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1 of 4 This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. © 2007 Microsoft Corporation. All rights reserved. A Windows® SharePoint® Services Meeting Workspace is a Web site where you create and store agendas, minutes, documents, and other communications for your meetings. Meeting Workspaces are created at the same time that you create an Outlook meeting request. Topics in this guide: Create a Meeting Workspace Link a Meeting Request to an Existing Workspace Change Workspace Permissions View an Existing Workspace Apply Agenda Items Across All Meetings Delete a Workspace Create Meeting Workspace When you create a Meeting Workspace from within a Microsoft® Office® Outlook meeting request, SharePoint gives your attendees access to the workspace. To create a workspace through Outlook, you must first have access to a SharePoint site (for example a My Site or Team Site), where your workspace will reside. The default location for your workspace is your My Site. In Outlook, create a meeting request. On the Appointment tab of the meeting request, click Meeting Workspace. Note The Meeting Workspace button appears after you click the Invite Attendees button. 1 2 3 To accept the default settings, click Create. To change the default settings, click Change settings. In the Select a location list, click the site that you want to put your Meeting Workspace on. If your meeting is an ongoing team meeting, you may want to put the Meeting Workspace on your team site. If your team site is not listed, choose Other, and type in the URL of your team site (without.aspx). In the Select a template type list, click the template that you want (the Basic Meeting Workspace template contains the standard items to get you started). Click OK, and then click Create. In the Meeting Workspace task pane, review the default settings for the new workspace. You’ll see where the workspace will exist and what type of template will be used. Default Settings
2 of 4 This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. © 2007 Microsoft Corporation. All rights reserved. Under Select a workspace, click Link to an existing workspace. Note It is important to limit availability of sensitive data posted on your SharePoint site to only those who require it. 4 5 When you are done, return to the meeting request, and then click Send. The request includes a link to the Meeting Workspace. Link a Meeting Request to an Existing Workspace If you already have a Meeting Workspace, you can link to it from an Outlook meeting request. Open a new or existing meeting request and click Meeting Workspace. 1 2 3 In the Meeting Workspace task pane, under Create a Workspace, click Change settings. Choose the location using the Select a Location pull-down menu. To add content (agenda items or documents) to the meeting workspace, open the meeting request on your calendar, and then click the link in the body to open the meeting workspace. Notes To find your Meeting Workspace on a team site: Go to the team site. Click Documents and Lists. In the left navigation pane, under See Also, click Meeting Workspaces. To find your Meeting Workspace on a My Site: Go to your My Site. Under Select View on the left navigation, click Public. The Meeting Workspaces are listed at the bottom of the page. From the workspace list, click the workspace to use. Click OK, and then click Link. 4 Change Workspace Permissions As the meeting organizer, you are automatically added to the Attendees list and assigned Administrator permissions. Members of the Administrator group can add attendees, or modify information for any attendee. Anyone you invite to the workspace is automatically added as a contributor to the workspace. See the Learn More about SharePoint Site Access and Storage guide for more information on SharePoint permissions.
3 of 4 This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. © 2007 Microsoft Corporation. All rights reserved. View an Existing Workspace There are several ways to access a Meeting Workspace—from a meeting request, from the calendar, from a meeting reminder, or from a team site. From a meeting request, click Meeting Workspace. From a calendar item, right-click the item (such as a meeting or appointment), and then click View Meeting Workspace. From a meeting reminder, on the Meeting Services list, click View Meeting Workspace. From a team site, click Documents and Lists. In the left navigation pane, under See Also, click Meeting Workspaces. A list appears of all Meeting Workspaces on the site. Tip Go to a meeting on your Outlook Calendar that you believe has a meeting workspace associated with it. Right-click the calendar item and select View Meeting Workspace. You will be taken directly to the workspace for the most current meeting. On the Meeting Workspace home page, click Agenda on the Agenda title bar. If you need instructions to find your workspace, see View an Existing Workspace on page 3. In the left navigation pane, under Actions, click Modify settings and columns. Under General Settings, click Change General Settings. Apply Agenda Items Across All Meetings You may need to include the same topics from meeting to meeting. To apply agenda items across all meetings: 1 3 2 Go to the Meeting Workspace. Delete a Workspace 1 Click Modify This Workspace, and then click Site Settings. Under Administration, click Go to Site Administration. Under Management and Statistics, click Delete this site. 2 4 Next to Share List Items Across All Meetings, click Yes. 3 4
4 of 4 This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. © 2007 Microsoft Corporation. All rights reserved. Notes Deleting a Meeting Workspace deletes all information on the Meeting Workspace site. Deleting a Meeting Workspace in SharePoint does not update the meeting information contained in Outlook—open the meeting request in Outlook to update or delete information there. If you cancel or delete a meeting in Outlook, the Meeting Workspace is not deleted and remains on the SharePoint site. The link from your meeting request to the meeting workspace is lost. If you need to recreate a meeting request that you cancelled or deleted in Outlook, you need to reestablish a link to the meeting workspace on your team site. See Link an Existing Workspace to a Meeting Request on page 2 for instructions. If you need to change the day, location of the meeting, or update your meeting request, don't cancel the meeting request—send an updated meeting request to attendees instead. This will maintain the link between the meeting request and the meeting workspace.
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