do not exceed a file size that you specify. By controlling download settings, you can take advantage of the mechanisms Groove uses to keep files synchronized by choosing when you want to download updates. When a file needs to be downloaded manually, you’ll see a small arrow icon next to the file’s name in the Files tool. Click the Download button in the toolbar to start downloading the file.

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Setting Permissions in the Files Tool As we discussed in Chapter 2, each member of a workspace has a role, and each workspace role has specific permissions that control what members with that role can do. You can also set permissions for each tool in a workspace to control which actions members with a specific role can perform when working with the content of that tool. For example, you might want to grant workspace members with the Guest role the permission to add files to the Files tool and modify the files they add, but retain their restriction to not modify files added by other members. You can also specify permissions for a folder in the Files tool. Workspace managers, for example, should have full permissions to work with files in the Budget folder, but you might want to restrict members who are Participants from modifying these files. The permissions you set for a tool take precedence over the permissions in place for the entire workspace. Similarly, the permissions you set for a particular folder override the permissions you set for the tool. The following table lists the permissions you can set for the Files tool and for specific folders and which role has permission to perform these actions by default. Members with the Guest role cannot perform any of these actions by default. Permission

Default Workspace Role

Add files/subfolders

Manager; Participant

Modify all files


Modify own files


Delete all files/subfolders

Manager

Delete own files/subfolders


Modify permissions

Manager

In this exercise, you will set permissions for the Files tool and for a specific folder. BE SURE TO log on to Groove before beginning this exercise. OPEN the WideWorldImporters workspace, if it is not already open, and display the Files tool tab.

1. On the File menu, point to Properties, and then click Tool. 2. In the Files Properties dialog box, click the Permissions tab.

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3. In the Select a role to modify its permissions list, select Guest. The list of permissions shows which permissions are granted to this role (none in the case of Guests).

4. In the list of permissions, select the Add files/subfolders and Modify own files check boxes, and then click OK.

5. 6. 7. 8.

In the Folders list, right-click the Budgets folder, and then click Properties. In the Properties dialog box, click the Permissions tab. In the Select a role to modify its permissions list, select Participant. In the list of permissions, clear the check boxes for Modify files and Modify own files, and then click OK.

Specifying Alert Settings for Folders and Files The alerts that Groove displays keep you informed of activity in a workspace. By default, each tool in a workspace inherits the settings for alerts that are specified for the workspace at large. See Also For more information about setting and managing alerts for a workspace, see Chapter 5, “Managing Workspace Communications and Alerts.”

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You can manage alerts in more detail by specifying settings for the Files tool (and other workspace tools). The settings for the tool then take precedence over alert settings for the workspace. Within the Files tool, you can also specify alert settings for a particular folder or file. For example, let’s say that alerts for the workspace Files tool are set to Medium, which means that unread content in the tool is highlighted. Now you and other members of the workspace are facing a deadline for completing your marketing plan. You can set the alert level for the Marketing_Plan folder to High, which overrides the alert settings for the Files tool, and you’ll be notified of changes by an alert displayed in the task bar. You could also specify an alert level of High for the marketing plan file itself and keep the setting for the folder the same as the tool. In this exercise, you will specify alert settings for the Files tool, a folder, and a file. USE the Quarter1_Forecasts workbook that you saved to the Sales_Forecasts folder in the previous exercise.

OPEN the WideWorldImporters workspace, if it is not already open, and display the Files tool tab.

1. On the File menu, point to Properties, and then click Tool. 2. In the Files Properties dialog box, click the Alerts tab.

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3. Move the slider to Medium, and then click OK. 4. In the Folders pane, right-click the Marketing_Plan folder, and then click Properties.

5. In the Properties dialog box, click the Alerts tab. 6. Move the slider to High, and then click OK. 7. In the Folders pane, double-click the Sales_Forecasts folder, and then click the Quarter1_Forecasts.xlsx file.

8. On the File menu, click Properties, and then click File. 9. In the Properties dialog box, click the Alerts tab. Notice the information at the top of the dialog box, which indicates that you are setting alerts for Quarter1_Forecasts.xlsx.

10. Move the slider to High, and then click OK. CLOSE the WideWorldImporters workspace and then log off from and close Groove before proceeding to the next exercise.

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Creating a File Sharing Workspace Another approach to managing and sharing files in Groove is to create a file sharing workspace. You can use a folder already on your computer as a file sharing workspace or set up a new folder when you create a workspace. A file sharing workspace is a type of Groove workspace that you can use to share the contents of a folder in your Windows file system with each computer on which you have your Groove account and with other Groove users who are invited to join the workspace. All the members of a file sharing workspace have access to the files and subfolders it contains. See Also For information about using your Groove account on more than one computer, see “Using Your Groove Account on a Second Computer,” in Chapter 1, “Getting Started with Groove.”

If you use more than one computer—for example, a desktop computer at your office and a laptop computer when you travel, or a computer at work and your computer at home to catch up—you can set up a file sharing workspace to help manage your files. When you’re online, Groove takes care of updating the files stored in the folder (either automatically or at your request) so that the list of files and their state are synchronized. When you set up a folder as a file sharing workspace, Groove displays two task panes that you use to manage the workspace. You use links on the Synchronization Tasks task pane to send an invitation, edit download settings, or specify other properties for the workspace. With the File And Folder Tasks task pane, you can set alerts and manage properties for a specific folder in the workspace. You can set up a subfolder in a folder that is already defined as a file sharing workspace as another file sharing workspace. You might want to do this to share the contents of a specific folder in a file sharing workspace with a different set of people. For example, you might set up a subfolder for project reports that you share with people who aren’t a part of the regular project team. Groove displays a message when you start sharing a folder in this way as a reminder that you have selected a folder that is already being synchronized. Keep in mind that members of a file sharing workspace have access to all the files in the workspace, even if those files are contained in a subfolder that’s been defined as a file sharing workspace in which they’re not members. For example, Rick, Phyllis, and John are members of the file sharing workspace created for the folder named Project Files. In the Project Files folder, the subfolder Reports is set up as a file sharing workspace whose members are Rick and Phyllis. John still has access to the files in the subfolder Reports because it is contained in a file sharing workspace (the Project Files folder) of which he is a member.

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Some Do’s and Don’ts for a File Sharing Workspace A file sharing workspace is best suited to managing a relatively small number of files that do not have a large file size (individually or in aggregate); otherwise, you might experience slow performance. Three good rules to follow are these: Avoid adding files that are larger than 50 MB. Avoid adding more than 100 files at one time. Avoid storing more than 500 files in a file sharing workspace. Tip These numbers are recommended by Microsoft and are based on the minimum system requirements for Groove. Systems that exceed the minimum requirements can manage larger numbers of files without seeing a decline in performance. Groove cannot synchronize files that are larger than 1 GB. Groove will stop synchronizing a file sharing workspace when the workspace contains more than 5,000 files or when the total size of the files it contains exceeds 2 GB. Here are some other guidelines to follow and observe to get the most from working with a file sharing workspace: You are likely to see slower performance in a workspace that contains files that are changed frequently. Workspaces that contain a large number of files or files of greater size will perform better if the files are not frequently changed. Downloading files and changes manually means that data does not need to be synchronized whenever updates to files are made. This can improve performance for all members. Keep Groove running rather than starting and stopping it frequently. All members of the workspace should use the latest version of Groove.


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Pausing communications for a workspace also pauses the synchronization of local changes to the workspace. In large workspaces, pause communications until updates are necessary. See Also For information about pausing communications, see “Pausing and Resuming Communications,” in Chapter 5, “Managing Workspace Communications and Alerts.”

Don’t include files that depend on other files to run properly or files for applications that you plan to run from a different computer. These types of files include Microsoft Office Outlook .pst files, Quickbook files, and Microsoft Office Access database files. Groove warns you about setting up a file sharing workspace if you select the root folder of a computer drive for sharing or select any folder within the Windows system directory. Groove does not allow you to share the following types of folders in a file sharing workspace: A folder on removable media, such as a CD or floppy disk. A folder on a network drive. Any folder within the Groove data directory. Any folder for which you do not have write permissions; that is, folders in which you cannot create new files. Any folder already being synchronized in a file sharing workspace by another Groove account. Any file that has a file name that starts with a tilde (~) character or any files with the file extension .gfs, .tmp, .bak, .sav, or .lnk cannot be shared in a file sharing workspace. Additionally, files with the Hidden, System, Temporary, or Offline attributes cannot be shared.

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You can create a file sharing workspace while working in Windows or from Groove by using the New Workspace command. In the next two sections, you’ll learn how to create a file sharing workspace through each of these methods.

Creating a File Sharing Workspace in Windows When you are working in your Documents folder in Windows Vista, for example, you can set up a folder for synchronization (in other words, create a file sharing workspace) provided that Groove is installed on that computer. You might follow this approach to convert a folder that is already on your system into a file sharing workspace, which avoids the steps of having to name a new workspace and designate the folder’s location. In this exercise, you will create a file sharing workspace in Windows Vista. You do not need to log on to Groove for this exercise. BE SURE TO install the practice files to the default location before beginning this exercise. OPEN your Documents\Microsoft Press folder.

1. Right-click the Groove 2007 SBS folder, point to Groove Folder Synchronization, and then click Start Synchronizing.

2. In the confirmation message box that appears, click Yes. The folder opens in a new window that displays the Synchronization Tasks task pane and the File And Folder Tasks task pane.


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Note If you are working on a computer that runs the Windows XP operating system, the steps for setting up a file sharing workspace are essentially the same. In the window, click Folder Sync on the toolbar. In the task pane that appears, click Start Synchronizing. You’ll then see the task panes that you use to manage the file sharing workspace.

Creating a File Sharing Workspace from the Launchbar You can also create a file sharing workspace from the Groove Launchbar. In this approach, you proceed through several steps to create a workspace. After indicating that you want to create a file sharing workspace, Groove provides you with options for selecting a folder for the workspace’s files. You can create a new folder on your desktop, create a new folder in a location you choose, or select a folder that is already defined in your system. In this exercise, you will set up a file sharing workspace from the Groove Launchbar. BE SURE TO log on to Groove with your standard account before beginning this exercise.

1. On the Launchbar, click the Workspaces tab. 2. Click New Workspace. The Create New Workspace dialog box opens.

3. Click File Sharing. 4. In the Name of Workspace box, type Files_For_Review, and then click OK.

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The Select A Folder For “Files_For_Review” dialog box opens.

5. Click Create a new folder “Files_For_Review” but let me select the location. and then click OK.

6. In the Browse For Folder dialog box, click your user name, click the Documents folder, and then click OK. The folder opens and displays the Synchronization Tasks task pane and the File And Folder Tasks task pane.

CLOSE the Files_For_Review workspace before continuing to the next exercise.

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Note To invite someone to become a member of a file sharing workspace, you follow the same steps as those for inviting someone to join a standard workspace. First click Invite Someone in the Synchronization Tasks task pane. Select or enter the name (or e-mail address) of the person or persons you want to invite, type a message if you want, and then click Invite. For information about inviting someone to be a member of a standard workspace, see “Sending and Accepting Workspace Invitations,” in Chapter 2, “Setting Up a Standard Workspace.” To remove a member from a file sharing workspace, right-click the member’s name in the Synchronization Tasks task pane, and then click Uninvite. You must be a workspace manager to remove a member from a workspace.

Downloading Files in a File Sharing Workspace To start working with the files in a file sharing workspace, either as a new member of the workspace or if you are using the file sharing workspace on another computer, you first need to download the files. The files and data are not downloaded automatically; you need to specify a folder on your computer where the workspace will be located and then specify whether you want to download the data immediately (assuming that another member of the file sharing workspace is online so that your computer has access to the files) or to download only links. If you choose to download only links, the file sharing workspace on your computer will list the files in the workspace, and you can download the content of the files later when you need to work with a specific file. Groove offers a default choice about which downloading option to use depending on how much data is contained in the file sharing workspace. If the workspace contains 100 files or more, or if any one file is 100 MB or larger, the manual download option is presented as the default option. Otherwise, the option to download the content immediately is suggested as the default. If you download the files immediately, Groove goes to work, and copies of the files are created in the location you specified. If you choose the manual option, when you need to work with a file, first select it, and then in the File And Folder Tasks task pane, click Download This File. Tip When a file is added to a file sharing workspace, before it is downloaded it is displayed with a download indicator (a small arrow) and is listed with the file type Microsoft Office Groove Remote File rather than its actual file type.

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In this exercise, you will download files for a file sharing workspace being used by one account on more than one computer. Important To complete this exercise, you need to have set up your Groove account on more than one computer and have created a file sharing workspace on one of those computers. For information about using your Groove account on more than one computer, see “Using Your Groove Account on a Second Computer,” in Chapter 1.

BE SURE TO log on to Groove on both computers on which you have set up Groove accounts, before beginning this exercise.

1. On the computer on which the file sharing workspace is not yet set up, click the Workspaces tab on the Launchbar. The name of the workspace is listed under Not On This Computer (assuming that workspaces are sorted by status).

2. Click the name of the workspace, which is Reports in this example.

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3. In the Common Tasks area, click Get Workspace. 4. Double-click the name of the workspace. The Select A Folder For “Reports” dialog box opens.

5. Under Folder selection options, click the option to select an existing folder. 6. Under Folder download options, click Only fetch links to remote files, and then click OK.

7. In the Browse For Folder dialog box, select the folder you want to use, and then click OK. CLOSE any open file sharing workspace folders before proceeding to the next exercise.

Changing Roles and Permissions for a File Sharing Workspace Each member of a file sharing workspace is assigned to the role Manager, Participant, or Guest, just as are the members of a Groove standard workspace. Likewise, each role is granted specific permissions by default. Managers, for example, can invite members, remove a member (by uninviting that member), and cancel outstanding invitations. A Participant can also invite others to become members of the file sharing workspace, but a Participant cannot uninvite members or cancel invitations. A Guest can look at the files in a file sharing workspace, but a Guest cannot invite, uninvite, or cancel invitations. Only a person who has the Manager role can change the role of another member or change the permissions for a specific role.

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In this exercise, you will change roles and role permissions for a file sharing workspace. USE the Files_For_Review file sharing workspace you created earlier in this chapter. OPEN the Files_For_Review workspace.

1. In the Synchronization Tasks task pane, click Show Properties for “Files_for_Review”.

2. In the Files_For_Review Properties dialog box, click the Roles tab. Workspace members are listed on this tab by role.

3. 4. 5. 6. 7.

Select the member whose role you want to change, and then click Change Role. In the Change Role dialog box, select the new role, and then click OK. In the Files_For_Review Properties dialog box, click the Permissions tab. In the Select role to modify its permissions list, select Participant. In the list of permissions, select the Uninvite check box, and then click OK.

CLOSE the Files_for_Review file sharing workspace.

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Setting Properties for a File Sharing Workspace After you are up and running in a file sharing workspace, you can choose options for how to keep the folder synchronized. For example, you might have elected to download all the data immediately when you first joined or first added your Groove account to a second computer. You can maintain that approach for files that are added to the workspace in the future, or you can switch to downloading files manually. See Also For more information about initially downloading files for a file sharing workspace, see “Downloading Files in a File Sharing Workspace,” earlier in this chapter.

If you select the manual download setting for a file sharing workspace, you should keep in mind that you’ll need to take care of downloading all the files that other members add to the folder as well as new files that you add to the folder on other computers that you use. You can switch to Full Automatic Download, the recommended approach for keeping up with changes in the files you’re sharing between computers and with others, or take the middle road and specify a size limit, in megabytes, for changes that are automatically downloaded. Specifying a size limit might be helpful in cases in which a number of large graphic files are included in a file sharing workspace or a number of Microsoft Office PowerPoint presentations, which tend to be larger than Microsoft Office Excel workbooks, Microsoft Office Word documents, or other types of files. If you decide to manage downloading manually for the workspace, you can still choose an option to keep a particular file automatically up to date. As you can for folders and files in the Files tool in a standard workspace, you can set alerts for these items in a file sharing workspace. For a file sharing workspace in general, you can set alerts at various levels. For folders and files, seeing alerts are a yes-or-no proposition. You can turn off alerts for a specific folder or file, or you can enable an alert so that you know when a folder contains unread information or a file has been changed. See Also For more information about working with alerts, see Chapter 5, “Managing Workspace Communications and Alerts.”

In this exercise, you will set properties in a file sharing workspace. You will choose the option to update a file automatically and set an alert to see when the file has been changed. USE the Groove 2007 SBS file sharing workspace you created earlier in this chapter. OPEN the Groove 2007 SBS workspace before beginning this exercise.

1. In the File and Folder Tasks task pane, click Edit This Folder’s Download Settings. 2. In the Properties dialog box, click Manual Download, and then click OK.

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3. In the Groove 2007 SBS folder, open the ManagingFiles folder, and then click the Event budget file.

4. In the File and Folder Tasks task pane, click Show this file’s properties. Groove displays the Properties dialog box for the file.

5. Select the Automatically keep this file up to date check box, and then click OK. 6. In the File and Folder Tasks task pane, click Set Alerts for this file. 7. Move the slider to set the alert level to High, and then click OK. CLOSE the Groove 2007 SBS workspace. If you are not continuing directly to the next chapter, exit Groove.

Tip To stop synchronization while you are using a file sharing workspace, click Stop Synchronizing in the Synchronization Tasks task pane. This action affects only the computer on which you select the option. If you want to stop synchronization for the workspace on all computers on which you have your account, you need to delete the workspace.

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Key Points You can manage and share files by using the Files tool in a standard workspace or by setting up a file sharing workspace. Right-click a file in the Files tool to open, edit, copy or paste, or print the file. The shortcut menu provides various actions you can perform on a file. You can designate an existing folder on your computer as a file sharing workspace or set up a new folder to use for this purpose. Whether you are using the Files tool or a file sharing workspace, you can control permissions.

Chapter at a Glance Create appointments, page 157

View appointments, page 160

Create an agenda and take minutes, page 172

Set up a meeting, page 168 Assign action items, page 176

8


In this chapter, you will learn to: Create and view appointments. Link to an appointment or a calendar. Export and import appointments. Set permissions for the Calendar tool. Set up a meeting. Specify meeting attendees. Create an agenda and take minutes. Assign action items.

Among the important tasks in managing team projects and participating in group work are scheduling time, keeping track of milestones and events, and making efficient use of meetings. You can use different programs to manage this work. Some groups prefer a complete project management program, while others use features such as task lists and calendars that are built in to an e-mail program. Still others use spreadsheets and other document formats for these purposes. In a Microsoft Office Groove 2007 standard workspace, you can use the Calendar tool and the Meetings tool to manage appointments, schedules, and the content and outcomes of meetings.

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With the Calendar tool, you can keep track of appointments and meeting dates and record due dates for tasks or project milestones. You can annotate the items you define in the Calendar tool with information such as the purpose of a meeting or which tasks need to be discussed in this week’s status report. You can include more than one Calendar tool in a workspace (as you can with other workspace tools) and use one for your meeting schedule, for example, and another for scheduling events or project handoffs. When you have set up a workspace that includes more than one Calendar tool, you can export the appointments from one Calendar tool and import those appointments into another to consolidate your view of what’s scheduled. See Also For information about adding a tool to a workspace, see “Adding a Tool to a Standard Workspace,” in Chapter 2, “Setting Up a Standard Workspace.”

Running or participating in a meeting often takes more effort than you think. Meetings need a focus, and the people scheduled to attend a meeting need to know in advance what the topics of discussion are, how much time you expect to spend on each topic, and what decisions need to be made. Following up on decisions also takes effort. You need to know who is responsible for each item that requires action, when work on that item is due, and whether the priority of that work is higher or lower than other tasks. The Groove Meetings tool is designed to help members of a workspace prepare for and document meetings and the outcomes of meetings. You can use the Meetings tool as a central location in which to post agendas before a meeting, define the timing and goals for the agenda, record minutes, and specify and assign action items. In this chapter, you will learn how to set up and view appointments in the Calendar tool, how to link to appointments and a calendar, and how to merge appointments from two calendars into one view. You’ll also learn how to set up a meeting, specify meeting attendees, create and manage a meeting’s agenda, and define action items for follow up. Important The dates specified in the exercises in this chapter are given in month/day/year (m/d/yyyy or mm/dd/yyyy) format. The default dates and times displayed in the Calendar tool and the Meetings tool will vary depending on your time zone and the date on which you perform the exercises.


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Creating Appointments The Groove Calendar tool is a simple way to keep track of appointments, schedules, and events that affect workspace members. You can use the Calendar tool to record information such as the time and location of regular team meetings, one-time meetings that are held to discuss specific topics, milestones and handoffs in a schedule, and the absences of team members who are travelling on business or away on vacation. The tasks that workspace members can perform in the Calendar tool depend on their workspace role. The following table outlines what each workspace role can do. Role

Tasks

Manager

Add appointments. Edit appointments. Delete appointments.

Participant

Add appointments. Edit the appointments the participant creates. Delete the appointments the participant creates.

Guest

No default permissions.

See Also For more information about workspace roles, see “Changing the Role of a Workspace Member,” in Chapter 2, “Setting Up a Standard Workspace.” For information about changing permissions in the Calendar tool, see “Setting Permissions for the Calendar Tool,” later in this chapter.

In this exercise, you will add an appointment to the Calendar tool. BE SURE TO log on to Groove with your standard account before beginning this exercise. OPEN the WideWorldImporters workspace.

1. In the Workspace Explorer, click the Calendar tool tab.

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The Calendar tool becomes active. Use these buttons to change the view of your calendar.

Click Show Day Pane to expand the view of the calendar.

2. On the Calendar tool’s toolbar, click the New Appointment button. The Add Appointment dialog box opens.

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3. In the Add Appointment dialog box, in the Subject box, type Packaging review. 4. In the Start box, set the start date to 1/7/2009 (using the m/d/yyyy format), and the time to 10:00 AM. To set the date and time, type directly in the date or time box, use the spinner control, or click the calendar button to display a pop-up calendar.

5. In the End box, set the time to 12:00 PM. 6. In the Details area, type Initial packaging review meeting. Agenda and other details to come. Then click OK. The Calendar tool displays the calendar for January 2009 with the new appointment highlighted.

Tip To update an appointment, right-click the appointment, and then click Open Detail on the shortcut menu. In the Edit Appointment dialog box, change the information about the appointment’s subject, its description, or the starting and ending dates and times.

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Viewing Appointments The initial view in the Calendar tool is a monthly grid that shows the seven days of the week, starting with Sunday. The monthly view of a calendar is helpful when you need to see items scheduled for the next 30 days or so, but you can change the view in the Calendar tool to show appointments for just today, for a specific date, or for a week. In Day view, the calendar grid shows appointments in hour intervals. In Week view, the current day of the week is highlighted, and each day’s appointments are grouped in chronological order. After you have changed the view, you can move from day to day or week to week in the same way that you can move between calendar months. You can also display the calendar in a “business” view so that the calendar grid displays Monday as the first day of the week. When you want to see the calendar for today or another specific day alongside the calendar for a week or a month, you can use the Day Pane. The Calendar tool also provides several ways for moving quickly from appointment to appointment. On the Calendar tool’s toolbar you can click the Next Appointment or Previous Appointment button or move to the next or previous unread appointment. The View menu includes commands that let you perform these same operations, as well as a command that lets you jump to the calendar for a specific date. In this exercise, you will jump to a specific date, change the view of the calendar, and move from appointment to appointment. OPEN the WideWorldImporters workspace and display the Calendar tool tab.

1. On the View menu, click Go to Date. The Go To Date dialog box opens.

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2. In the Go To Date dialog box, in the Date box, set the date to 4/8/2010 (using the m/d/yyyy format).

3. In the Show in list, click Day, and then click OK. The Calendar tool shows the calendar for April 8, 2010, in Day view.

4. On the Calendar tool’s toolbar, click Week. A weekly calendar is displayed.

5. On the View menu, click Business Week. Saturday and Sunday are shown in a single block and the week now starts with Monday.

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6. In the upper-left corner of the calendar, next to the date, click the Next or Previous button to display the calendar for the next or previous week. Tip To quickly add an appointment to the calendar, right-click a date, and then click New Appointment.

Linking to an Appointment or a Calendar A Groove workspace provides a number of ways to move between workspace tools and make use of information in context. For example, you can add a link to an appointment to an instant message and then send the instant message to members as a reminder of the event. You can also add a link to an appointment to a page in the Notepad tool as a record of which appointment the notes on that page refer to. In addition, you can link to a Calendar tool. Let’s say that your workspace managers have asked you to provide them with the schedule for upcoming launch events. You could add a link to the Calendar tool in which you record this information and send that link in an instant message without having to extract the data or summarize it in another format.

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See Also For information about using instant messages in Groove, see Chapter 6, “Sending Instant Messages and Chatting.”

In this exercise, you will add a link to an appointment to a page in the Notepad tool and a link to a Calendar tool to an instant message. OPEN the WideWorldImporters workspace and display the Calendar tool tab.

1. On the View menu, click Go to Date. 2. In the Go To Date dialog box, set the date to 1/7/2009 (following the m/d/yyyy format).

3. In the Show in list, click Day, and then click OK. 4. In the calendar, right-click the appointment for the packaging review meeting, and then click Copy Appointment as Link.

5. In the Workspace Explorer, click the Notepad tool tab. 6. On the Notepad tool’s toolbar, click New Note. 7. Right-click the note page, and then click Paste. The link to the appointment is added to the note page.

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8. 9. 10. 11. 12.


Click the Calendar tool tab. On the Edit menu, click Copy Tool as Link. On the Options menu, click Send Message. In the Send Message window, in the To list, click your name. Right-click the Message area, and then click Paste. The link to the Calendar tool is added to the message.

13. Click Send. 14. On the File menu in the Workspace Explorer, click Close Window. 15. Click the Groove alert to open the message, and then click the Calendar link. The Calendar tool is displayed.

Exporting and Importing Appointments You can become quite creative in your use of the Calendar tool. You can, for example, use one Calendar tool to record team vacations, another to track dates for events, and a third to specify the dates and times for meetings. Using more than one Calendar tool has advantages, but it means that workspace members need to refer to more than one calendar to see what’s scheduled for a specific day or another period of time. You can, however, export and import appointments from Calendar tools to create one view. For example, the members of the WideWorldImporters workspace have decided to include a second Calendar tool that they will use only for planning. As they make their plans, however, they want to see project milestones and when members plan to be away. To see this information, they can export appointments from their project calendar and import them into the Calendar tool they use for planning. In this exercise, you will export and import appointments. OPEN the WideWorldImporters workspace.

1. In the Workspace Explorer, in the Common Tasks area, click Add Tools. The More Tools dialog box opens.

2. In the More Tools dialog box, select the Calendar check box, and then click OK.

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A second Calendar tool is added to the workspace.

3. 4. 5. 6. 7. 8. 9. 10. 11. 12.

Right-click the tab for the new Calendar tool, and then click Rename. In the Rename Tool dialog box, type Planning Calendar, and then click OK. In the Workspace Explorer, click the tab for the original Calendar tool. Repeat steps 3 and 4 to rename the tool Project Calendar. On the File menu, point to Export, and then click All Appointments. In the Export Record(s) to File dialog box, open the folder Documents\Microsoft Press\Groove 2007 SBS\ManagingAppts. Keep the default file name (Calendar.xml), and then click Save. In the Workspace Explorer, click the Planning Calendar tab. On the File menu, click Import. In the Import File dialog box, open the folder Documents\Microsoft Press\ Groove 2007 SBS\ManagingAppts.

13. Select the Calendar.xml file, and then click Open. 14. On the View menu, click Go to Date. 15. In the Go To Date dialog box, set the date to 1/1/2009, and then click OK.

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The planning calendar displays the imported appointments.

Setting Permissions for the Calendar Tool Managers, participants, and guests in a workspace all have specific permissions for what actions they can perform in the Calendar tool. As you can with other workspace tools, you can change the permissions for a particular role when the use of that tool requires it. For example, you might want to give Participants the permission to delete any appointment and not just the appointments they create themselves. Granting this permission to workspace participants removes some of the work of managing a workspace’s calendar from workspace managers. You might also want to grant members with the Guest role the permission to add or delete their own appointments—for example, you might allow Guests to add their travel dates to a calendar.

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In this exercise, you will change permissions for workspace roles in the Calendar tool. OPEN the WideWorldImporters workspace and display the Project Calendar tool tab.

1. On the File menu, point to Properties, and then click Tool. 2. In the Project Calendar Properties dialog box, click the Permissions tab. The Project Calendar Properties dialog box displays permissions for the Manager role.

3. In the Select a role to modify its permissions list, click Participant. 4. In the list of permissions, select the Edit Any Appointment check box, and then click Apply.

5. In the Select a role to modify its permissions list, click Guest. 6. In the list of permissions, select the Add Appointments, Edit Own Appointments, and Delete Own Appointments check boxes.

7. In the Project Calendar Properties dialog box, click OK. See Also You can set specific alert levels for the Calendar tool. For information about setting alert levels for a workspace tool, see the topic “Setting Alerts for Workspace Tools” in Chapter 5, “Managing Workspace Communications and Alerts.”

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Setting Up a Meeting The Calendar tool is useful for recording the dates and times for meetings and other appointments and events. The Meetings tool provides additional features that let you set up and manage the details and outcomes of a meeting. To set up the details for a meeting, you use tabs in the Meetings tool. On the tabs, you enter the following information: Use the Profile tab to specify the meeting’s subject, start and end dates and time, location, and description. You can also add relevant attachments on the Profiles tab. Use the Attendees tab to designate the chairperson for the meeting, the meeting’s minute taker, and meeting attendees. You can also record notes about meeting attendees. Use the Agenda tab to outline the topics for the meeting. You can designate who is presenting the topic, the time allotted for the topic, and descriptive details. You can also add attachments related to a specific topic. Use the Minutes tab to record the proceedings of a meeting, including comments and decisions about each item on the agenda and for the meeting in general. Use the Actions tab to define action items that result from a meeting. For each action item you define, you specify the subject, the due date, the owner of the item, its priority, and its status. You can also outline the details of the action item and add related attachments. The first step in setting up a meeting is to specify the details of what Groove calls the meeting’s profile. The profile includes details such as the meeting’s subject, its time and place, a summary of what the meeting is about, and file attachments that might serve as the focus of the meeting’s discussion or provide background information for people scheduled to attend.

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In this exercise, you will specify the details of a meeting’s profile. USE the MarketingPlan document. This practice file is located in the Documents\Microsoft Press\Groove 2007 SBS\ManagingAppts folder.

OPEN the WideWorldImporters workspace and display the Meetings tool tab.

1. On the toolbar, click New Meeting. The Meeting Wizard starts.

2. 3. 4. 5. 6.

In the Subject box, type Marketing plan final review. In the Start box, set the date to 1/30/2009, and the time to 1:00 PM. In the End box, set the time to 3:00 PM. In the Location box, type Conference room 1309. Click the Attachment Options button, and then click Add. The Select New Attachment(s) dialog box opens.

7. Browse to the Documents\Microsoft Press\Groove 2007 SBS\ManagingAppts folder, select the MarketingPlan document, and then click Open.

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8. In the Details area of the Meeting Wizard, type Final meeting before publishing marketing plan, and then click OK. The meeting is added to the All Meetings list in the Meetings tool. Use this button to show meetings for a specific range of dates. Fill in meeting details using these tabs.

Tip To view meetings scheduled for a particular period of time, click the Date Range Options button in the Meetings tool, and then click the option you want: All (for all meetings), Day, Week, Month, or Year.

Specifying Meeting Attendees By default, all workspace members are listed as possible meeting attendees. The workspace member who sets up a meeting is assigned two meeting roles: chairperson and minute-taker. After you select other meeting attendees, you can assign a different attendee to be the meeting’s chairperson or take minutes.

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Tip Groove does not send meeting invitations to workspace members who you select as attendees in the Meetings tool. If you need to notify attendees about the meeting, you should send them an instant message and also add the meeting as an appointment to the Calendar tool. You can send a link to a meeting in an instant message by selecting the meeting in the All Meetings list, and then click Copy Meeting As Link on the Edit menu.

In this exercise, you will list attendees for a meeting. OPEN the WideWorldImporters workspace and display the Meetings tool tab.

1. In the All Meetings list, select the meeting Marketing plan review, scheduled for November 21, 2008.

2. In the meeting detail area, click the Attendees tab. The meeting’s organizer is listed as the meeting’s chairperson, minutes-taker, and only attendee.

3. On the Attendees tab, click Edit. The Attendees tab lists the current chairperson, minutes-taker, and list of possible attendees.

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4. In the Attendees list, select the other workspace members who should attend the meeting.

5. In the Chairperson list, select the attendee who will run the meeting. 6. In the Minutes-Taker list, select the attendee who will take minutes. 7. Click Save and Close. Tip You can use the Notes area on the Attendees tab to record information such as the names of attendees who are not workspace members. If not known to the other workspace members, you could identify the nonmember attendees, their roles at the meeting, and other relevant information.

Creating an Agenda and Taking Minutes An agenda might not be necessary for every meeting. You might prefer a less formal and less structured approach in meetings intended for brainstorming or for team meetings in which the manager or project lead is there to present a quick progress report. For meetings in which you have limited time to cover a long list of topics, several attendees, and important decisions to make, a formal agenda provides a structure that helps ensure that all topics are covered, all voices are heard, and enough time is allotted to adequately consider different aspects of each decision.

Creating a Meeting Agenda In this exercise, you will set up a meeting agenda in the Meetings tool. You will work with a meeting that has already been defined and includes several agenda items already. When you define a topic for an agenda, you enter the topic’s title and then select the attendee who will be presenting this topic and the expected duration. Groove uses 15 minutes as the default duration for a topic. Troubleshooting Groove does not warn you if the total of the time specified for agenda topics (for example, 75 minutes) exceeds the time scheduled for the meeting (60 minutes). You should check that the total of the time you allocate to individual agenda topics is equal to or less than the time scheduled for the meeting.

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OPEN the WideWorldImporters workspace and display the Meetings tool tab.

1. In the All Meetings list, click the Marketing plan review meeting, scheduled for November 21, 2008.

2. In the meeting details area, click the Agenda tab, and then click New Topic. The New Agenda Topic dialog box opens.

3. 4. 5. 6.

In the Subject box, type Review target audience. In the Presenter list, click a meeting attendee (or keep your own name selected). In the Duration box, type 30. In the Details box, type Summary of target audience. Are we missing any important groups?

7. In the New Agenda Topic dialog box, click OK.

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The item is added to the Agenda tab.

Taking Meeting Minutes When you spend the time and effort to set up an agenda, you should also take the step to record information that is presented at the meeting, comments and discussion by attendees, and the decisions that were made. For the purpose of taking minutes, the Meetings tool lets you build on the agendas you create. The first step in taking minutes is to insert the agenda onto the Minutes tab. Each agenda item is listed together with its presenter and the specified duration. The attendee in charge of taking minutes can then add commentary and notations for each topic.

Creating an Agenda and Taking Minutes

In this exercise, you will take meeting minutes by using the Meetings tool. OPEN the WideWorldImporters workspace and display the Meetings tool tab.


2. In the meeting details area, click the Minutes tab, and then click Edit. 3. On the Minutes tab, click Insert Agenda. The meeting’s agenda is added to the Minutes tab, showing the time, presenter, and topic title.

4. As the meeting progresses (or after the meeting), enter the relevant information about each topic.

5. Click Save and Close.

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Assigning Action Items Most of the time, decisions that teams and workgroups make at meetings need follow up. Teams need to know what was decided, who is assigned to accomplish work related to the decision, and by when the work will be complete. And because few meetings conclude with only one item needing action, teams need to know which items have higher priority. On the Actions tab, you can define items for follow up. You can use the tab to track information such as an action item’s due date, the workspace member responsible for the item, the item’s priority, and the item’s status. An action item that you define can have one of the following priorities: Critical Important Normal Low The status of an action item can be one of the following: Not Started In Progress Complete In this exercise, you will define an action item in the Meetings tool. OPEN the WideWorldImporters workspace and display the Meetings tool tab.


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2. In the meeting details area, click the Actions tab, and then click New Action Item. The New Action Item dialog box opens.

3. 4. 5. 6. 7. 8.

In the Subject box, type Draft press release. In the Due Date box, set the date to 12/01/2008 (using the mm/dd/yyyy format). In the Owner list, keep your own name selected. In the Priority list, click Important. In the Status list, keep Not Started (the default value for that list). In the New Action Item dialog box, click OK.

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The action item is added to the Actions tab.

Tip After adding several action items to the Actions tab, you can sort the action items by clicking a column heading in the action item list. For example, you can sort action items by status to see all completed items and all those items still in progress or not started. You can sort the action items by owner to see the items assigned to a specific individual.

CLOSE the WideWorldImporters workspace. If you are not continuing directly to the next chapter, log off from and close Groove.

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Changing Permissions for the Meetings Tool By default, workspace managers can create, edit, and delete meetings in the Meetings tool. Participants can create meetings, edit meetings, and delete those meetings that the participants add. Guests have no default permissions in the Meetings tool. To change the permissions given for a particular role, be sure the Meetings tool is active and then follow the steps given for the Calendar tool in “Setting Permissions for the Calendar Tool,” earlier in this chapter.

Key Points Add appointments to the Calendar tool to record the dates and times of meetings, events, project milestones, travel, and vacations. Export and import appointments to create a calendar that shows appointments from more than one Calendar tool. Use the Meetings tool to set up a meeting, list attendees, create an agenda, take minutes, and assign action items for follow up.

Chapter at a Glance Add and view note pages, page 183 Record an issue, page 190

Add a discussion topic, page 204 Respond to a discussion topic, page 206

View discussion topics, page 207

9


In this chapter, you will learn to: Add and view note pages. Find text in a note page. Export a note page. Record an issue. Enter an issue response. Create keywords for issues. View issues. Search for information in issues. Add, respond to, and view discussion topics. Search discussion topics and responses.

Keeping clear and accurate records of information that members of a workspace need is an important aspect of collaborative work. You should, for example, record the results of meetings and conversations that inform decisions. Members need to know about pieces of data that they can use to build presentations and reports. And every member needs to know what issues are affecting the work of individuals and the group. All the information you gather needs to be organized in ways that keep it accessible. Members need to know where to look for group announcements. They also need a tool in which to capture and discuss their ideas. Tracking issues is a formal part of managing any project. Issues might be related to a need for project resources, a flaw in manufacturing specifications, a delay in the delivery of printed matter—any item that could affect the goals, budget, schedule, or workflow of a project. Issues need to be identified, recorded,

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and tracked so that everyone with an interest knows the status of each issue, its priority on the list of issues, and who is responsible for undertaking the work required to implement a decision or reach resolution. In a Microsoft Office Groove 2007 workspace, you can use the Notepad tool, the Discussion tool, and the Issue Tracking tool to support the collection and organization of records. The Notepad tool is a simple word processor in which you can store meeting notes, write reports, prepare drafts of presentations, or just keep track of your team’s todo list. Each page in the Notepad tool can be titled so that you can find references you are looking for. You can link pages to other pages and to entries in other workspace tools. You can, for example, type notes about topics you want to discuss at a meeting and then include a link to those pages in the meeting’s entry in the Meetings tool. You can also export the notes you create as Rich Text Format (.rtf) files that you can open in a variety of applications, including Microsoft Office Word and Microsoft Office PowerPoint. See Also For more information about working with the Meetings tool, see “Setting Up a Meeting” in Chapter 8, “Managing Appointments and Meetings.”

The Issue Tracking tool works something like a task list. You should use it to record open issues in a project—which specifications are not final, for example, or what aspects of an event are still unplanned. You can assign each issue to a workspace member, who then becomes responsible for keeping others updated on the status of the issue. The Issue Tracking tool can be used effectively at team status meetings, for example, as each team member reports on the status of the issues to which he or she is assigned, and new issues are identified, entered, and prioritized. In the Discussion tool, you enter topics that need to be talked about or announced. Workspace members can enter responses to a discussion topic to build a discussion thread. You can assign each topic to a category for sorting and quick review. In this chapter, you’ll work with a new workspace, called the PlanningGroup workspace. Using this workspace, you will learn how to add notes to the Notepad tool and how to work with the pages you define. You’ll learn how to keep track of issues with the Issue Tracking tool, how to enter and update an issue, how to view issues, and how to define keywords you can use to sort and view your issue list. You’ll also learn how to enter a discussion topic, respond to a topic, define discussion categories, and search for information in discussion threads.

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Note The dates and times that appear for entries in the PlanningGroup workspace will vary depending on when you perform the exercises, your location, and your computer’s settings. Items in the workspace tools used in the exercises in this chapter might be marked with the unread icon in your installation of Groove. The unread icons do not appear in the screen shots that illustrate the exercises.



Adding and Viewing Note Pages The Notepad tool is a simple text editor that you use as you would a word processor. The Notepad tool can be used for such tasks as creating outlines, drafting documents or presentation notes, collecting ideas at brainstorming sessions, recording the results of a meeting, or maintaining a to-do list. The Notepad tool includes a number of text formatting tools that you can use to enhance the organization of notes and provide needed emphasis. In the Notepad tool, you can do the following: Apply bold, italic, underline, or strikethrough to text. Change the font, font color, and font size. Align text to the left, center, or right. Create a bulleted list. Change the indentation of text (when creating an outline, for example). Check the spelling of notes. You can move from note to note by using buttons on the Notepad tool’s toolbar or commands on the tool’s View menu. As the list of notes you keep grows, you can display a list of note pages and view them by title, size, date, and who last modified the note.

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See Also In the Notepad tool, workspace managers and workspace participants have permission to create, edit, and delete any note. Members with the Guest role do not have any default permissions. For information about setting permissions for a workspace tool, see “Setting Permissions in the Files Tool,” in Chapter 7, “Managing and Sharing Files.”

In this exercise, you will add a page to the Notepad tool. After adding the note, you’ll enter text and then format it. You’ll also learn how to display the list of note pages that lets you see the name, size, and other information about the notes that a workspace contains. USE the PlanningGroup workspace template. This template can be found in the Documents\Microsoft Press\Groove 2007 SBS\ManagingNotes folder. BE SURE TO log on to Groove with your standard account before beginning this exercise.

1. On the Launchbar, click the Workspaces tab. 2. On the File menu, point to New, point to Workspace From, and then click Template.

3. In the Browse dialog box, navigate to the Documents\Microsoft Press\Groove 2007 SBS\ManagingNotes folder.

4. Select the PlanningGroup.gsa file, and then click Open. The Workspace Explorer opens and displays the PlanningGroup workspace.

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5. In the Workspace Explorer, click the Notepad tool tab, and then on the toolbar, click New Note. A new page opens with the note’s title box selected.

6. In the title box, type Executive briefing presentation. 7. Click the note page, type Launch Overview, and then select the text. 8. On the toolbar, click the Font Size button, and then click 14. Font Size

The font size changes in the note page.

9. Click below the text Launch Overview, and type Focus Group Results. 10. Select the text you entered in steps 7 and 9. On the toolbar, click the Bullets Bullets

button. The text is formatted as a bulleted list.

11. Below the toolbar, click Save and Close. 12. Below the toolbar, click the Show page list button. Show page list

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The note page list displays the list of notes.

13. Click the Hide page list button to close the list. Hide page list

Tips for Using the Notepad Tool Here are a few other simple directions for working with notes in the Notepad tool: To edit a note page, select the page in the note page list, and then click Edit. After completing your modifications, click Save And Close. To check the spelling of a note, open the note page and then click Check Spelling on the Edit menu. To add a hyperlink to a note page, click Hyperlink on the Edit menu, and then enter the address for the link in the Hyperlink dialog box. To add a link to a note to another tool, select the note in the pages list, and then click Copy Note As Link on the Edit menu.

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Finding Text in a Note Page Showing the page list or browsing from note to note can often lead to the information you need. When you are looking for a particular word or phrase in a note, however, you can use the Find dialog box. The Find dialog box in the Notepad tool searches for text only in the note page that is currently selected. It does not, in other words, search through all notes for a particular word or phrase. You can also use the Match Whole Word Only and Match Case options in the Find dialog box to specify more precisely the text you are looking for. In this exercise, you will find text by using the Find dialog box in the Notepad tool. OPEN the PlanningGroup workspace and display the Notepad tool tab.

Show page list

1. In the Notepad tool, click the Show page list button. 2. In the page list, select the note titled Planning retreat goals. The Notepad tool displays the content of the note.

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3. On the Edit menu, click Find. The Find dialog box opens.

4. In the Find dialog box, type budget in the Find what box, and then click Find Next. The Notepad tool highlights the next instance of the text you entered.

5. In the Find dialog box, click Cancel.

Exporting a Note Page The notes, outlines, draft documents, and other content that you record in the Notepad tool can be exported and stored as an .rtf file. By exporting a note page in this format, you can use it in other applications, including Word, PowerPoint, and WordPad (the word processing program that comes with Windows). After you open the file in another application, you can apply additional formatting and add other content. You could, for example, work with other members of a workspace in a meeting or during an online chat to develop an important presentation in the Notepad tool. You could then export the note pages on which you saved your draft presentation and complete the slides in PowerPoint. In this exercise, you will export a note page from the Notepad tool and then open the exported file in PowerPoint. OPEN the PlanningGroup workspace and display the Notepad tool tab.

Important If you do not have PowerPoint installed on the computer on which you are performing this exercise, you can complete the exercise through step 4 only. If you have Word but not PowerPoint, you can complete the exercise by using Word rather than PowerPoint.

1. In the Notepad tool, if the page list is not displayed, click the Show page list Show page list

button.

2. In the page list, select the note titled Draft marketing plan.

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3. On the File menu, click Export. The Export To File dialog box opens.

4. In the Export to File dialog box, navigate to the Documents\Microsoft Press\ Groove 2007 SBS\ManagingNotes folder, and then click Save. The note page is exported and saved in the selected folder as an .rtf file.

5. On the Start menu, click All Programs, click Microsoft Office, and then click Microsoft Office PowerPoint 2007.

6. In PowerPoint, click the Microsoft Office Button, and then click Open. 7. In the Open dialog box, navigate to the Documents\Microsoft Press\Groove 2007 Microsoft Office Button

SBS\ManagingNotes folder.

8. In the File types list, click All Files. 9. Click the Draft marketing plan.rtf file, and then click Open. The presentation outline created in Groove appears in PowerPoint.

CLOSE the presentation without saving your changes, and exit PowerPoint.

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Recording an Issue Tracking issues is an important task in any project. In fact, one of the formal documents used in project management is an issue log, which is a document that lists items such as a software bug, a resource request, incomplete specifications, missing components, or similar types of issues. An issue log is used to identify each issue as well as the type of issue, its status and priority, who identified the issue, and who is assigned to resolve it. The Issue Tracking tool in a Groove workspace can be used as an issue log. To record an issue, you use a form that is composed of two tabs: the Original Report tab and the Current Status tab. When you first enter an issue, you work with the Original Report tab, where you can specify a category and a subcategory for the issue and identify who originated the issue. An issue’s originator might be a workspace member, but it could also be a company you work with, such as a supplier or a vendor. On the Current Status tab, you can track the status of an issue, specify its priority, and assign the issue to a workspace member or another individual. Important In the Issue Tracking tool, workspace managers have permission to work with any record. Workspace participants can enter issue records and edit and delete those records that they enter themselves. Members with the Guest role have no default permissions. See Also You can change permissions granted to a specific role in the Issue Tracking tool. For detailed steps on how to set permissions for a workspace tool, see “Setting Permissions in the Files Tool,” in Chapter 7, “Managing and Sharing Files.”

Entering an Issue When you enter an issue, Groove assigns the record a unique issue ID number. After entering a title for the issue, you select or define keywords that help classify the issue. You use keywords in fields such as Originated By, Category, Status, and Priority. Workspace managers and participants can define keywords as they enter a new issue record. Workspace managers can also create keywords as a separate activity in keeping up the issue list. Give some thought to the keywords that you create for and assign to issues. Members of a workgroup should, for example, agree on a set of terms they will use to describe the category, status, and priority of an issue. Costly confusion might arise if one member uses the term High as a keyword for issue priority, while another member uses Important or Critical. You might need all these terms, but be sure that members know when to apply each one. It is often a good idea to assign priority to a group of issues working together as a team.

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You can apply the same reasoning to the keywords you create for the fields Category and Subcategory. In general, use terms of broad scope such as Budget or Schedule as category keywords and then create multiple subcategories under each to keep related issues together. For example, create the category Budget and the subcategories Marketing, Design, and Production instead of creating category keywords for each type of budget. See Also For information about creating keywords as a separate activity, see “Creating Keywords for Issues,” later in this chapter.

In this exercise, you will enter an issue in the Issue Tracking tool. OPEN the PlanningGroup workspace.

1. In the Workspace Explorer, click the Issue Tracking tool tab.

2. On the toolbar, click New, and then on the New menu, click Issue.

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A new Issue Tracking form opens.

3. In the Title box, type Monthly media purchases. 4. In the Category list, keep Budget selected. 5. In the Subcategory list, click the plus (+) sign. The Add Custom Entry dialog box opens.

6. In the Enter text box, type Marketing, and then click OK. 7. In the Originated by area of the Issue Tracking form, under Individual, click the plus (+) sign.

8. In the Add Custom Entry dialog box, type your name, and then click OK. 9. In the Description area of the Issue Tracking form, type Monthly media budget allocations for next quarter are due next Friday.

10. On the toolbar, click Save.

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The issue is entered and appears at the bottom of the issue list.

Recording the Current Status of an Issue After you identify and categorize an issue on the Original Report tab of the Issue Tracking form, you use the Current Status tab to set the initial status of the issue, set its priority, and assign the issue to a workspace member (or another entity). You might not fill in any or all of the information on the Current Status tab when you first enter an issue. A workspace manager, for example, might enter a number of issues prior to a weekly status meeting. As part of that meeting, the workspace members discuss each issue, and establish its priority; the workspace manager then assigns the issue for resolution. The person assigned to resolve and track the issue can use the Ongoing Remarks area of the Current Status tab to provide periodic updates and comments about the steps being taken to address the issue.

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In this exercise, you will work with the issue you defined in the previous exercise and fill in details on the Current Status tab. OPEN the PlanningGroup workspace and display the Issue Tracking tool tab.

1. In the issue list, double-click the issue Monthly media purchase. 2. On the Issue Tracking form, click the Current Status tab to display issue status information.

3. In the Priority list, click the plus (+) sign. Then in the Add Custom Entry dialog box, type Important, and click OK.

4. In the Assigned to area, in the Individual list, click Rick. 5. In the Ongoing Remarks area, type Meeting scheduled for Tuesday. Then on the toolbar, click the Update button. The updated entry is saved to the issue list. Tip You can use the text formatting features in the Issue Tracking form to format the text you enter in the Description area or the Ongoing Remarks area. You can also include links to Web sites in these areas to provide information related to the issue.

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Entering an Issue Response After an issue is defined, the person who is assigned to track the issue can use the Issue Tracking form to provide information about the status and resolution of the issue. The status of the issue can be changed from Not Started to In Progress to Complete on the Current Status tab, for example, and the person tracking the issue can provide notes and comments in the Ongoing Remarks area of the tab. You can also create a response to an issue, which creates a new but related entry in the issue list. For example, a manager might enter a response to an issue to provide new information or important context. In this exercise, you will enter a response to an issue in the Issue Tracking tool. OPEN the PlanningGroup workspace and display the Issue Tracking tool tab.

1. In the list of issues, click the issue named Need design resource. 2. On the New menu, click Response. The Response form opens, displaying the issue title and other identifying information.

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3. In the Description area of the Response form, type Our budget might not allow this. 4. On the toolbar, click Save. The response is added to the list of issues below the main entry.

Tip You can expand and collapse issues and their related responses by clicking the plus (+) sign or minus (-) sign that appears to the left of the main issue entry.

Creating Keywords for Issues Part of classifying issues in the Issues tool is defining keywords for fields such as Status, Priority, and Assignment. The Issue Tracking tool does not provide default values for fields such as these. If you are a workspace manager or a participant, you can build a list of keywords for these fields when you enter an issue by clicking the plus (+) sign beside the field’s name and then entering the keyword you want to use in the Add Custom Entry dialog box. Workspace managers can also define keywords for these fields as a separate activity. A workspace manager might want to define a set of keywords for the Status and Priority

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fields, for example, before workspace members begin to enter issues on their own. By defining keywords before issues are entered, you can help control the vocabulary that workspace members use to describe an issue. You can define keywords for the following fields: Assigned entities. This refers to the individuals or groups you can assign an issue to. You might list departments, individuals, vendors, and similar types of entities. Category. For category keywords, you might use areas of a project such as budget, schedule, resources, or specifications. Originating entities. Originating entities might include terms such as Board, Managers, and other groups and individuals who are likely to identify issues through the course of a project. Priority. For this field, you could use a numbering scheme such as 1, 2, and 3, or use terms such as High, Normal, and Low. You might also have need for a more detailed set of terms and include Critical or Important along with High, Normal, and Low. Status. In this field, you might use keywords such as Not Started, In Progress, and Completed, or simply Open and Closed. In this exercise, you will define keywords for the Priority field. You can follow these steps to define keywords for the other fields as well. OPEN the PlanningGroup workspace and display the Issue Tracking tool tab.

Important Only workspace members with the Manager role can perform this exercise.

1. On the toolbar, click New. The menu displays the list of fields for which you can define keywords.

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2. On the New menu, click Keywords/Priority. The New Keyword form opens.

3. In the new keyword text box, type Critical. 4. On the toolbar, click Save and Create Another. 5. In the new keyword text box, type Low, and then click Save. Tip Workspace managers can view and edit the keywords for a specific field by using the View By menu on the toolbar. For example, click Keywords/Priority on the menu, and you will see a list of the keywords (and subkeywords) defined for that field. To edit a keyword, right-click the keyword and then click Open.

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Viewing Issues Viewing all the issues that members have recorded in a single, unfiltered list will not always be the most effective way of gaining insight into which issues pose the greatest risk and which need more immediate attention. The Issue Tracking tool provides several views that you can use to sort and group issues. You can view issues in the following ways: All issues (the default view) By assignment (all the issues assigned to a specific individual or entity) By issue category By issues assigned to you By priority By status In this exercise, you will change your view of the issue list. OPEN the PlanningGroup workspace and display the Issue Tracking tool tab.

1. On the toolbar, click View by. The View By menu displays the list of default views.

2. On the View by menu, click Category.

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The issue list is now organized by category, and by subcategory within a category.

3. On the toolbar, click View by, and then click Priority. The issue list is now grouped by the keywords defined for the Priority field.

4. On the toolbar, click View by, and then click All.

Searching for Information in Issues Several of the workspace tools that you use in Groove—the Notepad tool, for example— include a simple Find dialog box that you can use to find a word or phrase in a particular entry in that tool. The Issue Tracking tool includes additional search capabilities by providing modified versions of the forms you use to enter an issue, an issue response, or define issue keywords. Important Only workspace members with the Manager role can search for issue keywords.

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You can, for example, use the modified version of the Issue Tracking form to enter search criteria in fields such as Subject, Category, and Status. You can use the modified Response form to search for information that appears in the responses to issues that workspace members have posted. The Issue Tracking tool also includes an advanced search feature that lets you search only in topics or only in responses and use logical operators (AND and OR) to specify more complex search criteria. For example, you can use the AND operator in the Advanced Search window to find issues for which the status of the issue equals Not Started AND the issue’s priority equals Important. You can use the OR operator to search for information such as status equals Not Started OR status equals In Progress. Tip Workspace members with the Manager role can use the Advanced Search window to search for information on the forms used to define issue keywords.

In this exercise, you will search for information in the Issue Tracking tool. OPEN the PlanningGroup workspace and display the Issue Tracking tool tab.

1. On the toolbar, click the Search button, and then click Search. Search

The Form Search dialog box opens and displays the version of the Issue Tracking form you use for searching.

2. In the Category list, click Budget.

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3. Click Search. The issue list appears, displaying only those issues that match the criteria you entered.

4. On the toolbar, click View by, and then click All. 5. On the toolbar, click the Search button, and then click Advanced Search. The Advanced Search dialog box opens.

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6. In the Display records in this view area, select the Issue check box. 7. In the search conditions area there are two drop-down lists and a text box. Click Priority in the first list, keep the equal sign (=) selected in the second list, and then type Important in the text box at the right.

Adds condition to query

8. Click the Adds condition to query button. 9. In the search conditions area, click Status in the first list, keep the equal sign (=) selected in the second list, and then type In Progress in the text box at the right.

10. Click the Adds condition to query button. The Advanced Search dialog box now displays the criteria you defined.

11. Click Search. The issues that meet your search criteria are displayed in the issue list. Tip To change a search condition after you have added it, select the condition, and then click the Update Condition button. To delete a condition, select the condition, and then click the Remove Condition button.

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Adding a Discussion Topic The format and use of the Discussion tool will be familiar to workspace members who participate in Internet forums, which are also known by names such as a discussion board, bulletin board, or discussion group. The characteristic that these forums and the Groove Discussion tool have in common is a chronological record of postings and responses that form a thread that readers can follow to learn the history and other details about a topic. The Discussion tool in Groove can be used as the place where you post team announcements as well as a tool you use to gather opinions and perspectives. Each topic you add to the Discussion tool can be assigned to a category as well. You can then sort the list of discussion topics and replies by category as well as by date. In this exercise, you will add a discussion topic and create a category for the topic. USE the WideWorldImporters image. This practice file is located in the Documents\ Microsoft Press\Groove 2007 SBS\ManagingNotes folder.

OPEN the PlanningGroup workspace and display the Discussion tool tab.

1. On the New menu, click Topic. A new discussion topic form opens.

2. In the Subject box, type Our logo idea was rejected.

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3. In the Category list, click the plus (+) sign. 4. In the Add Custom Entry dialog box, type Logos and identity, and then click OK. 5. Click in the discussion area, and then type Corporate Communications has rejected our logo idea. It is too plain. Let’s hear some ideas on how to improve it.

6. Click Attach. 7. In the Add Attachments dialog box, open the Documents\Microsoft Press\Groove 2007 SBS\ManagingNotes folder.

8. Select the WideWorldImporters file, and then click Open. The file attachment is added to the discussion record.

9. On the toolbar, click Save. The topic is added to the list of topics in the Discussion tool.

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Responding to a Discussion Topic Discussion threads are created as workspace members respond to topics. When you enter a response to a discussion topic the response appears below the initial posting and indented in the list to show its relationship with the original. As additional responses to a topic are added, each response is listed. Workspace members can also respond to a response, of course, and include additional file attachments as necessary. In this exercise, you will enter a response to a discussion topic. OPEN the PlanningGroup workspace and display the Discussion tool tab.

1. In the list of topics, click the topic Ideas for team party. 2. On the New menu, click Response. A response form opens with the discussion topic shown in the Subject box.

3. Click in the response area, and then type Here’s a short list: bowling, a picnic at the lake with croquet and volleyball, or a potluck at Rick’s house.

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4. On the toolbar, click Save. In the list of discussion topics, the response appears below the initial posting.

Viewing Discussion Topics You can view the list of discussion topics in a couple of ways. The default view is by date, but you can view discussion topics by category as well. You can also collapse and expand the list of topics when you want to see only topic titles or see topic titles and the complete list of responses. For an individual topic to which members have responded, you can expand or collapse the topic to see only the topic or the topic and the responses to it. In this exercise, you will change your view of discussion topics. OPEN the PlanningGroup workspace and display the Discussion tool tab.

1. On the View by menu, click by Category.

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The list of discussion topics is displayed by category.

Collapse all

2. On the toolbar, click the Collapse all button to display only main topics. 3. In the list of discussion topics, expand the Non work category, and then expand the Ideas for team party topic. The list of discussion topics displays responses for the topic you expanded.

4. On the toolbar, click View by, and then click by Date.

Searching Discussion Topics and Responses Like the Issue Tracking tool, the Discussion tool lets you search for information in topics and responses by specifying search criteria in versions of the Discussion tool forms. You can also use the Discussion tool’s Advanced Search window to search for information by specifying criteria for specific fields and by combining search conditions with logical operators such as AND and OR. Using the AND operator, you could locate discussion

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topics for which the category is Budget and the body of the topic contained the text marketing. You could use the OR operator to locate discussion items in which the body contained the text packaging OR the text design. By using these criteria, you can refine your searches to obtain the specific results you need. In this exercise, you will search through discussion topics and responses. OPEN the PlanningGroup workspace and display the Discussion tool tab.

1. On the toolbar, click the Search button, and then click Search. Search

The Form Search dialog box opens and displays the Discussion topic form.

2. In the Category list, click Budget, and then click Search. The list of discussion items displays only those topics in the Budget category.

3. On the toolbar, click View by, and then click by Date.

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4. On the toolbar, click Search, and then click Advanced Search. The Advanced Search window opens.

5. In the Display records in this view area, select the Topic check box. 6. In the Also display records in this view area, click Any of the following conditions (logical OR).

7. In the search conditions area, click Body in the first list, click contains in the second list, and then type packaging in the text box at the right.

Adds condition to query

8. Click the Adds condition to query button. 9. In the search conditions area, click Body in the first list, click contains in the second list, and then type logo in the text box at the right.

10. Click the Adds condition to query button. The Advanced Search dialog box now displays the criteria you defined.

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11. In the Advanced Search window, click Search. The discussion topics list shows only those topics that meet the criteria you entered. CLOSE the PlanningGroup workspace. If you are not continuing directly to the next chapter, log off from and exit Groove.

Key Points Use the Notepad tool, the Discussion tool, and the Issue Tracking tool to support the collection and organization of records in a workspace. You can export pages from the Notepad tool and use the content of the notes in applications such as Word and PowerPoint. The Issue Tracking tool can help you define and manage issues that affect the scope and goals of your project. Use the Discussion tool as the location for workspace announcements as well as the tool for gathering opinions and perspectives on topics that affect workspace members.

Chapter at a Glance Add pictures to a workspace, page 214

Create a basic sketch, page 221

Format text in a sketch, page 228

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In this chapter, you will learn to: Add pictures to a workspace. Edit a picture. Manage picture files. Create a basic sketch. Add color and a background image to a sketch. Format text in a sketch.

In many Microsoft Office Groove 2007 workspaces, images and drawings play an important role in the type of work that members perform and share. Two of the tools that you can add to a standard workspace are designed for working with pictures, images, diagrams, and drawings. You can add the Pictures tool and the Sketchpad tool to a workspace when you need to work with images and drawings. The Pictures tool can be used as a repository for the array of images that workspace members need. With the Pictures tool you can organize image files, edit image files when working in Groove, and export image files that you need in presentations, reports, and other types of documents. Using the Sketchpad tool you can create rough drawings for business or personal use. You might, for example, meet as a team and use the Sketchpad tool to draft a workflow process, an organization chart, a space plan, or a similar type of drawing. In this chapter, you will learn how to add pictures to the Pictures tool and how to manage the images the tool contains. You’ll also learn how to work with the drawing tools that the Sketchpad tool provides to create a basic floor plan, a drawing that uses a background image, and a simple organization chart that teaches you how to format text in a sketch. Important Before you can use the practice files in this chapter, you need to install them from the book’s companion CD to their default location. See “Using the Book’s CD” at the beginning of this book for more information.

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Adding Pictures to a Workspace You can use the Pictures tool to store and work on photographs and other image files that are related to the purpose of the workspace. In the WideWorldImporters workspace, for example, the members use the Pictures tool to store photographs they are considering for an advertising campaign. In a workspace designed to support the work of a software development project, members might use the Pictures tool to store image files that show mockups of windows, dialog boxes, and other elements of a program’s user interface. In a workspace set up for use among friends—for example, to schedule and track the activities in a community soccer league—you might find photographs from games and related events. You can add pictures to the Pictures tool in several ways. You can use the Add Pictures button on the tool’s toolbar, for example; you can also drag a picture from a folder in your Windows file system (the Pictures folder in Windows Vista, for example) and add it to the workspace; or you can copy a picture and paste it into the Pictures tool. The default view in the Pictures tool is to show only an image. You can also display a details pane in the Pictures tool to see a picture’s file name, size, and type, as well as the date it was last modified and who modified the file. See Also By default, workspace managers can add, rename, and delete pictures. Workspace members with the Participant role can add and rename pictures. Members with the Guest role have no default permissions. For more information about workspace roles and changing role permissions, see “Changing Permissions Assigned to a Workspace Role,” in Chapter 2, “Setting Up a Standard Workspace.”

In this exercise, you will add pictures to the Pictures tool and display details about the pictures.

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USE the Image01 through Image09 pictures. These practice files are located in the Documents\Microsoft Press\Groove 2007 SBS\UsingPictures folder. BE SURE TO log on to Groove with your standard account before beginning this exercise. OPEN the WideWorldImporters workspace.

1. In the Workspace Explorer, in the Common Tasks area, click Add Tools. 2. In the More Tools dialog box, select the Pictures check box, and then click OK. The Pictures tool is added to the workspace.

3. On the toolbar, click Add Pictures.

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4. In the Open Picture File dialog box, open the folder Documents\Microsoft Press\ Groove 2007 SBS\UsingPictures.

5. Select the Image01 through Image09 files, and then click Open. Tip To select multiple files, click the first file in the list, press Shift, and then click the last file in the list. The pictures are added to the Pictures tool, and the first picture is displayed.

6. In the image area, click the Show Picture Details button. Show Picture Details

The Picture Details pane opens and displays the name, size, type, and other information about each picture stored in the Pictures tool.

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Tip Click the Next and Previous buttons to move back and forth between picture files.

Editing a Picture You cannot use the Groove Pictures tool itself to crop or edit the content of a picture. You can, however, open a picture that is stored in the Pictures tool and edit it in Windows Photo Gallery, Paint, or another image-editing application. In Windows Photo Gallery, you can make changes such as the following to a picture: Automatically adjust the exposure and contrast in the picture. Adjust the exposure in the picture. Adjust the picture’s color values. Crop the picture. Fix red eye in the picture (for close-up portraits, for example).

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In this exercise, you will edit a picture in Windows Photo Gallery when working in the Pictures tool in Groove. USE the Image09 picture. This file is located in the Documents\Microsoft Press\Groove 2007 SBS\UsingPictures folder. BE SURE TO complete the previous exercise before beginning this exercise. OPEN the WideWorldImporters workspace, if it is not already open.

1. In the Workspace Explorer, click the Pictures tool tab to be sure the Pictures tool is active.

2. In the image area, if the Picture Details pane is not displayed, click the Show Show Picture Details

Picture Details button.

3. Scroll down in the Picture Details pane, right-click the Image09 picture, and then click Edit. Windows Photo Gallery opens and displays the image.

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4. In Windows Photo Gallery, click Crop Picture. The Crop Picture tools open and a cropping rectangle is displayed on the image.

5. In the Proportion list, click Square, and then position the cropping rectangle so that it surrounds the heron’s head.

6. In the Crop Picture area, click Apply. Windows Photo Gallery crops the image.

7. On the File menu in Windows Photo Gallery, click Make a Copy. 8. In the Make a Copy dialog box, click Save, and then close Windows Photo Gallery. Groove displays the Editing File-Save dialog box.

9. In the Editing File-Save dialog box, click Yes.

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The edited image is saved to the Pictures tool.

Managing Picture Files Working with a handful of pictures in the Pictures tool is a fairly straightforward matter. You can, for example, use the Next and Previous buttons to locate the picture you need, or you can display the Picture Details pane and locate a picture by its file name or modification date. You can also copy a picture as a link, for example, and include the link in an instant message or on a page in the Notepad tool. You can export a picture from the Pictures tool and save it in a folder on your hard disk or to a portable storage medium such as a USB flash drive. Depending on your workspace role, you can also rename picture files and delete pictures when they are no longer needed in the workspace. To work with images in the Pictures tool, use the buttons shown in the following table. Use this button…

To… Export a picture to a folder on your computer or a storage medium such as a USB flash drive. Rename a picture. Delete a picture from the Pictures tool. Copy a picture as a link that you can add to an instant message or a note page in the Notepad tool, for example.

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In this exercise, you will manage pictures in the Pictures tool. USE the Image04 picture. This practice file is located in the Documents\Microsoft Press\ Groove 2007 SBS\UsingPictures folder. BE SURE TO complete the first exercise in this chapter before beginning this exercise. OPEN the WideWorldImporters workspace, if it is not already open, and display the Pictures tool tab.

1. In the image area, click the Show Picture Details button if the Picture Details pane Show Picture Details

is not displayed.

2. In the Picture Details pane, select the Image04 picture. 3. On the toolbar, click Rename. The Rename Picture dialog box opens.

4. In the Rename Picture dialog box, type Image for magazine ad, and then click OK. 5. On the toolbar, click Export. 6. In the Save Picture As dialog box, navigate to the Documents\Microsoft Press\ Groove 2007 SBS\UsingPictures folder, and then click Save. Tip You cannot sort the list of pictures in the Picture Details pane by clicking the column headings. To find a specific image file, scroll through the list of pictures in the Picture Details pane or use the Next and Previous buttons.

Creating a Basic Sketch Business information is often conveyed or supplemented by drawings and visual elements. Workflow diagrams, office floor plans, organization charts, and graphs and charts are among the types of business drawings and graphical objects that you see regularly on their own or in the context of presentations, reports, and documents. You can begin creating many of these types of drawings by using basic shapes such as rectangles, lines, and circles. A block diagram that represents entities such as the stages in a workflow and a feedback loop, for example, might consist of three rectangles and a circle, with lines connecting the shapes.

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The Groove Sketchpad tool provides standard drawing tools such as those you might be familiar with from working with Microsoft Office PowerPoint or Microsoft Office Visio. You can use these shapes to rough out ideas for a wide range of business drawings. You can add a title to each sketch you create so that you can refer back to the Sketchpad tool when you need to find a particular sketch. You can also add a background image to a sketch. For example, you could use a photograph you are considering for a magazine advertisement as a background image and then use the Sketchpad tool to experiment with how to lay out the advertisement’s text in relation to the image. The Sketchpad tool is also well suited to group work. One workspace member could work on a sketch for the reorganization of a department’s office space while other members offer ideas using the Groove Chat tool. See Also For more information about using the Groove Chat tool, see Chapter 6, “Sending Instant Messages and Chatting.”

The following table lists the tools that you can use to create a sketch in the Sketchpad tool. Use this button…

To… Select drawing shapes in order to move or resize the shapes. Draw freehand. Draw lines. Draw rectangles. Draw rounded rectangles. Draw circles, ovals, and other elliptical shapes. Draw a many-sided shape. Add text to a sketch. Add color to a line. Fill a shape with a color.


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In this exercise, you will work with basic shapes in the Sketchpad tool to create a simple floor plan. OPEN the WideWorldImporters workspace, if it is not already open.

1. In the Workspace Explorer, in the Common Tasks area, click Add Tools. 2. In the More Tools dialog box, select the Sketchpad check box, and then click OK. The Sketchpad tool is added to the workspace and displays a blank drawing page.

3. Below the toolbar, triple-click the title box (where Untitled appears), type Floor plan, and then press F.

4. In the drawing tools area, click the Rectangle tool. 5. Click near the upper-left corner of the drawing page, and then drag down to the lower-right corner of the page to fill the page with a rectangle that represents an area of office space.

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6. In the drawing tools area, click the Line tool, and then draw two lines that represent the walls of an office or a cubicle. Keep an opening to represent a door.

7. Repeat step 6 to add an office in the lower-right corner of the drawing.


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Tip To undo or redo a step you take while creating a sketch, click the Undo or Redo buttons on the toolbar.

8. In the drawing tools area, click the Ellipse tool. 9. In the lower-left area of the sketch, draw an oval to represent a conference table.

Tip You can also use the Draw menu in the Sketchpad tool, or right-click and then select the drawing tool you need from the shortcut menu.

Arranging Shapes in a Drawing When you use basic shapes in a drawing, you might want to overlap or arrange shapes so that one shape is in front of or behind another. The arrangement of shapes in this way is often referred to as stacking order. orderr. When you need to change the order of shapes that overlap one another, click Arrange on the View menu in the Sketchpad tool, and then choose the command you need: Bring To Front, Send To Back, Bring Forward, or Send Backward.

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Adding Color and a Background Image to a Sketch Some types of business drawings use color in the shapes they contain for visual effect or to help identify what a particular shape represents. You could, for example, in a workflow diagram, fill each shape that represents a particular step with green if that step is initiated by a Yes decision. As a complement, you could fill each shape that represents a step that occurs if a No decision is made with red. You can also add a background image to a page in the Sketchpad tool. A background image might be useful if you are mocking up an advertisement, for example, or adding detail to a general floor plan for the house or office you are remodeling. You can use an image file that is saved with the .jpg, .jpeg, or .bmp file extension as a background image for a sketch. In this exercise, you will add a background image and use color in the Sketchpad tool. USE the Image04 picture. This practice file is located in the Documents\Microsoft Press\ Groove 2007 SBS\UsingPictures folder. If you completed the “Managing Picture Files” exercise earlier in this chapter, use the Image for magazine ad d picture. BE SURE TO complete steps 1 and 2 of the previous exercise before beginning this exercise. OPEN the WideWorldImporters workspace, if it is not already open, and display the Sketchpad tool tab.

1. On the File menu, point to New, and then click Sketch. The Sketchpad tool displays an empty drawing page.

2. Below the toolbar, triple-click the title box (where Untitled appears), type Ad mock-up, and then press F.

3. On the toolbar, click the Background Image button. Background Image

The Open Background File dialog box opens.

4. Navigate to the Documents/Microsoft Press/Groove 2007 SBS/UsingPictures folder, select the Image for magazine ad or Image04 picture, and then click Open. The background image is added to the drawing page. Tip To remove a background image from a drawing page, click the Remove Background Image button on the Sketchpad tool toolbar.

Adding Color and a Background Image to a Sketch

5. In the drawing tools area, click the Textbox tool, and then draw a rectangle approximately 3 inches (or 7.5 centimeters) wide in the blank area above the image. The Sketchpad dialog box opens.

6. In the Sketchpad dialog box, type Logo goes here, and then click OK. The text you typed appears on the drawing page.

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7. In the drawing tools area, click the Fill Color button, and then click Teal. 8. In the drawing tools area, click the Textbox tool, and then draw a rectangle along the bottom of the drawing.

9. In the Sketchpad dialog box, type Ad copy goes here. Use this color. Then click OK. A teal-colored rectangle is added to the drawing, with the text you entered.

10. In the drawing tools area, click the Fill Color tool, and then click None.

Formatting Text in a Sketch Many types of business drawings require text as well as shapes and images. An organization chart, for example, displays job titles and often the names of current personnel in the stacks of connected rectangles that represent a company’s or department’s reporting hierarchy. A workflow diagram is another example. These diagrams include descriptions of each phase, yes and no indicators to determine when the workflow branches, and other text labels.

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You can enter, format, and edit text in a drawing by using the tools in the Sketchpad dialog box. The Sketchpad tool opens the Sketchpad dialog box when you add a text box to a drawing page. In the Sketchpad dialog box, you can do the following: Choose a font, font size, and font color. Apply bold, italic, underline, and strikeout formatting to text. Align text to the left, center, or right of a text box. Cut, copy, and paste text. In this exercise, you will use the tools in the Sketchpad dialog box to format and edit text, and you’ll create a simple organization chart in the Sketchpad tool. BE SURE TO complete steps 1 and 2 of the “Creating a Basic Sketch” exercise earlier in this chapter before beginning this exercise.

OPEN the WideWorldImporters workspace, if it is not already open.

1. In the Workspace Explorer, click the Sketchpad tool tab if the Sketchpad tool is not the active tool.

2. On the File menu, point to New, and then click Sketch. The Sketchpad tool displays an empty drawing page.

3. In the drawing tools area, click the Textbox tool. 4. At the top of the drawing page, draw a rectangle approximately 2 inches long and 1 inch wide (or approximately 5 centimeters long and 2.5 centimeters wide). The Sketchpad dialog box opens.

5. In the Sketchpad dialog box, type Joyce, press F, and then type Director. 6. Select the text you typed in step 5, and then click the Center button. Center

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The text is centered in the dialog box.

7. In the Sketchpad dialog box, select the word Director. 8. Click Format, point to Font, point to Size, and click 8. Then click OK. The text box is added to the drawing page.

Tip If all the text you typed in step 5 is not visible, use the handles on the corners and sides of the text box to make the text box larger.

9. Repeat steps 3 through 8 to add three more text boxes in a horizontal line below the text box you added in step 8. Use names of people you know and titles such as Marketing Manager, Production Manager, and Manufacturing Manager.

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10. In the Sketchpad dialog box, use commands on the Format menu to apply different sizes and fonts to the individuals’ names and titles.

Tip To edit the text in a text box, click the Selection tool, and then double-click the text box. The Sketchpad dialog box opens, and you can revise and reformat the text that it contains.

CLOSE the WideWorldImporters workspace. If you are not continuing directly to the next chapter, log off from and exit Groove.

Key Points Images and drawings are important parts of the information that members share in many workspaces. Use the Pictures tool as a repository for image files that workspace members need. The Sketchpad tool provides standard drawing tools that you can use to rough out various types of business drawings, including floor plans, organization charts, and workflow diagrams.

Chapter at a Glance

Add the SharePoint Files tool to a workspace, page 236

Add and delete files in the SharePoint Files tool, page 240

Set the synchronization schedule, page 245

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In this chapter, you will learn to: Understand the differences between Groove and SharePoint. Add the SharePoint Files tool to a workspace. Add and delete files in the SharePoint Files tool. Manage the files in the SharePoint Files tool. Set the synchronization schedule.

This chapter is about how to use together two of Microsoft’s very strong collaboration tools, Microsoft Office SharePoint Server 2007 and Microsoft Office Groove 2007. However, before we get into the mechanics of how to use them, it will be worthwhile to spend some time talking about what Office SharePoint Server 2007 is, what the pros and cons of Groove 2007 and SharePoint Server 2007 are, when would you use one instead of the other, and in what scenarios would it make the most sense to use them both together. Groove 2007 has a new and improved version of its SharePoint integration feature built in to it. The older version of the Groove/SharePoint integration feature was named Mobile Workspaces for SharePoint and was configured as an entire workspace. The new SharePoint Files tool is now configured as only a tool instead of an entire workspace, which allows for an easier, more stream-lined installation. The SharePoint Files tool has the same look and feel as the Files tool, allowing for a simple learning curve for people who are already familiar with Groove and its set of tools. The Files tool and the SharePoint Files tool not only look alike, but also have many of the same features and security settings.

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In this chapter, you’ll learn how to work with the SharePoint Files tool, and how to add files to and delete files from the tool. You will also learn how to check files out of and back into SharePoint from the SharePoint Files tool, and how to modify the synchronization schedule. Important Before you can use the practice files in this chapter, you need to install them from the book’s companion CD to their default location. See “Using the Book’s CD” at the beginning of this book for more information.


Understanding the Differences Between Groove and SharePoint: What to Use and When First, what is SharePoint and how is it different from Groove? SharePoint is a server-based product that uses a Web user interface (UI) for users to access its features. In other words, there is no SharePoint application installed on the user’s machine. Users simply connect to their SharePoint Server by using their favorite Web browser, for example, Windows Internet Explorer. Primarily, SharePoint is a file-storage mechanism with some powerful collaboration tools built on top of it. In fact, files are actually stored in a database on the SharePoint Server, not in a Windows file folder structure. Being a server-based database application is what provides a lot of the power of SharePoint. SharePoint is very extensible and some elaborate applications can be and have been written for it. However, the real difference between Groove and SharePoint is the solutions for which they were designed. Groove is mainly for smaller workgroups that are working on highly collaborative, individual projects. If you’ve ever worked on a presentation for a major client or an executive at your organization, you know how fast and furious the changes can happen, with everyone tweaking the presentation or proposal at the same time (usually at the last minute). If you’re not careful, it is easy to lose track of which one is the master document, and can lead to conflicts between the edits from various team members.

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This is exactly the scenario where Groove excels. Everybody who is online always has the most up-to-date version of the presentation, and if need be, they can easily work simultaneously on the same file. Between the two, Groove is the program of choice for mobile workers, who may not always be connected to the Internet. These team members still need to have access to various project documents and be able to modify and synchronize the documents with the rest of the team, after they’re back online. Groove handles this seamlessly. SharePoint, on the other hand, was designed as a larger scale collaborative solution, with a more structured workflow from one person to the next. With SharePoint, everybody on the team does not necessarily have all of the files for a project on their machine, but can get the most up-to-date version from the server very easily, as long as they have Internet connectivity. Think of a scenario like producing a book the size of the one you’re holding, which might require a team of 10 to 20 people. You certainly wouldn’t want the megabytes of files required to produce a book to be duplicated on every one of those computers. Most likely, one person at a time is working on any particular file. (Books are usually broken into files by chapter.) The author creates the chapter and uploads it to the server for the technical reviewer to look at next, while the author moves on to the next chapter. After the technical reviewer has gone through the file, it might go back to the author or on to the copy editor, and so on through production of the book. SharePoint has two very important features for this type of collaboration: the ability to check files out and in, and what is called version control. When a team member checks a file out, that file is copied to his or her computer, and the copy that is on the server is locked so that nobody else can make changes to it, although any team member can still look at the file content in read-only mode. On the SharePoint site, it is very easy to see who has a file checked out. After the team member is done making changes, he or she checks the file back in and writes a quick description of what changes were made to the file. The date and time that the file was checked back in is recorded, as well as who checked it in. This leads us to version control, which is simply the ability to go back to a previous version of a file. If SharePoint is configured for version control, it can keep several iterations of a file. It’s almost like a giant Undo button. This can be very handy in a situation where significant changes are made to a file or set of files that then get rethought. It’s also an excellent security net in the case of a file that gets corrupted. Groove and SharePoint are also alike in many ways. They both support calendars, discussions, alerts, and chatting. They both also have strong security models to protect your intellectual property.

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So when would you use Groove and SharePoint together? There are three significant scenarios where using the two tools together makes sense. The first is a small collaborative team project where version control is important. For example, working on a business proposal where the ability to revert back to previous versions as negotiations move forward, or don’t, would be critical. While the first scenario takes advantage of a strength of SharePoint, the second scenario takes advantage of one of the strengths of Groove. That scenario is a team that primarily uses SharePoint for their file storage and collaboration system, but have a few members of the team who travel frequently. The “road warriors” of the team can use Groove as their main entry point into the SharePoint site and always have all of the team files up to date on their laptop so they can pick up and hop on a plane at a moment’s notice. The third scenario is a hybrid between the two primary working styles; for example, working on a book project, where the structure of a particular chapter is not coming together. The team might decide to have a smaller group work on brainstorming solutions for that chapter. In this scenario, a Groove workspace could be created for that chapter, and then the smaller team of people would get invited, collaborate on the chapter until they had it resolved, and publish their results back up to SharePoint.

Adding the SharePoint Files Tool to a Workspace Adding the SharePoint Files tool to any Groove 2007 workspace is as easy as clicking the Add Tools link and then entering the name of the Microsoft Windows SharePoint Services site. In order to add the SharePoint Files tool to a workspace, you must have the correct permission levels on the SharePoint site. If your SharePoint site has the standard permission levels, you must, at a minimum, be an Owner with the Contribute option enabled. If custom permission levels have been set up for your SharePoint site, you must have permission to add, edit, and delete items on the site. You’ll need to speak to your SharePoint administrator if you do not have the appropriate permissions. With the SharePoint Files tool, members have the ability to produce and modify documents from within the tool, and then publish them to a SharePoint document library. After the tool is added to the workspace, that specific member who added the tool is now the synchronizer for the tool. The synchronizer is the only member who can manually synchronize the two sets of files and/or set the synchronization schedule for uploading or downloading the files to and from the tool to the SharePoint site. There can only be one synchronizer at any one time for each instance of the tool.

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See Also For more information about synchronization, see “Setting the Synchronization Schedule,” later in this chapter.

In this exercise, you will create a new standard workspace and add the SharePoint Files tool. Important When performing this exercise, you will need to have access to a Windows SharePoint site. On the Internet, you can find free commercial SharePoint sites that allow you to create your own SharePoint site. Without having access to a SharePoint site, you will not be able to correctly complete the following exercises. For the purpose of this exercise, the URL that is used is for demonstration purpose only. Please do not include the name of the SharePoint site included in this exercise.

BE SURE TO log on to Groove with your standard account, and create or select a document library on your SharePoint site for use in this exercise, before beginning this exercise. Refer to the SharePoint Help file for instructions for setting up a document library.

1. On the Launchbar, click the Workspaces tab. 2. On the File menu, point to New, and click Workspace. 3. In the Name of Workspace dialog box, enter SharePoint Space, and under Type of Workspace, confirm that Standard is selected.

4. Click OK. The workspace is created and launches automatically.

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5. On the File menu, point to New, point to Tool, and then click SharePoint Files.

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6. Click the Setup button. In the Address box at the bottom of the Select a document library or folder dialog box, enter the name of your SharePoint site or document library, and then click Select. Note The SharePoint site URL shown in the graphic is a fictitious address and is not valid to use. You should enter the URL of your own SharePoint site.

7. Depending on how your SharePoint security is set up, you may be asked for your user name and password. Enter them, and click OK.

8. If you entered the name of your SharePoint site and not a specific document library, you will see the Select a document library or folder dialog box. Click the name of the document library you created or selected for this ecercise, and then click Select. After a short wait, a message appears briefly, notifying you that synchronization is complete. Then you return to your workspace, with the SharePoint Files tool active.

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Adding and Deleting Files in the SharePoint Files Tool The SharePoint Files tool allows you to not only create new documents, but also to download any existing documents that you currently have in a document library on a SharePoint site. After the files are downloaded to the tool, you have the same option(s) that the SharePoint site has for checking in and checking out files as desired, if you are the synchronizer. Only the synchronizer is allowed to check files in or out, or to discard a check out. Important The role of synchronizer is initially assigned to the account that added the tool to the workspace, but can be passed to anyone who has a workspace role of participant or manager and who has the correct permissions on the SharePoint site. The request to pass control of synchronization must be initiated by the account that wants it; the synchronizer cannot pass control to another account without this request. The request is made by clicking Synchronize Now on the Edit menu, which will send a request after the OK button is clicked. The current synchronizer will receive the request and can accept or deny it. For this reason, it is important that if the synchronizer is going to be unavailable for an extended period of time—for example, if they’re going on vacation—he or she proactively finds another team member with the appropriate SharePoint permissions. That team member will need to request synchronization control and the request will need to be approved by the synchronizer. A workspace manager can take synchronization control without having to make a request. This is really just for emergency situations.

The first time you add the SharePoint Files tool to a workspace and connect it to a document library, all the existing files residing in the document library on the SharePoint site will automatically be downloaded to the tool. From that point on, the only way that any new files that are added to the SharePoint site show up in the tool is during synchronization. The synchronization schedule can be set to automatic or manual by the synchronizer and can be modified at any time, again only by the synchronizer. Adding files to the tool is identical to the way you add files to a regular Files tool in a Groove workspace. You simply click the Add Files button located in the upper-left corner of the window, or you can click New on the File menu, and then just select the file type you want to add. You can also delete files from within the tool just as easy as adding them. Just like adding files, deleting the file from within the tool does not automatically delete them from the SharePoint site; synchronization will need to happen.

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In the exercise, you will add two files to the SharePoint Files tool and then synchronize them to the SharePoint site. You will then delete one of the two files and again synchronize your changes to the SharePoint site. USE the File001 workbook and File002 document. These practice files are located in the Documents\Microsoft Press\Groove 2007 SBS\SharingFiles folder. BE SURE TO log on to Groove with your standard account and open the SharePoint Space workspace before beginning this exercise.

1. Click the SharePoint Files tab located in the bottom of the workspace. 2. On the toolbar, click the Add Files button in the upper-left corner of the window. 3. Navigate to the Documents\Microsoft Press\Groove 2007 SBS\SharingFiles folder, click the File001 file.

4. Hold down the H key, click the File002 file, and then click Open. Important You have now added the files to the tool, but not to the SharePoint Site. You will know this because there is a message toward the lower-left of the window that states “There are unsynchronized changes in this tool.”

5. On the Edit menu, click Synchronize Now. The Preview Synchronization window opens with the files that need to be synchronized. Note that when you click a file name you will see a summary of the changes to the file.

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6. Click the Synchronize Now button. A dialog box opens, displaying the status of the synchronization. After the status dialog box closes, the files are on the SharePoint site. Now you will remove one of the files you added to the SharePoint Files tool.

7. Click the SharePoint Files tool tab located at the bottom of the workspace. 8. Click the File001 file. On the Edit menu, click Delete; or, right-click the file name, and then click Delete.

9. Click Yes when prompted to confirm the deletion. 10. On the Edit menu, click Synchronize Now; or, click the Synchronize Now button located in the lower-right corner of the window. The Preview Synchronization window opens with the file that needs to be synchronized.

11. Click Synchronize Now. A dialog box opens, stating the status of the synchronization. After the status dialog box closes, the file that was deleted from the Groove tool is no longer on the SharePoint site.

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Managing Files in the SharePoint Files Tool With the SharePoint Files tool, the synchronizer can also check out any file from SharePoint to the SharePoint Files tool or check in files that were checked out from SharePoint to the SharePoint Files tool. Checking in or out a file from SharePoint is not the same as adding or deleting the file. When you check out a file from a SharePoint site, a copy of the file remains on the site in a read-only status so that others can still view the contents of the file from SharePoint. The file cannot be altered or modified in any way from SharePoint. The only way the file can again be modified from SharePoint is to have the file checked in again by the synchronizer. This allows only one version of the document to be downloaded from the SharePoint site at once so that there are no file conflicts to contend with. In this exercise, you will check out a file from your SharePoint site to your existing SharePoint Files tool, modify the file slightly, and then check it back in to the SharePoint site. USE the File002 document. This practice file is located in the Documents\Microsoft Press\ Groove 2007 SBS\SharingFiles folder.

BE SURE TO log on to Groove with your standard account and open the SharePoint Space workspace before beginning this exercise.

1. Click the File002 file. On the Edit menu, point to Check In/Check Out, and then click Check Out From SharePoint. Tip If the file has already been checked out by another user, you will receive an error message stating this.

After the file has been checked out, you will notice the Checked Out To column in the right window pane of the tool displays your name. The file is now checked out from the SharePoint site and is ready for you to modify as needed.

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Important It is not mandatory to check out a file from SharePoint before modifying it in Groove. Because Groove doesn’t have the same Check In/Check Out mechanism as SharePoint, it will allow you to modify any file you want in the Groove workspace (assuming you have an appropriate role). After you’re done modifying the file, it can be synchronized back to SharePoint. The only reason to check files out of SharePoint is if there are some team members using SharePoint and not Groove to work with the files. In this case, you would want to check out any file before working on it, so that a SharePoint user couldn’t check it out and modify it at the same time. If all of your users are using Groove, there is no reason to check files out of SharePoint. If a file that has been checked out by a SharePoint user is modified in Groove, an error will be given when the file is synchronized, if the file is still checked out in SharePoint.

2. Double-click the file to open it in Microsoft Office Word. 3. Add the following line to the file: This file has been modified in the SharePoint Files tool.

4. Click the X in the upper right of the Word document to close the file. Click Yes to save the file when prompted.

5. In the Editing File - Save dialog box, click Yes to save the changes back to Groove. Notice the message “There are unsynchronized changes in this tool” in the lowerleft corner of the tool.

6. Click the File002 file. On the Edit menu, point to Check In/Check Out, and click Check In To SharePoint. The Check In to SharePoint dialog box will appear so you can add a comment about what you changed. Click OK. Notice the message “All Groove Files are Synchronized” in the lower-left corner of the tool.

7. Navigate to your SharePoint site, and click the file you just checked in. Notice the line you added in step 4 while it was checked out in the SharePoint Files tool. CLOSE the SharePoint site. If you are not continuing directly to the next chapter, close the Groove workspace.

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Setting the Synchronization Schedule With the Groove 2007 SharePoint Files tool, the synchronizer is responsible for choosing the synchronization schedule. This allows the members of the workspace to feel certain that the content they are working with is being synchronized to the SharePoint site on regular intervals regardless of whether they decide to check the file in to the SharePoint site. The synchronization schedule can be set to automatic or manual and can be changed as needed. To change the schedule, click the calendar icon in the synchronization bar and click either Manually or Automatically in the Synchronization Schedule dialog box.

If you click Automatically, you have multiple choices to customize your schedule: You can choose from 1 to 24 hours, or from 1 to 21 days.

Key Points Groove and SharePoint are both powerful collaboration tools from Microsoft, each designed to fulfill a different working model. Using Groove and SharePoint together is very easy with the SharePoint Files tool and allows a team to take advantage of the strengths of each for a hybrid working model. Checking files in and out of SharePoint can be accomplished by the synchronizer of the Groove SharePoint Files tool and is useful if some team members are using SharePoint to access the files and some are using Groove.

Chapter at a Glance View diagnostic information about a contact, page 248

Back up your Groove account, page 257

Block restricted file types, page 260

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In this chapter, you will learn to: View diagnostic information about a contact. Troubleshoot communication and data transmission problems. Save a workspace as a template. Archive a workspace. Delete a workspace. Back up your Groove account. Block restricted file types. Set up Groove to scan for viruses.

Managing workspaces in Microsoft Office Groove 2007 involves a number of regular steps, such as sending workspace invitations, adding workspace tools that members need, and reviewing the content of tools to update or delete information. These day-to-day activities are sustained by tasks that you perform less often—tasks that help maintain the Groove workspaces you manage and are a member of, help keep the data the workspaces contain secure, and help resolve possible problems with the transmission of data or with communicating in Groove. In this chapter, you will learn about several steps you can take to troubleshoot, maintain, and secure your work in Groove. You’ll learn how to view and copy information that can help solve a communication problem with a contact. You’ll also learn about a Groove utility you can use if you experience unusual problems transmitting data with Groove. You’ll learn how to save a workspace as a template, how to archive a workspace, and how to delete a workspace. In addition, you will learn how to back up your Groove account, about Groove options for blocking specific types of files, and how to set up Groove to scan incoming and outgoing files for viruses. 247

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Important No practice files are required to complete the exercises in this chapter. For more information about practice files, see “Using the Book’s CD” at the beginning of this book for more information.


Viewing Diagnostic Information About a Contact In most day-to-day activities in Groove, your communications with contacts run smoothly. You might, however, experience difficulty communicating with a specific contact, and in this event you can open the Diagnostic Information dialog box for the contact and view information that might help resolve the issue. The information displayed in this dialog box is highly technical. In almost all cases, you will need to view this information only at the request of a technical support representative if you experience issues that have led you to create a support incident. The Diagnostics Information dialog box includes three tabs: The Contact tab includes specific contact information such as the contact’s name, the contact sequence number, the Groove relay server your account uses, and other information. The Awareness tab includes information about a contact’s online status, the number of workspaces the contact is a member of, and the status of the computer the contact is using. The Network Diagnostic tab includes information about your computer system and related communication information. Important You cannot modify the information contained in the Diagnostic Information dialog box.

If a support technician working with you to resolve a communication issue with a contact asks for the diagnostic information, you can copy the information to the Clipboard and send it to the technician as an attachment to an e-mail message or in the body of an e-mail message itself.

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In this exercise, you will view the diagnostic information for the Groove User 1 account and copy it to Microsoft Notepad. BE SURE TO log on to Groove with your standard account before beginning this exercise. To successfully complete this exercise, you must first complete the “Adding New Contacts” exercise in Chapter 3, “Managing Your Groove Contacts.”

1. On the Launchbar Options menu, click Contact Manager. The Contact Manager opens.

2. In the Contact Manager window, in the Displayed Contacts list, click Groove User 1, and then click the Diagnostics button. The Diagnostic Information For Groove User 1 dialog box opens.

3. On the Contact tab, click Copy to Clipboard. 4. On the Start menu, click All Programs, click Accessories, and then click Notepad. Notepad opens with a blank window.

5. On the Edit menu, click Paste.

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The diagnostic information is copied to Notepad.

6. On the File menu, click Save. 7. In the Save As dialog box, navigate to the Documents\Microsoft Press\Groove 2007 SBS\Troubleshooting folder. In the File name box, type Contactinfo.txt, and then click Save. Troubleshooting If the Troubleshooting folder does not exist, create it.

8. Close Notepad. Click OK in the Diagnostic Information dialog box, and then click OK in the Contact Manager window.

Troubleshooting Communication and Data Transmission Problems You might not experience any difficulty with the mechanisms that Groove uses to route communications such as instant messages and workspace invitations and keep the data in a workspace synchronized. Communication issues might arise, however, if you have a problem connecting to a Groove relay server. Most communication issues can be observed by opening the Communications Manager window by clicking Communications Manager on the Launchbar Options menu. After the window opens, you can perform the following actions: Set Groove to work offline, and then set it to work online again. View your network settings.

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Pause and resume all communications. View the status of workspaces and the current data transmission status. See Also For more information about working with Communications Manager, see “Viewing Communications by Workspace and Activity” and “Pausing and Resuming Communications” in Chapter 5, “Managing Workspace Communications and Alerts.”

If you cannot resolve a communication or data transmission error by pausing and resuming communications, you can run a Groove utility named Grooveclean.exe. By running this utility, you clear out your communications queue and resolve problems that are caused by corrupted data in the queue. Tip If you receive specific error messages in Groove, you can search for the error messages in the Microsoft Knowledge Base. To do this, go to the Microsoft Support Web site at support.microsoft.com/search/. You might also need to run Grooveclean.exe if you notice that the Miscellaneous Communications item in Communications Manager indicates that data for the item is not being transmitted. The Miscellaneous Communications item is not an actual workspace but an indication of data that has not yet been transmitted from or received by your Groove client. This data can include data received for other accounts on the computer, account backups, files not yet downloaded, and other types of data not related to instant messages or workspaces. Under normal circumstances, the data will eventually be transmitted, and the amount of data in the Miscellaneous Communication item will be reduced. The amount of data will not decrease if a user it was intended for does not log on to his or her Groove account for an extended period of time (or stops using Groove). In this case, the amount of data under Miscellaneous Communications will continue to grow as Groove continues to try to transfer the data. Important The operations of the Grooveclean utility cannot be undone. You should run Grooveclean.exe only under rare circumstances or when requested by Microsoft support personnel.

To run the Grooveclean utility, follow these steps: 1. On the Launchbar File menu, click Exit. 2. On the Start menu, click All Programs, click Accessories, and then click Command Prompt.

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3. At the command prompt, type cd \Program Files\Microsoft Office\OFFICE12, and then press F. 4. Type grooveclean, and then press F. You will see a list of lines as Groove deletes temporary data. 5. Close the Command Prompt window, and then restart Groove. Note Groove may start in offline mode. Click Yes in the message box that appears when you restart Groove to work online. To be sure that Groove is operating correctly after the temporary data is deleted, remain online until the incoming and outgoing data counters in the Communications Manager are cleared.

Saving a Workspace as a Template A Groove workspace often contains a specific set of tools that members need for the type of work the workspace is designed to support. Some standard workspaces, for example, need only the Files tool and the Discussion tool, which are both included by default. Other workspaces might not need either of those tools but consist instead of two instances of the Calendar tool, the Meetings tool, and the Issue Tracking tool. You might set up workspaces with other combinations of workspace tools as well. When you set up a standard workspace, you might also include a specific set of folders and files in the Files tool. For example, a workspace set up to manage projects might include a Microsoft Office Word template that you want members to use for status reports, or a Microsoft Office Excel workbook that members use to track expenses and the project’s budget. You can set up a workspace to include default appointments in the Calendar tool, a common set of categories in the Discussion tool, and other types of content as well. You can save a workspace template to include a set of tools and specifc content as well as a list of users who should be workspace members by default. For example, if you want each department manager to be a member, you can add them to the workspace you save as a template. When you create a workspace from the template, the users whose names are saved with the template become members, with the status Suspended. You must send invitations to these users to activate their membership.

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When you have defined a workspace the way you want it, you can save the workspace as a template to use the combination of workspace tools again or to share the workspace with other Groove users. When you save a workspace as a template, you have the following options: Include the content in the workspace tools. The content would include files, topics in the Discussion tool, appointments on the Calendar tool, and other content. Include members of the workspace. Set a password to protect the template. In this exercise, you will save a workspace as a template. BE SURE TO log on to Groove with your standard account before beginning this exercise.


2. On the File menu, point to Save Workspace As, and then click Template. 3. In the Save As dialog box, navigate to the Documents\Microsoft Press\Groove 2007 SBS\Troubleshooting folder, and then click Save. By default, the name of the file you save is WideWorldImporters.gsa. The Template Options dialog box opens.

4. In the Data area, select the Contents in all tools check box. 5. In the Password area, select the Set password to protect the template check box.

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6. In the Password area, enter and confirm a password, and then click OK. Groove displays a progress message as the workspace template is saved. Tip To test your template, navigate to the Documents\Microsoft Press\Groove 2007 SBS\ Troubleshooting folder and then double-click the file WideWorldImporters.gsa. If you protected the template with a password, type the password in the Restore Workspace dialog box, and then click OK. Groove will create a new workspace that includes the tools and content in the workspace you’ve been using for the exercises in this book. You can delete the copy of the workspace after creating it. For more information about deleting a workspace, see the topic “Deleting a Workspace,” later in this chapter.

Archiving a Workspace At the end of a project or when the work that a workspace is set up to assist concludes, you can archive a workspace to preserve the information and history that the workspace contains. By archiving a workspace, you create a record of discussion topics and responses, meeting agendas and minutes, the transcript in the Chat tool, and other valuable information that can be applied to similar projects when they begin or that can be explored and synthesized at a later date as part of a periodic review or an assessment of organizational strategies. Note Groove workspace templates and Groove workspace archives both use the file extension .gsa. By default, workspace templates are saved in the folder Documents\ Groove Workspace Templates. Archives are saved in the folder Documents\Groove Workspace Archives. Archiving a workspace is also a step that you can take to protect the data that the workspace contains. A workspace archive acts as a backup copy of the workspace that you can restore in the event of serious data loss or system failure. Note A workspace that is restored from an archive is sometimes smaller in size than the original. The difference in size occurs because when a workspace is archived, the archive does not contain the data that was queued for delivery to other members. In a workspace in which members are particularly active, the absence of this data might make the archive smaller than the original workspace. You can view the amount of data waiting to be transmitted by opening the Communications Manager from the Launchbar Options menu.

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When you archive a workspace, the archive includes the contents in the tools and a list of the workspace’s members by default. You have the option to protect the archive file with a password so that unauthorized access to the archive can be minimized. Tip Creating a workspace archive is another way to make the workspace available on a second computer. After saving the archive, you can copy the file to a location or a device that you have access to from the second computer and then add the archive file to that computer.

In this exercise, you will archive a workspace. BE SURE TO log on to Groove with your standard account before starting this exercise.


2. On the File menu, point to Save Workspace As, and then click Archive. 3. In the Save As dialog box, navigate to the Documents\Microsoft Press\Groove 2007 SBS\Troubleshooting folder, and then click Save.

4. In the Confirm Save As dialog box, click Yes. The Archive Options dialog box opens.

5. In the Archive Options dialog box, in the Password area, select the Set password to protect the archive check box.

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6. In the Password area, enter and confirm a password, and then click OK. Groove displays a progress message as the workspace archive is saved. Tip To restore a workspace from an archive, on the Launchbar, point to New on the File menu, point to Workspace From, and then click Archive. In the Browse dialog box, open the folder that contains the archive file, and then click Open. If you protected the archive with a password, type the password in the Restore Workspace dialog box, and then click OK. In a workspace you restore from an archive, workspace members are listed with the status Suspended. You must invite these users to become members of the workspace again.

Deleting a Workspace Deleting a workspace is not a difficult task. However, because workspaces are shared by different people and might be set up on more than one of your computers, you need to understand the options Groove provides for deleting a workspace. The options appear as subcommands of the Delete command on the Edit menu of the Launchbar and the File menu in a workspace window. The options are as follows: From This Computer deletes a workspace from the computer you are using. If you are using your Groove account on another computer, the workspace is not deleted from that computer. A workspace that you delete using the From This Computer command will be displayed on the Workspaces tab of the Launchbar with the status Not On This Computer. You can restore the workspace by selecting it on the Launchbar and then clicking Get Workspace in the Common Tasks area. From All My Computers deletes the workspace from each of the computers on which you are using your Groove account. In fact, you will see this option only if you have your account set up on more than one computer. Choosing this command does not delete the workspace for other members. To become a member of a workspace that you delete using this command, you can ask a member of the workspace to send you an invitation. For All Members deletes the workspace from the computers of all members. Only members with the Manager role can delete a workspace for all members. See Also You should consider archiving a workspace before you delete it for all members. For more information, see “Archiving a Workspace,” earlier in this chapter.

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In this exercise, you will delete a workspace from your computer. USE the WideWorldImporters.gsa file you created in the previous exercise. BE SURE TO complete the “Archiving a Workspace” exercise, earlier in this chapter, before beginning this exercise.

1. On the Start menu, click Documents, and then open the Microsoft Press\Groove 2007 SBS\Troubleshooting folder.

2. Double-click the WideWorldImporters.gsa file. 3. In the Restore Workspace dialog box, enter the password you specified in step 6 of the previous exercise, and then click OK. Groove creates a restored copy of the WideWorldImporters workspace.

4. Close the Workspace Explorer. 5. On the Launchbar, select the restored workspace, named Restored Copy of WideWorldImporters.

6. On the Edit menu, point to Delete, and then click From This Computer. 7. In the Delete Workspace message box, click Yes.

Backing Up Your Groove Account Your Groove account file, like other important data, should be protected against unexpected loss of data or a failure of your computer system. One of the steps you should take to protect your Groove account file is to create a backup copy. If you use your Groove account on more than one computer or if you use Groove on a managed domain that performs automated backups, you have access to additional copies of your account already. You can use one of these copies to restore your account if your installation of Groove becomes corrupted in some way. However, if you use your Groove account on only one computer, or if you do not belong to a managed domain that performs automated backups, you should protect the account by periodically saving the account to a file.

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In this exercise, you will create a backup copy of your Groove account file. BE SURE TO log on to Groove with your standard account before beginning this exercise.

1. On the Launchbar Options menu, click Preferences. 2. In the Preferences dialog box, click the Account tab.

3. On the Account tab, under Save Account as File, click Save. The Save Account As dialog box opens.

4. In the Save Account As dialog box, navigate to the Documents\Microsoft Press\ Groove 2007 SBS\Troubleshooting folder, and then click Save. Groove displays a progress message as it saves your account file.

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Tip After you save the account to a file, you should store the file in a safe location— on an external hard drive, for example—so that you can use it to restore your account if necessary.

About Groove Security In the world of instant access to information, security is of the utmost importance. A secure computer is important not only for an employee working on a corporate network, it is also a requirement for people who work at home, for small businesses, or at the airport waiting for a plane. Everyone needs to know that the information they are trying to synchronize or download in Groove will only be seen by the people who are intended to see it. In Groove 2007 (and in earlier versions of the program), account and data security is implemented by encrypting information. Even the data that is waiting on a Groove relay server to be distributed to offline users is encrypted. Groove uses an Advanced Encryption System (AES) that helps protect all content contained within a Groove workspace, both on disk and over the network. No matter what the presence status of a user is, the Groove security model applies. When the intended recipient of an instant message or a workspace update is offline, the data that needs to reach that user is in an encrypted state. Because the user is offline, the data will be sent over the network to a Groove relay by means of an encrypted key. The key is encrypted and is not known to the relay server, so the data stored within that key is secure. All changes you make in a workspace are encrypted when you send them and decrypted when they are received. The data can only be decrypted by another member of the workspace. The same model is true for instant messages that are sent and received. See Also Security for file sharing workspaces is somewhat different. File sharing workspaces are controlled by the security settings in your Windows operating system and not by Groove. For more information about folder and file security for Windows, click Help And Support on the Start menu, and then click Security And Maintenance.

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Blocking Restricted File Types Computer viruses and other harmful software are often transmitted by certain types of files. A file with the .exe or the .cmd file extension, for example, is designed to run a program or carry out commands on your computer. In some cases, these programs and commands can install unwanted software or introduce a virus. One of the ways in which you can add a level of security to the work you perform in Groove is to use the option in the Preferences dialog box to block restricted file types. This option is turned on by default. Blocking restricted file types affects the types of files that you can add to the Groove Files tool or use as attachments in tools such as the Discussion tool or in an instant message. Some of the types of files that are blocked include Microsoft Office Access databases (.mdb and related file types) and program information files (.pif), which were included in earlier versions of Windows. To view a list of restricted file types in Groove, follow these steps: 1. On the Launchbar Options menu, click Preferences. 2. In the Preferences dialog box, click the Security tab. 3. Under File Restrictions, click View restricted types. The Groove Restricted File Types dialog box opens.

4. Take note of any file types that you might need to include in a Groove workspace, and then click OK. Note If you need to use a restricted file type in a workspace, clear the Block Restricted File Types check box. You should take this step only if it is vital for the operation of your workspaces.

Setting Up Groove to Scan for Viruses

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Setting Up Groove to Scan for Viruses Scanning the files that you work with on your computer and that other people send to you as e-mail attachments or in other ways is an important step in securing your computer. You can set up Groove to scan incoming and outgoing files for viruses by setting an option on the Options tab of the Preferences dialog box. The virus scanning feature in Groove is supported if your computer runs Norton AntiVirus Personal Edition 2002 or a later version. The feature might work with other antivirus software programs, but it has been tested only with Norton. In this exercise, you will set up Groove to scan for viruses. BE SURE TO log on to Groove with your standard account before beginning this exercise.

1. On the Launchbar Options menu, click Preferences. 2. In the Preferences dialog box, click the Options tab.

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3. Under File Settings, select the Scan incoming and outgoing files for viruses check box, and then click OK. CLOSE the Launchbar, and log off from Groove.

Groove by the Numbers Here are some limitations in Groove that you should keep in mind so that your account and your workspaces perform optimally: The maximum file and folder count in a file sharing workspace is 5,000. The maximum individual file size in a file sharing workspace is 1 gigabyte (GB). The maximum total file size in a file sharing workspace is 2 GB. The maximum size of a workspace that can be synchronized is 2 GB. The maximum file size for a file stored in the SharePoint Files tool is 1 GB. The maximum file and folder count in the SharePoint Files tool is 5,000.

Key Points Groove employs encryption to protect the data and information that is being sent and received. You can save a workspace as a template to maintain a specific configuration of tools, content, and membership. You can archive a workspace to preserve the information it contains and analyze that information at a later date. You should periodically back up your Groove account file so that you have a copy of the file in the event of data loss or system failure. Use the options to block restricted file types and scan for viruses to help keep your work in Groove secure.

Glossary account Your Groove account file defines information such as your Groove identity (or identities), the computer system you use to work with Groove, references to the workspaces you are a member of, and other users with whom you communicate.

digital fingerprint A unique sequence of 40 letters and numbers that is used to verify the identity of a Groove contact. You should speak to a contact by some method outside of Groove to verify their digital fingerprint as a key step in verifying that contact.

Advanced Encryption System (AES) The type of encryption system that Groove uses to transmit data and communications across a network.

Discussion tool A workspace tool that you can use to collect information, opinions, and perspectives about topics related to the purpose of the workspace and the interests of its members.

alerts Notifications that Groove displays to inform workspace members of activity in the workspace and of changes to the information the workspace contains. Groove also displays alerts for events such as when you receive an instant message or a workspace invitation. audio chat A feature of the Groove Chat tool in which you can broadcast audio to other members of the workspace. Calendar tool A workspace tool that you can use to record appointments, meeting dates, project milestones, and other events scheduled for a specific day and time. Chat tool A communication tool that is provided by default in a Groove workspace. Members can use the tool to participate in online conversations. collaboration People working together to accomplish a common set of goals. Contact Manager An administrative tool in Groove that you can use to add, hide, and view information about your known Groove contacts.

download settings Settings that control how and when Groove downloads files and workspaces to your computer. encryption The transformation of data and information into a secret code. You must have a key or password to decrypt the information and read it. file sharing workspace A type of Groove workspace that you create by using a folder on your Windows file system. You can use an existing folder or create a folder to use as the file sharing workspace. You can invite other people to be members of a file sharing workspace. Files tool A workspace tool that you can use to create folders and store files as you do in Windows Explorer. Groove relay A component of Microsoft Office Groove Server that runs on one or more server computers and provides services such as navigating firewalls, temporary storage for offline users, and routing communications for Groove clients.

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264

Glossary

Guest A workspace role with limited or no default permissions. The Guest role should be assigned to members who review the work conducted in the workspace but who are not active participants. identity A Groove identity is the digital persona by which other Groove users recognize and interact with you. Ink mode A way of working in the Groove Chat tool by using a pen input device or the mouse. You can write or draw rather than type when you use the Chat tool in Ink mode. Issue Tracking tool A workspace tool that you can use to record and categorize issues, track the status and priority of an issue, and assign the issue for resolution. The Issue Tracking tool is like the issue log used in formal project management. keywords Terms that workspace managers and participants can define in the Issue Tracking tool. Keywords are used to track issues by status, priority, assignment, or other methods. Launchbar A Groove window that you use to create and open workspaces, add and correspond with Groove contacts, manage communications, and perform other common tasks. Manager A workspace role with wide-ranging permissions to invite others to become members, add and delete tools, assign roles to other members, and adjust permissions granted to a role. The person who creates a workspace has the Manager role by default. A workspace can have more than one member with the Manager role.

Meetings tool A workspace tool that you can use to record the time and date for meetings, list meeting attendees, define the meeting’s agenda, record minutes, and define and assign action items as follow up to the meeting. message history A list of the instant messages that you have sent and received. Microsoft Office SharePoint Server A server product that is part of the 2007 Microsoft Office system. Office SharePoint Server can be used to facilitate collaboration, manage content, manage business processes, and provide access to information. Microsoft Windows SharePoint Services A set of technologies that is designed for the development of Web-based business applications. Notepad tool A workspace tool that you can use to draft reports, develop outlines, and prepare other types of documents. Participant A workspace role for members who are active in the workspace but who are not responsible for managing or authorized to manage every aspect of the workspace. peer-to-peer A type of computer network that relies on the total bandwidth of each computer that is on the network rather than the more traditional and centralized model of network servers. Peer-to-peer networks can be used for sharing documents and data such as audio and video files. Pictures tool A workspace tool that you can use to store pictures and image files related to the work in a workspace.

Glossary

presence An indication of whether a Groove workspace member or a Groove contact is online or offline. Public Groove Directory A publicly available directory of Groove accounts and contact information for users who have opted to list their information.

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ronization will occur. The schedule can be automatic or manual. synchronizer The person responsible for performing the synchronization task in the SharePoint Files tool.

roles A designation assigned to each workspace member that grants that member specific permissions for the work that he or she can do in the workspace. A member can be assigned the Manager, Participant, or Guest role.

vCard A kind of electronic business card that includes information that defines an identity. The vCard information is saved in a file with an extension of .vcg and can be sent as a file to other Groove users or email contacts. The information you include in a vCard is the same as what is available to others when you list your full identity in a Groove directory.

SharePoint Files tool A workspace tool that you can use in Groove to access and work with files stored on a Windows SharePoint Services 3.0 Web site.

standard workspace A collection of Groove tools and members. A workspace is designed to facilitate collaborative work for people who have common purposes.

Sketchpad tool A workspace tool that you can use to create drawings such as organization charts, workflow diagrams, and space plans.

Workspace Explorer The window in which you work with workspace tools, workspace members, the Chat tool, and the other features of a workspace.

store-and-forward The mechanism by which a Groove relay server receives information in an encrypted state and stores it until a Groove recipient comes back online, at which time the information is sent in an encrypted form to the recipient. synchronization The process by which Groove maintains a record of changes to the information in a workspace and then updates information when a Groove user is online. Synchronization also refers to tasks performed in the SharePoint Files tool by which the files in Groove are synchronized with versions on the SharePoint site. synchronization schedule The schedule set in the SharePoint Files tool for when synch-

workspace invitations A type of Groove instant message that you send to people who you want to be members of a workspace. Workspace invitations are sent as an e-mail attachment to people who are not listed in your Groove contacts list. To become a workspace member, the recipient of the invitation must accept the invitation and you must confirm their acceptance. workspace members The group of people who work together in a workspace. Each workspace member is assigned a role. workspace tool One of the applets that you can add to a workspace to perform specific work. Workspace tools include the Files tool, the Discussion tool, the Meetings tool, and others.

Index A

accepting workspace invitations, 28 accounts backing up, 257-258 configuration codes, 8 creating, 8-13 defined, 263 display names. See identities logging on and off, 13-14 multiple, 8 on multiple computers, 17-18 naming, 8 preferences, setting, 19-20 action items, 176-178 Add Recipients dialog box, 29, 107 Advanced Encryption System (AES), 259, 263 Advanced Network Settings dialog box, 86 agendas, creating, 172-174 alerts, 2 closing, 90 for contacts, setting, 97 defined, 263 for file sharing workspaces, 151 for files, setting, 95 in Files tool, 139-140 for folders, setting, 95 for instant messages, 108 managing, 19 overview of, 82, 89 preferences, setting, 90-92 suppressing, 97 viewing, 89-90 for workspaces, setting, 92-93 aliases creating, 54, 56 ScreenTips for, 57 appointments. See also Calendar tool adding, 157-159 copying as links, 163 exporting, 164-165 importing, 165 navigating, 160 permissions, setting, 166-167

updating, 159 workspace roles and, 157 archiving workspaces, 254-256 arranging shapes in drawings, 225 Attach Files dialog box, 107 attaching files to instant messages, 107 audio chat, 120-122, 263 Audio Tuner wizard, 121-122

B

background images, adding to drawings, 226 backing up accounts, 257-258 blocking files, 260 broadcasting chat, 120-122 Browse dialog box, 27 bulletin boards. See Discussion tool

C

Calendar tool. See also appointments dates, jumping to, 160-161 defined, 263 linking to, 162 multiple, adding, 164-165 navigating, 160 overview of, 156 permissions, setting, 166-167 renaming, 165 views for, 160-162 certificates, 53 Change Password dialog box, 20 Change Role dialog box, 35 Chat tool audio features, 120-122 defined, 263 expanding, 115 hyperlinks, sending with, 116 Ink mode, 119-120, 264 navigating, 114 opening in separate window, 115 overview of, 102, 113 sending messages with, 116

267

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268

circles, drawing

Chat tool (continued) vs. instant messaging, 114 status indicators, 113 text editor, 117-118 transcripts, managing, 123 circles, drawing, 222. See also drawings closing alerts, 90 Groove, 13 collaboration, 263 defined, 1 coloring drawings, 226-228 Common Tasks area, 16-17 communication pausing, 87, 89 restarting, 88 troubleshooting, 250-252 communication status messages, 83-84 Communications Manager opening, 84 overview of, 82 as pop-up, displaying, 85 Communicator contacts, identifying, 103 contacts, integrating, 103 integration with, 6 conference chat, 120-122 contact information listing in directories, 60-63 sending to others, 63-66 Contact Manager contacts included in, 76 defined, 263 opening, 77, 249 overview of, 69 Contact Properties dialog box, 52 contacts adding, 49-51 alerts, setting, 97 aliases for. See aliases deleting, 75-76 displaying, 79 folders for, creating, 70-72 hiding, 77-78 instant messaging, 16, 104 messaging, 49 name conflicts, 57 Outlook vs. Groove, 47 overview of, 47 presence indicators, 57 properties, viewing, 52 saving as vCards, 64

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searching for, 50-51 sorting, 74 status indicators, 57 types of, 48 verification status, viewing, 54 viewing, 16 views for, 73 contacts, Messenger, 103 copying network settings, 86 Create New Workspace dialog box, 26 cropping pictures, 219 custom workspaces, 25

D

dates. See appointments; Calendar tool deleting chat transcripts, 123 contacts, 75-76 pictures, 220 workspaces, 256-257 desktop shortcuts to workspaces, 38 Diagnostics Information dialog box, 248 dialog boxes Add Recipients, 29, 107 Advanced Network Settings, 86 Attach Files, 107 Browse, 27 Change Password, 20 Change Role, 35 Contact Properties, 52 Create New Workspace, 26 Diagnostics Information, 248 Discussion Properties, 94 Edit Identity, 20 Find, 112 Find User, 29 Form Search, 201 Go To Date, 160 More Tools, 44, 164 Open Background File, 226 Preferences, 19 Send Invitation, 29 Sketchpad, 227 Use Account On Another Computer, 18 Welcome To Groove, 14 digital fingerprints defined, 53, 263 displaying, 54-55 validating, 53 viewing, 19

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Groove

directories, listing contact information in, 60-63 directory. See Public Groove Directory Discussion Properties dialog box, 94 Discussion tool defined, 263 overview of, 182, 204 topics, adding, 204-205 topics, responding to, 206-207 topics, viewing, 207-208 display names. See identities downloading files in file sharing workspaces, 147-150 drawings. See also pictures background images, adding, 226 color in, 226-228 creating, 223-225 selecting shapes in, 222 stacking order, 225 text boxes, adding, 229 text formatting in, 228-231

E

Edit Identity dialog box, 20 editing notes, 186 pictures, 217-220 editing text in Chat tool, 117-118 encryption, 259 defined, 263 of Groove relay servers, 3 exiting Groove, 13 exporting appointments, 164-165 notes, 188-189 pictures, 220-221

F

file sharing workspaces. See also workspaces alerts, 151 best practices for, 142-144 creating, 144 creating, from Launchbar, 145-146 defined, 24, 141, 263 downloading files, 147-149 downloading files manually, 151 inviting members, 147 member access to, 141 subfolders as, 141

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synchronization options, 151 synchronization, stopping, 152 task panes, 141 files adding to Files tool, 128 alerts, setting, 95 attaching to instant messages, 107 copying as links, 131 downloading manually, 136 editing, 132 selecting multiple, 216 synchronization, 134 Files tool, 42. See also workspace tools adding files to, 42, 128 alerts, 139-140 defined, 263, 265 download settings, 134-136 downloading files manually, 136 folder permissions in, 137 menus and toolbars in, 130 multiple instances of, 129 overview of, 127 size restrictions, implementing, 134 Find dialog box, 112 Find User dialog box, 29 finding messages in message history, 112 note text, 187-188 pictures, 221 workspace members, 29-30 folders alerts, setting, 95 creating, 127-128 creating, for contacts, 70-72 permissions, 137 renaming, 128 Form Search dialog box, 201 forwarding instant messages, 109

G

Getting Started movie, 13 Go To Date dialog box, 160 Groove accounts. See accounts benefits of, 3-4, 7 diagnostic information, 249-250 exiting, 13 overview of, 1-2, 7 and WSS. See WSS (Windows SharePoint Services)

12/6/2007 8:13:33 AM

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Groove Launchbar

Groove (continued) vs. Outlook, 47 vs. SharePoint sites, 2, 234-236 troubleshooting, 250-252 Groove Launchbar. See Launchbar Groove relay servers, 2 defined, 263 encryption and, 3 functions performed by, 3 Grooveclean utility, 251-252 Guest role, 34, 149, 264

Issue Tracking tool defined, 264 overview of, 182 issues keywords, creating, 196-198 recording, 190-193 responses, creating, 195-196 searching, 200-203 status, recording, 193-194 viewing, 199-200

H

K

I

L

hiding contacts, 77-78 online presence, 58-59 hyperlinks, sending with Chat tool, 116

identities creating, 61 defined, 53, 264 digital fingerprints. See digital fingerprints editing, 19-20 with identical display names, 54 managing, 19 privacy and, 61 vCards for, 63 verifying, 53, 56. See also digital fingerprints images. See pictures; Pictures tool importing appointments, 165 InfoPath, integration with, 5 instant messages. See also Communicator; messages; Windows Messenger alerts for, 108 attaching files to, 107 attachments, saving, 109 vs. Chat tool, 114 displaying, 108 forwarding, 109 history. See message history replying to, 109 sending, 105-107 sending from workspaces, 106 sending to contacts, 16, 104 Internet forums. See Discussion tool invitations, workspace. See workspace invitations

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keyboard shortcuts, 113 keywords defined, 264 for issues, creating, 196-198 Known Groove Contacts list. See Contact Manager

Launchbar, 12, 15 defined, 264 layout, changing, 15 status bar, 17 limitations, 262 lines, drawing, 222. See also drawings logging on and off, 13-14 automatically, 20

M

Manager role, 28, 34, 149, 264 meetings agendas, creating, 172-174 attendees, specifying, 170-172 minutes, taking, 174-175 profiles, setting, 168-170 setting up, 168 Meetings tool defined, 264 overview of, 156, 168 members, workspace. See workspace members message history. See also instant messages defined, 264 displaying, 108 navigating, 113 searching, 112 viewing, 17, 111

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271

roles, workspace

messages. See also instant messages sending, 89-90 Messenger. See Windows Messenger Microsoft Office Communicator. See Communicator Microsoft Office Groove 2007. See Groove Microsoft Office InfoPath, integration with, 5 Microsoft Office SharePoint Server 2007. See SharePoint Files tool; SharePoint Server More Tools dialog box, 44, 164

N

naming workspaces, 26-27 navigating together, 34 network directory, listing contact information in, 60 network settings, viewing, 86 Notepad tool defined, 264 navigating in, 183 overview of, 182-183 text formatting in, 183 notes checking spelling, 186 creating, 185 editing, 186 exporting, 188-189 finding text in, 187-188 formatting, 185 hyperlinks, adding, 186 list of, viewing, 185-186 notifications. See alerts

O

offline work. See working offline Open Background File dialog box, 226 Outlook contacts, vs. Groove contacts, 47 out-of-band communication, 53

P

Participant role, 34, 149, 264 passwords changing, 19-20 remembering, 20 pausing workspace communication, 87, 89

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peer-to-peer networks, 264 permissions for Calendar tool, 166-167 for folders, 137 for workspace roles, 34 personal information. See contact information photographs. See pictures; Pictures tool pictures. See also drawings as background in drawings, 226 copying as links, 220 deleting, 220 editing, 217-220 exporting, 220-221 finding, 221 organizing, 220 renaming, 220-221 Pictures tool adding pictures to, 214-216 adding to workspace, 215 default view, 214 defined, 264 overview of, 213 showing details in, 216 pop-ups. See alerts Preferences dialog box, 19 preferences, setting, 19-20 presence indicators, 57 defined, 265 personal, customizing, 58-59 privacy concerns, 61 Public Groove Directory, 9 defined, 265 listing contact information in, 60

R

recipients. See workspace members recording issues, 190-193 rectangles, drawing, 222. See also drawings Reduced Functionality Mode (RFM), 64 relay servers. See Groove relay servers renaming Calendar tool, 165 folders, 128 pictures, 220-221 workspaces, 27 replying to instant messages, 109 responding to workspace invitations, 28 restricted file types, 260 roles, workspace. See workspace roles

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scanning for viruses

S

scanning for viruses, 261-262 security encryption, 259 preferences, setting, 19 virus scanning, 261-262 Send Invitation dialog box, 29 sending messages, 89-90 sending workspace invitations, 29-30 SharePoint Files tool, 4 adding files to, 240-241 adding to workspace, 236, 238-239 checking files in and out, 243-244 deleting files from, 240, 242 document management in, 240 overview of, 233 synchronization schedule, setting, 245 synchronizer, 236 synchronizing, 241-242 SharePoint Server defined, 264 vs. Groove, 234-236 sharing files. See file sharing; file sharing workspaces shortcuts. See desktop shortcuts sketches. See drawings; Sketchpad tool Sketchpad dialog box, 227 Sketchpad tool. See also sketches adding to workspace, 223 defined, 265 overview of, 213, 222 tools in, 222 sounds, as alerts, 93 standard workspaces. See workspaces status bar, 17 store-and-forward, 2, 265 suppressing alerts, 97 suspended workspace members, 31 synchronization defined, 265 preferences, setting, 19 synchronizer for SharePoint site, 236, 240, 265

T

Tablet PC Chat tool, 119-120 taking minutes, 174-175 templates, workspace, 25, 27 text boxes, adding to drawings, 229

z02i625235.indd 272

text editing in Chat tool, 117-118 tools, workspace. See workspace tools tracking issues. See Issue Tracking tool troubleshooting Groove, 250-252

U

updating appointments, 159 Use Account On Another Computer dialog box, 18

V

validating digital fingerprints, 53 vCards, 63 creating, 64 defined, 265 verifying identities, 53, 56. See also digital fingerprints virus scanning, 261-262 voice chat, 120-122

W

Welcome To Groove dialog box, 14 Windows Messenger contacts, identifying, 103 contacts, integrating, 103 Windows SharePoint Services (WSS). See WSS (Windows SharePoint Services) working offline, 85 Workspace Explorer, 24, 37, 265 workspace invitations, 28 accepting, 28 confirmation, requiring, 30 defined, 265 to file sharing workspaces, 147 to non-Groove contacts, 31 sending, 29-30 sending as e-mail messages, 31 Workspace Manager, 38 displaying, 39 workspace members alerts, setting, 97 clock indicator for, 31 defined, 265 finding, 29-30 instant messaging, 106 list of, 26

12/6/2007 8:13:35 AM

WSS (Windows SharePoint Services)

list of, showing/hiding, 33 messaging, 32-33, 40 navigating together. See navigating together roles. See workspace roles roles, changing, 34-35 status, viewing, 32 suspended, 31 viewing, 31-32 workspace roles, 28 appointments and, 157 changing, 34-35 defined, 265 in file sharing workspaces, 149-150 permissions for, 34 permissions for, changing, 36, 138, 166-167 Workspace Selector, 37 hiding/displaying, 39 workspace tools activating, 44 adding, 43-45 alerts, setting, 93-94 defined, 265 positioning, 44 workspaces. See also file sharing workspaces adding contacts to, 49 alerts, setting, 92-93

z02i625235.indd 273

273

archiving, 254-256 components of, 26 creating, 25-27, 237-238 custom, 25 default, 25 deleting, 256-257 desktop shortcuts for, creating, 38 editing conflicts, 133 Files tool. See Files tool instant messaging from, 106 list of, viewing, 16, 38 Manager role, 28 maximum size, 41 naming, 26 navigating between, 37 organizing, 127 overview of, 23-24 pausing communication, 87, 89 properties, 40-41 renaming, 27 restarting paused communication, 88 saving as templates, 252-254 templates, 25, 27 toolbars, customizing, 39 viewing by status, 37 WSS (Windows SharePoint Services), 4

12/6/2007 8:13:35 AM

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About the Authors Rick Jewell Rick Jewell has been involved in technology and technical customer support since 1995. Some of his past employers include “start-ups” as well as established Fortune 500 companies. Most recently, he was involved in the Microsoft Office 2007 Beta project and created training materials for Microsoft Office Groove 2007. Rick lives on the North Shore of Boston, Massachusetts, with his wife and two children.

John Pierce John Pierce worked at Microsoft Corporation for 12 years as a technical editor and writer. He is the author or co-author of several books, such as 2007 Microsoft Office System Inside Out, Microsoft Office Access 2003 Inside Track, Microsoft Small Business Kit, and other books from Microsoft Press. John can be reached at jpierce@flyingspress.com.

Barry Preppernau Barry Preppernau worked at Microsoft for 23 years and was one of the original team members at Microsoft Press. While at Microsoft, he worked for most of the major product families (Windows, Office, Exchange, and Development Tools), primarily in product development, and had several international assignments in Canada, Asia, and Europe. Barry is the co-author of Quick Course in Microsoft Office Access 2007, from Online Training Solutions, Inc. He currently lives, works, and plays in San Diego, California, with his wife and daughter.

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