Wiley Office 2007 Bible phần 10 pptx

IN THIS CHAPTERCreating a SharePoint document workspace from Word Publishing documents to a SharePoint server Checking documents out from a SharePoint server Creating and reviewing workf

To a shared network location

If you click To a Network Location in the first Publishing Wizard dialog box and then click Next, the wizardprompts you to specify a shared network or Web server location to which to publish the file Click theBrowse button to open the Browse dialog box, in which you can brows to the desired shared network folder

or other location, enter a filename in the File Name text box, and then click OK The destination locationappears in the Form Template and File Name text box, as shown in Figure 39-12

FIGURE 39-12

Specifying the shared network location in which you want to publish the form

Click Next The Publishing Wizard asks you to specify any alternate path that users might follow to accessthe form at the specified location Type the path or use the Browse button to find it; then click Next Verifythe path settings in the next Publishing Wizard dialog box and then click Publish

The final Publishing Wizard dialog box informs you that the form template published correctly If you want

to e-mail the form as well or open it immediately, check the Send the Form to E-mail Recipients or the Openthis Form Template from the Published Location checkboxes (or you can check both) and then click Close

Click Publish InfoPath hooks up with Outlook and opens the form in an Outlook e-mail message Specifythe message recipients in the To: field (Figure 39-14), enter optional Introduction field information, andthen click Send If needed, open Outlook and manually send and receive messages to make sure that theform leaves your Outbox

InfoPath is automatically compatible with Outlook 2007 but is not compatible with other e-mail programs

Filling Out a Form

How the end user fills out a form depends on how the form was published For example, if the form is nected to a database and published to a shared network location, the user opens the form template file togenerate a copy of the form, fills in the form data, and clicks the Submit button to add his or her informa-tion to the database

con-The process works a bit differently for forms not connected to a database For a form that is published to ashared network location, each user should double-click the template file in the network folder or choosethe File ➪ Fill Out a Form command in InfoPath to open an XML file instance of the form The user shouldthen fill in the form, choose File ➪ Save to save it under a unique name, and then close the file The usercan also submit the filled-in form by choosing the File ➪ Send to Mail Recipient command in InfoPath

If the recipient receives the form via e-mail in Outlook, he or she can open the message, click Reply, fill inthe form contents as shown in Figure 39-15, and then click Send

FIGURE 39-15

Responding to a form received in e-mail

NOTE

Note that the first time you fill out a form in Outlook, it asks you to confirm that you want to set up anInfoPath folder to store the form results, as shown in Figure 39-16 Click Create Form Folder to do so.Received form responses are placed in that folder automatically for your viewing, as shown in Figure 39-17.

Exporting and Merging Form Data

When your form users save XML file instances of the form, you can easily export them to an Excel file ormerge them into another XML copy of the form

To start an export to Excel, open one of the filled-in form XML files and then choose File ➪ Export to ➪Microsoft Office Excel in InfoPath Click Next in the first Export to Excel Wizard dialog box Leave AllForm Data selected and click Next Click the Export Data from This Form and These Additional formsoption button, click the Add button, and use the Add Files to Export dialog box that appears to select theform files to export Click Finish back in the wizard, and the exported data opens in a new Excel file(Figure 39-18), which you can save and use the same as any other Excel database

Remember, use Shift+click or Ctrl+click to select multiple files in any dialog box where you select or open files

FIGURE 39-18

Form data exported to Excel

You must open a blank target copy of a form to merge data into it, choose File ➪ Fill Out a Form and then

select File ➪ Merge Forms command in InfoPath Use the Merge Forms dialog box that appears to select theXML form files; then click Open to finish the merge

In Outlook, you can click the InfoPath folder for a form, right-click the list of e-mails, click InfoPath Actions in the shortcut menu that appears, and then click the Export Forms to Excel

or Merge Forms command in that shortcut menu

TIP TIP

This chapter gave you a good taste of the power and flexibility of InfoPath forms Although covering anentire application in a single chapter is impossible, this chapter brought you the good stuff, giving you anessential overview of how InfoPath works so that you know the lay of the land when using it The chapterexplained the essential steps for designing a form template, including creating the template, adding layoutitems, adding controls and setting their properties, adding data source fields for a form connected to anexisting data source such as a database, and saving and checking the form template before publishing it

Sharing and Collaboration

SharePoint is a program that helps businesses share access to files and

infor-mation in a variety of ways In essence, SharePoint is a special kind of Web

site that provides controlled access to folders, documents, contact

informa-tion, scheduling, and other resources related to documents and workflow

management

SharePoint works as a server that can be installed on your own company’s

comput-ers A server is a computer or computer program that provides services to client

programs Servers usually are connected to a network — such as the Internet or a

local area network — and are available to respond to client applications, such as

your Web browser, Microsoft Outlook, and even Microsoft Word For example,

Web sites are located on servers, and they respond to your browser requests to

dis-play information When you send or receive e-mail, different kinds of server

pro-grams are used to deliver e-mail between you and your correspondents

If you or your company doesn’t have its own servers connected to the Internet,

you can purchase SharePoint hosting services, just as you can purchase a hosting

plan for other Web sites and services Increasingly, the same companies that

pro-vide ordinary Web hosting are also offering SharePoint hosting, sometimes

bun-dled into hosting plans as low as $10 per month or lower You can discover such

plans by searching for “sharepoint hosting” using a search engine such as Google

or Yahoo!

Word 2007 has features that are designed to work with a SharePoint server You

can access these features directly, using the Publish command from the Office

menu, or you can access them indirectly by saving a file to a SharePoint server or

by opening a file that resides on a SharePoint server All you need is a SharePoint

server and a user account

IN THIS CHAPTERCreating a SharePoint document workspace from Word

Publishing documents to a SharePoint server Checking documents out from a SharePoint server

Creating and reviewing workflow tasks from Word Adding new files and folders to a SharePoint document workspace

SharePoint

Accessing Your SharePoint Server

Accessing a SharePoint server from Word can be as easy as opening a file First, you’ll need the URL(Internet address), your user name, and a password In Windows XP, choose Office Button ➪ Open, type theSharePoint Server URL into the File Name text box and press Enter Yes, we know it’s not a file This is ashortcut method for navigating to a location, rather than using Look In or other methods when usingWindows XP In Vista, rather than use the File Name box, click in the Location field at the top of the Opendialog box and replace the current location with the SharePoint server’s URL, and press Enter

Assuming you typed the URL correctly, you’re next prompted for a user name and password, as shown inFigure 40-1

FIGURE 40-1

If you’re the only user of your computer, you can save time if you click Remember My Password

Type your user name and password Note that a SharePoint user name format typically calls for asite/domain name in all uppercase letters, a backslash, and your user name Type your password, clickRemember My Password if you like, and then click OK This opens the SharePoint site, as shown in Figure40-2 SharePoint sites usually are organized into one or more libraries and document workspaces A library

is a collection of resources on a SharePoint site Don’t worry if your SharePoint site doesn’t look like thisone Different organizations format sites differently, and appearances can vary wildly A document work-space is a location on a SharePoint site that enables you to coordinate work on one or more documents withother team members

In Windows XP, once you’ve navigated to your SharePoint library, right-click in the Places Bar and choose Add library URL Next time, you can come directly here without having to type the URL Note that this trick doesn’t work in Vista, although you can drag individual SharePoint folders into the Favorite Links collection If you drag the SharePoint site link from the Location box into Favorite links, it does

go, but promptly disappears It will not appear in Word’s Open or Save dialog box Instead, you’ll see it when you view Links in Windows Explorer, where it won’t do you any good in Word.

TIP

FIGURE 40-2

Access documents using a SharePoint library

A document workspace provides a number of tools and facilities to share files, make updates available toteam members, establish workflow by creating and managing tasks, and provide information about the sta-tus of documents and tasks Earlier versions of SharePoint were called SharePoint Team Services, the ideabeing that you and other people working together form a team

There are other ways to log on to your SharePoint server Once you have checked out documents from thelibrary, anytime you open a local copy of that file, Word attempts to log you on to the server to check forupdates, etc Using the URL, however, is a sure-fire direct route, especially when you’re just getting started

With SharePoint, you can either work from the file that is stored in the document workspace

or work on a local copy When you choose the latter route, you are notified of changes to the workspace copy, and you can choose when and whether to publish your changes The latter approach can be

a bit tedious because you often have to compare your changes to those of others so you can integrate and coordinate changes As a result, it’s usually ultimately more efficient if work on a given document is done sequentially, rather than simultaneously Nonetheless, if you choose the local route, choose Office Button ➪ Word Options ➪ Advanced ➪ Save section, enable the option Copy Remotely Stored Files onto Your Computer, and update the remote file when saving See “Check Out” later in this chapter for the proper way

to do it, however.

Using Publish from the Office menu

You can also create and access SharePoint resources by choosing Office Button ➪ Publish ➪ CreateDocument Workspace, as shown in Figure 40-3

Create Document Workspace

When you choose the Create option, the Document Workspace pane appears, as shown in Figure 40-4

Type a name for the document workspace and provide the URL (recent URLs can be selected from the down list)

drop-When accessing a particular SharePoint site for the first time, Word might notify you that the site is not in your trusted locations If you do indeed trust the site, copy the URL to the Clipboard, and then choose Office Button ➪ Word Options ➪ Trust Center ➪ Trust Center Settings ➪ Trusted Locations ➪ Add New Location Paste the URL into the Path text box, enable the Subfolders option (if appro- priate), type a Description, and click OK ➪ OK ➪ OK This setting might not take effect until you close all Office 2007 applications.

NOTE NOTE

Opening and saving files on the server

To open a file on the server, in the Open dialog box, navigate to the desired library folder, select the file, anddouble-click it Because it’s located on a server that might not be where you are, there can be a noticeablelag before the file appears When it does appear, the Document Management pane displays by default, asshown in Figure 40-5

FIGURE 40-5

When a SharePoint Server file is open, Word displays the Document Management pane

To save a file on the server, choose Office Button ➪ Publish ➪ Document Management Server (see Figure40-3), use the Save As dialog box to navigate first to the SharePoint server’s URL, then to the appropriateworkspace and library, and click Save Note that you can use Office Button ➪ Save As, instead The only dif-ference is that Save As uses your last saved folder as a starting point, whereas Document ManagementServer uses My Network Places (Windows XP) or Network Shortcuts (Windows Vista) as a starting point

Once you’ve successfully logged into your SharePoint Server using Word, the site’s URL will be listed in MyNetwork Places or Network Shortcuts If you followed the Windows XP tip shown above, you can also gothere by clicking the corresponding link in your Places Bar Or, you can click the link to the target folder, ifit’s there, instead (in both XP and Vista) Once you’re there, depending on your settings, the DocumentManagement pane appears

Status

Members

Tasks

DocumentsLinks

DocumentInformation

Workspace Management and Options

The Document Management pane provides six tools for keeping informed and managing your workspacedocuments:

to get the latest updates for the currently opened document Click the Options link to set your DocumentManagement options using the Service Options dialog box, shown in Figure 40-6

The Members tool shows the number of members online You can send e-mail to all members, and,depending on your permission level, add new members To add new members, click Add New Members InChoose Members, shown in Figure 40-7, type e-mail addresses or user names, separated by semicolons

Notice the format for user names: DOMAIN\name

FIGURE 40-7

You can add multiple new members at the same time

By default, SharePoint has five default permission levels you can assign:

n Administrators (Full Control) — These have complete control over the SharePoint Web site.

They are able to configure settings, manage users and groups, and monitor usage statistics

n Web Designers (Design) — Member of this group use SharePoint-compatible editors such as

SharePoint Designer to customize the content of the SharePoint site and libraries

n Contributor (Contribute) — These members can interact with different parts of the SharePoint

Web, lists, and document libraries They create and manage personal views and cross-site groups,and set up different parts of the Web

n Reader (Read) — Readers can view items in lists and document libraries, view different

SharePoint site pages, and create sites using the Self-Service Site Creation tools

n Guest — This is a special custom permission level whereby users are given permissions for

spe-cific lists This provides access to that list, but not to the entire site

After adding members, SharePoint displays confirmation that they were added, as shown in Figure 40-8 Ifyou opt to send an e-mail message, it will contain information about how to access the SharePoint server

FIGURE 40-10

Assign tasks to establish project workflow

Use the Documents tool, shown in Figure 40-11, to display documents that are currently open by members,

as well as to add new documents, add new folders, and set document alerts Once again, as is the case forthe other Document Management tools, alerts are managed using the Web interface

FIGURE 40-11

Use the Documents tool to manage documents and alerts

Adding New Documents

To add a new document to the current workspace folder, click the Add New Document link Word displaysthe Add New Document dialog box Click Browse to navigate to the file’s local location; select the file andclick Open Back in Add New Document, click OK Word saves the document to the SharePoint workspace,

as shown in Figure 40-12

FIGURE 40-12

Choosing Add New Document copies a local file to the SharePoint server

To delete or perform other actions on a document, hover the mouse over a document in the list and clickthe drop-down arrow next to a document to display document options, as shown in Figure 40-13 If a doc-ument is currently checked out (open) by a member, certain options will not be available (Open, Delete,Document Updates, Save Updatable Copy, and Publish Back to Source Location) Options that don’t affectthe document’s current status, however, are available (Alert Me About This Document, Check Status, andCreate Document Workspace)

FIGURE 40-13

Click a document’s drop-down arrow to see a list of available options

Creating a new document workspace

You’ve already seen at least one method for creating a new document workspace on a SharePoint site InFigure 40-13, notice that you can create a new document workspace from a document’s drop-down menu.Click Create Document Workspace The dialog box shown in Figure 40-14 appears, explaining the purposeand implications of this option If you create a new document workspace, the selected document will bestored there However, you still retain the ability to automatically publish changes to the document back toits original location

FIGURE 40-14

Right-click a document and choose Create Document Workspace to save the selected document to it

Adding new folders

To add a new folder in the current workspace, click Add New Folder In Add New Folder, type a name forthe folder There is no facility for removing a folder in the Document Management pane Instead, back inthe document library view (refer to Figure 40-2), click the folder you want to delete, press the Delete key,and confirm the deletion If other options are available, you can access them by clicking Tools in either theOpen or the Save dialog box

Links

Use the Links tool, shown in Figure 40-15, to display and add links relevant to the document workspace

If you or team members discover relevant articles, documents, data sources, or Web sites, click Add NewLink Type the URL, a succinct description, and any notes you have that might be useful to other teammembers You and other members can see these details by hovering the mouse over a link, clicking thedrop-down arrow, and choosing Edit Link Additional options in the drop-down list are Delete Link andAlert Me About This Link

FIGURE 40-17

If the document is checked out, then Check In is the top option in the menu; if the document is not checked out,then Check Out is the top option

Check In

If the document in the current window is checked out, choose Office Button ➪ Server Tasks ➪ Check In tocheck the document back in so others can edit and view changes and updates The Check In dialog boxappears, as shown in Figure 40-18

FIGURE 40-18

When checking in a document, add a comment indicating what kinds of changes you made

Under Version Comments, type a comment, if appropriate, indicating the nature of changes you made tothe document It’s often even more useful, however, to enable tracking of changes on documents that arechecked out, so other users can see directly what changes were made, who made them, and when

Note that when checking a document in, you can also click “Keep the document checked out after checking

in this version.” Do this if you are making a series of unrelated changes, and want to preserve separate sions for each set of changes Adding version comments is essential to letting other team members knowwhat you did, and why

ver-Check Out

Use Check Out to prevent others from making changes while you are editing the document Note that it’spossible to save changes to the server (depending on server settings) even if you haven’t checked the docu-ment out For orderly and coordinated team editing, however, it’s important to use the check-out andcheck-in systems to prevent team members from working at cross purposes

Discard Check Out

Use this option at any time to abandon any changes that haven’t been saved to the server and to delete yourprivate local copy of the file You might want to do this if you learn that your current efforts are moot or ifyou want to start over

View Version History

Use version history to compare different versions of the same document and comments Choose OfficeButton ➪ Server Tasks ➪ View Version History to display the dialog box shown in Figure 40-19 From here,you can select two versions and click Compare to see how the two versions differ Or, select a single versionand choose Open or Delete to open or remove the selected version Click Restore to make the selected ver-sion the latest version for normal check-out procedures

FIGURE 40-19

Use the Versions dialog box to manage and edit different versions of the same document

Document Management Information

Use the Document Management Information tool to toggle the Document Management pane When aSharePoint document isn’t open, the Document Workspace options are presented

View Workflow Tasks

Use this tool to view workflow This is another way to access the same information you can see in theDocument Management pane

Summary

In this chapter, you’ve seen how SharePoint integrates with Word 2007 You’ve learned how to initiate tact with a SharePoint site and create document workspaces, as well as use Word’s Document Managementpane to manage certain aspects of the SharePoint site You should now be able to do the following:

con-n Publish a document to your SharePoint site

n Check out (open) a document from a SharePoint workspace

n Add new documents and folders to a SharePoint workspace

n Find the owner of a document and be able to contact them

Groove is a collaborative alternative to SharePoint (discussed in the

previ-ous chapter) One is tempted to call it a poor man’s SharePoint¸ butMicrosoft would be quick to point out that Groove offers a robust featureset that gives users advantages otherwise not available

From an organizational standpoint, Groove 2007, a peer-to-peer collaboration

tool, is less expensive and administratively easier than buying, setting up, and

maintaining a SharePoint server From the user’s standpoint — particularly

non-enterprise users — Groove 2007 offers some of the advantages you get from using

SharePoint at a fraction of the cost If what you really want to do is share Word

documents so users can benefit from each other’s updates without having to

resort to e-mail, Groove 2007 might be all you need Similarly, if you have work,

home, and notebook computers on which you need to synchronize files, Groove

2007 might be just what the doctor ordered

In this chapter, you’ll learn how to use Groove as a way to manage shared Word

documents Groove 2007 has a lot of dimensions that are beyond the scope of

Office 2007 Bible, so you won’t end up being a Groove expert However, if you

have Groove 2007 and haven’t even started it yet, this chapter will give you a

basic sense of how to use it, and what it can do for you, a Word user

Groove versus SharePoint

Does Groove replace SharePoint? In a word — no If you need the collaborative

and server facilities of SharePoint, Groove 2007 is not a substitute The client

Groove application does not provide for the following:

n Check-in and check-out of documents so that two people can’t edit at

cross purposes

n Server storage of shared workspace documents

n Access to documents and a managed workspace using Word’s built-in

features

n An enterprise-wide server location for managing a team project

IN THIS CHAPTERGroove versus SharePoint Groove basics

Creating and deleting accounts Creating and deleting

workspaces Sending workspace invitations Working with workspace documents

Groove

Conversely, is SharePoint really what you want? Suppose for example, that you want to be able to edit aproject’s files from multiple locations, such as your work computer, your home computer, and your note-book computer In addition, suppose some or all of those computers are sometimes offline Groove enablesyou to do the following:

n Automatically (or on demand) synchronize a shared “workspace” when you are connected to theInternet

n Work on documents even when you aren’t connected to the Internet, and then synchronize thenext time you’re connected

n Share a workspace with multiple peers who aren’t on your work network or in the same Windowsworkgroup or domain

n Share multiple workspaces with multiple peers, including yourself (no need to pretend you’resomeone else) when you’re using a different computer

For some users, it’s not a choice between the two SharePoint serves some needs best, and Groove servesother needs best There are times, in fact, when SharePoint and Groove can work together, but whenSharePoint isn’t an option or when you have to choose between the two, Groove often comes out ahead incalculations centered on cost, convenience, and functionality — especially for small groups, and especially ifyou yourself comprise a small group

Using the Groove 2007 Client

Unlike SharePoint, which is covered in Chapter 40, Groove does not add any extra features to Word or takespecial advantage of any of Word’s existing features Nor does Groove provide shared or coordinated access

to the same files, for the most part (see “Working with groovy documents,” later in this chapter) Instead,when sharing a workspace, each computer has its own local copy of the files in the workspace This mightseem redundant, but what it lacks in storage thriftiness it makes up for in convenience

If you are working in an enterprise, you might have access to additional facilities through Groove Server orSharePoint Because implementation can vary substantially, it would be impossible for this chapter to accu-rately or adequately describe how you interact with the environment created by your IT department.Instead, this chapter focuses on the individual user’s Groove experience, and aspects common to all users ofthe Groove 2007 client application

Groove basics

There are two main Groove windows: the Launchbar and the Workspace window When you install Groove,two things happen A Groove icon is added to the Windows notification area (the system tray), and theLaunchbar opens The Launchbar, shown in Figure 41-1, by default is displayed in tabbed view It has twomain tabs: Workspaces and Contacts If you like seeing more information in one glance, choose Options, andremove the check next to Tabbed View Groove then displays Workspaces and Contacts stacked on top of eachother, with Command Tasks at the bottom When you click in Workspace List or Contact List, the CommonTasks list changes to display tasks related to the selected list, just as it changes when you change tabs

Use the Launchbar to create new workspaces, change workspace properties, control alerts, issue invitations,and add and remove contacts, among other things

To display the Workspace window, right-click the Groove icon in the system tray and choose Open ➪Workspace In Select Workspace, click the workspace you want to open and then click OK You will learnmore about workspaces in “Workspaces,” later in this chapter The Workspace window offers a number ofthe same facilities as the Launchbar

FIGURE 41-1

Use the Launchbar to access your Workspaces and Contacts lists

Account

In order to use Groove, you need an account To create a new Groove account, right-click the Groove icon

in the system tray and choose New Account Choose Create a New Groove Account in the AccountConfiguration Wizard, and click Next to proceed In the Groove Account Configuration Code step, if youdon’t know what a Groove Account Configuration Code is, choose I don’t have a Groove AccountConfiguration Code, and proudly click Next In the next Window, type your name and e-mail address (butread the following Tip before continuing)

Don’t use the identical name when creating multiple Groove accounts for yourself When you open a Groove window, your name is used to identify the accounts If you use the identical name, you won’t be able to tell which name is which account Instead, include something about the e-mail address parenthetically For example, I might have one account named Herb Tyson (MSN), another named Herb Tyson (Hotmail), and so on That way, I can tell which is which when I log onto Groove.

Type a password, confirm it, and provide a hint, if desired Choose the desired password behavior/settings,and then click Next Groove flashes the Create Account message box, and then asks whether to list you inthe Public Groove Directory If you want to be found, fine If you don’t, that’s fine, too Name Only is a nicecompromise, particularly if you have multiple accounts using the same name

Groove accounts are not tied to NET Passport or Windows Live ID The e-mail address and word you type in Enter Groove Account Information have nothing to do with NET Passport or Windows Live ID The password you type is one you are creating for logging into Groove It is not connected to your e-mail account Your e-mail address is simply one way that other Groove members can contact you.

pass-Deleting an account

Deleting an account can be a little confusing because of the way information is presented To delete anaccount, right-click the Groove icon on the system tray, click the account name you want to delete, andthen click Launchbar In the Launchbar window, choose Options ➪ Preferences ➪ Account tab The lowerpart of the Account tab panel displays the name of your computer — not your Groove account name Thatnotwithstanding, this is the place to delete the account It will not delete your computer name

NOTE

TIP

Deleting an account will delete any Standard workspaces you have created and all data and files they contain (see “Workspaces,” below) Back up anything you need to save before delet- ing an account.

Once you’ve backed up everything you need to save, click Delete Notice the admonitions about what ing does, and then click Yes to confirm Delete Account Groove deletes the account, leaving any otheraccounts you have untouched Click OK to complete this mindless wanton destruction

delet-Workspaces

To do anything useful with Groove, you need to create a workspace To do so, in either Launchbar or theWorkspace window, click New Workspace There are two basic kinds of workspaces: Standard and FileSharing The third, Template, will have templates listed only if your IT department has installed some foryou to use Do you have an IT department?

The Standard workspace, which has a Files tool and a Discussion tool (and to which you can add additionaltools, such as Calendar, Pictures, Notepad, InfoPath Forms, and Issue Tracking), is shown in Figure 41-2

At the left, notice the Workspace List This is the same workspace information you see in the Launchbar(unless there are shared folder workspaces, which are displayed in the Windows Explorer window) The “1”you see within an oval background indicates that one user is active in the displayed workspace

FIGURE 41-2

A standard Workspace displays in the Workspace window

The second kind of workspace, File Sharing, is not displayed in Groove’s Workspace window Instead, it isdisplayed in a Windows Explorer window, with the Groove Folder Synchronization panel at the left Exactlyhow this appears depends on whether you’re running Windows XP or Vista, but the basic look of the panelitself should be the same In the Windows Explorer toolbar, a Folder Sync tool will have been added Youcan use the Folder Sync tool to turn the Groove Folder Synchronization panel on and off It can be dis-played for any folder, not just folders that have been shared using Groove

If a folder has been shared using Groove, the Groove Folder Synchronization panel displays as shown in

Figure 41-3 Otherwise, the Groove Folder Synchronization panel explains its raison d’être It has one tool

that lets you make the displayed folder Groovy (make it a Groove file-sharing workspace), and another tool that tells you what I just told you, basically Another addition to Windows Explorer is a special foldericon that displays when a folder has been shared using Groove, also indicated in Figure 41-3 Note that this icon displays only when the account with which it is associated is active

CAUTION

CAUTION

FIGURE 41-3

When you install Groove, groovy additions are made to Windows Explorer The Groove Folder Synchronization

panel is added, along with a new icon that lets you know a folder has been shared using Groove

Removing workspaces

Because there are two different kinds of workspaces, there are two ways of removing or disassociating themfrom Groove For Standard workspaces, you delete them When you delete a Standard workspace, all of thefiles and other data it contains are deleted from your computer If you have any files you need to save, do itbefore deleting a workspace or an account that contains workspaces

To delete a Standard workspace, in the Launchbar or Workspace window, right-click the workspace youwant to remove and click Delete Notice the options provided, choose the course you want to follow, andproceed with caution Again, make sure you’ve backed up anything you don’t want to lose, because this

action will remove the files from your computer such that they are no longer accessible.

To remove a File Sharing workspace, you aren’t deleting it Instead, you’re simply telling Groove to stopsynchronizing and sharing it To do this, in the Launchbar, right-click the folder and choose Delete ➪ Fromthis Computer or For All Members If you choose the former, you’re only de-Grooving the folder on yourown computer If you choose the latter, you’re de-Grooving for all members In neither case, however, areany actual files deleted All that is removed is the association with Groove The folder accepts its gold watchand goes home

Unshared folder Shared folder

Sending workspace invitations

To be of any use, workspaces need to be used from different computers One way to do that is to invite ers, even if it’s just yourself

oth-You can invite someone to use a shared folder or a standard workspace either from the Launchbar or fromthe Groove Folder Synchronization panel To invite another user, in the Launchbar, click to select the work-space or File Sharing folder, and choose Invite to Workspace This displays the Send Invitation dialog box,shown in Figure 41-4 Note the buttons for recording, playing, and deleting a voice message Use this only

if the user is already on your list of Groove contacts and is currently online If the user isn’t available, theinvitation is sent by e-mail, and the recorded portion won’t be sent

FIGURE 41-4

You can type a message, record a message, or both

In the To field, type the name or e-mail address of the contact Set Role to Manager, Participant, or Guest.Consult Groove’s Help system to see how each is defined by default, and how to change the levels of accessgranted to each for a particular workspace

In the space provided, type a message If the contact is online and you’ve included a recording telling themwhat’s what, the message needn’t be too detailed However, if the invitation will go by e-mail, then you candecide what level of information and detail the invitee needs, based on your assessment of their familiaritywith Groove

To invite additional contacts, click Add More In the Add Recipients dialog box, type the name or e-mailaddress, or select it from cached contacts, if available Click Add to List to send a name into the RecipientsList Click Search for User if you need help finding a name When you’re done, click OK Back in the SendInvitation dialog box, decide whether to require acceptance confirmation, and then click Invite

To invite your other computer to the shared folder, with the folder selected in the Launchbar, click Invite

My Other Computers Click OK to confirm the notice shown in Figure 41-5 Computers to which you’vecopied your Groove account information will automatically receive the shared folder information

Record Play Delete Recording

FIGURE 41-5

Inviting your other computers to use a shared folder is quick and easy

Canceling pending invitations

Once someone has been invited to join a workspace and has accepted, you cannot cancel their membership.You can, however, cancel invitations that have not yet been accepted In the Launchbar, select the work-space and choose Options ➪ Cancel All Pending Invitations Note that this cancels all pending invitations

Accepting workspace invitations

You can receive a workspace invitation in either of two ways If you are online and logged into Groove, theinvitation shows up as a pop-up (or a pop-down, because it appears by the system tray), as shown in Figure41-6 If the invitation disappears before you can get to it, hover the mouse over the Groove icon in the sys-tem tray to make the message reappear Click the Invitation link

FIGURE 41-6

If you’re logged onto your Groove account, invitations arrive as pop-ups near your system tray

In Respond to Invitation, click Accept or Decline, as you wish, or Close to defer a decision If you clickReply and send a reply, that is in effect a verbose acceptance

If you’re not logged onto your Groove account, the invitation will arrive as an e-mail The e-mail will tain a link for you to click to accept the invitation

con-For some reason, the e-mail invitations sent by Groove sometimes contain broken links Due to the way the lines are wrapped, part of the link occurs on a successive line and is not included

as part of the link When that happens, copy the orphaned portion to the Clipboard and then click on the non-orphaned portion When your browser appears, press Esc to stop it from loading the broken link Paste the orphaned portion at the end of the URL shown, to complete it, and then press Enter to load the link.

Working with Groovy documents

As noted previously, Groove does not have facilities for version control or managing editing by multipleusers at the same time It does, however, check before saving changed files to the workspace When work-ing from a standard workspace, if there are changes, then Groove alerts you to that fact and asks if you want

to save the changes to the Groove workspace, as shown in Figure 41-7

NOTE

FIGURE 41-7

When using a standard workspace, Word prompts before saving changes to Groove

If the new version conflicts with an existing version — i.e., changes from another Groove user who is loggedinto the same workspace — Groove alerts you to the conflict You can then use either Word’s Compare orCombine commands to resolve the different changes

When saving to a folder shared by Groove, each user works with his or her own local copies of files.Depending on the type of synchronization used, there often will be no warning about file conflicts.However, Groove does still detect whether there are conflicting versions of the same file If there are, the lastversion saved is given a different name As described earlier, the user’s name is added to the documentname, in parentheses Use the Compare or Combine commands to resolve any differences

Summary

In this chapter, you’ve been introduced to Groove You now know how to create a Groove account, how tocreate workspaces, and how to share folders for use in Groove You should now be able to do the following:

n Use Groove to synchronize files on different computers you own

n Use Groove to synchronize work performed by a project team, without using SharePoint

n Add contacts to Groove

n Send workspace invitations to contacts

n Recognize Groove’s modified folder icons to determine that a folder has been shared by Groove

In some ways, using Office 2007 is like using a single multipurpose program.

Things mesh together almost seamlessly For example, when you insert a

chart into a Word 2007 document, if you don’t pay close attention, you

might not notice that the process starts Excel 2007 Back in the “olden days,” you

clearly knew you were using two programs

Although integration is now better than ever for many things you do in Office

2007, some times you wonder whether the left hand knows what the right hand

is doing For example, when copying cells from an Excel spreadsheet into a Word

table, you might wonder why the default action would paste a 100 ×100

selec-tion into a single Word table cell

In this chapter, you explore the ways in which Excel, PowerPoint, and Outlook

communicate with Word Some things are perfectly intuitive; others aren’t The

casual PowerPoint user might never stumble on how to send outlines back and

forth with Word Do you ever wonder about the array of different picture options

when copying images between Word and other programs? Which format should

you use, and what are the consequences of using this one or that? How can

past-ing a 40K picture into a Word file add 900K to its size? In this chapter, the focus

is on the less intuitive, to get you over some hurdles and stumbling blocks, and

to make sense of some of those little mysteries that can make using Word seem to

be a struggle

Excel

Although sharing work between Word and Excel often works well, differences in

how the two programs operate can produce confusing results You can address

this issue by becoming aware of those differences and working to accommodate

them This section looks at Word and Excel and ways to share text, data, tables,

and graphics

IN THIS CHAPTERSending data between Excel and Word

Copying tables between Excel and Word

Exchanging outlines with PowerPoint presentations Exporting PowerPoint handouts

to Word and using Excel cells in PowerPoint

Using the Outlook Address Book

in Word Outlook and Word — the Smart Tag connection

Integration with Other Office Applications

Using Excel content in Word

Word offers a variety of different ways to share and exchange content with Excel:

n Clipboard: Copy content to the Clipboard and then use Paste or Paste Special to insert the

con-tents into Word or Excel Commandment: When in doubt, use Paste Special

n Chart: Use Office 2007’s new Chart feature to create a chart inside Word using Excel’s facilities.

n Object: Use Insert ➪ Text ➪ Object ➪ Object ➪ Create New or Create from File to embed all or

part of an Excel worksheet into a Word document

n File: Use Insert ➪ Text ➪ Object ➪ Text from File to insert content from an Excel worksheet into a

Word file

A common method that does not work, however, is drag and drop You cannot select data or other content

in Excel and drag it into Word The reverse does work, however, as you’ll see shortly

Clipboard

Excel’s Clipboard works differently from the Clipboard in most other Office programs Why? Nobody seems

to know for certain, although theories abound If you’re not an Excel veteran, however, it’s likely to botheryou When you select cells in an Excel worksheet, they are highlighted as shown in Figure 42-1 At thispoint, they are merely highlighted and cannot be moved or otherwise acted upon You also need to copy (orcut) the selection to the Clipboard, by pressing Ctrl+C, right-clicking, and choosing Copy, etc

FIGURE 42-1

To move cells in Excel, it’s not enough to select them; you have to copy them to the Clipboard

Even after you’ve copied the selection to the Clipboard, the Excel selection needs to remain highlighted asshown (surrounded by a dashed outline) If you press Esc in Excel or double-click elsewhere (or performdozens of other actions in Excel), the Paste button dies Even if the data has actually been copied to theClipboard, you still can’t use the Paste button unless the selection is still active in Excel More to the point,the Paste Special feature is no longer available, and Paste Special often is the best way to deal with Exceldata

When the selection has been disturbed, and if the Clipboard was set up to automatically collect data, youcan use the Clipboard pane itself to paste the selection into Word However, the Paste Special options aren’tavailable The Office Clipboard develops a terrible case of amnesia about Excel’s data unless the selection isstill active Therefore, don’t get distracted in the middle of trying to copy data from Excel to Word

With the selection active in Excel, click where you want the data to appear in Word, click the Paste button’sdrop-down arrow, and choose Paste Special (or press Ctrl+Alt+V) The Paste Special dialog box, shown inFigure 42-2, appears Notice that the default is HTML format Why is that the default, rather thanFormatted Text (RTF), and does it make any difference?

clipboard and ready

to be acted upon

differ-n Microsoft Office Excel Worksheet Object: Inserts the selection as a complete mini-spreadsheet,

complete with Excel facilities

n Formatted Text (RTF): Inserts formatted text as a table, retaining the cell, column, and row

for-matting in effect in the Excel file This option often misinterprets cell shading and other colors

n Unformatted Text: Inserts plain text with no attributes.

n Picture (Windows Metafile): Inserts an emfpicture file that does not retain the cell divisions in theresulting picture, that is, it’s just a picture of the text (larger than either Bitmap or Enhanced Metafile)

n Bitmap: Inserts a pngpicture file (smaller than either of the other two picture options; thisoption retains the cell divisions in the picture)

n Picture (Enhanced Metafile): Inserts an emfpicture file that is essentially identical in ance to the Windows Metafile, but is slightly smaller in size

appear-n HTML Format: Retains text formatting but doesn’t retain all of the table formatting This feature

usually results in a table that is smaller in width than the RTF table This option inserts cell ing and colors more accurately than RTF

shad-n Unformatted Unicode Text: Usually, this option yields the same result as Unformatted Text.

Unicode goes well beyond ASCII and ANSI and provides for many more characters and guages If you find that linguistic information is being lost when you’re pasting as unformattedtext, then switch to unformatted Unicode text

lan-When you copy graphics from Excel to Word, the rules change a bit and become more familiar Right-click thegraphic and choose Copy This time, you don’t get the dashed selection because you’re not copying cells — soit’s a bit simpler, and after something has been copied to the Clipboard, the Paste Special options remain avail-able Switch to Word and you’ll see the options shown in Figure 42-3

FIGURE 42-3

When copying pictures from Excel to Word, no special handling is required

The simplicity stops there, however, because the choice you make can produce wildly varying file sizes Forexample, a 40K jpgfile was inserted into an Excel worksheet It was then copied to the Clipboard so that

it could be pasted back into Word to see what difference the different Paste Special options make The matic differences are shown in Table 42-1

dra-TABLE 42-1

Graphics Sizes When Using Different Paste Methods

Paste Special Method File Extension Size

When using Paste Special, you might want to experiment to see which format gives you the best appearance

in your document depending on how it is to be presented (online versus on paper) However, based on filesize, Word’s default option, Microsoft Office Graphic Object, is the best choice

When you insert a chart using Insert ➪ Illustrations ➪ Chart, assuming that Excel 2007 is installed andavailable, Word starts Excel, uses a placeholder data set in an Excel worksheet, and creates a chart based onthat data The chart is embedded as an Excel object in Word Use Excel to replace the data set with the datayou want to use The chart and all information taken from the data set are updated automatically

Formatting is performed using the Chart Tools tabs on the Ribbon — Design, Layout, and Format If youneed to change the data, however, you use Excel, but don’t start Excel directly Instead, click inside thechart, choose the Chart Tools Design tab on the Ribbon, and then click Select Data or Edit Data in the Datasection of the Ribbon, as shown in Figure 42-4

FIGURE 42-4

You can swap rows and columns without resorting to Excel To edit the data, however, you need Excel

When you make changes to the data, the chart itself in Word is updated automatically If you might need toundo changes, leave Excel open As long as it remains open, Ctrl+Z will work If you close Excel, changes tothe chart and data set are saved automatically However, Excel really does close, so Ctrl+Z will no longerundo changes you might have made

Object

A third way to use Excel data in a Word document is as an object In Word, choose Insert ➪ Text ➪Object ➪ Object To use an existing Excel worksheet, click Create from File To create a new Excel object,click Create New

Create from File

Use the Browse button to navigate to the target file Choose Link to File or Display as Icon, according toyour needs, and click OK

Typically, you would use Display as Icon when the purpose is to provide access to the contents

of the Excel file rather than to display it For example, suppose you have a number of tax tables that you want to provide to the reader Some readers need one table, others need another, and so on A doc- ument will be much less cluttered if users can click a link to open the data set of interest in Excel rather than make all readers look through all the data files to find the one they want.

Create New

In the Create New tab of the Object dialog box, select the desired type of Excel object, as shown in Figure42-5 Choose Display as Icon if desired (click Change Icon if appropriate) and then click OK Use Excel’stools to create the desired object and then close Excel When you close Excel, you will be prompted to savethe changes in the Word document Click Yes to save the changes; click No to keep working on the Excelobject; or click No if you don’t mind losing the work you’ve been doing

NOTE

FIGURE 42-5

You can create any of five types of Excel objects from Word

Notice that when working in Excel this way, you can’t get inside the Excel object to save your work Saving is controlled within the Word process If you want to have an independent ver- sion of the Excel object that is accessible from Excel without using Word, copy the contents of the “objec- tized” Excel worksheet to the Clipboard, open the full Excel application, paste your work into it, and save it.

To insert the contents of the file, click Insert To link to the contents, click the drop-down arrow next toInsert and select Insert as Link Word now issues a confirmation dialog box If you’re sure the Excel fileyou’re opening is safe, click Yes

From spreadsheet to table

When you use one of the methods shown to insert formatted Excel data into Word, a Word table is createdautomatically Sometimes, however, you need to insert data into a table that already exists Typically, twoproblems can occur First, sometimes the pasted cells don’t go exactly where you want them to go Second,

no matter what you do, the formatting in the table never ends up exactly as you want

To handle the first problem, the dimensions (rows and columns) of the source must be identical to the tination, and the destination cells must be selected For example, if you are pasting a selection of cells thatcontains five rows and four columns, the destination must also be 5 ×4, and you must select the destina-tion cells If you try to paste in the top-left cell (which seems logical, right?), Word pastes the entire selec-tion into that cell, so you end up with a table within a table

des-There is no perfect way to handle the second problem Even if you choose the setting Office Button ➪ WordOptions ➪ Advanced ➪ Pasting from other programs to Match Destination Formatting or Keep Text Only,

something in the formatting will be messed up — usually the spacing.

Your best bet, assuming that you’re using a style, is to choose Paste Special ➪ Unformatted Text and thenreapply the style to the pasted cells Alternatively, if some table cells contain the correct formatting, use theFormat Painter to reformat the pasted cells as desired

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If you are inserting new cells into an existing table (as opposed to replacing existing material), insert blank rows so that you have empty cells that you can select and into which you can paste the incoming cells.

Using Word content in Excel

Going from Word into Excel isn’t quite as tricky as going from Excel into Word, although some quirks exist

to be aware of

Clipboard

When you paste content from Word into Excel — using the default Paste behavior — different kinds of tent are handled differently To see your options, make your selection in Word and copy or cut it to theClipboard In Excel, click the Paste drop-down arrow for the options shown in Figure 42-6

con-FIGURE 42-6

When pasting text, table material, or both from Word into Excel, you can paste as a link, a picture (including text

and tables), or a picture link

When you paste a picture link, if the source text or tables material is updated, then it is matically updated in Word If you replace the picture, the picture will not be updated If the source picture is updated (that is, it is linked and the original picture changes but it keeps the same name and location), the picture will be updated.

auto-When you paste text that includes one or no paragraph marks, it is inserted into the selected cell If theselection contains multiple paragraphs, it is inserted into consecutive cells in the target column For exam-ple, if the Clipboard contains three paragraphs and you paste into Row 1 Column 1, the three paragraphsare inserted into Row 1 Column 1, Row 2 Column 1, and Row 3 Column 1, respectively

When you paste all or part of a table into Excel, the cells are inserted into separate cells matching the nal selection in Word Destination cells do not need to be selected For example, to copy a 5 ×4 table fromWord to Excel, select the table and copy or cut it to the Clipboard Right-click in the upper-left cell of the 5

origi-×4 area where you want the table to appear and choose Paste Formatting and cell shading is copied to thedestination unless you choose Paste Special ➪ Text (or Unicode Text)

In Excel, when you choose Paste Special, unformatted text is indicated only as Text, without the word unformatted.

When you paste a picture from Word into Excel, it is inserted into Excel’s drawing layer rather than intocells Note that Excel does not have an In Line with Text option for graphics

NOTE NOTE

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Drag and drop

In contrast to going from Excel to Word, when you go from Word to Excel, drag and drop does work, aslong as drag and drop editing is enabled in Word (choose Office Button ➪ Word Options ➪ Advanced ➪Editing Options ➪ Allow Text to Be Dragged and Dropped)

When you drag from one program to another, the normal default is for text to be copied When you drag from Word to Excel, the default action is to move the selection If you really want to move the text, fine If you instead merely want to copy, then you need to press the Ctrl key when you drop the text You don’t need to press Ctrl when you begin the drag However, you do need to press it when you drop When you press the Ctrl key, notice that the drag icon suddenly gains a + sign, signifying that it will be copied.

Object

You can insert a new or existing Word document into an Excel file as an object To insert part of an existingWord file as an object, select the portion you want and copy it to the Clipboard Click where you want it toreside, choose the Paste button’s drop-down arrow, and then choose Paste Special In the Paste Special dia-log box, shown in Figure 42-7, choose Microsoft Office Word Document Object Select Display as Icon andPaste or Paste Link, as needed, and then click OK Note that when using the Clipboard approach, you oftencan’t get the entire document, even if you press Ctrl+A (Select All) That’s because Ctrl+A excludes contentssuch as headers, footers, and footnotes To insert the entire file as an object, therefore, you need to use a dif-ferent approach

FIGURE 42-7

Use Paste Special to paste the Clipboard’s contents as a Word object

To insert the entire file as an object, in Excel, choose Insert ➪ Object If you’re using Create New or Createfrom File, proceed as shown earlier in this chapter

CAUTION

CAUTION

In some ways, Word and PowerPoint were meant to work together That’s because PowerPoint uses headinglevels that are similar to Word’s Heading styles When creating a PowerPoint presentation, for example, it’s asimple matter to convert a Word outline into a PowerPoint presentation (or at least the basis for one), or touse a PowerPoint presentation as an outline for a Word document

Converting Word to PowerPoint presentations

Converting a Word document outline into a PowerPoint presentation is simple — as long as you’ve usedWord’s Heading styles for your outline, and as long as the outline contains no other text Unfortunately,PowerPoint is not able to extract just the outline from a Word document, so you must manage that trickyourself if the document has already been written

A quick way to obtain an outline from a Word document that was formatted using Heading levels is to insert a table of contents Copy the table of contents to another document, press Ctrl+Shift+F9 to convert it to static text, save it, and then proceed.

To convert a Word outline into a PowerPoint presentation, in PowerPoint, start a new PowerPoint tion (Ctrl+N) In the Home tab of the Ribbon in PowerPoint, click the New Slide drop-down arrow in theSlides group and choose Slides from Outline, as shown in Figure 42-8 In the Insert Outline dialog box,find the document containing your outline, select it, and click Insert

presenta-FIGURE 42-8

You can use a Word outline to create a PowerPoint presentation

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After you’ve inserted an outline into a PowerPoint presentation, you’ll often discover that stray

or extra paragraph marks insinuate themselves prominently in the PowerPoint presentation You can fix them in PowerPoint, or, if it’s easier, press Ctrl+Z to undo the insert, clean up the outline in Word, and then try again.

In PowerPoint’s Normal view, click the Outline tab Working with a presentation in Outline view, you might find it as easy to clean up an imported outline there as it would be to go back

to Word and start over Note that some of Word’s more useful outlining keystrokes, such as Alt+Shift+arrow keys, perform the same actions in PowerPoint as they do in Word — demoting, promoting, and moving selected outline headings.

Converting PowerPoint presentations to Word documents

You can also go in the other direction, using a PowerPoint presentation as a starting outline for a Word ument In PowerPoint, choose Office Button ➪ Save As Set Save as Type to Outline/RTF (*.rtf) and clickSave Unlike Word, PowerPoint does not open or display the rtffile, and it is immediately available forWord to open without your having to close anything in PowerPoint

doc-In Word, choose Office Button ➪ Open, navigate to the rtffile you just created, and open it Then switch

to Outline view Look, Ma! It’s an outline! The top level for each slide was assigned Heading 1, the next levelHeading 2, and so on

You now have a Word outline of your document, and all you need to do now is fill in those petty details.You know — that stuff called content

Exporting PowerPoint handouts to Word

Because PowerPoint gives you limited options for formatting the notes and handouts pages, you might want

to create your handouts and other documents based on presentation content in Microsoft Word To sendyour presentation to Word, choose Office Button ➪ Publish ➪ Create Handouts in Microsoft Office Word.The Send To Microsoft Office Word dialog box that appears enables you to select the format you want fromamong these choices:

n Notes Next to Slides

n Blank Lines Next to Slides

n Notes Below Slides

n Blank Lines Below Slides

n Outline OnlyClick the format option that you prefer and then click OK Word launches, if necessary, and displays thenew handout document, as in the one shown in Figure 42-9 From there, you can format and save the doc-ument as you wish

Using Excel to add a table that calculates

If you need to calculate values in a table in PowerPoint, you can embed information from Excel directly on

a slide With the slide where you want to insert the table displayed, choose Insert ➪ Tables ➪ Table ➪ ExcelSpreadsheet The cells appear as a new object on the slide, and Excel’s Ribbon tabs appear You can typelabels, values, and formulas into cells as needed; resize and move the object; and use the tab choices for for-matting and completing the embedded Excel table

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NOTE