SharePoint Working with Word C&IT Services User Guide

Transcription

1 SharePoint 2007 Working with Word 2007 C&IT Services User Guide

2 SHAREPOINT 2007 WORKING WITH WORD Copyright 2010 Melbourne by Watsonia Software Pty Ltd (ABN ) Published by Watsonia Publishing wp: Australia & New Zealand Watsonia Publishing 47 Greenaway Street Bulleen Victoria Australia 3105 T: +61 (3) F: +61 (3) Web site: UK & Ireland Watsonia Publishing Ltd Stanton House, 1 Castlefield Road, Reigate, Surrey, RH2 0SA T: +44 (0) F: +44 (0) Web site: Product Code HMSP011 First Published January Production Acknowledgments SharePoint 2007 Working with Word 2007 is produced with the assistance, hard work, advice, recommendations, and dedication of a number of people too numerous to mention. We thank you all. Trademark Acknowledgments All terms mentioned in this manual that are known to be trademarks or service marks have been appropriately acknowledged or capitalised. Watsonia Software cannot attest to the accuracy of this information. Use of a term in this manual should not be regarded as affecting the validity of any trademark or service mark. Screen Shots Microsoft. All rights reserved. Disclaimer Every effort has been made to provide accurate and complete information. However, Watsonia Software assumes no responsibility for any direct, indirect, incidental, or consequential damages arising from the use of information in this document. Data and case study examples are intended to be fictional. Any resemblance to real persons or companies is coincidental. Copyright Notice This publication is protected in accordance with the provisions of the Copyright Act. Apart from permissions expressed in the Copyright Act pertaining to copying for study, review, or research, no part of this publication may be reproduced in any form, or stored in a database or retrieval system, or transmitted or distributed in any form by any means, electronic, mechanical photocopying, recording, or otherwise without written permission from Watsonia Software Pty Ltd.

3 READ ME FIRST In case you're not familiar with the terminology, Read Me First is quite often the name given to a computer file that contains important information for people to know prior to using an application. This section contains some important information to help you use this book so we thought we'd start with a Read Me First section. Who this course is for... What skills and knowledge you will acquire... What you'll need to know before beginning this course... The objectives of this guide What you get in a Chapter... What you'll need to have before commencing this course... As you work through this guide Where to from here... SharePoint 2007 Working with Word 2007 is designed for users who are keen to extend their understanding and knowledge of the software. The skills and knowledge acquired in SharePoint 2007 Working with Word 2007 are sufficient to be able to use and operate the software at an efficient level. SharePoint 2007 Working with Word 2007 assumes little or no knowledge of the software. However, it would be beneficial to have a general understanding of personal computers and the Windows operating system environment. At the completion of SharePoint 2007 Working with Word 2007 you should be able to: Use Word 2007 in conjunction with SharePoint 1 Each of the chapters is comprised of a summary page listing the topics covered in that chapter. The chapter then consists of single-page topic sheets pertaining to the theme of the chapter. Many of the topics in SharePoint 2007 Working with Word 2007 require you to open an existing file 4 with data in it. These files are available from your instructor or course co-ordinator. You will need the product code for this course which is HMSP011. It is strongly recommended that you close all open files, if any, prior to commencing each new chapter in this learning guide. Each chapter, where relevant, has its own set of course files and any from a previous chapter are no longer required. Have a look at the next page which explains how a topic page works, ensure that you have access to the exercise files (see above), and you're ready to make a start. Watsonia Publishing - i - Read Me Preface

4 WORKING WITH TOPIC SHEETS The majority of this book comprises single-page topic sheets. There are two types of topic sheets: task and reference. The layout of both is similar an overview at the top, detail in the centre and additional reference (optional) material at the bottom. Task sheets contain a Try This Yourself step-by-step exercise panel in the detail area as shown below Topic name General topic overview provides an introduction to the topic Try This Yourself (Task-based topic sheets) is a detailed step-by-step practice exercise for you to work through. In Reference topic sheets this is usually replaced by a box with reference information. In Task topic sheets screen shots and graphics provide a visual clue as to what will happen when you work through the Try This Yourself practice exercise. In Reference topic sheets the screen shots and graphics are used to visually represent information and concepts. The For Your Reference (optional) element provides a quick summary of the steps required to perform a task. These usually only appear in Task-based topic sheets. The Handy To Know (optional) element provides additional information such as alternate ways of accomplishing a task or further information providing handy tips. Watsonia Publishing - ii - How To Preface

5 CONTENTS Chapter 1: Working with Word Open a SharePoint Document from Word Save a Document to a Document Library... 3 Document Workspace... 4 Create a Document Workspace in Word Document Management Panel... 6 Concluding Remarks 7 Watsonia Publishing - iii - Contents

6 CONTENTS Notes: Watsonia Publishing - iv - Contents

7 In CHAPTER 1 WORKING WITH WORD 2007 FOCUS WPL_S719 Microsoft Word 2007 is very compatible with SharePoint as you have seen when working with document libraries. You can even use Word to create new documents or edit existing documents without having to access the SharePoint Site first. You will find that you need to enter your username and password at some point in order to work with files in the SharePoint document libraries. In this session you will: learn how to open a SharePoint document from within Word 2007 learn how to save a document from within Word 2007 to a SharePoint document library gain an overview of a Document Workspace learn how to create a document workspace from within Word 2007 learn how to use the Document Management Panel within Word Watsonia Publishing Page 1 Chapter 1 - Working with Word 2007

8 OPEN A SHAREPOINT DOCUMENT FROM WORD 2007 When you open a file within Word, the default folders and files displayed in the open dialog box are usually your local files, i.e. the folders which are stored on your computer. You may also be able to see network files if you have mapped drive to the network. What you don t normally see are your SharePoint files, but you can still open them from within Word. To Open a Recent File: Word stores a list of files recently opened which saves time if you need to re-open the file to edit it. The recent files list is accessed through the Office button. Click the name of the file you wish to open. To Open a File from a SharePoint Site: When you open a file from a folder on your computer or your network, you actually navigate to the folder first. With a SharePoint file you just need to enter the full URL (web address) of the Document Library in the open dialog box. 1. From the Office menu, click Open 2. Enter the URL of the file you wish to work with in the File name box 3. Click Open Note: If you know the name of the file as well as the name of the document library, you can include the file name to navigate straight to that particular document. Watsonia Publishing Page 2 Chapter 1 - Working with Word 2007

9 SAVE A DOCUMENT TO A DOCUMENT LIBRARY When you have created a Word 2007 file you can save it into a SharePoint document library without opening SharePoint. When you save a document to SharePoint you may be prompted for your username and password as you are connecting to the internet site. To Save a Document to a SharePoint Document Library: 1. Create the Word document in the normal manner 2. From the Office menu, click Save As 3. Enter the URL for the Document Library and press Enter (This will navigate to the document library within SharePoint) 4. Enter a name for the file and click Save 5. If Check in and Check Out has been enabled on the Document Library, you may need to check in the Document Watsonia Publishing Page 3 Chapter 1 - Working with Word 2007

10 DOCUMENT WORKSPACE There may be a time when there is much work to do in developing a document. It may be a project plan that needs input from multiple users. It may also require various tasks to be completed at different stages throughout the lifecycle of the document and it is useful to be able to keep the document versions, tasks, and other items all in one place. What is a Document Workspace? A Document Workspace is an area within the Team Site that is created in order to work on a specific document and looks just like a mini web site of data. The Workspace can be used to store information which will help you to develop the document. When you create a document workspace, SharePoint create these elements by default and places the original document in a document library in the Workspace:- Document Library to contain related information such as letters, reports, spreadsheets, images, presentations Announcements so that you can keep the users involved informed of any important news Task List to show the To-Do items for the document Members List will show you who has been invited to work on the document Links List which can contain useful web addresses for further resources. These elements work in exactly the same way as the document libraries and announcements etc that you find on the team site and you can add appropriate items to the lists. The document workspace is to be able to keep together all the information that you need to complete the document in one central location and can be used to track and monitor the progress of the document. How does it work? You can create a document workspace from a new document that you create in Word 2007 or from an existing document within a document library. Either way, you become the owner of the document and the workspace and you can coordinate the development by adding users to the workspace. If there are many users who need to contribute to the document content, you can save a local copy to work on. SharePoint will periodically prompt you to update the file and if there are any conflicts due to other users updating the information, you can choose which changes to keep Sample Document Workspace Watsonia Publishing Page 4 Chapter 1 - Working with Word 2007

11 CREATE A DOCUMENT WORKSPACE IN WORD 2007 If you create a new document within Word 2007 and then realise that it needs to be stored in a document workspace in your SharePoint Team Site, you do not need to open the SharePoint Team Site, you can use Word directly to create document workspace. You will also be able to use the document management panel to see the items within the document workspace. To create a Document Workspace in Word 2007: 1. Create the new document within Word 2007 and add the appropriate information 2. Save the document on your local computer in the normal manner By saving a local copy of the file you will be able to work on the file and then send an updated version to the document workspace when ready 3. From the Office menu, point to Publish and then click Create Document Workspace 4. In the Document Management Panel enter a name for the workspace and select the location of the workspace (This example shows the document workspace will be created in the Document Center of the SharePoint Site) Note: If the location has not been used before, you may need to type the URL of the workspace location Click Create Watsonia Publishing Page 5 Chapter 1 - Working with Word 2007

12 DOCUMENT MANAGEMENT PANEL When using Microsoft Word 2007, the Document Management Panel is automatically displayed when you open a file that has a document workspace. The panel contains tools to help you view, add and edit all the related information such as tasks, documents and links etc that are located in the document workspace. To use the Document Management Panel: 1. Open the document from within Word 2007 and the Document Management Panel will display automatically 1 Click Open site in browser to display the full document workspace within SharePoint This option displays the status of the current document. If workflow has not been initiated then there will not be any document status This option displays the members of the document workspace This option displays all the tasks that are within the document workspace This option displays a list of the document within the workspace document library This option displays a list of the links in the links list within the document workspace To add items to the Document Workspace: Items such as tasks, links and documents can easily be added to the document workspace through Word Click the option you want to use, e.g. Members 2. At the bottom of the Document Management Panel, click Add new members/add new task 3. Work through the wizard to add the item To Get Updates: When you add new items to a document workspace, you can see them immediately in the document management panel. If there are many members working in a document workspace, they may also be adding items such as tasks that you can t yet see. By clicking Get Updates at the bottom of the panel, any new or changed items will appear in your document management panel so you can see what work other users are contributing. Watsonia Publishing Page 6 Chapter 1 - Working with Word 2007

13 CONCLUDING REMARKS Congratulations! You have now completed SharePoint 2007 Working with Word SharePoint 2007 Working with Word 2007 was designed to get you to the point where you can competently perform a variety of operations. We have tried to build up your skills and knowledge by having you work through specific tasks. The step by step approach will serve as a reference for you when you need to repeat a task. Where To From Here The following is a little advice about what to do next: Spend some time playing with what you have learnt. You should reinforce the skills that you have acquired and use some of the application's commands. This will test just how much of the concepts and features have stuck! Don't try a big task just yet if you can avoid it - small is a good way to start. Some aspects of the course may now be a little vague. Go over some of the points that you may be unclear about. Use the examples and exercises in these notes and have another go - these step-by-step notes were designed to help you in the classroom and in the work place! Here are a few techniques and strategies that we've found handy for learning more about technology: read computer magazines - there are often useful articles about specific techniques if you have the skills and facilities browse the Internet, specifically the technical pages of the application that you have just learnt take an interest in what your work colleagues have done and how they did it - we don't suggest that you plagiarise but you can certainly learn from the techniques of others if your software came with a manual (which is rare nowadays) spend a bit of time each day reading a few pages. Then try the techniques out straight away - over a period of time you'll learn a lot this way and of course, there are also more courses and books for you to work through. Watsonia Publishing Page 7 Concluding Remarks

14 INDEX document workspace 4