1. 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. Windows ® SharePoint ® Services sites enable you to easily collaborate online with others on the corporate network. SharePoint sites are integrated with Microsoft ® Office ® 2003, so that working on a SharePoint site within and between Office 2003 programs is simple. Topics in this guide: Click Create. 3 Create a Document Collaboration Workspace The easiest way to create a Document Workspace is to build one from within an Office 2003 Word, Excel, PowerPoint, or Visio file. The resulting Workspace is built onto one of your existing SharePoint Team Sites or your My Site. You can choose the location during the creation process. Save the Word, Excel, PowerPoint, or Visio file for which you wish to create a workspace, and then open the Tools menu and click Shared Workspace. 1 Invite Others to Collaborate on a Document Now that you have created a collaboration workspace, you need to tell others about it and invite them to begin collaborating. 1 In the Shared Workspace pane, near the bottom, click Add new members. (The Shared Workspace pane should appear automatically when you open the document. If you do not see it, on the Tools menu, click Shared Workspace.) Note Though the Document Workspace is created on an existing SharePoint site, the workspace is effectively an independent Web site. The only indications that it exists on the parent site will be the address in the browser address Bar and a link to the parent site in the upper right of the Document Workspace Web site. 2 In the Shared Workspace pane, give your Document Workspace a name. (The file name appears by default.) Now choose a location for the workspace. The location list shows you all the parent SharePoint sites where your workspace can reside. You can also type an address that goes directly to a SharePoint site. Create a Document Collaboration Workspace Invite Others to Collaborate on a Document Collaborate on a Document Use Version Control Delete a Document Workspace

2. 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. 4 With the e-mail invitation check box selected, click OK. An Outlook window opens with a default message to your invitees Add any other information you would like to provide to your invitees, and then click Send. 5 Collaborate on a Document With your workspace created and your collaborators chosen, you are now ready to begin working on your document. Generally, collaborators go to the workspace, check out the document, make changes to it, and then check it back in. This check-out procedure insures that no one introduces changes to the document while someone else is working on it. Go to the Document Workspace and move your pointer over the document you want to work on. When the arrow appears, click it and then click Check Out. 1 In the Add New Members window, add the e-mail addresses or the user names of those you want to work on your file. Separate the addresses or names with semicolons. Note By default, your invitees are given Contributor privileges. This means they will be able to change documents in the workspace. SharePoint uses site groups to manage different privilege levels within workspaces. To assign different privileges, click a site group from the list. Click Next, and then Finish. 3 2 To work on the checked-out document, click again, and then click Edit in Microsoft Office Word. (Your Edit application option may be different, depending on the nature of your file.) Make your changes, and then save and close the document. 2 Notes You can also add new members from the Document Workspace itself. To reach the workspace from the document, in the Shared Workspace pane, click Open site in browser. At the top of the page, click Site Settings. Under Administration, click Manage users. On the Manage Users page, click Add Users. It is important to limit availability of sensitive date posted on your SharePoint site to only those who require it. 3 In the Check In dialog box, click Check in file, and then click OK. (You can also click Keep checked out, which will save your changes to the document, but keep the fie checked out to you.) 4 Invite Others to Collaborate on a Document Now that you have created a collaboration workspace, you need to tell others about it and invite them to begin collaborating. 1 In the Shared Workspace pane, near the bottom, click Add new members. (The Shared Workspace pane should appear automatically when you open the document. If you do not see it, on the Tools menu, click Shared Workspace.)

3. 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. On the Document Library Settings: Shared Documents page, in the Document Versions section, click Yes. On your Document Workspace, at the top of the page click Site Settings. 1 2 3 4 5 6 Use Version Control When you activate the version control feature in SharePoint, you save a version of your document each time it changes during the collaboration process. Version control is useful for keeping a history of a document and for restoring it to a previous version if necessary. To see the versions of your document, click next to the document and then click Version History. To restore or delete a version, click the arrow next to the version, and then click the appropriate option. 5 Tips For a record of all changes made to the document, activate SharePoint version control. (For more information, see the following topic.) You can receive a notice whenever a change is made to the document. Click next to the document, click Alert Me, fill out the information, and then click OK. Enter comments in the Check In Comments box, and then click OK. On the Site Settings page, under Customization, click Modify site content. On the Modify Site Content page, click Customize “Shared Documents.” On the Customize Shared Documents page, under General Settings, click Change general settings. At the bottom of the page, click OK.

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. Delete a Document Workspace When your document collaboration is complete and you have saved your work elsewhere, delete your workspace. This frees space on the SharePoint servers for other employees. 1 2 3 4 On your Document Workspace, at the top of the page, click Site Settings. Under Administration, click Go to Site Administration. Under Management and Statistics, click Delete this site. On the Delete Web Site page, click Delete. Note To delete individual documents in the workspace, move your pointer over the document until arrow appears. Click the arrow, and then click Delete.