Doing More with Microsoft Windows SharePoint Services

Working with Meeting Workspaces

Creating an Independent Meeting Workspace

1To begin creating a basic meeting workspace, on the Team Web Site Home page, on the top link bar, click Create.
2To display a list of the types of Web pages and sites you can create, on the Team Web Site Create Page, in the left pane, on the Select a View menu, click Web Pages.
3To create a workspace, in the right pane, under Web Pages, click Sites and Workspaces.
4To provide a title for the new site, on the Team Web Site New SharePoint Site page, for the purposes of this exercise, press SPACEBAR, and wait as the text is typed for you.
5To provide a description for the new site, press SPACEBAR, and wait as the text is typed for you.
6To provide the URL name for the new site, press SPACEBAR, wait as the text is typed for you, and then click below the scroll box on the scroll bar.
7To give the workspace the same permissions as the current site, ensure that the Use same permissions as parent site option is selected, and then click Create.
8To provide the workspace with a document library and basic lists, on the Annual Meeting Template Selection page, in the Template list, click Basic Meeting Workspace, click below the scroll box on the scroll bar, and then click OK.
9To return to the parent site, on the Annual Meeting page, on the top link bar, click Up to Team Web Site.

Creating an Event-Specific Meeting Workspace

1To view a list of events and their associated information, on the Customer Service Team Home page, in the right pane, click Events.
2To open the meeting workspace for a recurring event, on the Customer Service Team Events page, click the indicated Meeting Workspace icon to the left of Sales team mtg.
3To view the meeting workspace created for a specific instance of the recurring event, on the Sales team mtg page, in the left pane, on the Meeting Series bar, click 12/26/2005.
4To return to the Events list containing the selected meeting, under Location, click Go to Events.
5To begin creating a meeting workspace linked to an existing event, on the Customer Service Team Events page, in the right pane, point to Customer service training, click the arrow that appears, and then click Edit Item.
6To begin creating a meeting workspace linked to this event, on the Customer Service Team Events: Customer service training page, click once below the scroll box on the scroll bar.
7To create a meeting workspace linked to this event, click to select the indicated check box.
8To create the meeting workspace, click once above the scroll box on the scroll bar, and then on the Events: Customer service training toolbar, click Save and Close.
9To accept the title and URL name that is based on the event information, on the Customer Service Team New Meeting Workspace page, click once below the scroll box on the scroll bar.
10To give the meeting workspace the same permissions as the current site, ensure that the Use same permissions as parent site option is selected, and then click OK.
11To include Web Parts for tracking tasks and recording decisions, on the Customer service training Template Selection page, in the Template list, click Decision Meeting Workspace, click below the scroll box on the scroll bar, and then click OK.
12To return to the parent site, on the Customer service training page, on the top link bar, click Up to Customer Service Team.

Adding Items to a Meeting Workspace

1To open the meeting workspace for the instance of the recurring meeting you want to update, on the Sales team mtg page, on the Meeting Series bar, click 10/31/2005.
2To begin adding a topic as an objective, on the Sales team mtg page, in the right pane, under Objectives, click Add new item.
3To enter the meeting objective, on the Sales team mtg Objectives: New Item page, for the purposes of this exercise, press SPACEBAR, and wait as the text is typed for you.
4To save the meeting objective, on the Objectives: New Item toolbar, click Save and Close.
5To begin adding an item to the agenda for this instance of the meeting, on the Sales team mtg page, in the right pane, under Agenda, click Add new item.
6To enter the subject, on the Sales team mtg Agenda: New Item page, press SPACEBAR, and the information will be typed for you.
7To specify the owner, on the Sales team mtg Agenda: New Item page, press SPACEBAR, and the information will be typed for you.
8To enter the time, on the Sales team mtg Agenda: New Item page, press SPACEBAR, and the information will be typed for you.
9To save the agenda item, on the Sales team mtg Agenda: New Item page, on the Agenda: New Item toolbar, click Save and Close.
10To begin adding a document to the document library of this meeting workspace so that attendees can review it before the meeting, on the Sales team mtg page, under Document Library, click Add new document.
11To select the document you want to add to the document library, on the Sales team mtg Document Library: Upload Document page, click the Browse button next to the Name box.
12To browse to the file, in the Choose file dialog box, double-click The Garden Company, click PacNWRainStats, and then click Open.
13To add the selected document to the document library, on the Sales team mtg Document Library: Upload Document page, on the toolbar, click Save and Close.

Adding a User to an Attendees List

1To begin adding a user to an Attendees list, on the left side of the Sales team mtg page, on the Meeting Series bar, click 10/31/2005.
2To edit the Attendees list, on the left side of the Sales team mtg page, in the right pane, under Attendees, click Manage attendees.
3To add an attendee to this instance of the meeting, on the left side of the Sales team mtg Attendees page, on the Attendees toolbar, click Add Attendee.
4To enter the attendee's user name, on the left side of the Sales team mtg Attendees: New Item page, for the purposes of this exercise, press SPACEBAR, and the text will be typed for you.
5To indicate that the attendee has already confirmed that she will attend, on the left side of the Sales team mtg Attendees: New Item page, click the Response arrow, and then click Accepted.
6To add the user as a required attendee, on the left side of the Sales team mtg Attendees: New Item page, ensure that Required is selected in the Attendance box, and then on the Attendees: New Item toolbar, click Save and Close.
7To view the updated Attendees Web Part on the home page of the meeting workspace, on the left side of the Sales team mtg Attendees page, on the top link bar, click Home.

Customizing a Meeting Workspace

1To begin adding a Web Part to a meeting workspace, on the Sales team mtg page, in the right pane, at the right side of the page header, click Modify This Workspace, and then click Add Web Parts.
2To see what other types of Web Parts you can create, on the Sales team mtg page, click once below the scroll box on the scroll bar, and then in the Add Web Parts pane, click once below the scroll box on the scroll bar.
3To add a Things To Bring Web Part to the meeting workspace, on the Sales team mtg page, in the Add Web Parts pane, click Things To Bring.
4To add the new Web Part in its own column at the right side of the meeting workspace, on the Sales team mtg page, in the Add Web Parts pane, click the Add to arrow, click Right, and then click Add.
5To close the Add Web Parts pane, on the Sales team mtg page, in the pane header, click the indicated Close button.
6To begin modifying the Web Part, on the Sales team mtg page, in the right pane, click the arrow next to Things to Bring, and then click Modify Shared Web Part.
7To see the layout options, on the Sales team mtg page, in the Things To Bring pane, click the plus sign (+) on the left of Layout, and click below the scroll box on the scroll bar inside the pane.
8To change the location of the Web Part on the meeting workspace page, on the Sales team mtg page, under Zone, click the Right arrow, click Left, click once below the scroll box on the scroll bar, and then click Apply.
9To see the appearance options, on the Sales team mtg page, in the Things To Bring pane, click the plus sign (+) to the left of Appearance, and then click below the scroll box on the scroll bar inside the pane.
10To begin changing the Web Part title, on the Sales team mtg page, click above the scroll box on the scroll bar inside the pane, and for the purposes of this exercise, triple-click the text in the Title box to select it.
11To change the Web Part title, press SPACEBAR, wait as the title is typed for you, click below the scroll box on the scroll bar in the inner pane, and then click Apply.
12To close the pane and view the updated meeting workspace, on the Sales team mtg page, in the Please bring these items pane header, click the Close button.