IntroductionWelcome| 00:03 | Hi and welcome to Groove 2007
Essential Training. I am David Rivers.
| | 00:08 | I have been a training specialist and
consultant for over 20 years and get this.
| | 00:12 | I am still not tired of it. In fact, I am
so not tired of it, I am going to take you
| | 00:17 | through 12 chapters of over 60
movies that will show you the features of
| | 00:21 | Microsoft Office Groove 2007,
a collaboration tool that makes it easy to work
| | 00:26 | with a project team just about
anywhere they might be working from.
| | 00:29 | I'll start you off with the very basics:
creating your account, setting it up,
| | 00:35 | choosing your preferences and
demonstrating the fundamentals of the
| | 00:40 | workspace. Then we will get into the
meat of the program, adding and accessing
| | 00:45 | contacts, messaging and chatting
including audio chat, sharing and manipulating
| | 00:51 | files with your team, and the all-
important setting up meetings and
| | 00:55 | appointments. We also go over adding
notes, managing issues within the project
| | 01:00 | and the team, using the Discussion tool,
adding pictures and text to a workspace,
| | 01:06 | and we will get into the very
functional SharePoint Files tool.
| | 01:10 | Not sure what all these things mean?
Not to worry. That's what I am here for.
| | 01:15 | Today's workspaces are everywhere and
your project team may be spread across a
| | 01:19 | building, across town or
even separated by oceans.
| | 01:23 | Groove 2007 is an amazing tool that
can bring them all together. So with that
| | 01:28 | bit of cyber inspiration, it's time to
jump into Groove 2007 Essential Training.
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| Using the exercise files| 00:00 | As you follow along with me in this
title you will notice in some chapters
| | 00:03 | I use Exercise Files. If you are a
Premium subscriber or if you have purchased
| | 00:08 | this title on CD-ROM, you too will have
access to the exact same Exercise Files
| | 00:13 | I am using. Meaning you can
follow along with me step-by-step.
| | 00:16 | The Exercise Files should be copied to
a convenient location. For example in
| | 00:21 | the next chapter I will probably choose
to copy my Exercise Files folder to my
| | 00:25 | desktop. Inside the Exercise Files
folder you will find sub-folders for each of
| | 00:30 | the chapters where we use those
exercise files. As you follow along with me
| | 00:35 | I will instruct you which folder
to go to and which file to open.
| | 00:39 | Now if you don't have the Exercise
Files, don't worry. You can still learn a
| | 00:43 | lot just by watching.
| | 00:44 | So let's get started.
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1. Getting StartedIntroducing Groove 2007| 00:00 | Well, just before we begin actually
using Microsoft Office Groove 2007 in this
| | 00:05 | title I thought it might be a good
idea to get a little bit of background,
| | 00:08 | a solid understanding of what Groove is
all about. And we are going to begin with
| | 00:12 | a little bit of history because Groove
itself is not a new application by any means.
| | 00:18 | However, it is new to the
Microsoft Office system. In the past it was
| | 00:22 | published by a company known as Groove
Networks, it was called Groove Virtual
| | 00:26 | Office, and that was until the year
2005. Guess what happened then?
| | 00:30 | Microsoft swooped in, acquired Groove,
and of course made a few changes.
| | 00:36 | So Groove now integrates nicely with
other Microsoft apps and services such as
| | 00:40 | Windows, SharePoint, InfoPath and
Communicator. Also you will notice that
| | 00:45 | Groove looks a lot more like the other
Microsoft apps and that should help with
| | 00:49 | your learning curve.
| | 00:50 | So what's going on right now? Now
Groove 3.1 client users who are using older
| | 00:57 | versions of Groove can actually
upgrade at grv.microsoft.com. You'll get the
| | 01:02 | latest. You can also purchase Groove
2007 as a standalone product if you want
| | 01:07 | Groove and nothing else. But if you've
got the Microsoft Office 2007 Ultimate
| | 01:12 | or Enterprise editions, you will
notice that Groove is part of that suite of
| | 01:16 | products. You can also get access to
Microsoft Office Groove Live, which is
| | 01:22 | online, it's a hosted site, hosted by
Microsoft and you simply pay an annual fee.
| | 01:28 | So if you want to buy or even
try Groove for 60 days, go to
| | 01:32 | www.microsoft.com/groove.
You'll be able to get a lot of information,
| | 01:37 | including that free trial, and the
ability to purchase when you are ready.
| | 01:41 | So what is Groove exactly? Well, in
a nutshell it's an online collaboration
| | 01:46 | program. So you as the owner of
Groove can create a workspace and you can
| | 01:51 | create it online. You then invite
people to join your workspace or if other
| | 01:56 | people have created workspaces,
they can invite you and you would accept
| | 01:59 | invitations. At that point you become
a member. Of course if you created the
| | 02:04 | workspace you are automatically a
member, and team members then get access to
| | 02:08 | things like any information stored on
the site. There is a bunch of tools that
| | 02:13 | you can put on a workspace to help
you share, collaborate and communicate ideas.
| | 02:18 | There are also tools to help
you stay organized. We are going to be
| | 02:21 | getting into these as we move
through the lessons in this title.
| | 02:24 | So what you do with Groove? Well,
share files and keep them updated. You can
| | 02:29 | integrate with SharePoint to store
your files as well using a SharePoint
| | 02:34 | services website. You can hold online
discussions using Messenger and chatting
| | 02:39 | tools that are part of Groove. You
can track meetings, projects and updates
| | 02:43 | with Meeting and Calendar tools also
available to you, track team members and
| | 02:48 | contacts using built-in indicators.
You can track file changes and activities
| | 02:53 | with built-in alerts. It's all
automated for you by the way.
| | 02:57 | In summary then, what is Groove 2007?
An online collaboration program. Use it
| | 03:02 | to create virtual workspaces, add data
and tools to your workspaces and then
| | 03:08 | invite other people to join, they
become team members. You then communicate and
| | 03:12 | collaborate with those members, work
online or offline. This is very important.
| | 03:18 | Unlike say a SharePoint site, you don't
have to be online to work. You can be
| | 03:22 | offline, and then there is something
called the Groove Relay, which alerts
| | 03:26 | members to changes and activities.
So if you are offline working in Groove,
| | 03:31 | working on files in a workspace,
the next time you are online those alerts go out,
| | 03:35 | they are stored. It automatically
get sent to other team members, you also
| | 03:39 | receive any alerts that you might
have missed while you were offline.
| | 03:43 | By the way alerts are encrypted
for communication across firewalls.
| | 03:47 | All right, so that's a background on
Microsoft Office Groove 2007. We are ready
| | 03:53 | to get started and the next thing we
need to do is create our Groove account.
| | 03:58 | That's coming up next.
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| Creating a Groove account| 00:00 | Before you can even start using
Microsoft Office Groove after installing the
| | 00:04 | software, you will need to setup your
account. Your Groove account is required
| | 00:10 | for security purposes; it also helps
to control the type of work that you and
| | 00:14 | other people can perform in a Groove
workspace. Keep in mind also your account
| | 00:19 | helps keep shared information
synchronized and if you so choose it can be used
| | 00:24 | to identify you to other
users of Groove out there.
| | 00:28 | So the Account Configuration Wizard
you see here on my screen will launch
| | 00:32 | automatically immediately following
the installation of the software. If for
| | 00:37 | some reason you have decided to close
this up or you click the Cancel button,
| | 00:41 | the next time you log in, the same
Account Configuration Wizard will launch
| | 00:45 | itself automatically prompting you to
do one of two things. Create a new Groove
| | 00:50 | account, if this is your first time
using Groove, that's the one you are going
| | 00:53 | to select. If you have already created
an account maybe on another computer
| | 00:57 | for example you can use a Groove
account by selecting the second radio button.
| | 01:02 | And if it just so happens that you
have been using Groove already and you
| | 01:06 | deactivated your account, you can
restore it by selecting this option as well.
| | 01:10 | Now this is our first time using Groove.
That's the scenario. We're creating
| | 01:14 | our first account. Keep in mind you
can create multiple accounts if you want to,
| | 01:18 | maybe one for business purposes,
maybe one for activities that involve
| | 01:22 | multiple people and schedules and so
on that are outside of business. We can
| | 01:27 | select Create a new Groove account and
then choose Next to move on to the next screen.
| | 01:32 | This is all about your Groove Account
Configuration Code, which is totally
| | 01:35 | optional. You don't need a Groove
Account Configuration Code if you are going
| | 01:40 | to be working on your own, for example,
on your own computer. If you happened
| | 01:44 | to be in a corporate environment, maybe
on a network share for example, in that
| | 01:48 | case the IT department will likely
setup your Groove Account Configuration Code
| | 01:52 | for you, maybe send it to you in an email.
If you've got it, you would select this
| | 01:56 | first option. If you don't have it
but you know that you have received it,
| | 02:01 | you can get help finding your Groove
Account Configuration Code, in this case your
| | 02:04 | administrator has the code, maybe they
sent it to you, maybe not, but you can
| | 02:08 | get help finding it right from here.
| | 02:10 | In our scenario we are not in a
corporate environment. I am here on my own
| | 02:14 | computer. I am connected to the
Internet, yes, but I am not in a corporate
| | 02:18 | environment working on a network share
for example. So I am going to choose
| | 02:21 | I don't have a Groove Account
Configuration Code, which is totally fine, and
| | 02:26 | I will click Next. This takes me to the
screen where I am going to enter my own
| | 02:30 | information, keeping in mind that
this is information that others may see.
| | 02:34 | So if I am going to be included in
someone's contact list for example to be a
| | 02:39 | member in another Groove workspace
then this is the information that will be
| | 02:44 | used. I can choose how much of this
information will be visible to those other
| | 02:47 | Groove users. But for name you can
type in whatever you wan, first name,
| | 02:51 | last name, both. I am going to do both.
Then your email address, used for
| | 02:55 | communication. I am going to use my
imaginary lynda.com one just to have an
| | 03:01 | email address in there, and then you
will setup a password for logging into
| | 03:05 | your account and you want to make it
strong. One that's not easy to figure out
| | 03:09 | but one that should be fairly easy to remember.
| | 03:12 | So I am going to type mine in.
I don't see what I am typing. So I need to
| | 03:15 | confirm that by typing it exactly the
same second time under Confirm Password.
| | 03:21 | And now a little hint, if I do forget
my password this little hint is going to
| | 03:24 | remind me what it is. I am going to
type-in Mother's maiden name backwards.
| | 03:31 | This is a strong password.
| | 03:32 | You can choose to remember this password
so you don't need to submit it every time
| | 03:37 | you log on from this computer,
but if other people are using your PC
| | 03:41 | you might want to leave this unselected
so that they don't automatically go into
| | 03:46 | your account, they would need the
password to do so. Nobody else uses this computer.
| | 03:50 | I am going to remember my password
and I am going to enable password reset.
| | 03:54 | When you check this one off,
you can request at any time to reset and
| | 03:58 | select a new password. It's a good
security feature to change it up on a
| | 04:02 | regular basis. By checking this one
off you can do that at any time. So you
| | 04:06 | will need to know your current
password to choose a new password and reset.
| | 04:11 | So I've got both of those selected,
I am going to move on to the next step.
| | 04:15 | And you can see the next step is actually
creating the account, doesn't take very
| | 04:19 | long, and here is where I choose where
my account information will be visible.
| | 04:24 | Listing your account in the Public
Groove Directory will make it easier for
| | 04:28 | those other Groove users out there
to find you and maybe invite you to
| | 04:31 | their workspaces for example.
| | 04:33 | So your options are from the List this
information dropdown, No Listing at all.
| | 04:39 | So they won't be able to find you.
Name Only, so just your name will be visible
| | 04:44 | out there in the Public Groove
Directory or all of that contact information,
| | 04:48 | aside from your password of course,
could be made visible. I am going to choose
| | 04:52 | All contact information. In case there
are multiple David Rivers out there
| | 04:56 | they may need to know the exact one.
So I am going to choose Finish and I am
| | 05:01 | prompted now to watch the Getting
Started movie. Do I want to do that? No,
| | 05:05 | not necessary. I am going to click No and
that automatically sets up my account and
| | 05:10 | displays the Launchbar, which we see
over here on the right-hand side of the
| | 05:14 | screen. Launchbar contains a menu,
contains Workspaces, Options, Commands and
| | 05:19 | Tasks down below, and that's
where we are going to get into next.
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| Exploring the launch bar| 00:00 | In this lesson we're going to
explore and get familiar with the Groove
| | 00:04 | Launchbar. It is the main window you're
going to be working with here in Groove
| | 00:08 | to start and track a lot of your
activities. Now the Launchbar appears the
| | 00:12 | second you log into your Groove
account or if you just created a brand-new
| | 00:16 | Groove account for the first time, you
are automatically logged into that new
| | 00:20 | account and the Launchbar
appeared on your screen.
| | 00:23 | Typically, the Launchbar does not
fill your entire Desktop. You can see my
| | 00:27 | Launchbar is docked to the right hand
side of my Desktop. And the size of the
| | 00:32 | Launchbar allows me to see the
contents but not take up a lot of room on my
| | 00:35 | Desktop where I'll be doing other
things while Groove runs off to the side.
| | 00:40 | So let's explore this Launchbar from
top to bottom. Right up the top is our
| | 00:44 | title bar. It says Launchbar and then
something else. It's kind of cut off
| | 00:48 | here, just because of the size of this
window which can be adjusted. Let's go
| | 00:53 | up here where it says Launchbar and just click
and drag it into the center of our screen.
| | 00:57 | Clicking and dragging allows you to
change the position and when you move to
| | 01:00 | the edges you will see a bit of a snap
here in Windows Vista, kind of locks it
| | 01:05 | in to that part of the screen. But
I am going to leave mine in the center.
| | 01:09 | Now when I move to the edges of my
Launchbar. Check out the double arrow.
| | 01:13 | At the top and bottom I get vertical double
arrows, in the corners, diagonals, and on
| | 01:18 | the left or right I am going to see a
double arrow that's horizontal. I am
| | 01:21 | going to go to the right side and click
and drag to the right to stretch this out.
| | 01:26 | Now I can see up here at the top it's
Launchbar - Microsoft Office Groove. I am
| | 01:31 | going to stretch it back down now by
clicking and dragging from the right
| | 01:35 | inwards to the left. I am going to
leave it so I can see all of the contents of
| | 01:39 | my title bar. Next to that information
three buttons. Minimize. So if I want to
| | 01:44 | keep Groove running just out of the way.
I can maximize if I wanted to fill my
| | 01:49 | entire screen, let's do that.
| | 01:51 | Now that's filling the entire screen,
a lot of white space, typically not
| | 01:54 | needed and you typically won't work in
this view either. So let's go back up to
| | 01:58 | that same button between our Minimize
and Close button. It's now a Restore Down
| | 02:03 | button. So when I click on it,
it's back to its original size before
| | 02:07 | I maximized it.
| | 02:08 | The Close button up here is actually
going to close the Launchbar. It's not
| | 02:12 | going to exit Groove and disconnect you
from the outside world; it's just going
| | 02:16 | to log you off. So we won't close this
right now, but below our title bar is
| | 02:21 | the menu bar where you are
going to find all of your commands.
| | 02:24 | So, for example, if I did want to
exit Groove, I could click on File and go
| | 02:29 | down to the very bottom. This is
different from logging off my account, which
| | 02:33 | appears right above it. We'll test both
of those out. But you can see there are
| | 02:37 | other commands here related to
working with files like use an account on
| | 02:40 | another computer, saving
and importing and copying.
| | 02:44 | I've also got New at the top, which
has a little side menu for creating new
| | 02:48 | workspaces. A new workspace from
something else like a template. I have got
| | 02:53 | Workspace Folder here as well. I can
close a window and some of these will
| | 02:57 | often have keyboard shortcuts like
Close Window is Alt+F4. And that's the same
| | 03:02 | as clicking the Close button up
here. It doesn't disconnect me.
| | 03:05 | Let's go down to Log Off Account. So
this logs me off, but Groove is still
| | 03:12 | running in the background. So to
the outside world, other Groove users,
| | 03:16 | they will be able to see my contact
information if I've allowed it and they'll also
| | 03:20 | see my Status which is Logged Off.
So communicating with me will be a little
| | 03:24 | more difficult. But if I go down to
my task bar here in Windows, which pops
| | 03:28 | open, down in the bottom right hand
corner I'll notice a little Groove icon.
| | 03:33 | And this is you can see
Microsoft Office Groove Logged Off.
| | 03:37 | If I click once on this icon I am
going to see a menu. There is Exit, if want
| | 03:41 | to actually exit Groove and disconnect
from the outside world, Work Offline,
| | 03:46 | turn off alerts temporarily. So if
I don't want to be interrupted while I am
| | 03:50 | working on something else, I can
suppress alerts. Create a new account from
| | 03:54 | here, access some preferences, check
our my Message History, send a message or
| | 03:58 | there it is at the top, Open Groove.
| | 04:01 | Notice that Open Groove is bolded. That
means if I double-click that icon down
| | 04:05 | below here, I'll actually be opening
Groove back up. So I am going to click on it
| | 04:09 | and you can see my Launchbar is back.
I wasn't prompted for my password.
| | 04:14 | During the creation of my Groove account,
I selected a checkbox for remembering
| | 04:20 | my password.
| | 04:21 | So if you think that's a little bit
dangerous and other people might be using
| | 04:24 | your computer and you don't want them
into your Groove account, you might want
| | 04:28 | to change that. It's also done from
the menu bar. So up here to the right of
| | 04:32 | File we've got Edit and see some
editing options here and then under Options we
| | 04:38 | can do a bunch of different things,
send messages and contacts, you can change
| | 04:43 | views, check our message
history from here as well.
| | 04:46 | Right down at the bottom we're going
to go to Preferences, just temporarily.
| | 04:49 | We'll come back to this later in
greater detail. But under Preferences I want
| | 04:53 | to click on Account because here
you'll see a checkmark next to Remember
| | 04:57 | Password. That's why I wasn't prompted
when I logged off and then opened it back up.
| | 05:02 | So I am going to change that by
deselecting the checkbox. I am prompted for my
| | 05:06 | password. I'll type that in and when
I'll click OK, I will have made the
| | 05:13 | change. So if someone else was using
my account, they wouldn't have been able
| | 05:16 | to make that change. I can, because
I know my password. Now when I click OK
| | 05:21 | and I go back up to File and down to
Log Off Account, go back down to my
| | 05:27 | Windows task bar in the bottom right
corner and double-click this time, notice
| | 05:31 | I am prompted for my password.
| | 05:34 | So I type that in and if I wanted to
revert back to remembering my password
| | 05:39 | I can actually do it right from here.
I don't need to go to the Preferences
| | 05:42 | option from the Options menu. But I am
going to leave it deselected and click
| | 05:46 | Login and my Launchbar is back
exactly where it was when I logged off.
| | 05:52 | What happens if you exit now? If I go
up to File and down to Exit, look what
| | 05:56 | happens. I get a warning. This will
stop the Groove program from running,
| | 06:01 | which will, of course, prevent other
Groove users from actively contacting me.
| | 06:05 | Do I really want to exit the Groove program?
Now if you are turning your computer off,
| | 06:10 | this is obviously going to be a
yes. So I am going to click Yes and I
| | 06:13 | would shut down my computer perhaps
when I log back in to Windows, Groove
| | 06:18 | should launch automatically.
Another preference we can change.
| | 06:21 | But if you are in Windows already, go
down to your Start button, just type in
| | 06:26 | groove. You can see up here under
Programs I have got Microsoft Office Groove
| | 06:30 | 2007. So I am going to give it a click,
which will launch Groove. So it was
| | 06:35 | shut right down. There I am prompted
for my password again, before I can be logged in.
| | 06:40 | When I click Login or hit Enter on the
keyboard, I am back to my Launchbar and
| | 06:45 | the Launchbar will always appear
where it was last in the exact size and
| | 06:50 | location before you shut down. I am
going to move it back over here to the
| | 06:53 | right hand side and I am going to
just squeeze it down a little bit.
| | 06:57 | Let's talk about the three main
sections of your Launchbar now. You've got
| | 07:01 | Workspaces, Contacts, each of those
appears as a tab, and Common Tasks which
| | 07:07 | appears as its own pane
over here in the Launchbar.
| | 07:11 | Under Workspaces, selected by default,
we can create new workspaces or look at
| | 07:16 | the status for Active, Unread and Read
workspaces. Now currently there are no
| | 07:22 | workspaces, we haven't even created
one yet. So there is nothing to see here.
| | 07:26 | We can collapse those by clicking
the same button that expanded them.
| | 07:29 | If I click on Contacts right on the tab
at the top, here's where I go to add a
| | 07:34 | contact or view the status of
Active, Online and Offline contacts,
| | 07:39 | people I would be in contact with through
Groove to collaborate and share messages and
| | 07:44 | alerts. I can collapse those
sections as well clicking the same button.
| | 07:49 | Under Common Tasks you can see there is
a little button here for collapsing and
| | 07:54 | expanding and I can change views,
suppress alerts from here, create new
| | 07:59 | folders, send my contact information
via e-mail to other people if I wanted to,
| | 08:04 | all from here, these are Common Tasks.
| | 08:06 | All of these can be adjusted including
the view that you see. Maybe you prefer
| | 08:10 | not to work with tabs but have each
one of these sections in its own pane.
| | 08:14 | Go up to Options and here in the View
section we have got Tabbed View. Checkmark
| | 08:20 | means that we are currently viewing
our Launchbar using the Tabbed View.
| | 08:24 | We can deselect it, which turns it
into three panes. I'm going to move this
| | 08:28 | back to the center now. My Workspace
List, my Contact List and my Common Tasks,
| | 08:35 | all in a separate pane. And you'll
notice that there is little separator here,
| | 08:38 | if you want to increase or decrease the
Workspace List to suit your needs and
| | 08:43 | of course, we can resize our window if
we need more room to be able to see more
| | 08:48 | of each of those sections.
| | 08:49 | I am going to go back to Options and
turn Tabbed View back on. Now with Tabbed
| | 08:55 | View back on, I don't need this
Launchbar to be so tall. I don't need it to be
| | 09:00 | quite so wide. I am going to dock it
over to the right side where it started at
| | 09:06 | the beginning of this lesson.
| | 09:08 | So that's your Launchbar. We're going
to be using this steadily throughout the
| | 09:11 | various movies and lessons in this
title. Make sure that you've got it in the
| | 09:15 | location and it's the
size that works best for you.
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| Setting up Groove on another computer| 00:00 | What happens if you want to be able
to access your Groove account from more
| | 00:04 | than one computer? Maybe you use Groove
at the office to collaborate with team
| | 00:08 | members on projects and when you come
home to your home PC you want to be able
| | 00:12 | to use that same Groove account or on
the laptop as you travel around the world.
| | 00:18 | Well, in that case you'll want to
transfer your Groove account information to
| | 00:21 | those other computers and make sure
Groove is installed there as well. We are
| | 00:25 | going to talk about the process in this lesson.
| | 00:27 | We started off from our Launchbar.
I am going to move this into the center of
| | 00:31 | my Desktop and click the File menu.
Down near the bottom you are going to see
| | 00:35 | Use Account on Another Computer, and
clicking this is going to display the
| | 00:40 | steps. That is all it is. Four simple
steps to getting your account information
| | 00:45 | over to those other computers.
| | 00:47 | First step is to save your file and
copy it to the other computer, and of
| | 00:51 | course, you could copy it however you
want. You could put it on a USB drive.
| | 00:55 | You could send yourself an email
with the file attached. It is up to you.
| | 00:59 | Once you get over to another
computer you need to make sure Groove is
| | 01:02 | installed. If it's not, install it
and if the Account Configuration Wizard
| | 01:06 | starts up, you don't want it. You are
not setting up a new account, you will
| | 01:09 | close it and actually find that file
you copied over to the new computer and
| | 01:14 | double-click it.
| | 01:15 | So the first step is to actually save
the file. That is what we are ready to do
| | 01:19 | here by clicking the OK button. Just
before we do that, notice that the file is
| | 01:23 | going to be saved to your Desktop.
That is the default location. So when I
| | 01:28 | click OK, it just takes a couple of
seconds and my account file appears here on
| | 01:34 | the Desktop.
| | 01:35 | So, if I wanted to, I could send
myself an email, go to that other computer,
| | 01:39 | open up my email and download the
attachment, double-click it, as long as I've
| | 01:43 | got Groove installed, my account will
be ready to be used on that computer.
| | 01:48 | Another way might be to copy it to a
USB drive and then with it on your drive
| | 01:53 | you can take it to as many computers as
you want. So let's try that, File > Use
| | 01:58 | Account on Another Computer. This
time I am going to browse to a different
| | 02:01 | location. I do have a USB
drive connected to my computer.
| | 02:05 | So as I scroll down, there it is, Drive E.
I'll open that up. You can see it is
| | 02:12 | empty. Account for David Rivers is
going to be copied to that location and you
| | 02:16 | can see it is a Groove file, a GRV file.
When I click Save, I click OK to copy
| | 02:22 | it over. Again it just takes a couple
of seconds to copy my account information
| | 02:27 | to my USB drive.
| | 02:28 | So I've got it here on my Desktop.
I have also got it on the USB drive. Like I
| | 02:32 | said, it is a simple matter of taking
it to that other computer. As long as
| | 02:36 | Groove is installed, double-click the
icon after you have copied it and the
| | 02:41 | account will be set up before you, as
simple as that. You are ready to use
| | 02:44 | Groove on more than one computer.
| | Collapse this transcript |
| Setting account preferences| 00:00 | When you set up a Groove account for
yourself, you are accepting certain
| | 00:03 | default settings. Settings that can
be changed by accessing your Account
| | 00:08 | Preferences. That's exactly what we
are going to do in this lesson and we are
| | 00:12 | going to do it from the Launchbar.
| | 00:14 | First, we go up to the Options menu
and then down to the very bottom you will
| | 00:18 | find Preferences. This launches the
Preferences dialog box and we've got
| | 00:23 | different tabs across the topic of
different categories: Identities, Account,
| | 00:28 | Security, Alerts, Options, and Synchronization
Preferences. We will begin with Identities.
| | 00:34 | Now, if you want to, you can have more
than one identity and this allows you to
| | 00:40 | control what information is visible
to others, for example, in the Public
| | 00:43 | Groove Directory or in a local network
directory. By default, your one account
| | 00:49 | comes with one identity and you can
see for me that's the David Rivers
| | 00:53 | identity. If I will click the
dropdown, that's all there is.
| | 00:56 | If I wanted to, I can make changes to
this identity by going over to the right
| | 01:01 | and selecting Edit. It's the only one
selected right now. Clicking Edit brings
| | 01:05 | me into the Edit Identity dialog box.
Lots of different fields for me to
| | 01:10 | populate under Business as well as
Personal. But I am going to click Cancel.
| | 01:16 | Another option is to create a new
identity and then perhaps use that identity
| | 01:21 | on the Public Groove Directory, if
that's what you want people to see.
| | 01:25 | So I am going to choose New Identity
and here, you can see David Rivers_1 shows up.
| | 01:30 | That's my current account with an
underscore 1 but I could change that.
| | 01:35 | I am going to take out David Rivers and
change it Dave R. Now that's the full name
| | 01:40 | but I could come down here and type in
the first name, Dave. Tab down here,
| | 01:44 | put in R for Rivers.
| | 01:47 | Under Business, I can add information
like my company. I am going to just use
| | 01:51 | Lynda.com. Job title, Author. I don't
have to fill in everything. Street, City,
| | 01:58 | State, etcetera. Maybe I don't want
to share that information with this
| | 02:01 | identity. Maybe my E-mail, that's about it,
drivers@lynda.com. If I had a cell
| | 02:09 | number, I might want to share that or a
phone number. I am going to leave those
| | 02:12 | blank and I am going to go to Personal.
| | 02:14 | You can see I have got separate fields
for Street, City, State/Province, ZIP,
| | 02:18 | etcetera, for my personal address.
Personal E-mail, I am just going to make
| | 02:23 | something up here, drivers@abc.123 and
when I click OK, I've now created that
| | 02:32 | new identity and you can see it's
selected up here. Down below I see that
| | 02:36 | additional information.
| | 02:38 | And under List me in, I can choose to
have this identity listed in the Public
| | 02:44 | Groove Directory, Name Only or All
Contact Information. The same goes for a
| | 02:49 | local network directory if I am
connected. All Contact Information is selected.
| | 02:53 | That means I can set this as the
default now by clicking Set as Default and
| | 02:58 | if I want to go back to my original
identity, David Rivers, I can give it a
| | 03:02 | click and choose not to show any of
this information, no listing both for
| | 03:07 | Public Groove Directory
and local network directory.
| | 03:10 | Now, of course, saving that will
require clicking OK but I am not done yet;
| | 03:14 | there are some other tabs across the top.
Here are my Account Preferences where
| | 03:19 | I can change things like my password,
whether I want Groove to remember my
| | 03:23 | password or prompt me for it. With it
de-selected, I will be prompted every time
| | 03:27 | I log in.
| | 03:28 | Here's another way to save my account
file if I wanted to use that account file
| | 03:33 | on another computer to allow me to use
the same Groove account on multiple PCs.
| | 03:38 | It's actually a lot easier to do from
the File menu in your Launchbar but this
| | 03:43 | is another way to do it. You can also
delete accounts from here. If you are
| | 03:47 | using your Groove account on multiple
computers, they will be listed down here.
| | 03:51 | If you needed to, you could remove or
rename those computers right from here
| | 03:55 | Let's move to Security. You see,
Security Settings for Dave R. Now I do have
| | 04:00 | more than one identity. So, when
I click the dropdown, I could set my security
| | 04:03 | settings for either or. Every identity
is going to have a digital fingerprint
| | 04:09 | and this is the code to confirm to
others that you are indeed who you say you are.
| | 04:13 | Every Groove account and identity has
its own digital fingerprint. If you need
| | 04:18 | that information, here's where you find it.
| | 04:21 | Communication Policies allow me to
communicate with any contact without warning
| | 04:25 | or restriction. Any contact but warn
me when communicating with contacts whose
| | 04:30 | identities have not been verified.
In another words, his digital fingerprint
| | 04:34 | has not been verified. It's just a
safer way to communicate. When I click on that,
| | 04:39 | you will notice the Groove
Communications Policies options dialog box
| | 04:42 | shows up. We have opted to change how
it restricts my communication. Groove
| | 04:46 | provides these options for the purpose
of allowing you to assure the identities
| | 04:49 | of these people. Are you sure you want
to continue? If I say Yes, I will make
| | 04:53 | the change; if I say No, it stays where
it was. Any contact without warning or
| | 04:58 | restriction.
| | 05:00 | I can also choose to restrict or block
restricted file types and you can see
| | 05:05 | that is selected by default. The file
types that are blocked? I click on View
| | 05:09 | restricted types. You can see all of
these extensions here. So these are the
| | 05:13 | types of files that would be blocked
from Groove when I am saving or receiving
| | 05:19 | and then I will click OK. I am going to
keep that selected that way. It's just
| | 05:23 | a safe way to go.
| | 05:24 | Workspace Restrictions also. Restore
or join only Microsoft Office Groove
| | 05:29 | 2007 or later workspaces. That's all
I want to be able to join. If you needed
| | 05:35 | to be able to join other
types of workspaces, you could
| | 05:38 | de-select this check box. Notice
that you are going to see a warning.
| | 05:42 | This option ensures that you only use
workspaces that contain the most current
| | 05:46 | features and security enhancements.
If you continue, you are giving up some of
| | 05:50 | those security enhancements. I am
going to say No and leave it as it is.
| | 05:55 | Let's go over to Alerts. We haven't got
to Alerts yet in this title but Alerts
| | 06:00 | are great way for you to be reminded of
things like changes, meetings that have
| | 06:06 | been set up and so on. So here under
the Alerts tab, you have the ability to
| | 06:11 | change certain Alerts settings. For
example, the Default Unread Alert Level is
| | 06:15 | set to Auto which is similar to the
high level but what's going to happen is
| | 06:21 | you'll automatically dismiss ignored
unread alerts. So it's similar to the high alert.
| | 06:26 | So, if I click and drag this down,
you can see at the high level, highlight
| | 06:32 | unread content with an icon and
display an alert for all unread content.
| | 06:37 | If I go back to Auto, it's the same as
high but auto dismisses ignored unread
| | 06:43 | alerts. If I go down to medium, I am
going to see unread content highlighted
| | 06:49 | with an icon and I will get a little
preview down here of what that looks like.
| | 06:52 | When I go down to the very bottom, Off.
Don't display an alert for new or
| | 06:56 | modified content. I am not going to get
those alerts. So I am going to leave it
| | 07:00 | set at Auto.
| | 07:01 | Down below. After this many days,
unread alerts that you ignored will be
| | 07:06 | automatically removed. So you can
choose the number of days, you can see from 1
| | 07:10 | up to 30. I am going to leave it at 4,
the default. I can click Apply at this
| | 07:15 | point to apply those settings. I can
also restore the default. If I've made changes
| | 07:21 | and I wanted to go back to the default,
Restore Default and clicking Yes sets
| | 07:26 | it back where it was.
| | 07:27 | Let's go to Options now. Under
Options, you will see Startup Settings.
| | 07:31 | I mentioned in an earlier lesson that
when you startup Windows, you are going to
| | 07:36 | launch Groove automatically. That
happens for you unless you de-select this
| | 07:40 | check box. If you don't want it
automatically launching, you have to do it
| | 07:44 | yourself. I am going to leave it turned on.
If you want to integrate Messenger
| | 07:48 | contacts with Groove, it's a great
option. If you use Internet Messenger and
| | 07:53 | you have got contacts, they can be
integrated. This means if you go to other
| | 07:56 | computers, you are going to see
those same contacts if you have got those
| | 07:59 | Groove accounts set up elsewhere.
| | 08:01 | Application Settings you can see down
below for your Launchbar as well as your
| | 08:05 | Workspace Explorer, which we haven't
taken a look at yet. Under Launchbar, if
| | 08:09 | I click Settings, you'll notice that
it launches that startup and if I wanted to
| | 08:14 | it could always be on top. No matter
what else I have opened, the Launchbar
| | 08:18 | will be on top if I click in this
check box. I am not going to leave it
| | 08:21 | selected. It can be running in
behind other application. That's fine.
| | 08:25 | If I go to my Workspace Explorer,
it has its own settings that I can set up here.
| | 08:29 | When opening a workspace, open
a new window; when viewing a different
| | 08:33 | workspace, Never or Always. I am going
to choose different workspace. That's the
| | 08:38 | default. I can also have this launch at
startup. Preferably you'll just select
| | 08:43 | your workspace from the Launchbar but
if you wanted the workspaces to launch
| | 08:48 | automatically at startup, you'd
select this check box. I don't.
| | 08:51 | Same thing goes for contacts and
workspace types. Click OK and it will save
| | 08:55 | any changes you might have made.
Message Settings, you can see Discard Groove
| | 08:59 | Messages from unknown contacts is not
set up by default. So you will get those
| | 09:03 | messages but if you want them
automatically discarded, click the check box.
| | 09:07 | Again, another warning. I am going to
choose No and I'll need to continue here.
| | 09:13 | E-mail Settings, currently not
available. Send E-mail invitations using
| | 09:16 | Outlook, so if you have got
Outlook that would be the default.
| | 09:20 | Presence Settings, whenever you are
online, for example, show your online
| | 09:23 | presence to everyone. If you don't
want everyone to see your online presence,
| | 09:27 | All users in My Contacts or All
workspace members only. You can select as many
| | 09:32 | or as few. If you choose Everyone,
you can't make changes to the other two.
| | 09:36 | File Settings, this is a handy one.
Scan incoming and outgoing files for
| | 09:40 | viruses. If you click on that check box,
this will effect scanning of files for
| | 09:44 | all users on this computer. Do you
want to continue? If I am the only user,
| | 09:48 | that's fine. It just means that the
files coming in and going out will be much safer.
| | 09:53 | If choose No and de-select that,
again I am warned. I am going to say Yes.
| | 09:59 | And on we go to the last tab
under Preferences, Synchronization.
| | 10:03 | Folder Synchronization Options,
you can select to share some of your
| | 10:07 | information between your computers.
So for example, Internet Favorites, if you
| | 10:12 | have got favorites in Internet Explorer
on one computer, you can share them on
| | 10:16 | another by clicking this check box
and clicking Apply. You can also create
| | 10:21 | shortcuts in documents to my File
Sharing Workspaces by clicking this check box.
| | 10:27 | Now with a shortcut to those
File Sharing Workspaces right inside the
| | 10:32 | document you can save a lot of time
in locating them unshared folders.
| | 10:36 | I'm going to de-select this and leave the default
as it is. Deselect this one and click OK.
| | 10:43 | Any changes I have made have been
saved. You can see down below I have got
| | 10:46 | some messages. Your contact information
has been removed from the local network.
| | 10:50 | The contacts are okay. All that
shows up just temporarily because of
| | 10:54 | changes I have made and I am back to
my Launchbar. At any time, you can go
| | 10:58 | back to your Account Preferences by
going to the Options menu and down to
| | 11:03 | Preferences to make changes to any of
those default settings you have set up
| | 11:07 | for your accounts.
| | Collapse this transcript |
|
|
2. Workspace BasicsCreating a standard workspace| 00:00 | Before you can actually start using
Groove to collaborate with team members on
| | 00:03 | projects, hold discussions and share
files and so on, you'll need to create a
| | 00:09 | workspace. There are different types
of workspaces you can create here in Groove.
| | 00:13 | In this lesson we are going to focus
on this Standard workspace, a Groove
| | 00:16 | workspace that offers a certain set of
tools and features that members of that
| | 00:20 | workspace will be able to use to
stay in touch and communicate, maintain
| | 00:24 | information that is being shared, even
make decisions about issues that might
| | 00:29 | arise that affect the work
that is being done together.
| | 00:32 | To create your first workspace, you
will need to use the Launchbar. Once you
| | 00:36 | have created additional workspaces you
will be able to create new workspaces
| | 00:40 | from within those workspaces. But for
now, if this is your first one, you will
| | 00:44 | need to go to the Launchbar.
| | 00:46 | From here, you have a couple of options.
Under the Workspaces tab clicking New
| | 00:50 | Workspace will take you through the
steps to create a brand-new workspace.
| | 00:54 | You can choose the Type,
give it a name and so on.
| | 00:57 | Your other option is to go to the File
menu here in the Launchbar and down to
| | 01:01 | New. Then you will select Workspace.
Now you do have a couple of other options
| | 01:06 | to create a workspace from a template.
We will talk about creating workspace
| | 01:09 | templates later on or from an archive.
We will also talk about sharing files
| | 01:14 | and folders later on. You can create a
workspace folder right from the New menu
| | 01:18 | dropdown as well.
| | 01:19 | But we are going to Workspace and this
is the equivalent of clicking the New
| | 01:23 | Workspace link in the Workspaces tab
in your Launchbar. Here under Create New
| | 01:28 | Workspaces, we need to give our new
workspace a name. If you are working on a
| | 01:32 | project with team members, you
probably want to name your workspace something
| | 01:35 | that makes sense to everyone whose is
going to be a member of this workspace.
| | 01:39 | Let's say it was Training
Conference 2008. You might call it Training
| | 01:43 | Conference 2008. I am going to call
this My 1st Workspace. Now you can always
| | 01:50 | rename workspaces later on, which
I will show you how to do in a moment.
| | 01:55 | My 1st Workspace is going to be what
type of workspace? That is the next
| | 01:59 | choice I need to make. Under Type of
Workspace I have Standard. This is just a
| | 02:03 | workspace that is going to be set up
with a Files tool and a Discussion tool.
| | 02:07 | If I need more tools later
on I can add them, no problem.
| | 02:09 | If I want to create a workspace
strictly for sharing a certain folder in my
| | 02:14 | Windows system, could be on my computer
or on a network. I would choose a File
| | 02:18 | Sharing workspace, or I can create a
custom workspace by selecting Template.
| | 02:23 | This allows me then to select
existing templates if I have them, and if I
| | 02:27 | don't, my only option is Custom where
I'll get to choose the tools that I want
| | 02:32 | in this workspace from the get-go.
| | 02:33 | I am going to back to Standard, and
just before I click OK let's check out the
| | 02:38 | Options button. Because from here
you'll need to consider your team members,
| | 02:43 | the people you are going to invite to
this workspace, what are they are going to need.
| | 02:47 | Well, I have never used Groove until
Version 2007. So my only option here under
| | 02:53 | the dropdown for Invitees need at
least is Version 2007. If you have used
| | 02:59 | previous versions of Groove you would
see those down here so that the people
| | 03:03 | you invite would be able to use older versions
of Groove to participate in your workspace.
| | 03:08 | It is my only option so I will leave
that selected and I do have more than one
| | 03:12 | identity. I get to choose which
identity I want to use for this particular
| | 03:17 | workspace. Remember when you set up
different identities you can choose what
| | 03:20 | information is going to be visible to
the members of your workspace. So I am
| | 03:25 | going to click the dropdown and go to
my David Rivers identity. The default
| | 03:28 | identity will always show up in that
dropdown so you don't have to select it if
| | 03:33 | it's the one you want to
use, you simply click OK.
| | 03:35 | Now we are ready to create our first
workspace by clicking the OK button here
| | 03:39 | from the Create New Workspace dialog
box. It takes a moment and then the
| | 03:44 | Workspace Explorer opens up. In
there is your brand-new workspace.
| | 03:49 | Now the Workspace Explorer, like any
other window has a Title bar. It has got a
| | 03:53 | menu bar with options for different
types of commands, File, Edit, View,
| | 03:58 | Options and Help. There is a
Workspaces button here to open a list of
| | 04:02 | workspaces that you have either
created yourself or joined. Now in this case,
| | 04:06 | if I click the dropdown, I have only
got one, but it is an easy way to switch
| | 04:09 | between existing workspaces or
create a new workspace. I don't need the
| | 04:14 | Launchbar to create a new
workspace. I can do it right from here.
| | 04:17 | I could also do it from the File menu,
but down below at the very bottom you
| | 04:22 | will notice two tabs here. These are
the two tools that were added to the
| | 04:25 | Standard workspace when we created,
the Files tool where we can start adding
| | 04:29 | files to this workspace or the
Discussion tab down below. When we click on
| | 04:34 | that, here is where we can create new
discussions with contacts and so on. Of
| | 04:38 | course, we'll need to invite
people before we can do that.
| | 04:41 | I am going back to Files over here and
give it a click. So you can look at the
| | 04:45 | two different panes on the left. You
will see the list of folders. On the right
| | 04:49 | you will see the contents of
the selected folder on the left.
| | 04:53 | On the right hand side of your
screen you are going to see the Workspace
| | 04:56 | Members list. Now currently, you can
see in workspace your own name. I see my
| | 05:01 | name here, David Rivers. My Role is the
Manager and I am the person who created
| | 05:05 | this workspace. If I click on Online
and Offline to expand those sections, you
| | 05:10 | can see no members with this status. It
is one brand-new workspace and only one
| | 05:14 | member at this time.
| | 05:16 | Down below is where I go to invite
people to this workspace. You can see I have
| | 05:20 | got a Chat pane down here as well as a
pane for Common Tasks. Down here you can
| | 05:25 | see I have got the ability to do things
like change my views, suppress alerts,
| | 05:30 | set up roles for the members of this
workspace and send messages to members.
| | 05:34 | But you'll probably notice we don't
have any members yet in our workspace.
| | 05:39 | It is a matter of inviting people to be
a part of our workspaces, and that is what
| | 05:43 | is coming up next.
| | Collapse this transcript |
| Inviting members to join your workspace| 00:00 | When you create a workspace in Groove
you automatically become a member of that
| | 00:04 | workspace, and in fact, you are also
assigned a default role, the role of
| | 00:08 | Manager, meaning you have
full control over the workspace.
| | 00:12 | In this lesson we are going to
explore how to invite other people to become
| | 00:17 | members of your workspace. We will
explore the different roles and permissions
| | 00:20 | you can grant them, and we will also
look at how to accept invitations to other
| | 00:25 | people's workspaces.
| | 00:27 | To follow along with me you'll need to
have created at least one workspace. If
| | 00:31 | you haven't done so you might want to
go back to the previous lesson and follow
| | 00:34 | along with me to create a standard
workspace. That's what I have here in front
| | 00:38 | of me. It is called My 1st Workspace.
| | 00:42 | If I go over to the Workspace Members
pane on the right I do see my name and as
| | 00:46 | I hover over that I also see my role
pop-up. I am the Manager, the owner of
| | 00:51 | this workspace. Now it's time to
collaborate with others and share files and so
| | 00:55 | on. To do that I need to invite
other people to become members of this
| | 00:59 | workspace. When I do that I can
grab various levels of permission.
| | 01:04 | Now to invite somebody to my workspace,
I have got a couple of options. I can
| | 01:08 | go little further down in the
Workspace Members pane where it says Invite to
| | 01:11 | Workspace. When I click down here I can
enter the name of somebody, enter their
| | 01:16 | email address or if I click the
dropdown I may see other Groove users who have
| | 01:22 | chosen to display their information
publicly, and there is one person down here.
| | 01:26 | Karen Corey.
| | 01:27 | But let's go up to the Options menu and
show you the other way to invite people
| | 01:32 | to your workspace. Click the Options
menu and go down to invite to workspace,
| | 01:37 | and when you click on this a little
dialog box opens up. Now from here you can
| | 01:42 | do the same thing. Enter a name or an
email or click the dropdown. Here you
| | 01:46 | might see other identities, if you
have got them. You might also see other
| | 01:51 | users of Groove who have displayed
their contact information publicly, and if
| | 01:56 | you don't, you can just
type-in email addresses here.
| | 01:59 | Now just for your information, if
you were to enter an email address of
| | 02:02 | somebody who does not have Groove
they will receive your email invitation
| | 02:07 | through email, and it will have an
attachment. The attachment will take them
| | 02:11 | right to the website where they can
download Groove, install it, and then go
| | 02:16 | back to your invitation when they start
up Groove, they are going to see it in
| | 02:19 | there automatically. So keep that
in mind as you choose names or email
| | 02:24 | addresses. Now if you wanted to invite
a number of people. Not just one person,
| | 02:29 | you could go to the Add More link over here.
| | 02:32 | Clicking Add More allows you to add as
many recipients as you like. Again, you
| | 02:36 | will be able to enter a name or an
email or I am going to click the dropdown.
| | 02:40 | Here's somebody who is a Groove user
and has displayed their information
| | 02:45 | publicly. I am going to give that a
click and add to list. Now if I click the
| | 02:49 | dropdown, may be I will choose my
other identity, Dave R and Add To List. You
| | 02:55 | can see now the list is growing. Now
when I click OK those people are now added
| | 03:01 | to the To field. You can see both
their names right there. The workspace they
| | 03:04 | are being added to shows up here,
My 1st Workspace, and now I get to assign roles.
| | 03:10 | When I click the Role dropdown they
can be managers just like me with full
| | 03:14 | permission to do whatever they want in
the workspace. They can even rename it,
| | 03:18 | delete it, or as a participant, they
will be able to add tools, remove tools,
| | 03:24 | and of course collaborate fully with
the other members. As a guest they won't
| | 03:28 | have any control over the workspace
itself, just the contents. I am going to
| | 03:32 | choose Participant.
| | 03:34 | Now if I wanted to I could come down
here and enter a quick message. I could
| | 03:37 | record a message if I wanted to. I am
just going to type-in, Please join my
| | 03:45 | workspace. Now if I require some kind
of conformation that they have accepted I
| | 03:51 | can click this checkbox down below. So
I will be alerted when they accept my
| | 03:55 | invitation. Now I can click the Invite,
which sends out the invite. Groove sent
| | 04:00 | your invitation and will send the workspace
when the recipient opens and accepts it.
| | 04:04 | If I don't want to see this message
over again I can click this checkbox. I am
| | 04:08 | going to leave it, de-select it and click OK.
| | 04:11 | So the invitations have gone out.
Look what's happening down here in my
| | 04:15 | taskbar. Down below there is a
little calendar icon indicating there is a
| | 04:19 | message, sure enough, there is an
invitation here from Karen Corey. There is
| | 04:24 | another invitation from David Rivers
and you can see that there are two invites
| | 04:29 | that have gone out as well. This is my
message history. I can access that anytime.
| | 04:34 | I am going go down to the Invitation
for Dave R, that's me, from Karen Corey,
| | 04:40 | and I can see the exact date and time
that was sent. When I click on it,
| | 04:44 | it opens up. As soon as I click Accept,
Groove sent my acceptance back,
| | 04:49 | downloading will start when Karen Corey
or another member is online. So I click
| | 04:54 | OK and then eventually I will be able
to go up to my Workspaces tab up here and
| | 05:00 | see that Training Conference 2008
Workspace, when they are online. And I will
| | 05:05 | be able to upload it and have
full access to it from here.
| | 05:08 | Now depending on the role that I was
granted for that workspace I may have
| | 05:12 | different permissions. For example,
as the Manager I would be able to do
| | 05:16 | anything I could do with my own
workspace. As a Participant, I am going to be a
| | 05:22 | able to go down here and use the tools,
add tools by using the dropdown here to
| | 05:27 | add tools to the workspace, I could
remove tools, I have quite a bit of
| | 05:31 | permission, but of course I don't own
the workspace. I can't delete it or rename it.
| | 05:35 | As a Guest I simply be able to look
at the information, the content of this
| | 05:40 | workspace and have no
control over the workspace itself.
| | 05:43 | So that's all there is to inviting
people. Once they accept your invitation
| | 05:47 | they show up over here under Workspace
Members, and once they do show up as a
| | 05:52 | workspace member you have the
ability to go in and change their roles and
| | 05:56 | change their permissions. We are
going to talk about doing that next.
| | Collapse this transcript |
| Roles and permissions| 00:00 | When you invite others to join your
workspace and you choose to require
| | 00:03 | confirmation for their acceptance,
like we did in the previous lesson, you'll
| | 00:07 | receive a notification. When they
accept your invitation, you'll need to
| | 00:11 | confirm before they show up here in
your Workspace Members pane. In this
| | 00:16 | lesson, we are going to talk about
confirming someone's acceptance as well as
| | 00:20 | changing their roles.
| | 00:21 | So here in my workspace you can see
I am the only member, I am the Manager, I
| | 00:25 | have invited people to join this
workspace. If someone has accepted, I might
| | 00:30 | see down here on the task bar a little
notification icon with a little envelope
| | 00:36 | flashing. And sure enough, when I
hover over that, I see I do have some
| | 00:39 | messages, "Training Conference
2008" ready, also Invitation for me.
| | 00:46 | Down below, here's where I was
inviting Karen Corey, she's accepted, please
| | 00:50 | confirm. So I am going to click on that
one. Now here's the Confirm Acceptance
| | 00:55 | dialog box. You can see it's to me from
Karen. She's accepted, all I have to do
| | 01:00 | is click Confirm and all of a sudden
she shows up here online, as one of my
| | 01:05 | workspace members.
| | 01:07 | Also at her end, she now has access to
my workspace. She didn't until I clicked
| | 01:12 | Confirm. I am going to go down here
now to my flashing envelope again. I am
| | 01:16 | going to click on "
Training Conference 2008" ready.
| | 01:20 | This is the invitation I accepted. She
has confirmed my acceptance, so when I
| | 01:24 | click on it, you can see it opens up
the workspace with me and her in there
| | 01:30 | right in the workspace. When I am
done working in this workspace, I simply
| | 01:33 | close it. Now I am back to my workspace.
Here you can see I am in the workspace
| | 01:39 | and Karen in online.
| | 01:41 | To change her role, I can go over here
to Karen Corey. When I click on her name
| | 01:46 | to change her role or access her role
permissions, I can right click now and
| | 01:50 | down below you can see I have got a
whole bunch of options. Down at the very
| | 01:53 | bottom though is Role.
| | 01:55 | When I click on Role, I am going to see
the role that I first assigned to Karen
| | 01:59 | when I invited her to my workspace. It
was Participant. If I want her to have
| | 02:04 | full Manager permissions, I can change
that by clicking Manager and then OK, or
| | 02:09 | if I want to knock it down to Guest
permissions, you can see it's restricted to
| | 02:13 | read-only activities,
I could click OK from here.
| | 02:16 | I am going to go up to the Manager and
click OK. All of a sudden now, her role
| | 02:20 | has just changed. She has the same
permissions that I have as the owner of this
| | 02:24 | workspace. So at anytime you can go
back to a name and right click, go down to
| | 02:29 | Role and change by clicking and clicking OK.
| | 02:34 | Of course, if the day ever arrives
that you no longer need them in your
| | 02:38 | workspace, you can uninvite them by
right clicking their name and going to
| | 02:43 | Uninvite. I don't want to do that right
now, so I am going to click here in an
| | 02:47 | empty space to close that up.
| | 02:49 | So keep in mind, once you have
assigned roles, you are not stuck with it.
| | 02:52 | If you have invited members to your workspace,
you can change their roles at any time.
| | Collapse this transcript |
| Defining workspace role permissions| 00:00 | When you invite individuals to
become members of your workspace, you also
| | 00:05 | assign a role to those new members.
The role that they receive will determine
| | 00:09 | the level of permission
they have in the workspace.
| | 00:12 | For example, as the creator of the
workspace you are assigned the Manager role,
| | 00:16 | giving you full control over the
workspace. You can do anything, invite people
| | 00:21 | to join, uninvite them. You can
create new tools, delete tools and so on.
| | 00:26 | When you assign the role of Participant,
there is a different level or set of
| | 00:30 | permissions assigned to that role, and
of course, the Guest role is a read-only
| | 00:34 | role. So in this lesson we are going to
explore the different permission levels
| | 00:38 | for the various roles and show you
how to make modifications to them if you need to.
| | 00:43 | Over here in my first workspace under
the Workspace Members pane, you'll notice
| | 00:48 | myself, David Rivers, as I hover over
my name I see my role, Manager. Online is
| | 00:54 | Dave R. This is the guy who is online
but not actually in the workspace working
| | 00:59 | away. As I hover over that name,
I see the role of Participant.
| | 01:04 | When I go down to the next name, also
online but not in the actual workspace is
| | 01:08 | Karen Corey, role of Participant. That
little clock icon indicates that Karen
| | 01:13 | has been idle, in other words, hasn't
done anything for at least 15 minutes. As
| | 01:18 | I hover over her name I see it's
actually 42 minutes, in this case.
| | 01:22 | If Karen were to go Offline, shut
down her computer, she would then appear
| | 01:26 | under the Offline section. Each of the
roles assigned to the individuals comes
| | 01:31 | with a certain level of permission.
To see those permissions and even make
| | 01:35 | changes to them, we go to the Options
menu. When I click on Options and Set
| | 01:41 | Roles, I am going to see the various
members in this workspace. Here's where
| | 01:46 | we'll find the defaults for the various roles.
| | 01:49 | The role to show up here in the
dropdown by default is Manager, and you'll
| | 01:53 | notice that there is a checkmark in
each of the boxes, allowing the Manager to
| | 01:57 | invite members, uninvite members, add
tools to the workspace, even delete tools
| | 02:03 | from the workspace and cancel
all outstanding invitations.
| | 02:07 | If I go to the dropdown and switch to
the Participant role, you'll see the
| | 02:11 | default here. As a Participant they
can invite other people to join the
| | 02:15 | workspace. They can add tools but they
can't uninvite people, can't delete any
| | 02:21 | tools or cancel outstanding invitations.
| | 02:24 | If I want to change that though, it's
just a matter of clicking the appropriate
| | 02:27 | checkbox. If I want them to be able to
uninvite people, I click the checkbox.
| | 02:32 | Now anyone with the Participant role
will be able to do that. If I don't want
| | 02:36 | them to add tools, I deselect that
checkbox. I am going to deselect Uninvite,
| | 02:42 | click Add tool and Delete tool, so now
they are also allowed to remove tools
| | 02:46 | from the workspace. But I am not going
to select Cancel all outstanding invitations.
| | 02:51 | Let's go up to the third one, which
is Guest. It's a read-only type access.
| | 02:55 | Notice, there is no inviting,
uninviting, adding or removing tools, all they
| | 02:59 | have access to is the content of the
workspace. So they are a member who can be
| | 03:05 | a part of the collaboration but they
have no control over the workspace itself.
| | 03:10 | I am going to leave it
just like that, and click OK.
| | 03:14 | When I do, those permissions, if
I have made changes, are saved, and anyone
| | 03:19 | with those roles will automatically
see those changes when they go in and try
| | 03:24 | to perform any of those tasks.
| | 03:26 | So not only do you get to assign
roles to the individuals you invite to be
| | 03:30 | members of your workspace, but you can also
change the permissions for each of those roles.
| | Collapse this transcript |
| Adding folders and files| 00:00 | In a world without Groove, sharing
files with other people is typically
| | 00:04 | accomplished by sending email messages
to those people with your file attached,
| | 00:08 | or may be putting the file up on a
network drive where multiple people will
| | 00:12 | have access to it.
| | 00:13 | Of course, the problem with those
methods is if you are sending out copies of
| | 00:17 | your file to many people and they are
making changes to that file, you now have
| | 00:21 | multiple copies out there, how do
you synchronize all those changes?
| | 00:25 | And if you are on a network share,
probably, only one person can access the
| | 00:29 | file at a time, which makes it very
inconvenient. So by creating a workspace in
| | 00:34 | Groove you can actually add files to
the workspace, members of that workspace
| | 00:38 | can access the file simultaneously
even and Groove will take care of the
| | 00:43 | synchronization of changes.
| | 00:44 | So we are going to get a brief
introduction here to adding files to your
| | 00:48 | workspace. There is a whole chapter
dedicated to sharing and managing files
| | 00:52 | later on. But right now, in our
first workspace if you were creating a
| | 00:56 | workspace with me in a previous lesson,
I called mine My 1st Workspace here.
| | 01:00 | You can see it comes with a Files
folder, it's the Root Folder, and because
| | 01:05 | it's a standard workspace that we
created, down below I've got two tools: the
| | 01:09 | Files tool as well as the Discussion
tool. So we want to make sure that the
| | 01:14 | Files tool is selected. Here's where
we add the files that will be shared
| | 01:18 | amongst our team members.
| | 01:20 | Now one thing to stay organized that
you might want to do is create folders. We
| | 01:24 | do have one root folder created for us
by default. It's called Files, it's the
| | 01:28 | Root Folder. I am going
to click on it right now.
| | 01:31 | Under my Root Folder I might create sub-
folders. To do that, it's very easy; we
| | 01:35 | just go up to the toolbar here and
click on this little icon for creating a new
| | 01:39 | folder. If you are a Windows user, this
looks familiar. It's the same icon used
| | 01:44 | to create new folders in Windows
Explorer. So I am going to click on this
| | 01:48 | button, and I have already got my
new folder. It's called New Folder by
| | 01:52 | default; it is selected so I can
type right over it. I am going to type
| | 01:55 | Training Dept.
| | 01:55 | Now may be this is the folder where
all the training department files go and
| | 02:00 | people in the department who might be
members of my workspace will be able to
| | 02:04 | go in there and access those files. May
be it's revenue tracking, may be it's a
| | 02:08 | special project.
| | 02:09 | When I hit Enter, it's locked in, it's
renamed, and now when I click on it over
| | 02:13 | here in my Navigation Pane, you could
see the contents on the right-hand side,
| | 02:17 | well, there isn't anything yet. Now,
it's time to add the files to that folder.
| | 02:23 | That's equally as easy. We go to the
toolbar and click Add Files. This allows
| | 02:28 | me to browse my computer, network
connections and so on for the files I want to
| | 02:32 | add to the workspace.
| | 02:33 | Now I copy my Exercise Files to the
Desktop, so I am going to click Desktop.
| | 02:38 | There is my Exercise Files folder right
there, I am going to double-click that
| | 02:41 | to open it up and now we are going
to go to the Chapter 2 folder and
| | 02:46 | double-click there.
| | 02:47 | Here you can see both files: one, a
Word document, the other, an Excel file.
| | 02:51 | And if I want to add these files,
it's just a matter of selecting them and
| | 02:54 | clicking the Open button down below.
Now clicking one of the files and then
| | 02:59 | Open will add that file, but if you
want both of them, you can select both.
| | 03:02 | I am going to hold down my Shift key
and click on the second file, both are
| | 03:07 | selected. Now when I click the Open
button, both are going to be added to my
| | 03:11 | workspace. Now every member in this
workspace has access to these files and
| | 03:17 | depending on their roles and their
permissions they will be able to do
| | 03:20 | different things with these files.
| | 03:22 | Of course, the biggest advantage is
because we are in Groove there are certain
| | 03:27 | automatic features that kick in. First
of all, synchronization will be taking
| | 03:31 | care for us, but also members of this
workspace will be notified when there are
| | 03:36 | new files added that have not yet been read.
| | 03:39 | So if I am part of a workspace where
someone has added a new file, I'll be
| | 03:42 | notified that a new file has been
added, something I haven't looked at yet.
| | 03:46 | When changes are made to a file, I'll
also be notified of those changes. Of
| | 03:50 | course, we'll see all of that later on
when we get into managing and sharing files.
| | Collapse this transcript |
| Adding tools to a workspace| 00:00 | If you have been following along with
me in this chapter and created a new
| | 00:04 | workspace a few lessons ago, you may
recall that the Standard workspace that we
| | 00:09 | created came with a couple of tools
built right in automatically. They are the
| | 00:13 | Files tool, for sharing and
collaborating on files, and the Discussion tool for
| | 00:18 | holding conversations with team
members of the workspace. But there are many
| | 00:22 | other tools that can be added to a
workspace after the fact. Or if you chose to
| | 00:27 | create a custom workspace, you could
select the multiple tools at that time
| | 00:31 | while creating the workspace itself.
| | 00:33 | In this lesson we are going to explore
some of those other tools and how to add
| | 00:36 | them to your workspaces. Here I am
working with My 1st Workspace, a workspace
| | 00:41 | I created a few lessons ago. You will
need to have workspace open to follow
| | 00:44 | along with me.
| | 00:45 | I want you to notice something over
here under Workspace Members. I have two
| | 00:50 | members in this workspace: me Dave R
and Karen Corey. So there are two members
| | 00:56 | in the workspace, but you will also
notice down below under the workspace where
| | 00:59 | we see our tools, in this case, the
Files tools and the Discussion tool tabs
| | 01:05 | that I can also keep track of how many
members are in those tools within this
| | 01:09 | workspace. In this case, both members
are in the Files tool. When I hover over it,
| | 01:14 | I do see Dave R and Karen Corey.
| | 01:17 | When I go over to Discussion and hover
over that, nobody is actually using the
| | 01:21 | Discussion tool in this workspace, but
if I click on this tool, I am now in the
| | 01:26 | tool using it, even though I haven't
created any new conversations or anything.
| | 01:31 | But you will see 1 there representing
me and now the Files tool only has a 1
| | 01:35 | showing up next to it,
representing the other member Karen Corey.
| | 01:39 | When I click on Files again, I am back
to the Files tool and now both of us are
| | 01:43 | back to using that tool within the
workspace. So you always get information
| | 01:48 | right away showing up at the bottom
of the workspace on the Tools tab that
| | 01:53 | appears once you have added tools.
| | 01:55 | So let's add a couple now. Couple of
different ways to add tools and it all
| | 01:58 | depends on the purpose of your workspace.
If you need to, for example, schedule
| | 02:03 | meetings with team members, you
might want a Calendar tool. Maybe you need
| | 02:07 | to track issues. There is an Issue
Tracking tool. So how do we add these?
| | 02:11 | We can go down to the bottom right
corner of our workspace here and click on
| | 02:15 | the Add a tool to this workspace
dropdown. When we do that, we are restricted
| | 02:21 | to selecting one tool at a time and all
we are going to see on this list is the
| | 02:26 | name of some of the tools and no description.
| | 02:29 | So, for example, if I go down to
Meetings, I don't really know the difference
| | 02:33 | between Meetings and the Calendar tool.
There is no description. There are
| | 02:37 | a few missing tools as well
but I can access those by going to
| | 02:41 | More Tools. Clicking More Tools
will open up a dialog box which is the
| | 02:45 | equivalent by the way, of-- I am going
to click out here on the white space--
| | 02:49 | selecting Add Tools over here in the
Common Tasks pane. So let's give it a click.
| | 02:54 | Now under More Tools, you can see
all of the tools that I can add to my
| | 02:59 | workspace. They have checkboxes so
I can add more than one and I see
| | 03:03 | descriptions for each of them. For
example, the Calendar tool, to mark important
| | 03:07 | dates and build collaborative schedules
with workspace members. But down below
| | 03:12 | Meetings, assign agenda and actions
items and record meeting minutes;
| | 03:16 | very different tools. I want the Calendar
tool so I am going to click the checkbox.
| | 03:21 | You want to play chess with workspace
members? Add the Chess Game. I don't really
| | 03:25 | want to do that right now.
| | 03:27 | You can add a Custom tool, which gives
you a wide variety of options. You can
| | 03:32 | add another Discussion or Files tool,
if you wanted to. You can have multiple
| | 03:37 | Discussion and Files tools. In fact,
you can have duplicates of any of these tools.
| | 03:40 | Forms, if you want to create
customized applications for collecting and
| | 03:44 | viewing data and if you have got
InfoPath integration, you might want to go to
| | 03:48 | create customize tools based on
Microsoft InfoPath 2007 form templates.
| | 03:53 | Here is the Issue Tracking tool to
report, manage, and track the status of
| | 03:57 | issues and incidents. Meetings, we
talked about. There is a text editor called
| | 04:02 | the Notepad that could be a tool that
you can add to your workspace. Pictures,
| | 04:06 | for displaying and sharing graphic
images and digital photos. If you have got
| | 04:10 | SharePoint integration, you can
synchronize files with a SharePoint document
| | 04:13 | library by adding the SharePoint Files tool.
| | 04:16 | You can use drawing tools on a
Sketchpad by adding the Sketchpad tool; kind of
| | 04:21 | like having a whiteboard at
your live meeting in a meeting room.
| | 04:24 | So I am going to leave the Calendar
selected. I am also going to want to track
| | 04:28 | issues and I think having Notepad
might be a good idea. So with those three
| | 04:33 | checked off, I click OK and three
tools will be added to my workspace.
| | 04:39 | They will show up as tabs across the bottom.
| | 04:41 | So now I have got Files and
Discussion tools, but I have also got a Calendar
| | 04:45 | tool. You can see I have got my Calendar.
I can change the view of this, go to
| | 04:50 | Today, I can add new appointments to
this Calendar and of course, all team
| | 04:54 | members in this workspace will have
access to this Calendar. I have got Issue
| | 04:59 | Tracking. Here is where I go to
create new issues. So I can add them by
| | 05:03 | clicking the New button.
| | 05:04 | We are going to get into these tools a
little bit later on as we move through
| | 05:07 | the lessons in this title, but this is
a quick overview of some of the tools
| | 05:12 | and once you start adding issues, you
can assign them to individuals, team
| | 05:16 | members in the workspace and be able
to keep track of them from one easy
| | 05:19 | location here in your workspace.
| | 05:21 | There is Notepad for taking notes. And
you can see we can create new notes, and
| | 05:25 | again all team members will be able
to access these notes. I am going to go
| | 05:29 | back to Files. Now both members are
back to the Files tool. And if I wanted to
| | 05:36 | add an additional tool now, I could go
down to my dropdown here, just give it a
| | 05:39 | click and maybe add the Pictures tool.
It gets quickly added to the end.
| | 05:44 | I am going to go back to Files. What if you
wanted to remove a tool, you find you are
| | 05:48 | not using it? You won't see any
commands over here in your Common Tasks pane
| | 05:53 | for doing that, but right-clicking is a
great way to display your shortcut menu.
| | 05:58 | Let's say we don't the Notepad.
I am going to right-click on Notepad and
| | 06:02 | you will see I have got a few options.
Mark the tool unread. When individuals start
| | 06:07 | using these tools, they become used
or read tools. I am going to delete by
| | 06:12 | clicking the Delete option. Of course,
I will need to confirm this. I can't
| | 06:16 | undo it. When I click Yes, the
Notepad tool is gone and it's obviously very
| | 06:21 | easy to add at any time either from
the dropdown or by the Add Tools in your
| | 06:26 | Common Tasks pane.
| | Collapse this transcript |
|
|
3. Groove ContactsAdding and removing contacts| 00:00 | It's time now to explore working with
contacts here in Groove. After all what
| | 00:04 | good is a collaboration tool, if you
don't have anyone to collaborate with. Now
| | 00:08 | if there is some team member that you
plan on collaborating with on a regular
| | 00:13 | basis, you may want to turn them into
contacts to get quick and easy access to
| | 00:16 | them and their information.
| | 00:19 | You can see I have got the Launchbar
open up here on my screen on top of a
| | 00:22 | workspace that's running in the
background here. In the Launchbar, you have two
| | 00:26 | tabs: Workspaces and Contacts. So we
are going to click on Contacts and you may
| | 00:31 | recall when you setup your Groove
account for the first time, you added
| | 00:34 | information about yourself and them
you got to choose if that information was
| | 00:38 | going to be visible to other Groove
users or not. If it was, it could be on a
| | 00:43 | local network or it could be on the
Public Groove Directory, meaning if you
| | 00:47 | have got an Internet connection, you
can access anybody who set themselves up
| | 00:51 | on that public directory.
| | 00:53 | Now under Contacts, you will notice
I have got an Add Contact link. This is
| | 00:57 | just one way to add somebody your list
of contacts. This opens up the Find User
| | 01:02 | dialog box and now it's just a matter
of searching for the person that you want
| | 01:06 | to make one of your contacts. Notice
over here on the right-hand side you can
| | 01:10 | choose to include that Public Groove
Directory. Of course you will need an
| | 01:13 | Internet connection to be able to do
that. In the Search For field, you can
| | 01:17 | type whatever you want here. I am
going to type in Winston. It's not case
| | 01:21 | sensitive. I am looking for guy named
Winston and if I click the Find button
| | 01:26 | now, it's going to search my local
network. So I give it a click and sure
| | 01:30 | enough, there's Winston
Barry on my local network.
| | 01:33 | If I go to Include the Public Groove
Directory, by clicking that checkbox and
| | 01:37 | click Find again, notice there is a
number of other Winston in there. I don't
| | 01:41 | see much of their information though.
I know this is the guy I was hoping to
| | 01:45 | add as a contact. So with Winston
Barry selected, I am going to go down to my
| | 01:50 | Add button to add him as a contact.
| | 01:53 | We have got different categories now.
Your contacts will appear in one of these
| | 01:57 | three categories and I am going to
expand them all. Clicking the little
| | 02:01 | expansion button, next to Active shows
that I have got no contacts with this
| | 02:05 | status. All that means is there are no
contacts in my workspaces. If I go to
| | 02:09 | Online, it looks there is one in
there and there is Winston Barry, Winston
| | 02:13 | Barry is online, but not actually in a
workspace and then Offline; if Winston
| | 02:18 | Barry was to disconnect, he would show
up down here under the Offline category.
| | 02:23 | Now that's just one contact that has been added.
| | 02:26 | I am going to minimize my Launchbar
and go to my workspace. If you are
| | 02:29 | following along, open up any of your
workspace and if you have got members, you
| | 02:34 | can add them as contacts as well. Here
is an easy way to do it. Right-click on
| | 02:39 | the name, I am going to go Karen Corey
here, and you will notice that I can go
| | 02:42 | to Add to My Contacts, just like that.
| | 02:46 | When I do that, you will see
information down below in the notification area,
| | 02:49 | Added "Karen Corey" to My Contacts.
I can close that by clicking the X. And now
| | 02:54 | if I go back to my Launchbar and in my
Contacts tab, you will notice I have got
| | 02:59 | two contacts now. I have got Karen
Corey under Active, she is online and
| | 03:03 | currently in the workspace that we
share whereas Winston Barry is online, but
| | 03:07 | not in any of our shared workspaces.
| | 03:10 | To remove a contact, I can right-
click on Winston Barry down below, go to
| | 03:15 | Delete. But just before I click on
Delete, or hit the Delete key on my
| | 03:19 | keyboard, you will notice I have some
other options. I can invite Barry to a
| | 03:23 | workspace right from here. That's
the advantage of having contacts. I can
| | 03:28 | verify his identity. I could move this
contact to a folder or save his contact
| | 03:33 | information as a file. Send via e-mail,
so I can send my contact information to
| | 03:38 | Winston Barry via e-mail. I can set
alerts for this contact. I can send Winston
| | 03:43 | Barry a message right from here as well
and notice that the shortcut is Enter.
| | 03:48 | So clicking on a name and hitting Enter
on your keyboard allows you to send the
| | 03:52 | message quickly to that contact. I am
going to click Cancel. I am not ready to
| | 03:56 | do that right now, but there is lots
more we can do with contacts. Let's remove
| | 04:00 | one now by right-clicking and
choosing Delete. Delete on the keyboard would
| | 04:05 | also work. You are going to see a
confirmation message, can't be undone. So if
| | 04:10 | you wanted to get this contact back,
you would have to go through the Add
| | 04:13 | Contact link again.
| | 04:15 | So that's adding and removing contacts
and finding them, but like I said, there
| | 04:19 | is lots more to cover here in contacts.
| | Collapse this transcript |
| Allowing others to add your contact information| 00:00 | Searching for contacts, whether it be
on a network directory or Groove Public
| | 00:04 | Directory and adding those people to
your contacts list, really only covers one
| | 00:08 | half of the coin. If there are other
people out there who would like to be able
| | 00:12 | to find you and your contact
information to add you to their contact list, you
| | 00:17 | have to make sure that you are
listing yourself in those directories.
| | 00:21 | When you first create you Groove
account, you do have the option to have your
| | 00:24 | contact information displayed either on
a network directory, the Groove Public
| | 00:30 | Directory or not be visible at all,
and of course that can be changed.
| | 00:34 | So in this lesson, we are going to go
to the Launchbar and click on the Options
| | 00:38 | menu. When you go down to Preferences
at the very bottom, you are going to see
| | 00:42 | the Preferences dialog box, and the
Identities tab should be selected by
| | 00:47 | default. We will talk more about
Identities in a moment, but right now if you
| | 00:50 | have created your account, its
brand new; you are going to see your own
| | 00:54 | identity right here if you haven't
setup any other identities. Of course, you
| | 00:57 | can do that at any time and like I said,
we will do that in an upcoming lesson.
| | 01:01 | But right now I am going to go down to
the Edit button just to look at my own
| | 01:06 | contact information. So here you could
see I have got a Business tab and the
| | 01:10 | Personal tab. You can see my full name,
first and last name, you can see the
| | 01:15 | company. I have got job title. I don't
have a lot of other fields filled in at
| | 01:19 | this time, but I can change that just
by adding the information or taking the
| | 01:22 | information out. When I click OK, that
information is saved. It's my contact
| | 01:27 | information. Do I want other people
to be able to find me out there so that
| | 01:31 | they can add me to their contact list?
If that's the case, then I need to go to
| | 01:36 | the List me in section here where I've
got the Public Groove Directory as well
| | 01:40 | as the local network directory.
| | 01:43 | What should people be able to see? Well,
if I don't want people outside of my
| | 01:47 | own network to be able to find me,
I going to go to the Public Groove Directory
| | 01:51 | dropdown and select No Listing. I will
not be listed on the Microsoft site in
| | 01:56 | that Public Groove Directory, so other
Groove users out there who are not on my
| | 02:00 | network will not be able to find me
and my contact information. Of course, I
| | 02:04 | can change that just by going back
to the dropdown, maybe my Name Only.
| | 02:09 | Same thing goes for the local network
directory that you are on. You can see
| | 02:13 | the three options are No Listing at all,
Name Only or All Contact Information.
| | 02:18 | I am going to choose All Contact
Information. Keep in mind that when people go
| | 02:22 | to your contact information, right-
click on your name and go to Properties,
| | 02:27 | they are going to be able to see all of
those fields that you saw when you were
| | 02:30 | editing your contact information. So
they will be able to see everything about
| | 02:33 | you, at least everything that you have
input in your contact information about
| | 02:38 | you. When you click OK,
you have made the change.
| | 02:42 | Notice also down at the bottom right
corner, you are going to see just for a
| | 02:45 | brief moment, some information that
your contact information has changed;
| | 02:49 | whether it's has been added to a
directory or removed. Yes, you can always go
| | 02:53 | back and change that just by going
to Options and Preferences. Under
| | 02:58 | Identities, make sure you have got the
right identity selected and I am going
| | 03:02 | to change this back to All
Contact Information and click OK.
| | 03:07 | Again, I see information down here at
the bottom indicating that all of my
| | 03:11 | contact information is now
listed in the Public Directory.
| | 03:14 | So not only can I go out there and
find people to add to my contact list, but
| | 03:18 | other people will be able to find
me to add me to their contact lists.
| | Collapse this transcript |
| Sending contact info to others| 00:00 | Another option to make sure other
Groove users will be able to add you to their
| | 00:04 | contact lists is to send your contact
information directly to them. There is a
| | 00:09 | couple of different ways to do that
and that's exactly what we are going to
| | 00:12 | explore in this lesson.
| | 00:13 | You can see I have minimized the open
workspaces and I am left here with my
| | 00:17 | Launchbar on my desktop, and from here
I am going to go to the Options menu and
| | 00:22 | then down to Preferences.
| | 00:25 | From the Preferences dialog box, you
want to make sure the Identities Tab is
| | 00:29 | selected and down below you'll see
your default identity. The one you set up
| | 00:32 | when you created your Groove account.
Of course any information you added to
| | 00:37 | your identity is your contact
information and that's what people can see if
| | 00:41 | you've allowed them to see that either
in the Public Groove Directory or in the
| | 00:45 | Local Network Directory. If you
haven't chosen to let other people see this
| | 00:49 | information then your
other option is to send it.
| | 00:52 | You could email this contact, meaning
email your contact information to other
| | 00:56 | people. It will launch your default
email application and send the information
| | 01:00 | directly to them in a link.
| | 01:01 | It will also be a link to download
Groove, if they don't already have it
| | 01:05 | installed. Same thing goes for Save
this Contact as File. In this case, you are
| | 01:10 | going to create a vCard, a Virtual Card.
The file becomes a .vcg file that you
| | 01:16 | can attach to any email message and
send it out to lots of people if you want
| | 01:20 | it to, so they will have your vCard
that they can double-click and add your
| | 01:24 | contact information to their contact list.
Let's start with E-mail this Contact.
| | 01:29 | I am going to click this link and
I will see a Security Warning, just warning
| | 01:32 | me that this is not the same as sending
via Groove. It's not secure, but if you
| | 01:38 | are willing to continue, you click Yes,
and I will click Yes. This launches my
| | 01:43 | email application which of course is
Outlook. You can see the messages created
| | 01:47 | for me, Groove contact
information is attached for David Rivers.
| | 01:51 | And as I scroll down, you see there is
a couple of links. For people who are
| | 01:55 | new to Groove and don't have it
installed there is a link which will take them
| | 01:58 | to the site where they can download it,
and then down below for people who
| | 02:02 | already have Groove this is my
contact information, this is the link that's
| | 02:07 | going to add me to their contact lists.
| | 02:10 | All I need to do now is enter the email
addresses of those that I want to send
| | 02:14 | my contact information to. I am going
to cancel this. I am just going to close
| | 02:18 | this dialog box, say No to saving
changes, it takes me back to my Preferences.
| | 02:23 | The other option is to save this
contact information as a vCard. So I am going
| | 02:27 | to click this link right here. I am
going to navigate to my Desktop, and I am
| | 02:32 | going to leave my own name in there.
Notice that the Save As type is Groove
| | 02:36 | Contact File or .vcg. This is a vCard.
If I click the dropdown, it's the only option.
| | 02:42 | I am going to click Save, and now my
information is saved over here on my
| | 02:47 | desktop. But nobody has received
it to this point. So I click OK.
| | 02:52 | Now I would launch my email application
by going to my Start button, I am going
| | 02:57 | to click Email for Microsoft Outlook.
And now all I have to do is create the
| | 03:02 | message. It's a new message, and of
course I want to attach something. So in
| | 03:07 | this case I go over to the Include
section and see I can attach items here,
| | 03:11 | attach a file. Navigate to my desktop,
there it is, my vCard. Click Insert and
| | 03:17 | it becomes an attachment. I'd add in
the addresses of those who should be
| | 03:21 | receiving my contact information and
they all receive the exact same file I
| | 03:25 | have stored on my desktop.
| | 03:27 | So I am going to close this up without
saving. And I am going to exit Outlook.
| | 03:32 | I just show you what happens when
they double-click your vCard. Now, if you
| | 03:35 | haven't added yourself to your own
contacts lists watch what happens,
| | 03:39 | double-click David Rivers, check it out.
Added David Rivers to my contacts. And
| | 03:44 | if I look at my contacts here in my
Launchbar, here's David Rivers right there online.
| | 03:50 | Now of course, if I right-click and go
down to look at the Properties for my
| | 03:54 | contact information this is where
other users will be able to see all of your
| | 03:58 | information that you've added to that
specific identity. I am going to click
| | 04:02 | Cancel; this takes me back to my
Launchbar where I am ready to move on.
| | Collapse this transcript |
| Understanding identities| 00:00 | Overtime as you begin to accumulate
contacts on your contacts lists and start
| | 00:04 | working with team members in workspaces,
sharing files with them, communicating
| | 00:08 | with them, then you may arise to
verify that they are actually who they say
| | 00:12 | they are. And of course, if you have
been invited to a workspace, someone may
| | 00:16 | want to verify your identity. So in
this lesson we are going to explore
| | 00:19 | identities a little bit further, and we
are going to start with our Launchbar.
| | 00:24 | Now as you know, when you create your
Groove account you are assigned a default
| | 00:27 | identity, and along with that
identity is your digital fingerprint. As you
| | 00:32 | create additional identities, you have
different digital fingerprints assigned
| | 00:36 | to each of those identities, and
that's what's going to help people identify
| | 00:40 | you as the person you say you are.
| | 00:42 | So if you have been invited to a
workspace and someone wants to verify your
| | 00:46 | identity, they might ask for your
digital fingerprint, and here's how you find it.
| | 00:50 | From the Launchbar, click the Options
menu and go down to Preferences. Next,
| | 00:55 | click the Security Tab where you will
see your default identity and right below
| | 01:00 | it your Digital Fingerprint. So this
code will confirm that you are who you say
| | 01:05 | you are. So if they have you showing up
in their workspace and they access your
| | 01:10 | digital fingerprint, they can call you
up on the phone, for example, and say
| | 01:14 | read me your digital fingerprint,
I want to make sure that it matches what I
| | 01:17 | see here, and if it does everything is
cool. So I am going to click OK to close
| | 01:22 | this up, and return to my Launchbar.
| | 01:24 | Now you will notice that on my
contacts lists I have got a couple of contacts
| | 01:29 | and they are color-coded. The colors do
mean something as well. When you add an
| | 01:34 | identity or a contact to your contact
list, they need to be verified. When you
| | 01:39 | create a contact and you view their
information and you verify their identity.
| | 01:44 | If you are working on a network in
an organization or you have got an IT
| | 01:48 | Administrator who is controlling
each of the users and the identities,
| | 01:53 | verification is automatic. So when
you look at your contacts lists you see
| | 01:56 | people appear in this green color.
| | 01:58 | The color codes actually mean a lot.
Green means that they actually have been
| | 02:03 | verified manually, but the contact
has not been verified as having a
| | 02:08 | certificate. That's something
different. Certificates are given out by IT
| | 02:13 | administrators in a domain, and that's
where the automatic verification kicks in.
| | 02:18 | Now you will notice that I have got
another name down here on my contacts list
| | 02:21 | that appears in black. This person has
not been verified. I would need to do
| | 02:26 | that manually. If you see any contacts
or workspace members showing up in teal,
| | 02:32 | it means they are verified as
having a Groove certificate from your
| | 02:35 | organization, set up by your IT Administrator.
| | 02:39 | A blue colored contact is verified.
It's having a certificate either from
| | 02:44 | Groove or another certificate
system, but not necessarily from your
| | 02:48 | organization. I don't have any blue ones here.
| | 02:50 | Red also is a problem. It's a name
conflict. If you have two contacts with the
| | 02:55 | same or similar names you'll see them
appear in red, and it doesn't matter if
| | 03:00 | they have been verified or not they
will appear in red as having a conflict or
| | 03:04 | you might want to set up an alias,
and we'll talk about that momentarily.
| | 03:09 | I am going to right-click on Winston
Barry. You can do this from a workspace or
| | 03:13 | from your contacts list. When you
right-click on a name, you have access to
| | 03:17 | verify their identity right from there.
So from this pop-up menu, we click
| | 03:22 | Verify Identity.
| | 03:23 | You can see here that Winston is not
a part of any shared workspaces. I can
| | 03:28 | view his vCard and you can see not much
information there. I am going to click
| | 03:33 | OK. If I am still not sure that this is
the person, I think it is, I can check
| | 03:37 | the fingerprint. When I click this,
this is where I see the digital fingerprint
| | 03:41 | for Winston Barry.
| | 03:43 | Now I might want to call them up and say,
go to your Security tab under Options
| | 03:48 | and read out your Digital Fingerprint,
and if it matches then I can click
| | 03:52 | Verify to verify that this is the person,
who I think it is Winston Barry, and
| | 03:57 | click OK. Now, notice that Winston
Barry appears in green as verified.
| | 04:03 | I am going to switch over to my
workspace now. If you have got a workspace,
| | 04:06 | open it up, and if you have got some
team members in there, you can also go to
| | 04:10 | their names, same color coding appears
indicating that they have been verified
| | 04:14 | or not. And I am going to go up to
this one here, Karen Corey, and I am going
| | 04:17 | to right-click. I am going
to go down to Verify Identity.
| | 04:22 | Now from here you can see I have got
additional information for Karen Corey,
| | 04:25 | Shared Workspaces, there is three
that we share, and if I am not sure I can
| | 04:30 | still check her fingerprint. And I can
unverify them if I talk to them on the
| | 04:35 | phone and they don't have the same
digital fingerprint. I could unverify them
| | 04:39 | so they don't have any further access
to my workspace. I am going to click
| | 04:42 | Cancel though, and show you something else.
| | 04:45 | I am going to right-click on Karen
Corey and go down to Alias Contact. Now,
| | 04:50 | let's say you did have some names
appear in red. For this exercise, I am going
| | 04:54 | to type-in David Rivers, there is
already David Rivers in here, and when I
| | 04:58 | click OK you will notice now that
because I have got two with the same name,
| | 05:01 | these are different contacts with the
same name that appear in red. Even though
| | 05:05 | they have been verified.
| | 05:06 | As I hover over the names, I see some
information. In this case I see David
| | 05:10 | Rivers, Karen Corey; the similar name
is used by two contacts. In that case,
| | 05:14 | you do want to use the alias. So
I would right-click here, go down to Alias
| | 05:20 | Contact and I could type-in a different
alias here. I could type-in Karen Corey
| | 05:25 | or just take this out in this case
because the actual name is different from my
| | 05:30 | name. So when I click OK
everything goes back to green.
| | 05:33 | So to ensure you are working in a
secure environment, remember you can verify
| | 05:37 | identities, you can verify your
digital fingerprint to other users who have
| | 05:42 | invited you to be a part of their
workspaces. A lot of it is done just by
| | 05:46 | right-clicking. You can also go to your
Options menu in your Launchbar, and of
| | 05:52 | course from there under Preferences, go
to the Security tab to access your own
| | 05:57 | digital fingerprint.
| | Collapse this transcript |
| Organizing contacts| 00:00 | If you make extensive use of contacts
here in Groove, over time you may find
| | 00:04 | that that list of contacts becomes
large and unmanageable, almost disorganized.
| | 00:10 | So in this lesson we are going to
explore one option for keeping your contacts
| | 00:13 | organized and that's to create a
folder system, much like you would for a
| | 00:18 | number of files you have
stored on your computer.
| | 00:20 | You wouldn't just throw all of
your files into one big folder to stay
| | 00:24 | organized, so you can quickly and
easily find a specific file, you create a
| | 00:28 | folder made up with sub-folders and
so on so that you can navigate to the
| | 00:32 | location of your file and find it
quickly and easily. The same can be done with
| | 00:36 | your contacts list here in the Launchbar.
| | 00:39 | If you look at my Launchbar, I have
got a number of contacts visible right
| | 00:42 | here, not too many. In fact, at this
point I probably don't need to thing about
| | 00:47 | staying organized with folders,
but over time I probably will.
| | 00:51 | Let's start by checking of the
different ways to view your contacts. By
| | 00:55 | default, if you are looking at
Contacts and you are seeing Active, Online and
| | 01:00 | Offline, your inner view known as
the Status View. You are viewing your
| | 01:04 | contacts by their status. So I have
got one active contact, number that are
| | 01:09 | online but not active in a workspace
and nobody is offline at this point. You
| | 01:14 | may see a totally different list of contacts.
| | 01:17 | If I wanted to see a list of folders,
so I could organize them into their own
| | 01:21 | sections or sub-folders, I could then
go up to the Options menu, down to View
| | 01:27 | Contacts By and select Folders right at the top.
| | 01:32 | When I go to Folders, look what happens.
I now have a list of contacts but no
| | 01:37 | folders. In fact, all of my contacts
are we would call a root level. So once
| | 01:42 | that list starts to grow-and-grow,
it might become difficult to locate a
| | 01:46 | specific user and I might want to
think about putting them into folders.
| | 01:49 | Now to create a new folder, it's pretty
easy, I can go down to my Common Tasks,
| | 01:54 | I have got New Folder right there, or
I could go up to the File menu, and then
| | 01:58 | come down to New and then over to
Contact Folder, it's the exact same thing. So
| | 02:03 | I am going to give it a click and
I have created my first new folder.
| | 02:07 | So I am going to type-in the following,
ABC Co. When I hit Enter, there is my
| | 02:14 | Company folder. If I want to put
actual contacts into that folder, just a
| | 02:18 | matter of dragging them. So for example,
David Rivers, I click-and-drag over to
| | 02:22 | ABC when I have hovered over top of
ABC it highlights, I let go. Now that
| | 02:27 | contacts been added to that folder.
The rest are at the root level. Let's try
| | 02:32 | one more. I am going to take Winston
Barry, hover over ABC, let go. You can see
| | 02:37 | I am now moving my contacts into those folders.
| | 02:40 | To move them back out, I just click-and
-drag it right back out into the empty
| | 02:44 | space and let go. Typically inside
that folder, I might want sub-folders, may
| | 02:49 | be the different departments. So I am
going to click-and-drag David Rivers back
| | 02:52 | out, and I am going to click on ABC Co.
| | 02:56 | Now I could go back to the File menu or
go down to my Common Tasks and click on
| | 03:00 | New Folder right from here. When I do
that I get a new sub-folder because I
| | 03:05 | have selected ABC Co. Now
I am going to type-in Training.
| | 03:10 | I am going to click back on ABC, go
down to New Folder. Now, I have got another
| | 03:16 | new sub-folder under ABC Co., so let's
type-in another department. I can hit
| | 03:22 | Enter to lock that in. I am going to
add one more, I am going to click on ABC,
| | 03:26 | New Folder and this one is going to be HR.
| | 03:30 | Now it's just a matter of dragging the
contacts into the appropriate folder. So
| | 03:34 | I am going to take Karen, put her in
Finance, same thing with Claire. David
| | 03:40 | Rivers in Training, Leslie K in
Training. Sam goes to HR, as does Winston.
| | 03:47 | Now you can see each of the sub-
folders opened up to display the contacts. To
| | 03:52 | keep things organized, so I am only
viewing specific contacts, I can collapse
| | 03:57 | those folders. Notice a little minus
sign is next to them. So if all I care
| | 04:01 | about is the people in Finance at this
point, there they are. I can minimize
| | 04:05 | that, click the plus sign next to
another department folder name and view those
| | 04:10 | contacts. So it's a great way to stay
organized, clicking the minus sign next
| | 04:14 | to the root folder ABC Co. collapses
here as well. So this is just one of the
| | 04:18 | views, the Folder View.
| | 04:20 | Notice down below my Common Tasks
have changed as well. How do I change the
| | 04:23 | View back to Status? Well, in that
case I could go up to Options > View
| | 04:28 | Contacts By, change it from Folders to
Status. Now, I am viewing the contacts
| | 04:34 | the way I previously viewed them, which
was the default by their statuses but I
| | 04:38 | can go back to Folders at anytime. If
I have the View option appearing in my
| | 04:43 | Common Tasks, I can do it from there
or I'll have to go up to Options > View
| | 04:47 | Contacts By, go back to
Folders to stay organized.
| | 04:51 | Now if you want to delete a folder,
and you've got contacts, let's see what
| | 04:54 | happens. I am going to click on Finance,
now I could hit the Delete key on my
| | 04:58 | keyboard or just right-click on the
folder and choose Delete from here. Please
| | 05:04 | remove all content in "Finance" before
deleting it, so you can't delete your
| | 05:08 | contacts by trying to delete a folder.
| | 05:11 | So in this case I'd have to move them
to another folder, or back to the root,
| | 05:15 | which I am going to do. With an empty
folder, I don't see a plus or a minus
| | 05:19 | sign next to it. Now I can click on it,
hit my Delete key on the keyboard and I
| | 05:24 | will need to confirm that by
clicking the Yes button and it's gone.
| | 05:29 | So I am going to leave HR and Training
as is. I am going to go back down to my
| | 05:33 | View By, which now appears on my Common
Tasks. Change it back to Status, which
| | 05:38 | is where I started.
| | 05:39 | Just one option for staying organized,
when your list of contacts becomes out
| | 05:43 | of control. We'll look at other options
as we move through the lessons in this chapter.
| | Collapse this transcript |
| Using the contact manager| 00:00 | Another great way to keep track of your
contacts, keep them under control, and
| | 00:04 | organized is to use the Contact Manager.
That's what we are going to explore in
| | 00:09 | this lesson. And it's different from
your list of contacts that you see from
| | 00:13 | the Contacts tab of your Launchbar.
| | 00:15 | Here we see our current list of
contacts which will appear in the Contact
| | 00:18 | Manager but so will previous contacts
that we may have deleted, or other users
| | 00:24 | that we might have had indirect
interactions with, like if you receive the
| | 00:28 | message from a Groove contact,
that will appear on that list.
| | 00:31 | When you send a message to a Groove
contact, even though you may not have added
| | 00:35 | them to your contacts list, they will
appear on the Contact Manager which by
| | 00:39 | the way is also known as the
Known Groove Contacts list.
| | 00:43 | When you join a workspace and there are
other users in that workspace, they all
| | 00:47 | will also appear in your Contact
Manager where you can go to quickly access
| | 00:51 | their information, maybe add them to
your contact list if you wanted to, and so on.
| | 00:55 | When someone joins into your
workspaces even if they are not already of
| | 00:59 | contact, it will appear in the Contact
Manager, where you can go to add them to
| | 01:03 | your contacts.
| | 01:04 | So let's see how that's done. Before
I access the Contact Manager, I am going
| | 01:08 | to delete one of my contacts. I am
going to go to Sam V., hit my Delete key on
| | 01:12 | the keyboard and click Yes to confirm.
| | 01:15 | If you are following along, don't be
worried, you haven't lost that contact,
| | 01:19 | they stay in the Contact Manager. So
we access that by going to the Options
| | 01:23 | menu and down to Contact Manager.
| | 01:26 | Now you might be think I need to go
to Add Contact, find Sam, and add him
| | 01:31 | again, but no, notice that he appears
here over on the Display Contacts list.
| | 01:36 | And if I wanted to add him back, no
problem, I go to Properties, and click Add
| | 01:41 | to my contacts, but I am going to click Cancel.
| | 01:45 | If you don't want to be able to find
Sam V. ever again and add them to your
| | 01:49 | contacts, you can click on that name
and Hide. When you click Hide, you move
| | 01:55 | that contact over to the Hidden Contacts list.
| | 01:58 | Now when you go to find him, you
won't be able to, not unless you bring him
| | 02:01 | back to the Displayed Contacts list
by clicking the name, clicking Show.
| | 02:06 | Now there are other things you can do
with a contact. I am going to go Sam V.
| | 02:10 | and click on Properties, I could send
Sam a message, I have accessed to the
| | 02:15 | More dropdown where I can copy his
contact information, access his digital
| | 02:19 | fingerprint to confirm he is, who I think he is.
| | 02:22 | I could also send via email either
his contact info or mine by clicking the
| | 02:27 | Send Via E-mail dropdown and selecting
either my contact or this contact. I am
| | 02:32 | not going to do any of those but what
I do want to do is add Sam back to my
| | 02:36 | contacts by clicking the Add to my
contacts link, it's no longer accessible, I
| | 02:40 | click OK, and I am going to click OK
here in the Contacts Manager to go back to
| | 02:46 | my Launchbar where Sam V. now appears again.
| | 02:50 | So when you do delete users or remove
them from your contact list, you can
| | 02:53 | always get them back quickly and
easily, thanks to the Contact Manager.
| | Collapse this transcript |
| Modifying online presence options| 00:00 | In this lesson, I just like to take a
moment to explore those little icons you
| | 00:04 | may have noticed next to the contacts
that appear on your contacts list in the
| | 00:08 | Launchbar. Those indicators do give
you a little bit of information about
| | 00:12 | online status and so on.
| | 00:14 | So you will notice that on the right-
hand side, I have opened up the Groove
| | 00:17 | Help window and gone directly to the
Groove indicators section where down below
| | 00:22 | you will see a table with the
Indicator icon as well as its meaning.
| | 00:26 | So if I look in my contacts list,
I see Karen Corey. I see the green circle
| | 00:31 | with another green circle around the
outside and if I look over here at the
| | 00:35 | Indicator, this is a member who is in a
workspace and you will notice a little
| | 00:40 | clock icon next to it tells me that the
member in the workspace is idle, hasn't
| | 00:45 | done any activities in that
workspace for the past 15 minutes.
| | 00:49 | As I hover over this name, I do see
that Karen Corey has been idle for three
| | 00:53 | hours. Now you may see a green
indicator icon, the same one but not with a
| | 00:58 | clock inside of it, rather a bell.
Well, that is a member who is in your
| | 01:02 | workspace for whom you have set alerts
to High and alert displays whenever the
| | 01:07 | online status of this particular
contact changes. There are similar indicators
| | 01:12 | that will appear for online and offline
members for whom you have set alerts to
| | 01:16 | High as well.
| | 01:17 | Right below that is another green
circle with a circle around the outside of it
| | 01:22 | indicating that this workspace member
has a current status that is suspended
| | 01:27 | and that's a little red triangle you
see in the bottom-left corner of that icon
| | 01:32 | and you will see again similar
indicators that appear for online and offline
| | 01:35 | members of this workspace,
not just active members.
| | 01:38 | Here we have just the green filled in
circle and I do see a number of those
| | 01:42 | next to a number of my contacts. That's
a Groove contact or a workspace member
| | 01:47 | who is currently online. I also see
here Winston Barry, simply had the clock
| | 01:52 | icon. That's a contact or a workspace
member who is currently online but who
| | 01:56 | has not done any computer
activities for at least the past 15 minutes.
| | 02:00 | In other words, Winston Barry has been
idle. Again, if I hover over the name,
| | 02:04 | you can see 3 hours and 16 minutes
since he has done anything online. You may
| | 02:09 | also see one of these three faded icons.
If you see the faded yellow icon, a
| | 02:14 | Groove contact who is currently offline.
If you see the white icon, that's a
| | 02:19 | Groove contact whose online status is
currently unknown. And the red one, a
| | 02:24 | Messenger contact who has set their
online status to Busy. You can set yourself
| | 02:28 | up to Busy so that you won't be
interrupted by alerts and communications and so on.
| | 02:33 | So I am going to close this up and
here in my Launchbar, I am going to go up
| | 02:38 | to Options menu. Now I am going to go
down to Preferences and from here, I will
| | 02:44 | click on the Options tab. Down below
is where you can adjust your Presence Settings.
| | 02:50 | So you can show your online presence,
which is what we were just talking about,
| | 02:54 | to Everyone or if you de-select the
Everyone check box, it could be just to the
| | 02:59 | users in your contacts list or all
workspace members. In this case, we have got
| | 03:05 | both selected, which is the equivalent
of Everyone. I am going to click OK to
| | 03:10 | close that up and now you know a little
bit more about those icons that appear
| | 03:14 | next to the names on your contact list.
| | Collapse this transcript |
|
|
4. Communications and AlertsViewing communications| 00:00 | If I were to ask you what do you
feel is the most important aspect to a
| | 00:05 | successful team collaboration setting,
you are working on a project with many
| | 00:08 | other people, what's going to help
you get that done successfully on time?
| | 00:12 | Well, most people would answer,
communications. Now the communication
| | 00:17 | capabilities of Groove are definitely
going to help you to collaborate with
| | 00:21 | members of a workspace and keep in
touch with your contacts, because
| | 00:25 | communications cover several
different areas when we are talking about
| | 00:29 | Microsoft Office Groove.
| | 00:30 | For example, communications can
include instant messages and invitations to a
| | 00:35 | workspace that you send out or receive.
It could also mean chatting live and
| | 00:40 | online with the Groove Chat tool or
getting alerts when files get updated or
| | 00:45 | changed. It could also mean the
transmission and the synchronization of the
| | 00:49 | information in the files, in the
documents and so on that you are sharing with
| | 00:53 | other members as well as the issues
that are compiled in a Groove workspace.
| | 00:58 | So lots of communications capabilities
built into Groove, we are going to start
| | 01:03 | to explore them with our Communications
Manager in this lesson. You will notice
| | 01:07 | I have got the Launchbar open in
front of me as well as a workspace open in
| | 01:11 | the background. If you have got a
workspace you will want to open it up to
| | 01:14 | follow along with me; if you don't
have one, it's time to create one.
| | 01:18 | Here in the Launchbar though, you will
notice down at the very bottom, we have
| | 01:21 | got a Status bar. Over on the left is a
little envelope icon that will get you
| | 01:26 | into your message history but that's
not the Communications Manager. Over to
| | 01:30 | the right, I happened to have a little
icon here of what looks like Outgoing
| | 01:35 | data and as I hover over that, that's
exactly what I see. 10.9 kilobytes is the
| | 01:40 | size of that data and if I was to
click on this, I am going to see a little
| | 01:45 | quick pop-up of a mini Communications Manager.
| | 01:49 | Here I am going to see, for example,
Instant Messages and Invitations. There is
| | 01:53 | that 10.9 or 10.8 KB that's
outgoing. Here I am also going to see any
| | 01:58 | workspaces that I am connected to and
the little check marks on the left mean
| | 02:03 | that communications are ongoing for
each of these workspaces as well as Instant
| | 02:07 | Messages and Invitations. I can change
that status, pause communication for any
| | 02:12 | of them by de-selecting the check boxes
or if I want more detailed information,
| | 02:17 | I can go into the full-fledged
Communications Manager by clicking this link at the top.
| | 02:22 | I am not going to do that quite yet.
I am just going to click out here to close
| | 02:25 | up the pop-up menu and go over to my
workspace, because typically you will be
| | 02:30 | in a workspace when you need the
Communications Manager. You can also access it
| | 02:34 | from here by going to the Options menu
at the top and down to Communications
| | 02:40 | Manager. When we give this a click, we
are going to see those same activities.
| | 02:44 | There is the Workspaces as well as
Instant Messages and Invitations but we are
| | 02:48 | also going to see some additional
information here such as the fact that we are
| | 02:52 | communicating normally. So we are not
offline at this time, we are connected.
| | 02:55 | We are also going to see up here any
incoming or outgoing data. Currently zero
| | 03:01 | bytes of incoming data, but I have
sent out an invitation so I see 10.9 KB of
| | 03:06 | outgoing data. Once I receive an
answer to my invitation, I am going to see
| | 03:11 | some incoming data. So down here next
to Instant Messages and Invitations,
| | 03:16 | check out the status, 10.8 KB
left to transmit, 0 left to receive.
| | 03:22 | Now I have got my workspaces.
Synchronizing workspaces is a big part of
| | 03:27 | communicating here in Groove and you
could see the status for each of these
| | 03:31 | workspaces is Idle; nothing has been
changed in the workspace as soon as files
| | 03:35 | get updated. I am going to see
action over here in the Status column.
| | 03:38 | Now down below, I have got buttons for
working offline and a Pause All button.
| | 03:43 | In the next lesson, we are going
to talk about pausing and resuming
| | 03:46 | communications but if at any time you
need to work on your own computer, on
| | 03:51 | your own files without interruption,
you can choose to Work Offline. That also
| | 03:56 | means that if you appear at any
other workspaces, on any other member's
| | 04:00 | workstation, they will see you as
offline, knowing that they won't be able to
| | 04:04 | communicate with you.
| | 04:05 | By clicking the Work Offline button,
I want you to see what happens up here at
| | 04:09 | the top. Here it says, you are
working offline but it also tells you since
| | 04:13 | when, not just the date but the time as
well. So as time goes on, you will want
| | 04:18 | to probably go back online so that any
updates to files, any synchronization of
| | 04:24 | issues and reports etcetera, any
invitations and so on can be sent to you or
| | 04:29 | sent out.
| | 04:30 | So now when I come down here to Work
Online, I may see an error message, it's
| | 04:35 | not really an error message but really
just information that Groove is blocked
| | 04:39 | by Windows Firewall and cannot
function properly. That is an option that you
| | 04:43 | will see if you are using your Windows
Firewall and for Groove to work online
| | 04:47 | and communicate with other users, it
needs to be enabled as an exception in
| | 04:52 | your Firewall settings. Do you have to
go there now and do that? No, notice it
| | 04:56 | says, would you like to enable Groove
Communications now? When I click Yes,
| | 05:00 | that's done for me. But it's done
temporarily so you want to consider if you
| | 05:04 | are using Windows Firewall to go in there and
create an exception for Groove Communications.
| | 05:09 | We also have a link to Network Settings,
something you will rarely need. The
| | 05:13 | Network Settings link opens up the
Advanced Network Settings dialog box with
| | 05:18 | two tabs: Network Settings and
Network Diagnostics. Typically, this is
| | 05:22 | information that's going to be used in
an organization where you might be using
| | 05:27 | an IT Administrator to control
communications and the Groove Setup. So they
| | 05:32 | might need some of this information and
if you are going in here, checking out
| | 05:36 | your Network Settings, it's probably
to provide that information to them. You
| | 05:40 | really need to know what you are doing in here.
| | 05:42 | You are going to see information for
your Account URL, Device Presence, Home
| | 05:46 | GMS URL, there is your Identity URL.
Also, you are going to see your Network
| | 05:51 | Address, mine set up as Automatic. And
if I need to give this information to an
| | 05:55 | IT Administrator, there is a handy
tool down below, Copy to Clipboard. When I
| | 06:00 | click here, it gets copied to my
Windows Clipboard so I can go into my email
| | 06:04 | application, paste it into a message
and send it off to my administrator who
| | 06:08 | can look over this if there is an issue.
| | 06:11 | I can also make changes to only one of
these settings. You will notice when I
| | 06:14 | click on the Settings, the Modify
button down here is not accessible, not until
| | 06:19 | I reach Network Address for this
computer. It's currently set up as Automatic,
| | 06:24 | so I am getting the address set up for
me automatically but if it needed to be
| | 06:28 | tweaked then you can click the
Modify button to get in there.
| | 06:32 | But we are not going to dive deeply
into this topic, it's a little bit too
| | 06:35 | advanced and most people will not go
in here and fiddle with any advanced
| | 06:39 | network settings. If it's working
properly, you should never have to come in
| | 06:42 | here. So let's click OK to close that
up. We are back to the Communications
| | 06:47 | Manager. I am going to leave this open
because in the next lesson, we are going
| | 06:50 | to talk about the difference between
working offline and pausing and resuming
| | 06:55 | communications for any of
your individual activities.
| | Collapse this transcript |
| Controlling communications| 00:00 | As you know communications in Groove
are automatic and constantly running in
| | 00:04 | the background. For example, you
might be working on other things on your
| | 00:08 | computer while file data is being
transferred from your computer to a workspace
| | 00:13 | or maybe you are sending and receiving
massages, alerts and so on, all while
| | 00:17 | doing other things on your computer.
Well it's good to know that if you need to
| | 00:21 | manually control those communications
you can, thanks to your Communications
| | 00:26 | Manager, which you can see I still
have open here from the previous lesson.
| | 00:30 | If you need to launch your
Communications Manager, you can do so from the
| | 00:34 | Launchbar by going down to the Status
bar at the very bottom on the right hand
| | 00:37 | side. Just click and select
Communication Manager from the Pop-up menu or from
| | 00:43 | any workspace you can go to the
Options menu there and select Communications
| | 00:47 | Manager. Either way you are going to
see your activities down the left and
| | 00:51 | their statuses on the right.
| | 00:54 | The little check marks that you see in
the check boxes next to those activities
| | 00:57 | represent that they are communicating
normally and communications are turned
| | 01:01 | on. Here is the scenario. Let's say
I want to copy a very large file from my
| | 01:06 | computer to one of my workspaces.
I know it's going to eat up my system
| | 01:10 | resources, slow me down while I am
trying to work. So I might what to put it
| | 01:14 | off to a time where I might not be
using my computer. In that case, I can pause
| | 01:19 | communications.
| | 01:20 | Now I have the ability to Pause All
communications by clicking this button.
| | 01:25 | Doing so removes the check marks from
all of the check boxes. You will notice
| | 01:29 | here I have got a special instance
called Miscellaneous Communications, because
| | 01:34 | I deleted a workspace, the other
members of that workspace still need to
| | 01:38 | respond, but because I am not a member
of that workspace anymore, I won't be
| | 01:42 | receiving any communications. But of
course, I can't turn them off either,
| | 01:46 | because I am not a part of that
workspace anymore. So that's why that stays
| | 01:50 | there. But the others that I am
involved in, you can see I pause communications
| | 01:54 | for each of them.
| | 01:55 | Now I can also resume communications
for all of them by clicking the Resume All
| | 01:59 | button and of course they all have
check marks back. Let's say that the file
| | 02:05 | that's very large that I am going to
be coping is to My 1st Workspace right
| | 02:09 | here. Well, in order to reserve some
of my system resources so I can continue
| | 02:14 | working and put this off to later,
I will pause communications just for this
| | 02:18 | workspace by clicking its check box.
Up here Communicating Normally has some
| | 02:22 | additional information, Some Activities
Paused and if I look at this Status its
| | 02:27 | right here Paused,
Synchronizing My 1st Workspace.
| | 02:31 | Let's go through that scenario now.
I am going to click OK to close up my
| | 02:35 | Communications Manager. Next,
I want to make sure that I am in My 1st
| | 02:39 | Workspace. I want you add a file now.
So I am going to click Add Files. Next, I
| | 02:44 | want to navigate to the Chapter4 folder
of the Exercise Files, so I am going to
| | 02:48 | go down to my Desktop. That's where
I have got my Exercise Files, double-click
| | 02:52 | there and double-click the Chapter4 folder.
| | 02:55 | You can see I have got one file there.
It's called Desert Landscape. We are
| | 02:58 | going to give it a click and when
I click the Open button, it looks like it's
| | 03:03 | been uploaded to the workspace. But
keep in mind that my communications have
| | 03:08 | been paused at this point. If I go to
my Launchbar for example, you will notice
| | 03:13 | under Paused, My 1st Workspace. That
means if that file is waiting to be
| | 03:18 | uploaded; it's not actually using any
of my system resources at this time until
| | 03:23 | I resume communications.
| | 03:25 | Now I can do that from the
Communications Manager. I can go down to the bottom
| | 03:30 | of my Launchbar here and launch it again,
but you will also notice that on this
| | 03:35 | pop-up, My 1st Workspace, which
currently has a check box that's blank. I can
| | 03:39 | resume communications quickly and
easily that way, just by clicking the check
| | 03:43 | box but I am not going to do that.
I can also do it by right clicking here
| | 03:49 | under the Paused category and come
down to Resume Communications from here.
| | 03:54 | So you don't have to open up the
Communications Manager again to Resume
| | 03:57 | Communications. You can do it by right-
clicking the workspace, you can do it by
| | 04:02 | clicking the pop-up menu on your
Status bar in the Launchbar. Either way when
| | 04:07 | you Resume Communications, now the
file will officially be uploaded to the
| | 04:11 | workspace so other team members will
actually see it once you resume those
| | 04:15 | Communications. Until you do so,
they don't know what's there, resuming
| | 04:20 | communications allows that upload to happen.
| | 04:22 | I am going to go back to my
workspace and that's how we Resume and Pause
| | 04:27 | communications for
individual workspaces and messages.
| | Collapse this transcript |
| Setting alerts | 00:00 | In this lesson we are going to explore
yet another form of communication here
| | 00:04 | in Microsoft Groove, I am talking
about alerts. Alerts are those little
| | 00:09 | notifications that pop up in the
bottom right hand corner of your screen just
| | 00:13 | to inform you of certain
activities in a workspace or changes to the
| | 00:17 | information in a workspace, for example.
Groove will display alerts when you
| | 00:21 | receive or send a new message or an
invitation. You will see alerts to inform
| | 00:26 | you of the status of those
messages and invitations.
| | 00:30 | Alerts can also inform you when an
invitation, for example, has been delivered
| | 00:34 | or when the message has been opened
up and read. Depending on your alert
| | 00:39 | settings, you can also choose what's
going to happen to those alerts if you
| | 00:43 | ignore them. Yes, they will show up
in the bottom right hand corner of your
| | 00:46 | screen. If you don't open them up to
read them or dismiss them yourself, what
| | 00:50 | happens? That's what we are
going to talk about in this lesson.
| | 00:53 | Now just before we access Alert Options,
you will notice here that I am viewing
| | 00:58 | in my Launchbar Workspaces by Type. So
if you have got more than one workspace
| | 01:03 | or even if you have only got a
single workspace, go down to the View By
| | 01:07 | dropdown and select Type.
| | 01:08 | Now I have done that just to simplify
it because I have got two workspaces.
| | 01:13 | They are both Standard workspaces, the
same type, but their icons look a little
| | 01:18 | bit different, don't they? This one
underneath the Training Conference 2008
| | 01:23 | workspace has a starburst next to it.
| | 01:25 | That's the icon representing that this
particular workspace is unread. In other
| | 01:31 | words, nobody has actually received an
invitation or opened an invitation to
| | 01:36 | accept being a member of this workspace.
Whereas My 1st Workspace appears with
| | 01:41 | the regular icon. That's a workspace
that people are actually in there doing stuff.
| | 01:45 | Now you will see this little starburst
next to not just workspaces, but tools
| | 01:50 | as well as files within that Files tool,
for example. So we are going to take a
| | 01:55 | look at that by going up to the Options
menu and down to Preferences. Here from
| | 02:01 | our Preferences, we will go to the
Alerts tab and here is where we can adjust
| | 02:05 | alert settings for any unread alerts.
| | 02:09 | The Default setting is what is applied
to any new workspaces that we create.
| | 02:14 | Existing workspaces, if we set up
alert settings specific to those workspaces
| | 02:19 | will not be changed. This is for all
new workspaces to come. You can see the
| | 02:24 | Default level is set to Auto here for
Unread Alerts. I am going to drag this
| | 02:29 | all the way down to the bottom and
start down there with the level of Off,
| | 02:33 | meaning, don't display an alert for
new or modified content in a workspace.
| | 02:38 | So as soon as somebody changes
something as a tool, as a file, changes a file,
| | 02:42 | I will not be alerted if they are
turned off. Now I am going to move up to the
| | 02:47 | next level by dragging this slider up
to Medium. In this case I am going to see
| | 02:52 | highlighted unread content with that
little starburst icon and you can see I
| | 02:57 | get a little preview of what
that might look like down below.
| | 03:01 | As I move up to the next level which is
High, Highlight unread content with an
| | 03:05 | icon and display an alert for all
unread content and they will pile up down
| | 03:10 | here in my notification area, in the
bottom right hand corner of my screen.
| | 03:15 | Again, what happens if I ignore those
notifications? They'll pile up and they
| | 03:19 | will end up with a lot over time. So if
I go up to Auto, you will see it's the
| | 03:24 | same or similar to the High alert level,
but it also will automatically dismiss
| | 03:30 | ignored unread alerts.
| | 03:32 | So if I don't acknowledge those alerts,
look down below the Default setting is
| | 03:36 | 4 days. After four days unread
alerts that I ignore will be automatically
| | 03:41 | removed for me. If I click this
dropdown I can choose between 1 and 30 days,
| | 03:47 | and there is number of options in
between. If I choose 7 and click Apply,
| | 03:52 | that's the new default setting for
any new workspaces I might create.
| | 03:56 | Now, if I go to restore the defaults,
I need to confirm I want to do that by
| | 04:01 | clicking Yes. I can't undo it. You can
see it goes back to Auto with four days
| | 04:06 | as the unread alert option. So I am
going to click OK and that applies to any
| | 04:12 | upcoming workspaces I might create.
What about the existing ones as well as the
| | 04:16 | actual tools in that workspace and
maybe even files that I have added to the
| | 04:20 | Files tool? Well, let's explore that now.
| | 04:23 | I am going to go to My 1st Workspace
and double-click it. You can open up any
| | 04:27 | workspace you might have, but let's
start by going up to this Options menu now
| | 04:32 | and you will notice that we have got
Set Alerts as an option with a submenu. We
| | 04:37 | can set alerts settings for
tools as well as this workspace.
| | 04:42 | So when I click on workspace I can
now overwrite the default settings for
| | 04:46 | workspaces and set my own. It's the
same slider bar that we just talked about.
| | 04:51 | The only difference is we can
choose audio settings as well.
| | 04:55 | So if I go down to High, for example,
I can select an audio sound byte that
| | 05:01 | will play for any of these
notifications. For example, if I go down to SHOVEL
| | 05:06 | here. It would be the SHOVEL sound
that plays when I receive a new alert.
| | 05:11 | I can also choose to play an audio
byte that will notify me when any member
| | 05:15 | enters my workspace, just this
workspace, keep that in mind. I can click the
| | 05:20 | dropdown and select from the
Defaults. I am going to do an ALARM.
| | 05:24 | If you have your own sounds, you can
select those as well by using the Browse
| | 05:27 | buttons in selecting your own sound
files. When you click Apply, those new
| | 05:32 | settings will be applied to this
workspace. I am going to click OK to save
| | 05:37 | those settings.
| | 05:38 | Now like I said we can also do it for
folders and for files. In that case,
| | 05:43 | there is no Options menu to select for
a folder or a file; in this case, you
| | 05:48 | are not going to need to right click.
So let's go to one of your folders. It
| | 05:52 | could be the Root Folder or if you have
set up a sub folder, right click on it
| | 05:56 | and go down to Properties.
| | 05:58 | Now from the Properties dialog box you
have an Alerts tab. In here you have got
| | 06:03 | two options, either On or Off, and
right now you can see the Default is set to
| | 06:08 | Off, Don't display an alert for new
or modified content in this particular
| | 06:12 | folder. If I move up to the top and
click, it's set to High to display an alert
| | 06:18 | for new or modified content.
| | 06:20 | So any files that get added to this
folder I will be notified, if they get
| | 06:23 | changed, I will be notified as well.
I click Apply to save those settings and
| | 06:28 | click OK to continue. Let's
try for individual files now.
| | 06:32 | I am going to go to my
DepartmentOverview file, a Word document in my Files
| | 06:36 | tool here, right click, go down to
Properties and up at the top, sure enough,
| | 06:41 | there is an Alerts tab. I give that a
click, the same options either High or
| | 06:47 | Off. I am going to leave that one at
High, so I am alerted for any changes to
| | 06:51 | this document.
| | 06:53 | So if somebody adds something or makes
changes to the existing document, I will
| | 06:57 | be notified down in the bottom right
hand corner of my screen. I am going to
| | 07:00 | click OK. It takes me back to my
workspace. I am going to close up this
| | 07:05 | workspace and I am going to go up to my
Options menu here in the Launchbar and
| | 07:09 | I am going to test this out.
I am going to choose Send Message.
| | 07:14 | Now you can see it's from me Dave R.
I am going to send it to me as well. I am
| | 07:20 | gong to choose Dave R right there. The
message is Testing alerts. I am going to
| | 07:27 | click Send and there is a couple of
sounds that just played and down below in
| | 07:32 | my notification area I have got two
notifications. One, Message to "Dave R":
| | 07:37 | Delivered, and other one is the message
itself, if I want to look at it. Notice
| | 07:42 | the icons on the left
are a little bit different.
| | 07:44 | The information alert, if I ignore it,
will disappear after four days or I can
| | 07:50 | dismiss it myself just by clicking on
it. There, it's gone. Now I have got
| | 07:55 | another one down here, another
notification, this time now the icon appears to
| | 07:59 | be a closed envelope. This is the
message for Dave R from Dave R, you see the
| | 08:03 | date and time, and when I click
on it I actually open this up.
| | 08:07 | Now I can do things like reply to it,
forward it on or simply close it. When I
| | 08:12 | close it, that alert has disappeared
from the bottom right hand corner of my
| | 08:16 | screen. I have
acknowledged it. It's being dismissed.
| | 08:19 | So that's how you can communicate
with yourself. You can use alerts to be
| | 08:24 | notified for workspaces, for folders,
for individual files, it's all up to you
| | 08:31 | and how you handle those unread alerts.
| | Collapse this transcript |
| Suppressing alerts| 00:00 | Knowing what you now know about alerts,
I want you to consider this scenario.
| | 00:05 | You are a team member in a very busy
workspace, there are many members, those
| | 00:09 | members are communicating by sending
messages to one another. Maybe there are
| | 00:14 | alerts being set up for files and
folders even tools in the workspace. So you
| | 00:18 | are being notified every time, a
file changes, a folder is changed, when
| | 00:22 | something gets added or when a tool
gets used. Those notifications can really
| | 00:27 | begin to pile up and almost become
distracting or unwelcome down here on the
| | 00:32 | bottom right-hand corner of your screen.
| | 00:34 | Now the notification icon, which is
the Groove icon you see in the bottom
| | 00:38 | right-hand corner, hovering over it
will display those alerts. They do pop-up
| | 00:42 | automatically too as they are created.
But if you want to suppress those, the
| | 00:47 | good news is you can. Now you can
suppress alerts for individual workspaces by
| | 00:53 | simply turning them off. We
talked about that in a previous lesson.
| | 00:56 | But to suppress alerts in general for
any workspace for any of the alerts you
| | 01:01 | might receive you can go down to the
Common Tasks area and click on Suppress
| | 01:06 | Alerts. This means don't alert me of
unread information in any workspace. This
| | 01:11 | is the same as going up to the Options
menu and selecting Suppress Alerts from here.
| | 01:16 | Now when you do that you will notice
that the icon down below under Common
| | 01:20 | Tasks is changed, now it says Show
Alerts, and in the bottom right-hand corner,
| | 01:24 | look at the Groove icon. Now it has no
sign over it and when I hover over that
| | 01:29 | I actually don't see the alerts
popping up on my screen. Not until I am ready
| | 01:34 | that is and I can do that by clicking
Show Alerts, as soon as I do that any
| | 01:39 | unread alerts pop-up down here, I can
see them, and of course the no sign has
| | 01:43 | been removed from my Groove icon
down here in the notification area.
| | 01:47 | Now if you wanted to turn off alerts
for an individual workspace you know how
| | 01:52 | to do that. This is a lot different
than suppressing alerts, for example if I
| | 01:57 | click on My 1st Workspace and you can
click on any workspace you will notice
| | 02:01 | that Turn Off Alerts is an option. It
doesn't say Suppress. This will turn off
| | 02:06 | the alerts; you will not receive them.
It's not like they are hidden. They
| | 02:09 | actually won't come.
| | 02:10 | So I am going to click on Turn Off
Alerts, and that is now set for this one
| | 02:15 | workspace. If I go down to the
Training Conference workspace you can see that
| | 02:19 | alerts are turned on and
I can turn them off as well.
| | 02:22 | I am going to go back to My 1st
Workspace, and I am going to click on Set
| | 02:28 | Alerts. Again this is short for going
to the Options menu, I am going to click
| | 02:31 | on Set Alerts. This actually opens up
the alerts for this workspace, we have
| | 02:36 | seen this before, there is our levels.
I am going to bring it all the way up to
| | 02:40 | Auto, click Apply and click OK.
| | 02:44 | So it's not a matter of toggling this
Off and On like it is with suppressing. I
| | 02:49 | am going to click here in an empty
space under workspaces to see the Suppress
| | 02:53 | Alerts command, and when I click on
that the Show Alerts command to turn it
| | 02:59 | back. It's a toggle that allows you
to temporarily avoid distraction and
| | 03:03 | unwelcome messages showing up in the
bottom right-hand corner of your screen.
| | Collapse this transcript |
|
|
5. Sending Messages and ChattingSending and receiving messages| 00:00 | One of the huge advantages of an
online collaboration tool like Microsoft
| | 00:04 | Office Groove 2007 is your ability to
communicate with contacts and workspace
| | 00:10 | members quickly and easily, because you
have got a number of different options.
| | 00:14 | You can send messages from within
Groove and receive messages. You can hook
| | 00:18 | into Instant Messenger and
Communicator if you are using those applications.
| | 00:22 | You can chat live online with other
workspace members. In this lesson, we are
| | 00:27 | going to look at one of those methods,
that is, to send and receive messages.
| | 00:31 | Here I am in my Launchbar and you can
see I am looking at my Workspaces, I am
| | 00:35 | going to move over to my Contacts and
if wanted to send a message to any of
| | 00:39 | these contacts, there is a couple of
different ways I could do that. Now just
| | 00:43 | before we send the message, you may
have noticed that as you hover over the
| | 00:47 | names of your contacts, you are going
to see information about them. In this
| | 00:51 | case, Claire Lucille, I have directly
verified and she is online. If I go up to
| | 00:55 | Karen Corey, Idle for 17 minutes,
active in a couple of my workspaces.
| | 01:00 | Now if any of your contacts that
appear here in Groove are also contacts that
| | 01:05 | appear in Instant Messenger and you
have got that running or Microsoft
| | 01:09 | Communicator and you have got that
running, you will also see information about
| | 01:13 | those applications when you
hover over your contact names.
| | 01:17 | Another option is to right click on
a name. For example, if I go down to
| | 01:21 | Winston Barry here and right click,
and you can follow along with any of your
| | 01:25 | contacts. I have the ability here to
send a message and I can click on Send
| | 01:30 | Message or use my Enter key
after selecting that name.
| | 01:33 | Another option, look down below at
the very bottom down here, it says, This
| | 01:37 | contact is not in your Messenger
contact list. If Winston Barry was one of my
| | 01:42 | contacts in Messenger, I would be able
to go directly to Instant Messenger and
| | 01:48 | send a message that way.
Same goes for Communicator.
| | 01:51 | So if you are using any of those
applications, check out this line below, you
| | 01:55 | may have some additional options.
I am just going to close up this little
| | 01:59 | window by clicking on an empty
space here in my Contacts pane.
| | 02:04 | Another option is to click on the
name and click Send Message. So Enter,
| | 02:09 | clicking Send Message or right clicking
and choosing it from there will do the
| | 02:12 | exact same thing. It will open up the
Send Message dialog box where you will
| | 02:16 | see who it's coming from, yourself,
who is going to, the name that you
| | 02:21 | selected, and an area for adding your message.
| | 02:24 | Now this is an ideal method for
communicating with contacts or even team
| | 02:29 | members where you need to relay a
message to those individuals, maybe not
| | 02:33 | everybody in a workspace, for example,
or if you need to send a file along
| | 02:37 | because you do have the
ability down below to attach files.
| | 02:41 | If you wanted to send this message to
more than one person you also have the
| | 02:44 | ability to add additional recipients
by clicking the Add More link. We will
| | 02:49 | give that a click. From here you go to
the Recipient dropdown and select names.
| | 02:53 | I am going to choose Karen
Corey and click Add To List.
| | 02:56 | I am going to add one more, Claire
Lucille, Add To List, and you can see each
| | 03:03 | of those name show up with their
Status icons, some additional information
| | 03:06 | about them, I can use the Search for
User option as well for any of our online
| | 03:12 | directories. But I am going to click
OK and once I have added more than one
| | 03:16 | recipient, I can no longer use the To
dropdown to either add more recipients or
| | 03:21 | remove existing recipients. I would
have to go to the Add More link if I wanted
| | 03:25 | to remove somebody. I would click their
name, I am going to choose Karen Corey
| | 03:29 | and choose Remove and I click OK.
| | 03:32 | It's time to add my message. I am
going to say, 'This is an important note,'
| | 03:40 | just to keep it short and sweet. If
I wanted to attach a file, I could, by
| | 03:44 | clicking the File button, browsing to
the file I want to send to these people,
| | 03:48 | but I am just going to
click Send for the sake of time.
| | 03:51 | Now down below you can see the alerts
showing up, Message for Claire Lucille
| | 03:55 | from David Rivers, Message to
Winston Barry: Sent, waiting for delivery.
| | 03:59 | Because he is not online, I can click
on that to dismiss it. Message to Claire
| | 04:03 | Lucille: Delivered. I can click on
that and you can see I have access to the
| | 04:07 | message I sent, from me with the date
and time, just by clicking it here. This
| | 04:11 | will open up the message so I can
review it. I can also reply to this message
| | 04:16 | or forward it to other recipients if
I wanted to or just to review the contents
| | 04:21 | and close when I am done.
| | 04:22 | All right. When you go down to your
notification area and just hover over it,
| | 04:26 | you will also see any messages that
have been sent to you. Here you can see
| | 04:30 | there is a message for David Rivers
from Claire Lucille. So I can click on that
| | 04:34 | to receive the message. 'This is your
important message. Please review this
| | 04:38 | file before our next meeting.'
| | 04:40 | Okay, in this case, you can see
Claire has actually sent an attachment, it
| | 04:44 | appears down below in the Attachments
section, and I can click on it here,
| | 04:48 | choose to save it, or save all, which
just saves any or all attachments that
| | 04:52 | appear down below, and when I am
ready to I can open it as well.
| | 04:56 | So save it or open it directly from here.
I am going to choose Save. Choose my
| | 05:01 | Desktop to save it to my Desktop.
When I click Save, it appears now on my
| | 05:05 | Desktop, so I can access it any time
I want. I can Reply to this message or I
| | 05:11 | could Forward it on to other people or
simply close it up when I am done. So
| | 05:16 | there is my attachment ready
for me to view at any time.
| | 05:20 | So sending messages from within Groove
or if you are using contacts that appear
| | 05:24 | in Instant Messenger or Communicator
and you are using those applications, a
| | 05:28 | great way to send information, attach
files where you can select the recipients.
| | 05:33 | Another option is to use online
chatting capabilities which are built into
| | 05:39 | Groove. So in a workspace you can hold
live conversations, we will explore that next.
| | Collapse this transcript |
| Chatting with workspace members| 00:00 | A great way to communicate with fellow
team members in a workspace is to hold a
| | 00:04 | live online discussion with them using
the built-in Chat tool here in Groove.
| | 00:10 | That's what we are going to explore next.
To follow along with me you will need
| | 00:13 | a workspace open, multiple team
members who are logged in and ready to start
| | 00:17 | chatting with you.
| | 00:19 | The chatting is done inside of Chat
window right in the workspace. So over here
| | 00:24 | on the right hand side where I see my
Workspace Members, there are two members
| | 00:27 | in the workspace currently, myself and
Karen Corey. Down below there is another
| | 00:32 | pane here for Chat. Now currently
you will see the number one for me,
| | 00:36 | indicating there is one member in the
Chat tool and as I hover over that I see
| | 00:40 | that it actually is not me,
but rather Karen Corey.
| | 00:45 | Once I expand the Chat window, I will
be then using the tool and you will see
| | 00:49 | that number changed to 2. Now my
options are to expand the tool right here on
| | 00:54 | the right hand side of my Workspace
window and use it there, or if I need more
| | 00:58 | space and I need to be more creative
with my text, I can open the Chat tool in
| | 01:02 | a separate window. We will do that momentarily.
| | 01:05 | For now, let's just expand our Chat
tool. Clicking the double arrow opens up
| | 01:10 | the Chat tool, now you can see
the number 2, you can see there is a
| | 01:13 | conversation already under way.
I started it, Are you ready to meet? Karen
| | 01:17 | Corey, Yes, what's 1st on the agenda?
And down below is where you type in your message.
| | 01:22 | So I am going to click down here
where my cursor is flashing and just say
| | 01:26 | Number 1 is revenues. When I hit Enter
or click on the green arrow, I actually
| | 01:34 | send this chat entry. Everything you
see here is part of what's known as a
| | 01:40 | transcript. So at any time you can
search through the transcript, you can print
| | 01:44 | it out if you wanted to and at the end
if you need to, you can also delete a
| | 01:49 | transcript. We will get into that in a moment.
| | 01:51 | Right now, let's say I want to
continue this conversation, but I need more
| | 01:54 | space and I want to be more creative
with my text, I may want to open up this
| | 01:59 | little Chat pane in its own window
and I can do that using the button that
| | 02:03 | appears just left of the Collapse button.
| | 02:06 | So when I click that, I open up this
same chat, you can see the transcript is
| | 02:11 | still there, everything is being
recorded, but I am in a much larger window
| | 02:14 | that I can move around, I can resize by
going to the border and down below you
| | 02:19 | will notice I have got a larger area
for typing in my text and I have also got
| | 02:23 | some formatting options. I can change
font or text color as well as Size. I
| | 02:29 | also have some options from
this dropdown that I can access.
| | 02:32 | For example, if I want to switch to
Ink Mode, something we will talk about
| | 02:36 | later using a tablet or a tablet PC.
I can access font and paragraph formatting
| | 02:41 | from here as well. Notice Detect URLs
is checked off for me by default. So if I
| | 02:46 | type in a web address or an email
address, it will automatically detect that
| | 02:51 | and display it with certain
formatting and will become an actual live
| | 02:55 | hyperlink. Hyperlink options
can be accessed from here as well.
| | 02:58 | There is an Audio Tuning Wizard and
under the Chat side menu you can see I can
| | 03:03 | find items in a transcript, print the
transcript from here, delete it from here
| | 03:07 | and go into Conference Mode. We won't
select anything from this pop-up menu, we
| | 03:12 | will just click in the empty space and
here is where I could start typing in my message.
| | 03:16 | First thing I am going to type with
regard to revenues, Do you have quick
| | 03:23 | access to the spreadsheet? Now at
this point I can do things like check
| | 03:30 | spelling. So if I want to check the
spelling before I submit this to the
| | 03:34 | transcript I can do that, everything looks okay.
| | 03:36 | If I want to come in here and do a
little bit of formatting, I could do that. I
| | 03:41 | am going to double-click on the word
spreadsheet here and bold it, add some
| | 03:45 | Underlining as well. I can change the
color that stands out, make it a little
| | 03:51 | bit bigger or smaller by clicking the
Font button. Here I can change fonts,
| | 03:55 | font styles, sizes. I get a preview of
what it's going to look like here. I am
| | 04:00 | going to turn the Underline
off from here and click OK.
| | 04:04 | Now when I click outside the text you
can see the formatting has been applied.
| | 04:07 | I can hit Enter or click the green
arrow and it gets submitted to the
| | 04:12 | transcript. So now I would wait for
Karen to respond at this point. Now at any
| | 04:17 | time once you start having a
conversation where many team members are involved,
| | 04:22 | the transcript will get longer of course,
and you will see a Scrollbar up here
| | 04:26 | that will allow you to
scroll through the conversation.
| | 04:28 | But again, from the Options dropdown
you can go into the Chat sub-menu to find
| | 04:34 | text in a transcript. So if I click on
this and type in the word agenda, and
| | 04:40 | choose Find Next, you will see it
actually go through the chat. I am at the end
| | 04:44 | of the transcript, so I might want to
change the direction to Up, choose Find
| | 04:48 | Next, agenda is highlighted right there.
Find Next, I hear the beep. There are
| | 04:52 | no other occurrences of this word.
| | 04:55 | So Find built right into this. Also
from Options if I go over to Chat, I can
| | 05:00 | print this out and when I am done, if
I don't need to keep this information, I
| | 05:05 | can delete the transcript. When
I select this, I will be asked if I am sure, do
| | 05:09 | I really want to do this? Clicking Yes
will delete the transcript; clicking No
| | 05:14 | will leave it unchanged.
| | 05:15 | Now I can close this Chat window by
going to the Close button up here at the
| | 05:19 | top right, and I am back to my workspace.
When I maximize the Chat area you can
| | 05:24 | see it's all still here
in this little Chat pane.
| | 05:28 | So that's just an option for holding
an online discussion with other team
| | 05:32 | members the workspace, it's ideal for
throwing ideas around. It's all done live
| | 05:37 | as opposed to sending messages back
and forth where you need to wait for
| | 05:40 | responses and select the people you
are sending the message to. This is all
| | 05:44 | automated. The transcript is being
recorded for you so you can print it, delete
| | 05:49 | it when you are done.
| | 05:50 | Another option is to use the Chat
pane but actually use some Ink technology
| | 05:56 | built into Groove. We are
going to explore that one next.
| | Collapse this transcript |
| Using ink in the Chat tool| 00:00 | If you are working on a tablet PC, or
maybe you have got a tablet connected to
| | 00:04 | your desktop computer, when you use
the Chat tool in Groove 2007, you might
| | 00:09 | want to take advantage of
something called Ink Mode.
| | 00:12 | In this lesson, I am going to show you
how to switch over to Ink Mode so that
| | 00:15 | instead of typing your messages in the
Chat tool, you can write those messages;
| | 00:20 | or if you want to create drawings,
diagrams, for example, just like you would
| | 00:24 | on a white board or a flip chart in a
room full of people, you can do that as well.
| | 00:29 | Now to follow along with me, you don't
have to have a tablet; you can try to
| | 00:33 | write with your mouse or draw with
your mouse, but if you do have a tablet,
| | 00:36 | it's a lot easier using the pen or
stylus. What you do need is an open
| | 00:40 | workspace. You can see I have opened
My 1st Workspace, and we are going to go
| | 00:44 | over to our Chat tool.
| | 00:45 | Now typically in Ink Mode, you will
want to open up the Chat tool in a new
| | 00:49 | window. That will give you the most
space for writing and drawing. Now let's
| | 00:53 | start just by simply expanding our
Chat tool, and down below where we would
| | 00:58 | typically type our message, you can
see there is not a lot of room here for
| | 01:02 | writing or drawing but we can change that.
| | 01:05 | Just before we switch into Ink Mode,
you will notice that there are dots here
| | 01:09 | between my transcript area, and my
message area, and when I hover over that
| | 01:13 | with my mouse I see a double arrow.
So I can click and drag that upwards to
| | 01:18 | create more space for writing and drawing.
| | 01:21 | I could also stretch it out to the
left by going to this little border in
| | 01:24 | between my workspace and my task pane,
just click and drag it that way. So
| | 01:29 | let's switch over to Ink Mode. There
is a keyboard shortcut. You are going to
| | 01:32 | see to see it when you go down to the
Options button. Give it a click, right at
| | 01:36 | the top, Switch to Ink Mode and Ctrl+
T is your keyboard shortcut. Why T?
| | 01:42 | Well, you are currently in Text Mode
and to switch back to Text Mode, you will
| | 01:46 | use Ctrl+T again. It toggles you
between the two modes. So when I click here, I
| | 01:51 | am no longer in Text Mode, I am now
in Ink Mode. If I move my mouse pointer
| | 01:55 | down into the drawing area, you can
see I don't have a flashing cursor for
| | 01:59 | typing my message, I am ready to
start writing. So if you do have a tablet,
| | 02:03 | here is where you pick up
your stylus and start writing.
| | 02:06 | Now I am going to try opening up my
Chat Pane in its own window. So I am going
| | 02:11 | to go up to this little button here,
Open Chat in a New Window, and I have got
| | 02:15 | a border here that I can stretch out.
You can see this gives me even more room.
| | 02:21 | Now when I did that, I actually switch
back to Text Mode automatically. You can
| | 02:25 | see here, my mouse pointer is no
longer that little black dot. So I am just
| | 02:29 | going to type in a quick message,
here's my idea for our new logo. When I hit
| | 02:38 | Enter, of course, you can see it
appears up here in the transcript area.
| | 02:43 | Now I am going to switch over to Ink
Mode. I could do it from the Options
| | 02:47 | button, but we now know that Ctrl+T on
the keyboard is the shortcut. So I am
| | 02:51 | going to do Ctrl+T and right away, you
can see I have got some new buttons up
| | 02:55 | here now. I have got my Pen tool,
which is selected, but I have also got an
| | 02:58 | Eraser tool. This one is going to
erase everything quickly. A Lasso tool for
| | 03:03 | selecting, I can change the color
and the width of my drawings as well.
| | 03:08 | So let's try this out. I am going to
draw my logo, and you can see now I picked
| | 03:11 | up my pen. I am just going to do a
quick sketch of what I think the logo should
| | 03:17 | look like, for our training conference.
If I want to color that in, I could,
| | 03:26 | just like I am drawing on a white
board or on a flip chart at this point, and
| | 03:30 | of course, I can write as well.
| | 03:34 | If I want to, I can use my stylus or
my pen to go up here and change the
| | 03:38 | thickness of my pen. I am going to go
to Thickest. I am also going to change
| | 03:42 | the color, I am going to go to this
nice blue, and now if I wanted to, I can
| | 03:47 | make some adjustments to this, maybe
color this area in blue. For the sake of
| | 03:53 | time, I am not going to do a very good
job here and I am going to click here
| | 03:57 | and change that to lime-green, and try
to fill in the rest. So you can see it's
| | 04:04 | just a prototype. It's an idea for a new logo.
| | 04:08 | I can switch back at any time, but
before I do, I might want to use the Eraser
| | 04:12 | tool. I am going to come up here with
my stylus. I'll actually click on the
| | 04:16 | Eraser, so I can erase part. I am
going to come in here where I put in green.
| | 04:20 | That should really be blue. It's part
of the T. You can see anything I touch is
| | 04:26 | erased. I am going to come up here
now, switch back to blue, let's try to
| | 04:32 | switch over to my pen, of course.
Okay, that's what I was after.
| | 04:38 | If I go over to this Zap tool, which
looks like an eraser, all I have to do is
| | 04:42 | click once to select a whole region.
So in this case, the area that I try to
| | 04:48 | fill in with one stroke is zapped.
I can click again, click up here, you can
| | 04:53 | see the idea, the difference between
Zap and the Eraser tool. You can also use
| | 04:57 | the Lasso tool. In this case, I am
going to select an area that I might want to
| | 05:02 | work with, in this case, the text.
I can hit my Delete key and it's gone,
| | 05:06 | just like that.
| | 05:07 | When I am ready to send, I can hit
Enter, which will send the actual logo. It
| | 05:12 | doesn't look so hot right now, but
I think you have got the idea. Let's switch
| | 05:16 | back now to Text Mode. Ctrl+T is the
shortcut. You could also do it from your
| | 05:21 | Options menu. Never forget that;
there it is, Switch to Ink Mode, and of
| | 05:25 | course, it's going to say Switch to
Text Mode, the next time I click on it to
| | 05:29 | switch back and forth.
| | 05:30 | So you might want to switch over to Ink
Mode to write your messages, and create
| | 05:35 | drawings. You might want to use Text
Mode for writing your messages and switch
| | 05:39 | over to Ink Mode for drawings and use
a combination of Text and Ink, which is
| | 05:43 | totally okay, while you are working
here in the Chat tool. When you are done,
| | 05:46 | just close up the window and
you are back to your workspace.
| | Collapse this transcript |
| Using audio chat| 00:00 | I suppose the easiest way for people
to communicate is just simply speak to
| | 00:04 | one another and here in Groove 2007,
you can do that using the Audio Chat
| | 00:09 | tool. If you are in a workspace with
other members, you can simply speak your
| | 00:13 | thoughts using the Audio Chat tool if
you have got certain hardware connected.
| | 00:18 | You will need a mike to speak into
as well as speakers to hear what other
| | 00:22 | people are saying.
| | 00:23 | Now once you have got those connected,
there is also a built-in wizard that
| | 00:27 | will help you fine-tune it to make
sure things are set up properly and
| | 00:30 | functioning properly. We will explore that too.
| | 00:33 | So to follow along with me, you will
need that hardware connected. You will
| | 00:36 | also need a workspace with at least one
other member in that workspace to chat
| | 00:40 | with. Next, we go down to our Chat tool.
I am going to expand it. You may have
| | 00:45 | noticed in previous lessons, there is
a microphone down here and clicking the
| | 00:48 | microphone is where we go to speak.
Before we do that though, let's make sure
| | 00:53 | that everything is working properly.
| | 00:55 | We can go into the text area or into
the transcript area of our Chat Pane and
| | 01:00 | right-click, second from the bottom
of either menu will be the Audio Tuning
| | 01:05 | Wizard. You can see by right-clicking
in the transcript area, I have got this
| | 01:09 | very small menu. If I right-click here
in the text area, it's a bigger menu,
| | 01:13 | but still second from the bottom,
is our Audio Tuning Wizard. Let's give it a click.
| | 01:17 | Now to use the Audio Tuning Wizard
to make sure that your speaker and
| | 01:21 | microphone settings are right, you
will need to close any other programs that
| | 01:25 | are opened that play or record sound.
Of course, I need to have a program
| | 01:30 | opened that's recording my sounds, so
you can hear what I am saying, so this
| | 01:34 | won't work perfectly for
me but it should for you.
| | 01:37 | Verify that your microphone and
speakers are connected to your computer
| | 01:40 | properly, and that they are turned-on
and positioned so you can hear and speak.
| | 01:44 | If your speakers have their own volume
knob, you want to make sure that it's
| | 01:47 | turned up to a reasonable setting that
you can work with because here in the
| | 01:51 | Audio Tuner, you are going to be
playing with that volume setting as well.
| | 01:55 | So we are ready to move on to that next
step, which is our Speaker Volume. Here
| | 02:00 | we can adjust speaker volume just by
clicking and dragging this lever. Now I
| | 02:05 | don't know exactly what that's going
to sound like, unless I play a sample sound.
| | 02:09 | When I do that, I can then adjust the
volume to what I feel is reasonable, and
| | 02:14 | you are going to hear it along with me.
I won't speak while I am doing this
| | 02:17 | until I hit the Stop button. So
that's probably a good setting for me. You
| | 02:30 | could hear the music playing in the
background. You will have the same thing on
| | 02:33 | your computer if your speakers are
connected properly and your volumes turned
| | 02:36 | up. You can adjust it from here,
until you get that perfect setting.
| | 02:40 | If you are having any difficulties
accessing some of those volume controls, you
| | 02:44 | can actually go to the volume
controls in Windows right from this wizard by
| | 02:48 | clicking the Volume Controls button. So
here you will see your device speakers,
| | 02:53 | which can be adjusted. You can also
see the Audio Tuning Wizard here. I can
| | 02:57 | adjust the volume right from here and
you can see it going up and down the
| | 03:00 | slider as I click and drag it. I am
going to leave it right there. When you are
| | 03:06 | done with the Volume Mixer, you can
close it by clicking the Close button and
| | 03:09 | you are back to the wizard.
| | 03:11 | The next step is the Microphone. Now,
watch what happens here. I do have an
| | 03:14 | application running so that you can
hear what I am saying. When I click Next, I
| | 03:19 | get an error message saying the Audio
tuner can't access my mike volume control
| | 03:23 | because obviously, I have got
another application running.
| | 03:26 | I need to verify that my sound card
is properly installed and configured. I
| | 03:29 | know that it is. If you can hear me,
you know that it is as well. So I am going
| | 03:33 | to going to click Cancel but you could
continue on with the wizard on your own computer.
| | 03:38 | Once your speakers and mike are setup
properly, and working at volumes that
| | 03:42 | work for you, you are ready to start
speaking. To do that in the Chat Window,
| | 03:48 | you click the Microphone. Just before
I click the mike to start talking, keep
| | 03:52 | in mind that there is a
default setting attached to this.
| | 03:55 | It's called a one to all setting. In
other words, when I click the Microphone
| | 03:59 | and start speaking, nobody else in
the workspace will be able to talk back
| | 04:04 | until I am done speaking, then
whatever they are saying will be heard by the
| | 04:08 | rest of the group.
| | 04:09 | So it's one person at a time. Unless
you switch modes, which we will talk about
| | 04:14 | in a second. I am going to click the
mike and just say hello. Hello everybody.
| | 04:22 | So I click the Stop button and I am
done speaking. Other people can speak if
| | 04:26 | they want to, but if we want people
to speak simultaneously to one another,
| | 04:31 | just like we were sitting in a room,
we can switch to something called
| | 04:33 | Conference Mode.
| | 04:35 | Let's click the Options dropdown button
here. I will go down to Chat and click
| | 04:40 | Conference Mode. You will see a
check mark next to it when you select
| | 04:43 | Conference Mode, and now clicking the
Microphone button allows more than one
| | 04:47 | person to speak at a time.
| | 04:49 | So just another way for you to
communicate with other people in your workspace
| | 04:53 | as you meet with them live using the Chat tool.
| | Collapse this transcript |
| Checking message history| 00:00 | If you have been following along with
me in this chapter, you now know there
| | 00:03 | are many different ways to communicate
with contacts and workspace members here
| | 00:07 | in Groove 2007. What you may not know
is that messages are being tracked in
| | 00:11 | something called your Message History
and that is what we are going to explore
| | 00:15 | in this lesson before we finish
off the chapter on Communications.
| | 00:19 | The Message History not only keeps
track of your messages but also allows you
| | 00:23 | to manipulate those messages, create
new messages, reply to old messages, find
| | 00:28 | any information that you are looking
for in that history of messages, print
| | 00:32 | them out and so on.
| | 00:34 | You can access the Message History
from a number of different areas here in
| | 00:38 | Groove. Here in the workspace you will
notice in the bottom left hand corner, a
| | 00:42 | little envelope icon. That is your
Message History, not just for the workspace,
| | 00:46 | but in general. If you switch over to
your Launchbar, you will see the same
| | 00:51 | icon in the bottom left hand
corner of that window as well.
| | 00:54 | You can also go to the Options menu
in the Launchbar or in a workspace and
| | 00:59 | access your Message History that way.
Either way, if we give it a click, we are
| | 01:04 | going to see all of the messages
going back and forth between us and other
| | 01:07 | contacts and workspace members. So we
can keep track of them, we can sort them
| | 01:12 | by when they were created or who they
are from, just by clicking up at the top.
| | 01:17 | We can also work with those messages.
We can, for example, select a message and
| | 01:23 | open it up by clicking the Open button.
We will see a Message Preview down
| | 01:27 | below that will help us understand what
is in the message before we open it, or
| | 01:31 | if we see everything we need to see,
we could go up here and reply to this
| | 01:36 | message. We could reply to everybody
who received this message or forward it on
| | 01:41 | to another contact or a workspace member.
| | 01:43 | We can delete a message using the
Delete button. Notice Ctrl+D on the keyboard
| | 01:49 | is the shortcut. We could print out
this message using Ctrl+P or click the
| | 01:53 | Printer icon. If we need to find
certain text, and we know it is in one of
| | 01:58 | these messages, we can use a little
Binoculars icon or Ctrl+F on your keyboard
| | 02:03 | as in Find allows you to
search for text within messages.
| | 02:07 | So let us go here to this first message,
which is from me to me. I don't need
| | 02:11 | that anymore. I am going to click
Delete. Of course, I will be warned that I
| | 02:15 | cannot undo this. Am I sure that I want
to delete the message? I click Yes and
| | 02:20 | it is gone from my Message History.
I am going to go down to this one from
| | 02:24 | Claire Lucille, looks like there was an
attachment, and I am going to reply to this.
| | 02:29 | Clicking the Reply button allows me to
come in here and type in my reply and
| | 02:37 | click Send, off it goes. Notice down
below the notification area, it has been
| | 02:42 | sent. You can see there is a message
there for Claire Lucille. It also becomes
| | 02:46 | part of my Message History here as
well right down here at the bottom.
| | 02:51 | Another option you have from your
Message History is to create new messages.
| | 02:55 | You don't have to be in a workspace
or at your Launchbar. To create a new
| | 02:58 | message, Ctrl+N on the keyboard or
just click the New button to send a new
| | 03:02 | message from anyone you want to
anyone you want, just like you would from a
| | 03:09 | workspace or from your
Launchbar. I am going to click Cancel.
| | 03:14 | Up at the very top you will notice
that we are viewing all messages. We don't
| | 03:17 | have that many messages to this point,
so viewing them all, they all fit nicely
| | 03:21 | here in one window. But when messages
begin to accumulate, you may want to
| | 03:25 | filter them down. We can click the drop
down and just look at the ones that we
| | 03:29 | have received or just the ones that
we have sent by choosing Inbox or Sent.
| | 03:34 | This narrows it down and you can see
I am viewing much fewer messages. If I go
| | 03:39 | to my Inbox, I have sent more than
I have received. At any time I can view them
| | 03:43 | all by selecting All from this dropdown.
| | 03:46 | Another option that is set when we
reply to messages is do we want the Message
| | 03:51 | History in there? In other words, when
I reply to a message from somebody else,
| | 03:55 | do I want them to see their original
message? In that case I would click on the
| | 03:59 | message itself and make sure that this checkbox
is checked off, Include history in replies.
| | 04:05 | When you are done with the Message
History dialog, you can close it up by
| | 04:09 | clicking the OK button or the Close
button up at the top. That will return you
| | 04:13 | back to your workspace or the
Launchbar, wherever you left off.
| | Collapse this transcript |
|
|
6. Sharing and Managing FilesManipulating files in the Files tool| 00:00 | It is time now to explore working with
files and the Files tool here in Groove
| | 00:05 | 2007 in greater detail. In this lesson,
we are going to talk about opening up
| | 00:10 | files and making changes to them,
saving them back to Groove. We will talk
| | 00:13 | about those alerts and some other
things you can do with files in a workspace.
| | 00:18 | Right now you can see I have got a
workspace open, My 1st Workspace. So if you
| | 00:21 | have got your own workspace go ahead
and open it up. You should have at least
| | 00:24 | one file in there. Now let's say we
want to make some changes to it. The neat
| | 00:29 | thing about Groove is that many people
in your workspace can be working on the
| | 00:32 | same file at the same time. So while
I open it up and make my changes, somebody
| | 00:38 | else could be working on the same
file making their changes. When it gets
| | 00:41 | closed up and saved back to Groove,
all of those changes are synchronized for
| | 00:45 | you automatically. You don't have to
worry about it. Also if you have got alert
| | 00:49 | setup like we talked about in
previous lessons, you can be notified when
| | 00:53 | changes are made and you
haven't seen those changes yet.
| | 00:56 | So let's go to Training Revenues and
double-click. Now to open this up, you
| | 00:59 | will need to have Microsoft Excel.
I am going to double-click it, which opens
| | 01:03 | up for me Excel 2007. I am just
going to make a simple change. The first
| | 01:08 | company on my list, ACME, I am going
to change the Paid column from No to Yes
| | 01:13 | and I am going to save that change. So
I am going to hit Enter, click my Save
| | 01:17 | button which saves the change here in memory.
When I close Excel, watch what happens.
| | 01:22 | A little dialog box will show up
saying that Groove detected that change.
| | 01:27 | Do you want to save the change back to
Groove? So we haven't done that yet,
| | 01:31 | clicking Yes will save it back to the
workspace. If you choose No, there is a
| | 01:35 | warning. You will lose any changes
you have made in the file since the last
| | 01:39 | time you saved it back to Groove, if
you choose No. If you've closed up Excel
| | 01:43 | like we have, so I am going to
choose Yes to save it back to Groove.
| | 01:46 | You can see it's busy.
| | 01:47 | Now other members in this workspace
will see little notifications down the
| | 01:51 | bottom right-hand corner because
modifications have been made to the file.
| | 01:56 | Alerts are turned on for this file and
this folder, even the entire workspace,
| | 02:00 | so they know that there is
unread information in this file.
| | 02:03 | So that's pretty simple stuff, you
don't have to worry about any of the
| | 02:07 | synchronizing of those changes. It's
all done automatically for you. You just
| | 02:10 | open it up, save and remember to
also save those changes back to Groove.
| | 02:15 | Now here in your workspace, there are
some other things you can do with files.
| | 02:18 | For example, if I didn't want this
file in my workspace, there is a Delete
| | 02:22 | button up here. If I wanted to copy
this file called DesertLandscape to
| | 02:28 | somewhere on my local computer,
I could go up to Save Files. Clicking that
| | 02:32 | button opens up the Browse for Folder
dialog box. I might choose my Desktop or
| | 02:37 | make a new folder on my Desktop. When
I click OK, I have got my own copy. But I
| | 02:42 | am going to click Cancel. I could also
copy it using the Copy button and then
| | 02:47 | go to another location and paste
using the Paste button or the keyboard
| | 02:51 | shortcut for copy and paste, Ctrl+C and Ctrl+V.
| | 02:56 | Now if I go down to that same file and
right-click, I am going to see many more
| | 03:00 | options such as Open to open it up.
Same thing for editing. I could send this
| | 03:06 | file to, and you can see I have got a
number of options. There is a neat one
| | 03:10 | called Copy as Link. I like that one.
Let's give it a click. What you have done
| | 03:15 | now is not just copy the file but a
link to the file in the workspace and that
| | 03:20 | means if you wanted to, you could send
a message to somebody with that link.
| | 03:24 | So let's try that. Let's go up to the
Options menu and choose Send Message.
| | 03:29 | Down below in the message area, Paste
and the keyboard shortcut is Ctrl+V. Give
| | 03:35 | it a shot. There is the DesertLandscape.
jpg, which is a link to that workspace.
| | 03:40 | Now just choose who you are sending
it to and if you wanted any additional
| | 03:46 | message down below, you can type it in.
When you click Send, you are sending
| | 03:50 | the link to that workspace.
| | 03:53 | Let's right-click that file again and
you will see other options such as Copy
| | 03:57 | To. Copy To is the same as clicking
the Save Files button up here on the
| | 04:02 | toolbar. It allows you to browse for
the folder where you want to copy it to. I
| | 04:06 | am going to click Cancel and I am
going to right-click again. Some other
| | 04:10 | options include marking it as unread.
When we do that, it will stand out as
| | 04:15 | though we haven't seen the file yet,
it's unread. I am going to do that right now.
| | 04:19 | There is that little icon, the star
burst. Looks like I haven't read it, even
| | 04:23 | if I have, there is a notification
down at the bottom right corner of my
| | 04:26 | screen, even just to remind me there is
something unread. Of course, opening it
| | 04:31 | up and looking at it, it will no longer
be in that state but I can set it back
| | 04:35 | at any time. It's a great way to remind
yourself to go back to a file maybe and
| | 04:39 | review changes perhaps.
| | 04:41 | I am going to right-click one more time,
you can also go down to the Properties
| | 04:45 | for this file. Notice that the Alerts
tab up at the top indicates a level of
| | 04:50 | high. So Alerts are displayed and
that's why we saw it in the bottom right
| | 04:54 | corner when we marked it as unread.
I am going to click Cancel here.
| | 04:58 | I will go to a different file. Look
what happens when I go to Training
| | 05:01 | Revenues, the Excel file we copied to
this workspace and right-click on it, I
| | 05:06 | see different options and you will
probably see different options on your menu
| | 05:10 | than what I see. I can open it, create
a new file, open it as a read-only file
| | 05:15 | so I can't accidentally make changes
to it. I have Coral Visual Intelligence
| | 05:19 | installed on this computer so I have
got that option here. You may not. By just
| | 05:24 | clicking the right space to close that up.
| | 05:26 | So many options when it comes to
working with files in your workspace but the
| | 05:30 | best part is when you make changes,
they are saved for you, they are updated
| | 05:34 | when you say Yes to update them to a
workspace and of course any other member
| | 05:38 | in the workspace will be notified.
Many people can be making changes to the
| | 05:42 | same file simultaneously in
Groove, it's all taking care for you.
| | Collapse this transcript |
| Downloading files| 00:00 | If you have been following along with
me in previous lessons, you know that
| | 00:03 | when you open up a file in a workspace
here in Groove and you make changes to
| | 00:07 | that file and decide to save those
changes back to Groove, the downloading of
| | 00:12 | those modifications is automatic.
You don't have to do anything.
| | 00:16 | In fact, if multiple people are
working on the same file at the same time, as
| | 00:20 | soon as they are done working with the
file, those changes are downloaded to
| | 00:23 | the workspace automatically. Alerts
are sent out, people go in, and they can
| | 00:27 | see those most recent changes.
| | 00:29 | Well, there may be times when you need
a little bit more control and you don't
| | 00:33 | want those changes to be downloaded
automatically. In that case, you will want
| | 00:37 | to adjust your download settings,
which we are going to talk about in this
| | 00:41 | lesson. I am in my 1st First Workspace
here. You can have any workspace open
| | 00:45 | you want with any files showing here.
| | 00:47 | I am going to go over to my Training
Dept folder. You could go to the Root
| | 00:52 | folder if you wanted to, just click
on the folder itself so it's selected.
| | 00:56 | Download settings are set by the folder,
not the individual file. So let's say
| | 01:01 | any files that are worked within
here, we want them downloaded not
| | 01:05 | automatically but maybe manually,
anytime a change is made so that we don't tie
| | 01:10 | up the Internet connection from the
next time. We are at a connection where we
| | 01:14 | are not paying for it then
we can download it manually.
| | 01:17 | So in that case, the Training Dept
folder needs to be adjusted. With it
| | 01:21 | selected, we can go up to the File
menu and down to Folder Download Settings.
| | 01:26 | When I click on this, you will see
the default here under the General tab,
| | 01:30 | under Properties, Full Automatic Download
is both recommended and selected by default.
| | 01:37 | So all changes are automatically
downloaded to the workspace. We already knew
| | 01:40 | that but what we maybe didn't know is
that we have two other options to limit
| | 01:45 | our automatic download. If you just
want to limit to minor changes, they can be
| | 01:50 | automatically downloaded but any major
changes that go over a certain number of
| | 01:54 | megabytes, let's say, 1 or if you want
to change that to something else like 3,
| | 01:58 | for example. If changes take up more
than three megabytes, they will not in
| | 02:03 | this case be downloaded automatically.
You would have to do a manual download
| | 02:07 | when you are ready.
| | 02:09 | The other option is to turn that
right off and go down to the third option,
| | 02:13 | which is Manual Download. Download
changes on demand only in this scenario. So
| | 02:19 | I am going to click Apply and I am
going to click OK. Now, if somebody outside
| | 02:25 | of this computer were to open up any
of the files in the Training Dept folder
| | 02:30 | and make changes to them, they would
not be uploaded automatically. They
| | 02:34 | wouldn't show up in the workspace
until they are downloaded manually.
| | 02:39 | You will notice there is a Download
button and currently it's not selectable. I
| | 02:43 | am going to minimize this workspace
and show you another workspace I already
| | 02:46 | have opened. Here's an example where
someone else out there decided to make the
| | 02:51 | Conf08 folder a manual download. So
changes were made to a file in this folder.
| | 02:58 | I didn't make those changes. It was
Karen Corey. I see this little arrow next
| | 03:02 | to it so if I was to open this up,
I wouldn't see the most recent changes, not
| | 03:06 | without downloading manually and
that's what this little arrow means.
| | 03:10 | So when I click on the file you will
notice the Download button is available to
| | 03:13 | me here. When I click Download, I have
chosen to download one file, you'll see
| | 03:18 | the total size. Download now? The
answer is Yes. And you can see quickly I have
| | 03:23 | got some information showing up here,
the name of the file, the transfer rate,
| | 03:27 | downloaded, where to. I can open the
file now, go to the folder, or just close
| | 03:32 | the screen altogether.
| | 03:33 | You will set the option to close this
dialog box when the download completes
| | 03:37 | automatically by selecting this check
box. If you find you are never using any
| | 03:41 | of these options, select that check box.
I am going to leave it deselected and
| | 03:45 | just close manually.
| | 03:47 | Now you will notice that the little
arrow is gone. The most recent changes are
| | 03:51 | up to date, there is nothing to
download and of course, the person who set up
| | 03:55 | their folder on their workspace to be
a manual download, at some point, will
| | 03:59 | probably want to change it back to Automatic.
| | 04:01 | So I am going to go over here to
Conf08, go up to File>Folder Download
| | 04:06 | Settings. You will see Manual Download
is selected, I am going to go back to
| | 04:10 | Full and click OK and now we are back
to Automatic Downloads of changes, the
| | 04:17 | default here in Groove 2007.
| | Collapse this transcript |
| Permissions and alerts in the Files tool| 00:00 | When you are working in a workspace
with other team members and you are sharing
| | 00:04 | files and folders in a Files tool in
that workspace, you will need to remember
| | 00:09 | some of the roles and permission
settings that we talked about in a previous
| | 00:12 | lesson. So we are going to do a quick
review and take it a step further here as
| | 00:16 | we assigned the different roles and
permissions for individual files, folders
| | 00:20 | as well as the entire workspace.
| | 00:22 | So you can see I have opened up a
workspace called Training Conference 2008.
| | 00:27 | Any workspace open at this point will
do so long as you have the Manager role
| | 00:31 | in that workspace. Remember when
you create your own workspace you are
| | 00:35 | automatically assigned the Manager role
giving you full access. A part of that
| | 00:40 | access includes setting the different
roles and permissions for the workspace
| | 00:44 | as well as any folders you might create
in the Files tool along with any files
| | 00:49 | you might download.
| | 00:50 | So here I have got a Root Folder with
the Conf08 folder. It has one file in it
| | 00:57 | and let's say we are going to create
another folder to keep track at the
| | 00:59 | budget. Now in this case, we'd only
want certain individuals to have access to
| | 01:03 | that folder. So let's go back up to the
Root Folder if you are following along
| | 01:08 | with me, it really doesn't matter again
what workspace is open, so long as you
| | 01:11 | click the Root Folder.
| | 01:12 | Now I will just go up to the toolbar
and click on the Create New Folder button
| | 01:16 | to create a new subfolder and I am
going to type in Budget. When I hit Enter, I
| | 01:21 | created the new folder, it
appears here underneath my Root.
| | 01:25 | Now this might be a folder that I only
want certain individuals to have access
| | 01:29 | to. So I am going to click on the
folder and I am going to go up to the File
| | 01:32 | menu, down to Properties, you will
notice over here on the right because I am
| | 01:37 | the Manager, I can set up File which
is the same as folder, permissions, and
| | 01:41 | roles. I can set it up for the
entire tool, the Files tool as well as the
| | 01:46 | entire workspace.
| | 01:47 | So I am going to start with the File
and when I click on it, this is going to
| | 01:51 | apply to my folder called Budget.
I will go up to the Permissions tab and
| | 01:55 | here's where I see the different roles
: Manager, Participant, and Guest. So I
| | 02:01 | am going to go down to Guest. I want
to make sure that anyone with the Guest
| | 02:05 | role has no access. So I want to make
sure there are no check marks here. I
| | 02:09 | don't even want them to
be able to view the files.
| | 02:12 | Now for Participants, I am going to
go down to the Participant role. Notice
| | 02:16 | they are allowed to add files and
subfolders, modify the files, modify their
| | 02:20 | own files. They are not able to
delete files or subfolders. They can delete
| | 02:26 | their own files that they add to
this workspace or subfolders they create
| | 02:30 | within this folder and they are
not allowed to modify Permissions.
| | 02:34 | So I am going to go up here to Add files
/subfolders, de-select it. I don't want
| | 02:40 | them to be able to modify files.
Remember it, we are just setting it up for
| | 02:44 | this particular folder. They can
modify their own files but we shouldn't let
| | 02:49 | them delete those files either. As the
owner of this workspace and the creator
| | 02:53 | of this folder, I want minimal settings,
so they can modify their own files.
| | 02:59 | Now when I click OK, I have saved that
setting. The Manager role is going to
| | 03:03 | have full access. I have left it alone.
| | 03:06 | Now let's go down to our files to make
sure that it's selected here it should
| | 03:11 | be and go up to the File menu, and down
to Properties. This time now we will go
| | 03:16 | over to the tool. Now we are going to
be setting up Permissions for the Files
| | 03:21 | tool. When I come down to Permissions
and go down to Guest, you will notice
| | 03:26 | that the Guest by default has nothing
selected here. They are going to be able
| | 03:30 | to go in there and view files
but they can't do anything else.
| | 03:33 | Well, I may want Guest to be able to
go in and do certain things with this
| | 03:38 | Files tool. Maybe I want them to be
able to add files and subfolders but that's
| | 03:42 | it. Not make any modifications, not
delete anything, not modify permissions.
| | 03:47 | When I click OK, remember, it's for
the Files tool. Now I can also create
| | 03:52 | settings for the entire workspace that
goes for any tool in this workspace by
| | 03:57 | going up to the File and down to
Properties. This time we are going to select
| | 04:01 | from the pop-up menu, Workspace.
| | 04:04 | Again there is a Permissions tab
up here where I can see the various
| | 04:08 | Permissions for Participants. You can
see in this case because it's workspace,
| | 04:11 | they can do things like Invite, and
Add tool. If I go down to Guest, you can
| | 04:16 | see they are not able to invite or un-
invite people to this workspace. They
| | 04:19 | can't add or delete tools and they
can't cancel any outstanding invitations.
| | 04:24 | So that's perfect and that's
different from the actual folders and files in
| | 04:29 | this workspace using the Files tool. So
I am going to click OK. That brings me
| | 04:35 | back to my workspace. Now the other
thing you will need to consider when
| | 04:38 | working with folders and files are the Alerts.
| | 04:41 | So I am going to go to my Conf08 folder
and I am going to go up to Options this
| | 04:46 | time and down to Preferences. That's
just another way to get here. You will
| | 04:51 | notice that Alerts appear up here. When
I go up to Alerts, you can see it's set
| | 04:56 | to Auto. We have talked about Alerts
before. Now the Alerts that we see here
| | 05:00 | applied to our workspace is tools,
folders, and files. So if I click OK, now I
| | 05:06 | made it set to Auto and I want to
set it up for this folder or even an
| | 05:10 | individual file, all I have to do is
select the folder or file. I have got
| | 05:13 | Conf08 folder selected.
| | 05:15 | Now I want to go up to the File and
down to Properties, I can go over the file
| | 05:20 | here. Notice that Alerts also pops up
here and this is not the general alerts.
| | 05:25 | This is specific now to that folder.
So you can see that they are turned-off.
| | 05:30 | In other words, there will not be any
alerts for any new or modified content to
| | 05:33 | this folder.
| | 05:34 | If I do want to be alerted when
something gets added or modified in this
| | 05:38 | folder, the only other option is High
and then click OK. Same thing goes for
| | 05:44 | individual files, we just select
them first. Now another option is to
| | 05:48 | right-click and go down to Properties
from here, if you prefer that shortcut
| | 05:53 | and you will notice there is no
Alerts tab for the file. It's set to High
| | 05:56 | because of the folder but individual
files can be set differently from one another.
| | 06:01 | So it could be turned-off for this file
and on for another file in this folder.
| | 06:05 | The default being on so if I don't
change any of the Alert settings for files.
| | 06:09 | The default is taken from the folder
setting, which is set to High. I am going
| | 06:13 | to leave it as is and click OK
and I am back to my workspace.
| | 06:18 | So setting up Permissions and Alerts
for those files that you work with in the
| | 06:23 | Files tool, whether you are setting
them up for individual files, folders, or
| | 06:27 | the entire workspace, you have that
ability as the Manager of a workspace.
| | Collapse this transcript |
| Creating a file sharing workspace| 00:00 | Sharing files using the Files tool in
a workspace is one option for managing
| | 00:05 | and sharing files in Groove.
Another option is to create a file sharing
| | 00:10 | workspace, which is a little bit
different. In this case, you can use a folder
| | 00:13 | that's already on your computer as a
file sharing workspace or you could set up
| | 00:18 | a new folder when you go to
create this type of workspace.
| | 00:21 | A file sharing workspace is a type of
Groove workspace that you can use to
| | 00:25 | share the contents of a folder in your
Windows files system with each computer
| | 00:29 | that you might have connected with a
Groove account or with other Groove users
| | 00:33 | who are invited to join that workspace,
just like you invite them to join any
| | 00:37 | other standard workspace. So in this
lesson, we are going to look at a couple
| | 00:41 | of different ways to set up a file
sharing workspace. But keep in mind that
| | 00:44 | there are a number of things
to consider when doing this.
| | 00:48 | Now, I am in my first workspace here
and I have added a file from the Lesson 6
| | 00:52 | folder of the Exercise Files. It's
called File Sharing. So I am going to
| | 00:56 | double-click it to open it up. Things
to Consider for a File Sharing Workspace.
| | 01:00 | Well, this is based on the minimum
system requirements and as recommended by
| | 01:05 | Microsoft, first of all, a file
sharing workspace is best for sharing a small
| | 01:09 | number of small files. If you are
going to be working with very large files,
| | 01:13 | and you are going to have a large
number of them, maybe a file sharing
| | 01:16 | workspace isn't the way to go and you should
use the Files tool in a standard workspace.
| | 01:20 | So you want to try to add files that
are less than 50 megabytes in size, try to
| | 01:26 | add less than 100 files at one time.
So if you are adding files to a file
| | 01:30 | sharing workspace, keep it under 100
to maintain your system performance on
| | 01:35 | your computer. Try to store less than
500 files as well. Now remember, this is
| | 01:39 | all based on system requirements, the
minimum system requirements. If your
| | 01:44 | computer is more powerful, obviously,
you can increase these numbers if you wanted to.
| | 01:48 | I am going to go to the next page here
and there are some rules and some limits
| | 01:54 | to consider. Files larger than a
gigabyte can't be synchronized by Groove. So
| | 01:59 | you have to keep that in mind. If you
try to synchronize a file that's larger
| | 02:02 | than a gig, it gets to that mark and
stops. Synchronization also stops when the
| | 02:07 | number of files exceeds to 5,000 and
synchronization will stop when the folder
| | 02:12 | size itself exceeds two gigabytes,
even if you haven't reached that 5,000 limit.
| | 02:17 | All right, next page. A few guidelines
to think about. Slower performance is
| | 02:22 | going to happen when files are changed
frequently. So if you think the files in
| | 02:27 | your file sharing workspace are going
to be worked on by many team members and
| | 02:30 | changed frequently, you might want to
consider using the Files tool instead.
| | 02:35 | Downloading files and changes can
improve performance. If you are downloading
| | 02:39 | files and changes to those files
manually, you can help improve performance.
| | 02:45 | Keep Groove running and avoid stopping
and starting it all the time, because
| | 02:48 | then synchronization have to kick in
each time you start to backup and that's
| | 02:51 | going to slow your computer down, not
just for you, but any other member in
| | 02:55 | that file sharing workspace as well.
| | 02:57 | All members of the workspace should be
using the latest version of Groove to
| | 03:01 | work nice and smoothly. Pause
communications in a large workspace until updates
| | 03:07 | are needed and do them manually. That's
a good option if you want to keep your
| | 03:12 | computer running quickly and smoothly
as well. And don't use your root folder
| | 03:15 | for a file sharing workspace as you
will soon find out the members of that
| | 03:19 | workspace have access to
that folder and any subfolders.
| | 03:23 | So if you are using a root folder,
keep in mind that every folder under that
| | 03:27 | root folder is also accessible by team
members. Now, I am going to close this
| | 03:32 | document, I haven't made any changes
to it and we are back to our workspace
| | 03:36 | here. Now it's time to create the file
sharing workspace and you can do it from
| | 03:40 | Windows directly or you can do it from
within a workspace or from your Launchbar.
| | 03:45 | So I am going to start by using
Windows. I am just going to minimize this
| | 03:49 | workspace and I am going to minimize
my Launchbar as well. Now here on my
| | 03:54 | desktop, I have got the Exercise Files.
Let's say I want to use that folder to
| | 03:59 | share with other team members
that I might invite to this folder.
| | 04:02 | All I have to do is right-click on it
and you will notice that I have got an
| | 04:06 | option here, Groove Folder
Synchronization. That's there because I have got
| | 04:10 | Groove installed on this computer and
to create a new file sharing workspace,
| | 04:14 | all I have to do is click on Start
synchronizing. So I am going to do that. Are
| | 04:19 | you sure you want to synchronize the
Exercise Files folder? When I click Yes,
| | 04:22 | you can see it's busy working and it's
actually creating a brand new workspace
| | 04:27 | that is going to be a file sharing
workspace and this looks a little bit
| | 04:31 | different than your average workspace.
| | 04:32 | It looks more like a Windows Explorer
window, except down the left-hand side,
| | 04:37 | you can we have got some panes; we
have got a Synchronization Tasks pane with
| | 04:41 | some synchronization options down below.
We have also got a Chat pane currently
| | 04:46 | collapsed, but we do have the ability
to chat with team members using this pane
| | 04:50 | and down below, File and Folder Tasks as well.
| | 04:54 | On the right-hand side, you can see
the contents of the Exercise Files
| | 04:57 | workspace. It contains some subfolders.
So any team members that are a part of
| | 05:02 | this file sharing workspace will
have access to the subfolders and their
| | 05:06 | contents as well. So how do we invite
somebody to share and all of this? We go
| | 05:10 | over to our Synchronization task pane
and click on Invite Someone and just like
| | 05:15 | a regular workspace, we select the
names of the people we wish to invite, we
| | 05:19 | add them to the list, invitations go
out when they accept. They have full
| | 05:23 | access to our Exercise Files, the
subfolders and all of their contents as well.
| | 05:28 | All right, so I am going to close this
up. I am going to go down to my Launch
| | 05:33 | bar and bring that back. Here now you
can see I have got the exercise file File
| | 05:38 | Sharing Workspace showing up here. As
I hover over it, it says File Sharing
| | 05:41 | Workspace. It shows up here under the
Read category and to bring it back, all I
| | 05:46 | really have to do is double-click.
There it is. It's back. Down on the
| | 05:51 | left-hand side, you can see my tasks
panes for synchronization and File and
| | 05:54 | Folder tasks.
| | 05:56 | There is my subfolders again, Chapter 2
through Chapter 12 and what happens now
| | 06:02 | if I don't want to share this with
people, how do I turn it off. I am going to
| | 06:06 | close this up and I am going to go
over here to Exercise Files on my desktop
| | 06:12 | and I am going to right-click. Now from
here, you will notice that if I go down
| | 06:16 | to Groove Folder Synchronization, it
doesn't look like there is any way for me
| | 06:20 | to actually stop sharing. If I go to
Exercise Files here in my Launchbar
| | 06:25 | though and right-click, I do
have the ability to delete it.
| | 06:29 | Now deleting it from the Launchbar
is different than deleting it from the
| | 06:32 | desktop. I don't want to delete the
folder, but I am going to delete the actual
| | 06:37 | workspace from this computer or for all
members. I haven't invited any members,
| | 06:42 | but if I had and I don't want them
accessing this, I would delete it for all
| | 06:45 | members. Here is my little warning,
click Yes to confirm. You will notice now
| | 06:51 | my Exercise Files folder is back to a
regular folder here on my desktop. It
| | 06:55 | doesn't have the Groove icon over it.
It's no longer being shared by those team members.
| | 07:00 | Now if you want to create a new file
sharing workspace, another way you can do
| | 07:05 | it from the Launchbar, you have
got New Workspace or from any existing
| | 07:09 | workspace, if I open this one up, for
example, and go up to Workspaces at the
| | 07:13 | top, I see New Workspace there as
well. I am just going to minimize this
| | 07:17 | workspace because if you don't have
one open from the Launchbar, that's the
| | 07:20 | easiest way, click New Workspace
and you will come down here to select
| | 07:24 | File Sharing Workspace.
| | 07:26 | Now at this point, you can select an
existing folder or you can create a new
| | 07:30 | folder on the fly, which is what I am
going to do. So here it is, File Sharing
| | 07:34 | Workspace. When I click OK, create a
new folder, File Sharing, on your desktop.
| | 07:40 | Create a new folder, File Sharing, but
let me select the location, somewhere
| | 07:44 | else on my computer or I could select
an existing folder such as the Exercise Files here.
| | 07:49 | We have already done that, so I am
going to create a new folder right on my
| | 07:52 | desktop by clicking OK. It's going to
be called File Sharing; it's going to
| | 07:57 | have no contents. You can see it opens
up with those different task panes for
| | 08:00 | synchronization or chatting and File
and Folder Tasks. When I move this over,
| | 08:06 | you will notice, I have got a new File
Sharing folder here as well and it's a
| | 08:11 | matter of inviting people, adding files to it.
| | 08:14 | You can see Files and Folder Tasks
down here allow me to do things like mark
| | 08:18 | the different files and folders as
read or unread, edit the download settings
| | 08:23 | just like we would for a standard
workspace. I am going to go up here and close
| | 08:28 | this up and now, I am going to go
over here on my desktop, I am going to
| | 08:31 | right-click and choose Delete from here.
Are you sure you want to delete this
| | 08:35 | folder? This is in Windows now and when
I choose Yes, it's deleted. Notice that
| | 08:40 | File Sharing is still there and you
can see, synchronization folder not found
| | 08:44 | for a certain workspace.
| | 08:45 | So I do get notified when something is
removed. So I still see it here at my
| | 08:50 | Launchbar, keep that in mind, I have
to right-click here and delete it for all
| | 08:54 | members, so I don't see those errors.
Clicking Yes to confirm and I am back
| | 09:00 | where I started. So keep that in mind,
you can use a file sharing workspace if
| | 09:04 | you have got files, for example, on
your computer that you want to share with
| | 09:07 | team members might be easier than
creating a workspace and using the Files tool
| | 09:11 | and uploading those files. Of
course, you are also limited to certain
| | 09:15 | restraints that you will need to
consider when creating a file sharing
| | 09:19 | workspace, but it can't come in very handy.
| | Collapse this transcript |
| Downloading in a file sharing workspace| 00:00 | In this lesson, we are going to explore
downloading files using a file sharing
| | 00:04 | workspace because it does work a little
bit differently than you might be used
| | 00:07 | to using the Files tool in a standard
workspace here in Groove. You can see I
| | 00:12 | have opened up a file sharing
workspace here called File Sharing right on my
| | 00:15 | desktop with a file sharing
workspace open by default. The first time you
| | 00:19 | created, there are no files in there.
| | 00:21 | Now on your own computer, where you
have created the file sharing workspace,
| | 00:25 | getting a file into that workspace is
the same as copying files between folders
| | 00:30 | using the Windows Explorer. So if
I wanted to get files from my Exercise Files,
| | 00:35 | for example, I am just going to double-
click the Exercise Files folder here on
| | 00:39 | my desktop and I am going to size this
down a little bit, move it over to my
| | 00:44 | left and now, I can see my subfolders
over here as well as the file sharing
| | 00:49 | workspace on the right.
| | 00:50 | I am going to double-click the
Chapter 6 folder now and let's say this File
| | 00:55 | Sharing document here, which is a
Word document, I want to put that into my
| | 00:59 | file sharing workspace. Well, it's
quite simple; all I have to do is click and
| | 01:03 | drag it either directly into the
workspace itself or I can go to the folder
| | 01:08 | that appears on my desktop. You can see
the exact same icon appears down below,
| | 01:12 | the little arrow to move to the file sharing
workspace. I am going to move back up here.
| | 01:18 | Now, I really don't want to move this
file out of my Exercise Files folder and
| | 01:22 | into the file sharing workspace;
I would rather copy it, so I have got it in
| | 01:26 | both locations. To do that, I just
hold down the Ctrl key on my keyboard, you
| | 01:31 | can see the little plus sign appears
now to copy to the file sharing workspace
| | 01:35 | and let go off my mouse button first
and then the Ctrl key on my keyboard.
| | 01:40 | Now you can see the File Sharing
document appears in my file sharing workspace,
| | 01:45 | any team members that are part of this
workspace will have access to the file.
| | 01:49 | Right, I am just going to close up this
workspace and I am going to close up my
| | 01:55 | Exercise Files. It takes me back to my
Launchbar and there is my file sharing workspace.
| | 02:00 | So I have read the contents, I am not
currently active in that workspace. Now,
| | 02:05 | I want you to see something down below
here. I have got a notification waiting,
| | 02:09 | an invitation to a file sharing
workspace. It's for me from someone named Karen
| | 02:14 | Corey, so when I click on it, you can
see the workspace, Training Conference 09
| | 02:19 | from Karen Corey. When I accept, now
there is a second step. I click OK and
| | 02:25 | down below, Training
Conference 09, ready click to open.
| | 02:28 | Well, watch what happens when I click
to Open. It just doesn't open up the
| | 02:32 | workspace with the contents visible and
accessible to me, there is a dialog box
| | 02:37 | that appears here, because it's a file
sharing workspace. It tells me a little
| | 02:41 | bit about the actual file sharing
workspace, Training Conference 09. The size,
| | 02:45 | it contains one file. Here are my
options down below; folder selection first of
| | 02:50 | all, create a new folder called
Training Conference 09 right on my desktop or
| | 02:54 | create a new folder somewhere
else called Training Conference 09.
| | 02:59 | Or I can even select an existing
folder on my computer and merge the Training
| | 03:02 | Conference 09 contents with that
folder and down below, another option is to
| | 03:07 | take everything from that folder and
download it automatically or change to a
| | 03:12 | manual download by choosing only
fetch links to remove files. I am going to
| | 03:16 | leave everything and create a new
folder on my desktop called Training
| | 03:20 | Conference 09.
| | 03:21 | When I click OK, now the download
begins. So there is a download process and
| | 03:26 | you can see the file in this folder has
not been downloaded, I can tell by this
| | 03:30 | green and white arrow that you see here.
That tells me it's unread and needs to
| | 03:35 | be downloaded. Now, because I chose
Automatic, suddenly that arrow disappears,
| | 03:39 | it's now been downloaded and it's just
simply unread so the icon has changed.
| | 03:44 | Double-clicking it will allow me to
open it up and read it, just like I would
| | 03:48 | using the Files tool in a standard workspace.
| | 03:51 | So over here, I see the name of the
folder, Training Conference 09, which is a
| | 03:56 | file sharing workspace. Down below,
there are the members in that workspace.
| | 04:01 | Now when I close this up and go back to
my Launchbar, you can see it does show
| | 04:06 | up here, Training Conference 09,
there is one member currently in that
| | 04:10 | workspace, it's not me, I just left
it. But if I want to go back to it at
| | 04:14 | anytime, just double-click it, there
is that folder with the file in it, it's
| | 04:19 | unspecified. Now I do have Word Perfect,
so I am going to double-click this to
| | 04:23 | open it up, just to change it from
unread to read and it will take a moment to
| | 04:28 | download that file and open it
up in Word Perfect, there it is.
| | 04:32 | Now I am going to close it and you can
see Brochure1, still shows up with the
| | 04:38 | unread icon. That's probably because
the person who has it at their end has not
| | 04:43 | read it either. So as a team member of
this workspace, I can tell that type of
| | 04:47 | information. I am going to close it up
again, it turns me back to my Launchbar
| | 04:53 | where I can access my own file sharing
workspace along with any others that I
| | 04:57 | am active in at any time.
| | Collapse this transcript |
| File sharing roles, permissions, and properties| 00:00 | When we discussed roles and permissions
for a standard workspace here in Groove
| | 00:04 | 2007 in a previous lesson you may
recall we had different level such as
| | 00:09 | Manager, Participant and Guest. We have
those exact same roles available to us
| | 00:14 | here in a file sharing workspace and of
course each of those roles comes with a
| | 00:18 | different set of permissions. All of
which can be modified and that's we are
| | 00:22 | going explore right now.
| | 00:23 | So if you've got a file sharing
workspace available to you, open it up now just
| | 00:27 | as I have. I am using one called the
Training Conference file sharing workspace
| | 00:31 | Training Conference 09. Over here under
the Synchronization task pane you will
| | 00:36 | notice there is a link to show
properties for 'Training Conference 09'. That's
| | 00:41 | where we go to access the different roles
and permissions and make changes if necessary.
| | 00:46 | Let's start with the Permissions
Tab; I want you to see the different
| | 00:49 | permissions and what you are allowed
for each of those permissions. Under
| | 00:53 | Manager for example, you can invite
people to this file sharing workspace. You
| | 00:58 | can remove them or uninvite them.
You can also cancel all outstanding
| | 01:03 | invitations if you have invited people
to this workspace and they have not yet
| | 01:07 | responded you can cancel those
outstanding invitations as a Manager Role.
| | 01:12 | Now we also have the Participant and
Guest roles. As a Participant, you can
| | 01:16 | invite people to the file sharing
workspace but you can't uninvite them. In
| | 01:20 | other words you cannot remove people
from this workspace, and if invites have
| | 01:24 | gone out, too bad. You can't cancel
them. You'll have to wait and ask the
| | 01:28 | Manager in this particular
workspace to uninvite or remove people.
| | 01:34 | The other option is Guest; a guest
simply has read only access to the contents
| | 01:38 | of the file sharing workspace. They
can't do any inviting or uninviting or
| | 01:42 | canceling of outstanding invitations.
| | 01:44 | Now I am going to go to the Roles Tab.
The person who creates the file sharing
| | 01:49 | workspace is automatically assigned
the role of Manager so we know they have
| | 01:53 | full permissions. You will notice that
there are two of us in this workspace
| | 01:56 | both setup as managers, in other
words we both have access to all of these
| | 02:00 | roles. But to change the role for
somebody you can simply select their name, go
| | 02:05 | down to the Change Role button and
select a different role for them such as
| | 02:10 | Participant or Guest in this case.
I am going to select Participant and click OK.
| | 02:15 | Now I am the only Manager of this
particular file sharing workspace, Karen
| | 02:19 | Corey is a Participant. Thus her
permissions have changed, and if I wanted to
| | 02:23 | change permissions just for this
workspace I could do that as well, knowing
| | 02:27 | that Karen is a participant and is
allowed to invite and they also want to
| | 02:32 | allow her to uninvite. And when
I click OK, anyone with the role Participant
| | 02:37 | will be able to invite and uninvite for
this particular file sharing workspace.
| | 02:41 | So it's good to know that you have
full control over what people can do in a
| | 02:46 | file sharing workspace and
what they have access to.
| | Collapse this transcript |
|
|
7. Appointments and MeetingsCreating and viewing appointments| 00:00 | Up till now we have really focused on
working with files here in Groove 2007,
| | 00:04 | whether it be using the Files tool in
a standard workspace or using a file
| | 00:09 | sharing workspace to manage your
files. But there are many other tools in
| | 00:12 | Groove 2007, and one of the things
you will need to consider when you are
| | 00:16 | working in a group environment with
other team members is scheduling time.
| | 00:20 | Keeping track of events that take place
and milestones on projects. You want to
| | 00:25 | make efficient use of your time when
it comes to meetings as well. So in this
| | 00:30 | chapter we are going to focus on
appointments and meetings using the Calendar
| | 00:34 | and Meetings tools. In this lesson,
we are going to talk about how you can
| | 00:38 | create and view
appointments using the Calendar tool.
| | 00:41 | Now here in my Launchbar, you will see
I've really cleaned things up. I have
| | 00:45 | deleted a couple of workspaces. I have
got one Standard workspace here with a
| | 00:49 | couple of members. I still have my
file sharing workspace, and in the
| | 00:53 | background here you can see my
workspace that I am working with is called
| | 00:56 | Training Conference 2009.
| | 00:58 | Now if you really want to follow along
with me any workspace will do at this
| | 01:02 | point. But if you want the same
workspace, just go back to your Launchbar,
| | 01:06 | create a new workspace called Training
Conference 2009, and you will be able to
| | 01:11 | copy the following files if you want
to have exactly what I have from the
| | 01:15 | Chapter7 folder of the Exercise
Files if you've got them. We've got a
| | 01:19 | spreadsheet called Training
Revenues as well as a Brochure, which is a
| | 01:22 | WordPerfect document.
| | 01:24 | Down below you will notice that with
the standard workspace we get our Files
| | 01:28 | tool, which we are currently viewing,
and a Discussion tool. What we don't see
| | 01:32 | is the Calendar tool that we need for
tracking appointments. Now appointments
| | 01:37 | could be meetings but they could also
be anything, it could be working with
| | 01:40 | milestones on a project you want to
track those times. And of course if you
| | 01:44 | need more than one Calendar tool you
can do that here in Groove 2007. May be
| | 01:48 | you've got one especially for meetings
and the other one for project milestones.
| | 01:53 | So let's go over here to our little
dropdown to add a tool to this workspace,
| | 01:57 | and in this case we are going to go
right to the top and add a Calendar. Now
| | 02:01 | when we add the Calendar tool, you
will notice the tab appears down below and
| | 02:06 | currently there is one member using
this tool. That's me. That's why you see
| | 02:09 | the one there. Karen Corey is in
another tool, looks like the Files tools and
| | 02:14 | here I have got by default a
monthly view for the current month.
| | 02:18 | So you will probably be seeing a
different date highlighted in a different
| | 02:21 | month depending on when you are
actually opening up Groove and viewing this
| | 02:25 | title. But for me, it's November 2008
and you can see up here I have got a
| | 02:29 | button for showing the Day Pane,
showing the details for the selected day. So
| | 02:33 | when it comes to tracking your
appointments and so on, you can simply go to a
| | 02:37 | specific day, choose the Show Day
Pane to get the details. But before we do
| | 02:42 | that, we need to create our first
appointment, and if we go over here up to the
| | 02:46 | left of our toolbar, you will notice,
there is a New Appointment button. Ctrl+N
| | 02:52 | as in new on your keyboard is the
shortcut and once we have actually got some
| | 02:56 | content in our calendar, we will be
able to use some of the other tools for
| | 02:59 | cut, copy and paste, deleting. We
have got buttons for navigating through
| | 03:03 | appointments, also navigating through
unread appointments, so if someone else
| | 03:08 | was in the Calendar setting up an
appointment that I didn't know about, it will
| | 03:11 | be marked with that starburst and
I will be able to navigate through them.
| | 03:15 | I can quickly move to today's date by
clicking the Today button or Ctrl+T on
| | 03:20 | the keyboard, and then I have got the
option to change my views. View by Day is
| | 03:25 | selected right here, if I click this
button, I will be viewing the currently
| | 03:28 | selected day which for me is November
18th. And then I have got the ability to
| | 03:33 | view by week and you will notice this
double arrow indicating there might be
| | 03:36 | some more buttons.
| | 03:37 | So another option is just to stretch
out this window a little bit and I am
| | 03:42 | going to do that so I can see that
there are some shortcut buttons for viewing
| | 03:45 | by week and the currently selected
button is Month. That's the view that I am
| | 03:49 | in right now.
| | 03:50 | So let's add our new appointment.
I am going to click New Appointment right
| | 03:53 | here. Ctrl+N on your keyboard will
also work. A little dialog box shows up
| | 03:58 | where we can type-in the subject. Now
this could be a meeting or it could be an
| | 04:02 | appointment for a single member,
multiple members for example, little later on
| | 04:07 | in this chapter we will be talking
about meeting. So for now let's just create
| | 04:10 | an appointment for ourselves.
| | 04:12 | Now it could be anything to do with the
project or it could be if this is what
| | 04:16 | you are using for your Calendar
application, any personal appointments as well,
| | 04:20 | you could have a separate calendar.
Later also we will talk about merging
| | 04:23 | calendar so you can view all of the
contents together. So let's just add
| | 04:27 | something simple here for now.
| | 04:32 | Phone Conference Center, re: Ballroom.
So here is what I get to choose the
| | 04:40 | start and end date. Now this is an
appointment that's going to the very short
| | 04:44 | phone call, so I don't need a start
and an end date. In fact they will be the
| | 04:48 | exact same thing, but I can change the
date. You notice I have got and up and
| | 04:52 | down arrow here next to the start and
the end date. As I bump this up you can
| | 04:56 | see it's moved to the 19th, to 20th and so on.
| | 04:59 | I could also use the Calendar icon to
go in here and select the date. Maybe
| | 05:03 | it's going to be the 28th so I can
click on that date. Notice that the end date
| | 05:07 | is the same, so if I want to change
the end date, I could use this Calendar
| | 05:11 | icon or my up and down arrows.
| | 05:13 | This was an all day event, clicking
this little checkbox means I don't have to
| | 05:17 | select a start and end time. Watch what
happens? That disappears. But I do want
| | 05:22 | a start and end time on this date, so
I am going to de-select that checkbox,
| | 05:26 | and I am going to change my time.
I can use the up and down arrows to move
| | 05:29 | through, you can see at 15-minute
intervals or I could just come in here and
| | 05:33 | type-in the time. I am going to take
out the 9 using my Delete key, I am going
| | 05:37 | to type-in 11, and it really should be
11 o'clock so I am going to take out the
| | 05:42 | 15 with my Backspace key, 11 AM, the
end time, I am going to make it 11:30.
| | 05:51 | Notice that PM is showing up here.
I don't want that to be a very long phone
| | 05:55 | call, so I am going to change that to
AM and down below is where I put in the
| | 05:58 | details. So, Talk to conference
coordinator at hotel, re: ballroom
| | 06:10 | specifications and booking. So this
will be a nice reminder to me when it comes
| | 06:17 | time for me to have that phone call,
it will be right there in my calendar, I
| | 06:21 | am going to click OK.
| | 06:21 | Now you will notice it does show up
over here, you can see there is something.
| | 06:26 | I don't really see much until I hover
my mouse over that appointment and look
| | 06:30 | at that Phone Conference Center re:
Ballroom, there is the start and end time
| | 06:34 | and as well some of the details down
below. So I don't even have to go to that
| | 06:38 | date to see those details. Notice that
today's date stays shaded over here, and
| | 06:43 | at any time I can go back to today
by clicking the Today button, it's now
| | 06:47 | highlighting the 18th for me.
| | 06:50 | Down below in my Calendar tab, you
can see the members in the tool, just me
| | 06:54 | right now. If I wanted another
Calendar tool, no problem, just come down here
| | 06:59 | and add another one. This could be a
personal calendar, could be a project
| | 07:03 | calendar, you name it. You can have
multiple calendars and you can merge them
| | 07:06 | together something we will
talk about a little bit later on.
| | 07:09 | Now let's just change our view, I am
going to go back to the 18th and change my
| | 07:12 | view from Month here to Week. The week
that I am going to see is the week that
| | 07:16 | I am in, so for me November 18th means
I am going to see from Sunday the 16th
| | 07:21 | all they way to Saturday the 22nd.
| | 07:24 | Now when I come up here and use these
little navigation buttons, I can go to
| | 07:27 | the next or previous page, using Page
Up and Page Down on my keyboard will work
| | 07:32 | because I am in a weekly view, this
means the previous or next week. So I am
| | 07:36 | going to hit the Next button. You
can see I am on to the next week, which
| | 07:39 | starts on the 23rd. There is my
meeting on Friday, as I hover over it here I
| | 07:43 | get to see those details. So I can move
from week-to-week just by clicking the
| | 07:48 | little buttons here. I can always go
back to today by clicking the Today button.
| | 07:52 | Now I switch to the Daily View.
Here's where I am going to see all of my
| | 07:55 | appointments listed nothing for me
on the 18th, but again I've got my
| | 08:00 | navigation buttons, so I can go through
the various days. Now this time when I
| | 08:04 | hit Page Down or Page Up on my keyboard
I will be moving one day at a time, and
| | 08:10 | there is my phone conference, it's here
right there, as I hover over it again I
| | 08:14 | see the details. Need to make a change,
just double-click it, opens it back up,
| | 08:18 | you can change the subject, start and
end times, dates, details, you name it,
| | 08:23 | it's all right there. I might extend
this by 15 minutes and click OK. Made a
| | 08:27 | simple change to it. That's
all it took was a double-click.
| | 08:30 | I am going to go back to my Monthly
View now, and go back to today by clicking
| | 08:35 | the Today button. And when I want to
show the Day pane now, check it out there
| | 08:40 | it is on the other side. I might want
to stretch this out even further, go to
| | 08:44 | the 28th where I have got something,
and I can see those details over here in
| | 08:48 | the Day pane. At anytime I can hide
that Day pane just by clicking the same
| | 08:52 | button that showed it to close it up.
| | 08:54 | So that's all there is to adding
appointments and changing your views here, of
| | 08:58 | course there is much more we can do
with this Calendar tool, it's all coming up next.
| | Collapse this transcript |
| Linking to appointments| 00:00 | Before I ever used Groove 2007,
tracking appointments and meetings was
| | 00:04 | typically done in my email application,
most recently Outlook. So in there I
| | 00:09 | could create appointments, I could even
create meetings and invite other people
| | 00:13 | to those meetings using Outlook.
I can select the names and so on but of
| | 00:17 | course, if somebody wanted specific
information about a meeting or maybe the
| | 00:21 | contents like a schedule, for example,
I would have to copy and paste that into
| | 00:25 | an email message and send it out.
When you are collaborating in a team
| | 00:28 | environment using the Calendar tool in
Groove, things get much simpler. You can
| | 00:33 | actually link to specific
appointments or an entire Calendar tool.
| | 00:37 | So you will notice down here at the
bottom, I have created a brand new
| | 00:40 | calendar. I am the one that's in it
and if you want to follow along with me,
| | 00:44 | you can create your own calendar and
add a number of appointments. What I have
| | 00:48 | done is created a calendar specific to
the schedule for the training conference
| | 00:53 | and I have setup all of the conference
events at some point in this calendar.
| | 00:57 | Now where is that, well its Training
Conference 2009, so it's going to be next
| | 01:01 | year sometime?
| | 01:03 | First thing I am going to do is rename
this calendar so it makes more sense to
| | 01:06 | me when I look down here and I see
calendar, calendar which one is which. We
| | 01:10 | can rename a calendar, we can right-
click and choose Rename from the pop-up
| | 01:14 | menu. You can also do it from the File
menu, so long as you are in the Calendar
| | 01:18 | tool that you want to rename, go down
to Rename and select tool. I am going to
| | 01:23 | call this Conference Schedule. So this
calendar is strictly used for scheduling
| | 01:31 | the events of the training conference
and there now it's appropriately named.
| | 01:35 | Now where are those events? Well to
find them, I have got a couple of options.
| | 01:40 | I can go to a specific date using the
View menu or my keyboard. Notice Ctrl+D
| | 01:45 | or Go To Date allows me to select a
specific date and choose how I want to view
| | 01:50 | that date. I can use the calendar icon,
my up and down arrows. I am going to
| | 01:54 | use the calendar icon. I know it's in
2009, so I am going to navigate to the
| | 01:58 | right here to January 1.
| | 02:00 | I am going to a weekly view and when
I click OK, there is nothing here on this
| | 02:06 | specific week, but I can navigate
through the weeks until I arrive at the next
| | 02:10 | appointment or I can use my navigation
buttons up here on the toolbar, F8 on
| | 02:15 | your keyboard is the shortcut to
move you to the next appointment in this
| | 02:19 | calendar or you can go to a previous
appointment using Shift+F8 or the up
| | 02:23 | arrow. I want to go to the next
appointment, when I click on it, notice it
| | 02:27 | takes me directly to January 12 on
this calendar and the first appointment is
| | 02:31 | highlighted here, which is
the Pre Conference Workshops.
| | 02:34 | So let's say somebody either a Groove
member or somebody who is going to need
| | 02:38 | access to this calendar wants to
know the details of the Pre Conference
| | 02:42 | Workshops. Well if I wanted to, I can
double-click it, if you come in here copy
| | 02:47 | and paste, send out an email or I am
going to click Cancel here, simply send
| | 02:51 | them a link to this appointment in
this calendar; that's another option.
| | 02:56 | And if we right-click on this
appointment, you will notice that we have the
| | 03:00 | ability here not just to copy it, but
Copy Appointment as a Link. Ctrl+L is the
| | 03:05 | keyboard shortcut, if you prefer using
your keyboard. I am going to click on it
| | 03:09 | here in the pop-up menu and now I know
I am about to paste a link. Where? Maybe
| | 03:14 | it's a message that I send right
from this tool, I go up to Options, Send
| | 03:18 | Message or Send Message to Members.
I am going to choose Members. That way I
| | 03:21 | don't have to select names, and down
below here are the details you requested
| | 03:29 | re: pre conf workshops. I am going to
hit Enter a couple of times and paste;
| | 03:38 | Ctrl+V on the keyboard is the shortcut
or right-click right in here and choose
| | 03:42 | Paste if you prefer. And there is the
link to that item in my Calendar tool and
| | 03:49 | I send it off, way it goes, message
sent to Karen Corey in this case and it's
| | 03:53 | been delivered.
| | 03:54 | So she now has the details of this Pre
Conference Workshop, clicking the link
| | 03:59 | will take her directly to it. Another
option is to create a link to the entire
| | 04:03 | calendar. So if other members need
the details of the schedule for the
| | 04:08 | conference, I can create a link and
send out that message, it takes them
| | 04:12 | directly to this tool. So I am going
to do that by going up to the Options menu.
| | 04:17 | When I go to Send Message. How do
I get the link in there? Well I can't do it
| | 04:21 | from here. So I am going to click
Cancel and I don't want to just paste a link
| | 04:25 | to specific appointment in this calendar.
I am going to go up to the Edit menu
| | 04:29 | and I am going to copy, not the
appointment, but the entire tool as a link.
| | 04:35 | So when I do that, go up to Options
and Send Message to Members. Here is the
| | 04:43 | entire schedule, Ctrl+V on my keyboard,
it types in Conference Schedule now and
| | 04:50 | when I click Send, they'll have a link
to the tool and that's why it was called
| | 04:54 | Conference Schedule, the name I gave
this calendar, so the message has been
| | 04:58 | sent. Clicking that link opens up the
calendar, nice and easy. A great way to
| | 05:03 | collaborate with team members using
appointments you have made in a Calendar tool.
| | Collapse this transcript |
| Importing and exporting appointments| 00:00 | Using more than one calendar in a
workspace is a great way to help you stay
| | 00:04 | organized and keep certain types of
events, meetings, appointments, etcetera,
| | 00:09 | separate from each other so they are
easy to track. But on occasion, you may
| | 00:12 | want them to overlap. In this lesson
we are going to talk about exporting
| | 00:16 | appointments from one calendar
and importing them into another.
| | 00:20 | Here is a typical scenario; I have got
my own calendar in this workspace down
| | 00:24 | below with my own appointments. I have
also got a calendar for the Conference
| | 00:28 | Schedule and maybe I am personally
responsible for delivering content to two of
| | 00:33 | the events in this schedule. So I want
to bring them from one calendar into my
| | 00:38 | calendar where I won't forget about them.
| | 00:41 | So to do that, of course, to follow
along you are going to need more than one
| | 00:44 | calendar and you will need
appointments in at least one of those calendars. I
| | 00:48 | am going to go to my Conference
Schedule calendar and I am going to go directly
| | 00:52 | to the first appointment by clicking
my Navigate Next Appointment button up here.
| | 00:58 | Let's say I am responsible for
delivering the content to the pre and post
| | 01:02 | conference workshops, so I want to
bring those from here into my personal
| | 01:06 | calendar. Well to do that, I have to
select the appointment first. Let's do one
| | 01:10 | at a time here and go up to the File
menu. From here you will notice Export.
| | 01:15 | Now I can export the selected
appointment or I can choose to select all
| | 01:20 | appointments to be exported using All
Appointments. I don't want that, just the
| | 01:24 | ones that I am responsible for. So
I am going to go to Selected Appointment,
| | 01:28 | where you put it is up to you, I am
going to go direct to my Desktop here, it
| | 01:32 | will be called calendar, it's an XML
file, when I click Save, it will appear on
| | 01:37 | my Desktop, if I move this out of the
way, you can see it back there, Calendar.
| | 01:42 | Now I need to go to my calendar to
import it. I don't have to go to the
| | 01:46 | specific date, all of that's going to
be tracked for me, all I need to do is go
| | 01:49 | up to the File menu and import it,
when I click Import, I navigate to the
| | 01:54 | location which happens to be my
Desktop, there it is. it's called Calendar,
| | 01:58 | click on it and choose Open.
| | 02:00 | Now if use my navigation buttons to
move from appointment to appointment, I go
| | 02:04 | to my appointment on the 28, my next
appointment, check it out, is the 12th of
| | 02:09 | January, my Pre Conference Workshop.
I am going to go over to the Conference
| | 02:14 | Schedule and do the exact same thing
for the post conference, select it, File,
| | 02:19 | go to Export, Selected Appointment and
again it's going to be called Calendar.
| | 02:25 | Now I can change the name here if
I want to keep them both there or if I click
| | 02:28 | Save, I can replace the old one with
the new one by choosing Yes, switch back
| | 02:33 | to my calendar again, and import it
using File, then Import and selecting
| | 02:39 | Calendar. When I click Open, I have
got my post conference workshop in my own
| | 02:44 | personal calendar and it's still
there in the Conference Schedule as well.
| | 02:48 | So I have got it in both places. At
any time if you need your calendars to
| | 02:52 | overlap, remember you can
import and export appointments.
| | Collapse this transcript |
| Setting Calendar tool permissions| 00:00 | Just like any other tool, you might
add to a workspace here in Groove 2007,
| | 00:04 | team members can be assigned different
roles and permissions. That's what we
| | 00:09 | are going to explore in this lesson.
| | 00:11 | So to follow along with me, all you
need to do is click on a Calendar tool you
| | 00:14 | may have created, I have selected my
own personal Calendar tab down here at the
| | 00:18 | bottom of the workspace and next I am
going to go up to the File menu and down
| | 00:23 | to Properties. Over here, I can look at
the properties, not just for the entire
| | 00:27 | workspace, but the individual tool that
is selected in this case, my calendar.
| | 00:32 | So I am going to click on tool.
| | 00:34 | Next, I will go up to the
Permissions tab. Here I can see the different
| | 00:38 | permissions assigned to the different
roles. By clicking the dropdown, I can
| | 00:42 | access the Manager, Participant and
Guest roles. With Manager selected, you can
| | 00:46 | see there are check marks in each of
the checkboxes for adding, editing,
| | 00:51 | appointments, editing your own
appointments, deleting any or your own
| | 00:55 | appointments, so you have full
access to the calendar in this case.
| | 00:58 | Now if you invite a team member as a
participant, their permissions are a
| | 01:03 | little bit different. If I go down to
Participant, they can Add Appointments,
| | 01:07 | edit their own appointments but not
other appointments that may have been added
| | 01:10 | by other team members and delete their
own appointments but nobody else's. Of
| | 01:15 | course, you can change these
permissions for participants just by selecting or
| | 01:19 | deselecting checkboxes if you wanted
to but I am going to leave it at Add
| | 01:24 | Appointments, edit their own
appointments and be able to delete their own
| | 01:29 | appointments and nobody else's.
| | 01:31 | A guest, on the other hand, if we
select Guest from the dropdown, has no access
| | 01:36 | to adding, editing or deleting anything
in the calendar. However, they will be
| | 01:40 | able to read what's in there. So if
you have team members who need to be able
| | 01:44 | to look at the information but not be
able to change it or add any of their own
| | 01:49 | information, this is the perfect role.
I am going to click OK and let's just go
| | 01:54 | up to Options for a second
now and down to Set Roles.
| | 01:59 | Here is where you get to choose the
role for the members who are using this
| | 02:03 | tool. In this case, you can see, Karen
Corey is setup as a participant and if I
| | 02:07 | wanted to change that role, I click
the Change Roles button, select either
| | 02:11 | Guest or Manager and I am going to
leave her as a participant and click OK.
| | 02:16 | When you are done, click OK and you
will return back to the tool in your workspace.
| | 02:21 | So just like any other tool in a
workspace, you can setup different roles and
| | 02:25 | permissions for those
roles specific to the tool.
| | Collapse this transcript |
| Setting up a meeting| 00:00 | We now know that the Calendar tool is
an excellent tool for recording dates and
| | 00:05 | time, and even the details for
meetings that we might want to set up, but the
| | 00:10 | Meetings tool which we are about to
explore in this lesson gives you even more
| | 00:14 | features that allow you to do things
like, not just record the details of a
| | 00:18 | meeting, but setup and manage those
details, even the outcomes of a meeting.
| | 00:22 | So the first things you will need if
you are following along with me is an open
| | 00:25 | workspace. I am using my Training
Conference 2009 workspace that I created a
| | 00:29 | while back. You can have any workspace
opened at this time. We are going to go
| | 00:33 | down to the bottom where we see the
tabs for each of our tools, and over here
| | 00:37 | on the dropdown for adding a new tool.
We are going to select from the pop-up
| | 00:42 | menu not Calendar, but Meetings.
| | 00:44 | Now just like the other tools, we
can have multiple meetings tools in our
| | 00:49 | workspace. So if we want to keep
certain meetings separate from one another, we
| | 00:52 | could do that. And if you were going
to do that, you might want to rename it.
| | 00:56 | So with the tab selected, you can go
to the File menu, down to Rename and
| | 01:01 | Select tool or you can just right-
click on the tab like I am doing, and go up
| | 01:05 | to Rename.
| | 01:06 | So instead of just meetings, let's
say these are going to be all of the
| | 01:09 | meetings pertaining to our venues.
I am going to type in Venue Meetings, and
| | 01:13 | click OK. So these might be meeting
that I hold with the people at the hotel
| | 01:19 | where the conference is going to be
taking place, and other people involved in
| | 01:22 | coordinating this event, and you can
see once I created my tool and renamed it,
| | 01:27 | I have got different areas of the screen.
Here is where I'm going to see a list
| | 01:30 | of all of my meetings by subject.
| | 01:32 | We will see the subject as well as the
date and the time that those meetings
| | 01:35 | are taking place, but there are other
sections within each meeting that we can
| | 01:40 | modify such as the Profile, Attendees.
There is an Agenda, Minutes and Actions
| | 01:46 | section for each meeting,
which we will explore in a moment.
| | 01:50 | To do that we will need to create a
new meeting and that's very easily done.
| | 01:53 | You can use the keyboard shortcut, Ctrl+
N, or you can go up to the New Meeting
| | 01:57 | button here on the toolbar to
create your first new meeting.
| | 02:01 | When we give it a click, the Meeting
Wizard kicks in where we type in our
| | 02:04 | subject, you can see start and end
dates and times as well as location and any
| | 02:08 | details. We can even use this little
button down here to attach files, for
| | 02:13 | example that might pertain to
what we will be meeting about.
| | 02:16 | So let's start up at the top with our
subject where our flashing cursor is
| | 02:20 | waiting for us to input something
here. I am going to type in Ballroom
| | 02:28 | Assignments. The Start Date can be
entered manually. If you want to follow this
| | 02:32 | format of month/day/year or you can
use the Calendar icon over here to show a
| | 02:37 | calendar and simply pick your date.
That's what I am going to do, and I am
| | 02:40 | going to move into the next month here
using the Right Arrow button and I am
| | 02:46 | going to select this date.
| | 02:48 | Notice that the End Date now show us as
the same. This is not going to be more
| | 02:52 | than a day long, this meeting, so the
End Date stays the same. I could change
| | 02:55 | that if I wanted to. I am going to
leave it the same, and over here for the
| | 02:59 | Start and the End Times, I have got dropdowns.
| | 03:02 | And you will notice when I click
the dropdown that I have got 15-minute
| | 03:05 | intervals. So if this was going to be a
two hour meeting starting at 1:30, I'll
| | 03:10 | come to the dropdown select 1:30 PM,
you can see by default, I am getting a one
| | 03:16 | hour meeting, but I need to change that
from 2:30 to 3:30. Location, I am going
| | 03:22 | to type in Boardroom C.
| | 03:25 | And the Details. They are going here,
so for the sake of time, I'll just be
| | 03:29 | very brief. Determine which events take
place in which ballroom. No attachments
| | 03:43 | at this time. But I could simply
click this dropdown to add an attachment,
| | 03:47 | browse my computer for file that
might work with this particular meeting. I
| | 03:50 | don't have any. So I am going to click
OK to create my first meeting, and now
| | 03:55 | you can see we have got a
lot more access to our Meeting.
| | 03:58 | So for example, we have got the
subject over here. There is my Ballroom
| | 04:02 | Assignments. You can see the Date and
the Start Time and now, I have got my
| | 04:06 | Profile tab full of information. Start
and End time, the Location, you can see
| | 04:11 | Attachments. There aren't any. There is
the Details there, and here is where I
| | 04:15 | go to make any changes if I needed to.
| | 04:17 | I can edit the profile for this
particular meeting. Now up at the top, we have
| | 04:23 | got those other tabs such as Attendees.
From the Attendees tab, you are going
| | 04:27 | to designate your Chairperson for this
meeting and you can see by default it's
| | 04:32 | me. I am selected as the creator of
this meeting. But of course that can be
| | 04:36 | changed. Who is going to take minutes?
Who are the attendees? To edit any of
| | 04:40 | this information, we go up to the Edit button.
| | 04:42 | So I am going to give it a click. So
the Chairperson I am going to keep as
| | 04:45 | myself. The Minutes-Taker, I am going
to use somebody else. But first I am
| | 04:49 | going to need to add an Attendee. Now
notice that my only options here are
| | 04:53 | people who are currently in this
workspace, Karen Corey. So I am going to
| | 04:57 | select that and I am going
to make her the Minutes-Taker.
| | 05:01 | So now, she appears on this dropdown
because she has been added as an Attendee.
| | 05:05 | And any notes I want to add down here
can be added. I don't need any at this
| | 05:09 | time. So I am going to Save and Close
these changes by clicking the Save and
| | 05:12 | Close button.
| | 05:13 | So now you could see the Chairperson,
Minutes-Taker, and Attendees. Of course,
| | 05:18 | you'll likely have many members in a
workspace, and from that dropdown list,
| | 05:22 | you might invite several people to a
meeting they all appear here under the
| | 05:26 | Attendees list.
| | 05:27 | Next we have the Agenda tab. Let's
give it a click. So we use this to outline
| | 05:32 | the topics for the meeting and we can
designate who is presenting the topic,
| | 05:37 | the time allotted for the topic, any
descriptive details that we might want to
| | 05:41 | add, as well as the attachments. So down
below, I don't have any topics at this time.
| | 05:45 | To add a new topic, I give it a click.
Ctrl+T is the keyboard shortcut. So the
| | 05:50 | subject for our Agenda topic, let's
start with Ballroom A Events. I will be
| | 05:57 | presenting that one, and
I am going to need 20 minutes.
| | 06:01 | So I am going take out the 15 with my
Backspace key and type in 20, and we will
| | 06:04 | just say Determine which events fit
ballroom A. Any attachments, again just
| | 06:15 | like before, I don't need
any, I am going to click OK.
| | 06:17 | If I had a presentation, perhaps like a
PowerPoint presentation, I can do that,
| | 06:22 | and now you can see down below that
I have got my first topic in here. And down
| | 06:26 | below, it's selected, so I see all of
those details that I've just entered,
| | 06:30 | such as who is the presenter, here is
the time and duration, any attachments,
| | 06:35 | and the details, and of course, I can
edit this particular topic by clicking
| | 06:39 | the Edit button at any time.
| | 06:42 | And once you start adding many topics,
you will be able to use your Navigation
| | 06:45 | buttons to move up and down the Agenda.
So as you add new topics, they start to
| | 06:49 | fill in here. Remember these are all
part of one meeting. So the meeting that's
| | 06:53 | selected over here under Subject,
I am looking at the topics for that one
| | 06:57 | individual meeting.
| | 06:59 | Another Option is Minutes. Let's go up
to the Minutes tab here. Now Minutes and
| | 07:03 | Actions, we will be talking about in
greater detail a little bit later on. But
| | 07:07 | we will use the Minutes tab to record
the proceedings of a meeting. That would
| | 07:10 | include comments and decisions about
each item that's on this Agenda, so all
| | 07:14 | those topics that we entered, and for
the meeting in general, if you wanted to.
| | 07:18 | Here is where we go to edit that.
| | 07:20 | Actions is where we can assign action
items. So this could be a result for some
| | 07:25 | of the topics that we've discussed in
this meeting. For each Action item, you
| | 07:30 | would define and specify the subject,
due dates, who owns that action item, the
| | 07:35 | priority, and the status, and so on.
| | 07:37 | We'll talk about that a little bit
later on. But for now, we have got our first
| | 07:41 | meeting in our Meetings tool. I am
going back to the Profile tab where I can
| | 07:45 | see most of those details,
and we are ready to move on.
| | Collapse this transcript |
| Using minutes and action items| 00:00 | If you plan on spending any time or
energy on creating an agenda for your
| | 00:05 | meetings here using the Meetings tool
in Groove 2007, you will probably also
| | 00:10 | want to take the time to record
events during that meeting. Such as any
| | 00:14 | comments or discussions that were
held between attendees. Maybe you want to
| | 00:18 | record any decisions that
were made or assign action items.
| | 00:22 | Well, in that case you will probably
want to use the Minutes and the Actions
| | 00:26 | tool here in Groove and tie them into
your agenda. That's what we are going to
| | 00:29 | do right now. Now just before we go to
the Minutes tab here in the workspace, I
| | 00:34 | want you to see that I have added
some additional topic here. So I am up to
| | 00:37 | three topics and I have also adjusted
the border between these topics and their
| | 00:42 | details down below. So I can see all of
my topics, and I have only got three of
| | 00:47 | them so I don't need that much
space. But you can adjust that.
| | 00:49 | You can also adjust the border
between your list of meetings and the
| | 00:55 | information on the right. I am going
to leave it right about there, and to
| | 00:58 | navigate through these I just click on
them or I can use my Up and Down arrows
| | 01:02 | to move up and down through the items.
And if for some reason I can't see all
| | 01:07 | of the topics in one screen, a
scrollbar will appear. It will allow me to
| | 01:11 | scroll down through those topics on my agenda.
| | 01:14 | So now it's time to hold the meeting
and take minutes. Earlier on, we assigned
| | 01:19 | minutes to an attendee in this meeting
and when we go to the Minutes tab we see
| | 01:23 | that the minutes-taker is in my case,
Karen Corey, the person I assigned at the
| | 01:27 | very beginning. Now when it's time to
take minutes. She clicks the Edit button
| | 01:32 | and the first thing that needs to be
done, because minutes will tie into the
| | 01:36 | agenda is to insert the agenda.
This is why I added a few items.
| | 01:40 | Ctrl+J on the keyboard is the shortcut
for inserting the agenda, but boom! One
| | 01:44 | click there is it. You can see the
times and the details, as well as Presenter
| | 01:50 | for each of these items on the agenda.
Now as the minute taker, I can come in
| | 01:54 | here and start building on my agenda.
So I am going to hit my Enter key. So in
| | 01:59 | this case Ballroom Staffing. I can add,
it was decided that we should have at
| | 02:08 | least two staff in each room for each event.
| | 02:15 | So there is a decision that was made
and it's now recorded in the minutes.
| | 02:19 | Along the way, the person taking the
minutes might want to save those changes,
| | 02:23 | just in case. Go down to the next one,
let's add, I am going to hit Enter after
| | 02:27 | the second item here, Ballroom A Events.
| | 02:30 | So you can add your own notes and
you can see we are just building on our
| | 02:34 | agenda. Again, I might want to save
my changes, but when I am done I would
| | 02:38 | click Save and Close, and the minutes
are now stored with the agenda for this
| | 02:44 | particular meeting. At any time the
minute taker can go back to the Edit button
| | 02:48 | and take minutes. And all of that's recorded.
| | 02:50 | Now the other thing that you might do
when you are taking minutes is assign
| | 02:54 | actions items, but you wouldn't do it
here using the Minutes tool, instead
| | 02:58 | there is a separate tool just for that.
For tracking actions items and when we
| | 03:02 | go to the Actions tab, you can see here
is where we go to Add New Action Items,
| | 03:07 | you are going to see Due Dates, the
item description, who owns it, the Status
| | 03:11 | and the Priority.
| | 03:12 | So I am going to add a new action item
by clicking the New button. The Subject;
| | 03:17 | I am going to type in Staffing. The
Due Date; we can type it in or use our
| | 03:21 | Calendar icon to select the date,
navigate through the months. I am going to
| | 03:25 | select a date. The Owner; I am going
to change it. By clicking the dropdown I
| | 03:29 | will see members of this workspace. It
could be unassigned or any other member.
| | 03:33 | A Priority; there are four to choose
from, whether it would be Low, Normal,
| | 03:37 | Important or Critical.
This one is fairly important.
| | 03:40 | And the Status; it could be Not Started,
In Progress, or when it's done marked
| | 03:45 | as Complete. I am going to put this one
In Progress; we're starting this. So I
| | 03:48 | am going to choose to type in 'Assign
various staff to each ballroom.' So this
| | 03:57 | has to be done by this date. It's
assigned to this person. Priority and Status.
| | 04:02 | I can even attach files. Maybe I have
a spreadsheet of all the staff that I
| | 04:06 | want to attach here.
| | 04:07 | Just click the dropdown, Add and go
browse for it wherever it may be on my
| | 04:11 | computer. I am just going to click OK.
I don't have any attachments. There is
| | 04:14 | my first actions item. With it
selected, I see the details down below. Even
| | 04:19 | when I modified this action item just
now as well as the Owner, the Due Date,
| | 04:25 | Priority. You can see the Status and if
there were attachments I could see them
| | 04:29 | down here. When I need a new action
item, I will go back to the same button.
| | 04:33 | Ctrl+M on your keyboard is
the shortcut for action items.
| | 04:38 | So you can see once you got your agenda,
adding minutes and building on that
| | 04:41 | agenda and additional action items,
two great tools built-in to the Meeting
| | 04:46 | tools here in Groove 2007.
| | Collapse this transcript |
|
|
8. Working with NotesAdding and viewing notes pages| 00:00 | One important aspect of a successful
team collaboration setting is not just the
| | 00:05 | creation or gathering information, but
the sharing of that information. So if
| | 00:09 | you are going to work inside your
workspace, that's the easiest way to make
| | 00:13 | sure other team members have access to
that information. So if you need to take
| | 00:17 | notes for example. Maybe you are going
to be drafting a document, creating an
| | 00:21 | outline for a presentation, why would
you leave your workspace to go do that
| | 00:26 | and potentially not include
that information in the workspace.
| | 00:29 | One handy tool that you have access to
in Groove is the Notepad tool and that's
| | 00:34 | what we are going to explore now.
I have got my Training Conference workspace
| | 00:38 | open here. You can have any workspace
open at this time, if you would like to
| | 00:41 | follow along with me. And the first
thing we need to do is add the tool to our
| | 00:45 | workspace. So we are going to go down
here to the bottom right corner and click
| | 00:48 | the Add a tool dropdown.
| | 00:50 | And from the pop-up menu select
Notepad. Now the Notepad tool allows you to
| | 00:55 | kind of work like you would in a Word
processor. Start typing text. You can
| | 00:59 | even do some formatting here in the
Notepad tool. So it's a handy way to take
| | 01:04 | notes. For example like I said,
I might be creating an outline for a
| | 01:07 | presentation I am going to be giving
right here other team members will have
| | 01:10 | access to this information. Maybe you
are drafting a document or collecting
| | 01:14 | ideas at a brainstorming session. You
could be maintaining a ToDoList right
| | 01:20 | here in your Notepad and every team
member is going to have access to that
| | 01:23 | information, because you
are doing it in the workspace.
| | 01:27 | So right here you can see I don't
have much to do except click the New Note
| | 01:30 | button. Ctrl+N on your keyboard is the
shortcut for creating new notes. And you
| | 01:35 | can pile up as many notes as you want
in here. Let's create one. I am going to
| | 01:39 | click the New Note button. Now you
can see I have got my formatting tools
| | 01:42 | available to me for Bold, Italics, Underline.
| | 01:46 | Once I get some text in my actual note
I will be able to change font colors and
| | 01:50 | sizes, alignment. There are some
bullets as well as if I wanted a bulleted
| | 01:55 | list, indenting options. And I have a
couple of buttons here once I start to
| | 01:59 | accumulate many, many notes to go
from one note to the other, if I have got
| | 02:03 | several team members adding notes to this tool.
| | 02:07 | I can go from one unread note to
another quickly and easily using the Previous
| | 02:11 | and Next button here. Back to your note,
let's give it a title. I am going to
| | 02:17 | call this my Welcome Message, which
is a presentation. So I am going to say
| | 02:20 | Presentation. And this will be my
outline. Now I can also save and close this.
| | 02:26 | Now it will have a title, but no
contents and if I want to cancel this whole
| | 02:30 | operation, I can. This will leave Edit mode
same as hitting Escape on your keyboard.
| | 02:34 | But let's add a couple of lines of text
for our outline here. First thing will
| | 02:39 | be Introduction. This will be
introducing myself. Let's spell that correctly.
| | 02:46 | And on the next line, let's take care
of some Housekeeping items and next will
| | 02:53 | be our Keynote Speaker. For now
that's good. This is the beginnings of my
| | 02:57 | outline. I am going to click Save and Close.
| | 03:00 | So when I do that, it appears that
I am still working on this note. When in a
| | 03:05 | fact, I am not in Edit mode anymore, so
I can't click in here and start typing.
| | 03:08 | It's my only note, so that's what I am
viewing here. The contents of my only
| | 03:13 | note. To get back in there, I will click Edit.
| | 03:16 | Now you can see I am back into Edit
mode where I can do things like select
| | 03:20 | text. I am going to take my Keynote
Speaker text here. Just click to the left,
| | 03:24 | when you see the arrow you will be
selecting the entire line. Now I can do
| | 03:28 | things like maybe bold that and
underline it. That's an important one. I want
| | 03:32 | this to stand out. I am going to
change the color to a bright red here.
| | 03:36 | And when I deselect by clicking off of
it, you can see the end result. There we
| | 03:40 | go. When I hit Enter, I am going keep
that formatting for every other line of
| | 03:43 | text that I create unless I go back
and turn those off by selecting the same
| | 03:47 | buttons. Ctrl+B, Ctrl+I and Ctrl+U for
bold, italic, and underlining. Changing
| | 03:52 | your color, you got to go to the
dropdown. I am going to go to the black. I
| | 03:56 | could change the size now of what I am
about to type. Let me go back up here to
| | 03:59 | Introduction and select it and
let's bump it up to 14 points.
| | 04:04 | You can also use other fonts and
alignment. I am going to go back to
| | 04:07 | Introduction and select it and try
centering that. How about right-aligned? No,
| | 04:12 | I think left aligned is best. So
I made a few changes. I am going to Save and
| | 04:16 | Close now to go back to. Now once you
start to accumulate many, many notes, you
| | 04:20 | are not going to want to use these
navigation buttons to just go through all
| | 04:23 | the notes. A faster way is to view a page list.
| | 04:26 | So I am going to go over here to this
Show Page List button, which splits my
| | 04:30 | screen into and down below I will be
able to see each of the pages in my Notes
| | 04:34 | tool. And there is my Welcome Message
note. I can adjust the borders if I want
| | 04:39 | to see more of the list or more of
the note contents. I can slide this to
| | 04:46 | wherever I like. I am going
to leave it right about there.
| | 04:48 | You will also be able to see the size
of that note when it was modified, who
| | 04:52 | modified it. Let's go up here and add
another new note. So in this case I am
| | 04:58 | going to do a ToDoList. And down below
I am going to type in what I need to do
| | 05:05 | for my presentation:
| | 05:07 | Create PowerPoint presentation.
| | 05:12 | Rehearse timing
| | 05:16 | Copy to Files tool for Feedback
| | 05:22 | And I am going to click Save and Close
now to save and close up that note. Now
| | 05:25 | you can see it appears down below on
the list. So at any time, I can view the
| | 05:28 | contents of a note just by clicking on
it on the list and see the contents up
| | 05:33 | here. If I need to go back in
there, I've got my Edit button.
| | 05:36 | So that's all there is to adding the Notes
tool to your workspace and creating new notes.
| | Collapse this transcript |
| Reviewing notes pages| 00:00 | Over time as you continue to use the
Notepad tool, the number of notes pages
| | 00:05 | will begin to accumulate, the contents
of those pages will also grow especially
| | 00:09 | if you have got multiple team members
adding their content. So we are going to
| | 00:13 | look at a couple of tools to
help you manage that information.
| | 00:16 | The Find tool will help you locate
specific text within a notes page and the
| | 00:21 | spell checker will also help to ensure
that the contents of those notes pages
| | 00:25 | are at least spelled correctly. I am
going to start with the Find tool. Now the
| | 00:29 | Find tool doesn't have the ability,
here in Groove, to search through multiple
| | 00:34 | notes pages, you have to select the notes
page that you want to search for that text in.
| | 00:39 | So typically, it's going to be a
notes page with a lot of content. In our
| | 00:43 | exercise here, I am using my Notepad
tool, you will need at least one note to
| | 00:47 | follow along with me so you can add
a new note if you like and add some
| | 00:51 | content. I don't have a lot of
content but we can still explore the feature
| | 00:56 | using a short note.
| | 00:57 | So I am going to go my welcome message.
Now I don't have to edit the message to
| | 01:01 | go searching for content, I can go
right up to my Edit menu, and you will
| | 01:05 | notice that Find appears with the
keyboard shortcut Ctrl+F. This will allow me
| | 01:10 | to search within that notes page but
if I am going to be searching for text,
| | 01:14 | typically, it's to do something with it.
| | 01:17 | So I like to click the Edit button to
get inside the note first, so that when I
| | 01:22 | do find that text I can actually
start working with it immediately. I don't
| | 01:26 | have to edit the note and then run the
search again. So let's do it from inside
| | 01:31 | the note, when I go up to the Edit menu
and select Find, watch what happens. A
| | 01:36 | very first word in my note appears in
the Find What field, but it is selected
| | 01:40 | so I can type right over that.
| | 01:42 | Let's say I am looking for the word
feedback. I am typing it in lower case and
| | 01:47 | so long as the Match case check box is
not selected which it is not, I am going
| | 01:52 | to be able to find the word feedback
whether it's with a capital F or all caps
| | 01:56 | or all lower case.
| | 01:57 | If I wanted to find the word feedback
in lower case only then I would click the
| | 02:02 | Match case check box. But I don't want
to do that. You also have the ability to
| | 02:06 | choose the Match the whole word only
and if you do that, you are only going to
| | 02:10 | find what you type here and it won't
be part of another word. For example, if
| | 02:14 | you are looking for shorter words like
the word the. Well, the word the appears
| | 02:20 | inside other words like another or theme,
for example, and in that case for the
| | 02:24 | short word you would want
to Match the whole word only.
| | 02:28 | The direction is also important
because when we went inside our message, you
| | 02:32 | may have notice the flashing cursor at
the very top so we want to make sure we
| | 02:36 | are searching down because whether
you are inside the message with your
| | 02:39 | flashing cursor at the top or if you
are not editing the message, the direction
| | 02:44 | is always from top to bottom. So in
this case we want to search down, I am
| | 02:48 | going to click Find Next.
| | 02:50 | Notice the word feedback is
highlighted even though it has a capital F. If I
| | 02:55 | click Find Next, I hear that ding
indicating there are no other occurrences of
| | 03:00 | the word feedback. I could try
searching in the opposite direction. No, that's
| | 03:06 | the only occurrence, so I can click
Cancel, you notice, I am inside my note
| | 03:09 | with the word feedback
highlighted so I can start working with it.
| | 03:12 | Now just imagine that this was a very
long note with a lot of content, how much
| | 03:17 | time you can save, not having to browse
through the notes yourself. All right,
| | 03:20 | I am going to click Cancel here, which
gets me out of Edit Mode. Now I am just
| | 03:26 | looking at the contents. If I click on
my ToDoList, I see the contents of that notes page.
| | 03:31 | Let's run our spell checker now. I am
going to try to run this spell checker by
| | 03:36 | selecting my ToDoList and from the
Edit menu, you will notice that I can't.
| | 03:40 | Check spelling is not available to me.
You have to be inside the message
| | 03:44 | editing it to run the spell
checker, shortcut on the keyboard, F7.
| | 03:49 | But let's click Edit and now I am
going to try it again from the Edit menu.
| | 03:55 | Look at that Spell Checking is
available to me so I give it a click here on the
| | 03:58 | menu and then you can see it has
stopped at the very first word not recognized
| | 04:04 | in the dictionary, not necessarily a
typo or a spelling error, it's just a word
| | 04:09 | that's not in the dictionary.
| | 04:10 | In this case I type PowerPoint all
lower case. That's what shows up here as not
| | 04:15 | in dictionary. There are some
suggestions down below, the word PowerPoint with
| | 04:19 | capital Ps, the way Microsoft would
spell it and this is a Microsoft product so
| | 04:24 | it does recognize that. Another option
is power point, two words and that's not
| | 04:28 | what I am looking for.
| | 04:30 | Now my options with PowerPoint, the
capital P selected are to ignore that ones
| | 04:35 | which means it's just going to skip
right over, leave it as it is but if
| | 04:39 | PowerPoint shows up again just the
way I have spelled it here it will stop,
| | 04:44 | unless I choose Ignore all. Then
PowerPoint, all lower case, will be ignored
| | 04:50 | for every occurrence in this notes page.
| | 04:53 | The other option is if it's not a typo,
it's not something you want to stop
| | 04:56 | that every time, you run the spell
checker, you can add it to the dictionary.
| | 05:00 | Like I said, this feature doesn't only
find typos and spelling errors but any
| | 05:05 | word not recognize in the dictionary,
if you add it to the dictionary it won't
| | 05:09 | stop there anymore. If you do have one
of the suggestions selected, you have
| | 05:14 | the ability to change that one
occurrence that's highlighted or if you know
| | 05:18 | PowerPoint appears many times
throughout this notes page, in lower case like
| | 05:23 | this and you want to replace it with
PowerPoint with the capital Ps, you would
| | 05:26 | select Change all. Then you won't have
to stop each one clicking the Change button.
| | 05:30 | You also have the ability to cancel
this whole thing but I am going to click
| | 05:34 | Change and you will notice there are
no other spelling errors or words not
| | 05:40 | recognized in the dictionary. The
spelling check is complete. So when I click
| | 05:44 | OK, I am back to my notes page here my
Notepad tool and I have made a change,
| | 05:51 | so you will notice that the Save and
Close button is available to me, I will
| | 05:54 | need to click that before I lose that change.
| | 05:58 | Spell Checker, a nice little feature
build right into your Notepad tool, just
| | 06:01 | like you would use in a Word Processing
application. It's a great way to ensure
| | 06:05 | that the content of your notes pages
are spell correctly and don't forget that
| | 06:09 | Find tool that will help you locate
specific content within a notes page, not
| | 06:14 | through several notes pages,
unfortunately, you have to go to each one to run
| | 06:18 | the Find tool but it will help you
with those notes pages that have a lot of
| | 06:22 | contents, saving you times, you
don't have to browse yourself.
| | Collapse this transcript |
| Exporting notes| 00:00 | Although the Notepad tool does come
equipped with a number of features for
| | 00:04 | modifying the content of your notes
pages, formatting them so they look good.
| | 00:09 | The occasion may arise when you need
to take the content and export it so you
| | 00:13 | can use it in another application. That's
what we are going to talk about in this lesson.
| | 00:17 | I am going to use a scenario here
where I have got the outline for a
| | 00:20 | presentation that I have been
building. Maybe I was holding an online
| | 00:23 | conversation and a number of team
members were collaborating with me to build
| | 00:28 | this outline. Now it's time to create
the presentation. Well instead of starting
| | 00:33 | from scratch in PowerPoint, I can
actually export the content of this notes
| | 00:37 | page. So they can be opened up in PowerPoint.
| | 00:40 | When you export note pages content, you
export to the RTF format, which stands
| | 00:46 | for Rich Text Format. So that's a
format that can be opened up by many
| | 00:50 | applications, Word,
PowerPoint, WordPad, you name it.
| | 00:54 | So that's what we are going to do
right now. All you have to do is make sure
| | 00:57 | that the notes page you want to export
is selected here in the page list. You
| | 01:02 | will see the contents here and then go
up to the File menu because that's where
| | 01:06 | you are going to find the Export
command. Notice the ellipsis indicating a
| | 01:09 | window is about to open up.
| | 01:11 | So we click Export and sure enough
Export to File shows up here. You can select
| | 01:16 | the location; I am going to my Desktop.
The name of the file will be same name
| | 01:21 | as the notes page itself, Welcome
Message (Presentation). And notice the Save
| | 01:25 | As type shows up as RTF. It is your
only option; if you click this dropdown
| | 01:30 | there is nothing else to select
from here, RTF Rich Text Format.
| | 01:33 | So when we click Save, we actually
save it to our Desktop. We still have the
| | 01:38 | content here on our notes page. But If
I am to move this over here, you will
| | 01:42 | notice that I have got my Welcome
Message which is an RTF format, but I do see
| | 01:47 | the Microsoft Word logo here because
that's the default application on my
| | 01:51 | computer for opening up RTF files.
But I can open it up any application.
| | 01:56 | Now if you have got PowerPoint you
can follow along with me. I am going to
| | 02:00 | click my Start button, type in
PowerPoint. There it is, Microsoft Office
| | 02:05 | PowerPoint 2007. I am going to open it
up and if I wanted to bring that file
| | 02:10 | in, all I have to do now is go up to my
Home button up here, choose Open. I am
| | 02:17 | going to locate my Desktop because
that's where it went. And down below you
| | 02:21 | will notice under File name here and
next to that All PowerPoint Presentations,
| | 02:25 | I am going to change that to All Files.
| | 02:28 | This allows me to find the file that
I am looking for which is an RTF file
| | 02:32 | called Welcome Message (Presentation).
When I click Open, I am allowed to open
| | 02:37 | it up. Look what happened, Introduction
is one slide, Housekeeping is another,
| | 02:42 | Keynote Speaker, and the formatting
that I applied in the notes page also
| | 02:46 | appears here in my PowerPoint
presentation. What a nice head start I just got
| | 02:51 | because I have the ability to export
my notes page directly into PowerPoint
| | 02:56 | here using the RTF format.
| | 02:59 | I am going to close up PowerPoint
without saving my changes, returns me back to
| | 03:02 | my workspace. So keep in mind, if you
got content in your notes pages that
| | 03:08 | might be used in other applications,
you have got the Export feature right from
| | 03:12 | the File menu which will obviously
save you a ton of time and effort.
| | Collapse this transcript |
|
|
9. Managing IssuesRecording issues| 00:00 | If you are going to be using Groove
2007 to create a team workspace for
| | 00:04 | collaborating on a project, one thing
you will need to consider are any issues
| | 00:09 | that might arise. There is an Issue
Tracking tool built into Groove 2007 that
| | 00:14 | we are going to explore in this
lesson and any project management type
| | 00:19 | scenario, we will often use a formal
document known as an Issue log. This is
| | 00:24 | the equivalent here in Groove 2007.
| | 00:25 | So I have got my Training Conference
workspace open up here. You can be using
| | 00:30 | any workspace you like at this time. We
are going to add the tool first of all
| | 00:34 | by going down to the dropdown in the
bottom right hand corner to add a tool to
| | 00:38 | this workspace from the pop up menu.
There it is right there, near the middle,
| | 00:42 | Issue Tracking. We give it a click.
| | 00:44 | Now it takes a moment to create this
new tool, which of course can be renamed.
| | 00:49 | So you can see there is a notification
down below Updating Views in Training
| | 00:53 | Conference with Issue Tracking. If
I hover over the tab, it's called Issue
| | 00:57 | Tracking of course. I can rename this
if I want to just by right clicking and
| | 01:01 | choosing Rename. I want this to be
more specific, again I can have more than
| | 01:05 | one Issue Tracking tool if I needed
it. I am going to type in Conference
| | 01:12 | Planning Issues instead of Issue
Tracking; I am going to delete that. And when
| | 01:18 | I click OK, it's been renamed and you
will see it appear down here below. It's
| | 01:22 | still an Issue Tracking
tool but I have renamed it.
| | 01:25 | Now before we can actually start doing
things like creating IDs which is done
| | 01:29 | for you and who has Created the issue,
who Entered it, giving it a Title, a
| | 01:33 | Status, Priority, etcetera. We need to
create the new issue and we do that by
| | 01:38 | clicking the New button dropdown. Keep
in mind that managers in the workspace
| | 01:42 | will be able to add new records, be
able to edit them, delete them; if you have
| | 01:46 | got participants in your workspace they
will be able to add and edit their own
| | 01:50 | records as well. They won't be able to
delete anybody else's or edit anybody
| | 01:54 | else's records.
| | 01:56 | Well let's click the dropdown and here
you will notice that we have got Issue
| | 01:59 | right at the top but here is where
we go to create new responses and new
| | 02:03 | keywords for assigned entries, for
the different categories, originating
| | 02:08 | entries, priorities and status.
| | 02:10 | Well let's go to New, Issue to get
this started. So it opens up a brand new
| | 02:15 | record here, you can see at the top
we can save what we are doing, save and
| | 02:18 | create another, we can reset this,
cancel the whole thing and even print it
| | 02:22 | out. There are also fields down below
that need to be filled out. Here you will
| | 02:26 | see for example Title has a little
asterisk. Here is where we type in the title
| | 02:30 | and every record for issues that we
track has to have at least a title, all the
| | 02:36 | rest down below is optional.
| | 02:38 | The title for this one, I am going
to do Catering. The Category from the
| | 02:43 | dropdown here, you can see there is
nothing, we haven't created those yet. But
| | 02:46 | we can create them on the fly. So
I can click the plus sign here to enter a
| | 02:51 | brand new Category. So I am
going to call this Food and click OK.
| | 02:58 | Now I have got the Category showing up
there, if I click the dropdown it's the
| | 03:01 | only option so far. Now at any time
once I completed this actual record, I can
| | 03:06 | go back to the New button and create
new categories. You may want to do that
| | 03:10 | ahead of time or you can choose to
create them on the fly, just keep in mind
| | 03:14 | that if there are multiple team members,
you will want to make sure that you
| | 03:17 | are not duplicating categories using
different names or variations of a name.
| | 03:22 | Next, we have got Subcategories; if we
wanted to same thing we can click a plus
| | 03:25 | sign here to add a new Subcategory.
I am going to do that. I am to going to
| | 03:29 | type in Catering and click OK. Notice
the ID is created for you. Every record
| | 03:35 | will have its own ID. So for the
title maybe I should be a little bit more
| | 03:39 | specific, Catering Costs.
| | 03:43 | Now down below are those two tabs,
when we create our first record we are in
| | 03:47 | what we call the Original Report. So
down below we fill in information, you can
| | 03:51 | see it's entered by me. That's
kept track of automatically by Groove.
| | 03:55 | Originated by, now this could be
another team member or it could be an
| | 03:58 | Organization. I am going to click the
dropdown to show you there is nothing
| | 04:01 | here until we start adding them. I am
going to click the plus sign and I am
| | 04:05 | going to add in the Hotel; I might want
to add Conference Hotel just to be more
| | 04:09 | specific and click OK.
| | 04:14 | If there is an individual we can add
them as well. I am going to type in my
| | 04:21 | contact at the hotel for catering, Bob
MacDonald, click OK and now that shows
| | 04:25 | up in there. Down below I have got an
area for Description, if I need to be
| | 04:29 | more specific which of course
I should be if I am sharing with other team
| | 04:32 | members, There has been a recent
increase in catering fees which brings us over
| | 04:45 | budget. All I have done here is
entered the original report data. As I scroll
| | 04:50 | down here, you will notice down below
I have got lots and lots of room to add
| | 04:54 | additional descriptive notes
as well as any attachments.
| | 04:58 | So if I received a notice maybe from
the hotel indicating that the fees were
| | 05:02 | going up. I might want to attach that
and notice I have got a little button to
| | 05:06 | Launch the Selected Attachment right
from here. So team members can go in and
| | 05:10 | open it up if it was a Word document
for example. You can also save a selected
| | 05:14 | attachment. If there is more than one
down here, you would select it first and
| | 05:18 | save it directly to your own computer
if you wanted to or remove it by using
| | 05:22 | the Delete button here.
| | 05:23 | Let's scroll all the way back up to the
top, looks like that's good enough for
| | 05:28 | now. We have the ability to save our
changes. This will save the record and
| | 05:32 | show the data view. Save and create
another one right away if we wanted too. I
| | 05:38 | could start all over, empty everything
out, reset, cancel the whole thing if I
| | 05:42 | didn't actually want to create
a new record, or print it out.
| | 05:45 | I am going to click Save, I am not
going to Create Another one at this time and
| | 05:48 | you will notice that its the first
record up here, its highlighted down below.
| | 05:52 | I get a preview of what's inside. Of
course I can adjust this border if I want
| | 05:56 | to see more up the content and less of the list.
| | 05:59 | All right, so there is my first record.
If I wanted to go back here to the New
| | 06:04 | button dropdown, I could add some new
keywords for categories for example. We
| | 06:09 | know we have got one in here now for
food. Let's go in here and type in Venues.
| | 06:14 | I am going to save that and if I want
to create another I could but I am going
| | 06:18 | to click Save. Now I have
got more than one category.
| | 06:21 | Back to the New button, if I wanted
to create some priorities and some
| | 06:26 | statuses. This will come in handy in a
moment as we start to update our issues.
| | 06:30 | Priority, I am going to do High. Save
and create another one, Medium. Save and
| | 06:38 | create another one, Low. I am going
click Save to return back to my dropdown
| | 06:45 | and let's do the same for Statuses. We
will add some Statuses here. So status
| | 06:50 | is Not Started, In Progress and
Rectified and just save that one. So we got a
| | 07:04 | few Statuses in here.
| | 07:06 | So when we first create the issue
itself we are in the Issue Report. If I come
| | 07:12 | over to this record and just double
click it, I back inside and now I can go to
| | 07:15 | the Current Status and over here is
where I can start adjusting things like the
| | 07:20 | Status itself. Notice the dropdown
does have Not Started, In Progress and
| | 07:24 | Rectified. You can also add more right
from here. Priority, I am going to make
| | 07:29 | this one a new priority, by clicking
the plus sign I can actually add to the
| | 07:33 | list and type in Critical here, click OK.
It also becomes the priority for this
| | 07:40 | particular issue.
| | 07:41 | Assigned To, if I click the dropdown
there is nothing in here. So here is where
| | 07:45 | I can add the individuals that I might
want to assign this issue to. So I could
| | 07:50 | do that from the New button or I can do
it on the fly, type in Karen Corey. And
| | 07:56 | I really, I should have used an
organization here but if you don't have a huge
| | 08:01 | list of team members and so on, you
might just want to use the individuals here
| | 08:05 | in the organization. If you prefer, you
can add an organization, I am going to
| | 08:13 | do Team Members instead. And over
here for the Individual when I click the
| | 08:16 | dropdown I need to add one, and this
case would be Karen Corey and other team
| | 08:21 | members could be added as well.
| | 08:22 | As I scroll down, I can add some
Ongoing Remarks. Contacted Bob... waiting for
| | 08:34 | him to return my phone call. There we go,
as I scroll down little further there
| | 08:41 | is that Attachments window, if I had
any. All I am going to do now is update
| | 08:45 | this issue, which will update it with
all of that new information. And now you
| | 08:49 | can start seeing things up
here in the record itself.
| | 08:53 | And you can see I have got multiple
headings here. So when you got many, many
| | 08:57 | issues you might want to change the
way they are sorted, maybe by their dates
| | 09:01 | or who entered them. As you hover
over these you can select them to reorder
| | 09:06 | them by Priority or Status. I am going
to go back to ID and leave it at the default.
| | 09:12 | So, Issue Tracking, very important part
of any project if you are collaborating
| | 09:16 | with team members and you need to track issues.
This is the tool for doing just that.
| | Collapse this transcript |
| Creating an issue response| 00:00 | Once you start recording issues using
the Issue Tracking tool here in Groove
| | 00:04 | 2007, people who are assigned to
rectify those issues can always go back in and
| | 00:10 | make changes to the content, so
update priority or status. For example, add
| | 00:14 | additional notes.
| | 00:16 | But that's just going to update the
one record; another option is to add a
| | 00:20 | response to an issue, which actually
creates a new but related entry in these
| | 00:25 | lists of issues that we are working at.
| | 00:27 | So a good example might be a manager
who wants to respond to an issue by adding
| | 00:32 | some additional information to the
record, or some important context. This way
| | 00:38 | you are going to see multiple
entries here but related entries, called
| | 00:42 | Responses. So let's create a response now.
| | 00:44 | You will need to have created your
Issue Tracking tool here in the workspace
| | 00:48 | like we did in the previous lesson, and
you will have needed to create one new
| | 00:52 | issue at least, which I have here.
With it selected, now I go to my new
| | 00:57 | dropdown, and instead of creating a
new issue, I create a new response to the
| | 01:01 | selected issue.
| | 01:03 | Notice that response now shows up here
at the top entered by me. You will see
| | 01:07 | the date, you will also see the title
filled in automatically for you, based on
| | 01:11 | the original issue as well as the ID
number. All you need to do is come in here
| | 01:16 | into the Description Area and add a description.
| | 01:19 | As we scroll down to the bottom, here
is where you'll go to add attachments as
| | 01:22 | well. Now I am going to click in here
and just add some additional information,
| | 01:29 | Bob MacDonald's supervisor may
be a better contact, Paula Savory.
| | 01:46 | So there we go. I had added some
content up at the top. I have the ability to
| | 01:50 | save, which will save up my response
and take me back to the list, or save this
| | 01:54 | and create another response. And
I also have Reset, Cancel, and Print, just
| | 01:58 | like I do for new issues. So I am going
to click Save, I am done. It's going to
| | 02:03 | take me back out to my List.
| | 02:04 | Notice now that I have got two entries.
One is the original issue, one is the
| | 02:09 | response. The ID number is different,
but they are related to one another. So
| | 02:14 | now in this case, if I wanted to edit
this, I double-click it, go in here, and
| | 02:18 | you can see I can go in and add some
additional information if I wanted to, or
| | 02:22 | attachments. When I am done, I would
click Update to update any changes.
| | 02:27 | The only thing you don't have with a
response is the ability to change status,
| | 02:31 | priority, etcetera. So the person who
this was assigned to, Karen Corey, can
| | 02:36 | make use of this related record which
is the response to the original issue
| | 02:41 | when she goes into update things, such
as the Status, the Priority, and so on.
| | 02:46 | So, a response to an issue allows you
to add additional records to your list,
| | 02:52 | and you will notice up at the top,
under the Title, we have got this little
| | 02:55 | minus sign, which allows us to
collapse any related records or expand them by
| | 03:00 | clicking the Plus sign, a very handy
tool to keep track of who is responding to
| | 03:06 | what issues. I am going to click the
Minus sign to collapse that issue, it
| | 03:09 | returns me back to my list,
and I'm ready to continue on.
| | Collapse this transcript |
| Viewing issues| 00:00 | Imagine for a moment, you are a team
member in a workspace, there are multiple
| | 00:04 | other team members that you are
collaborating with on a major project, and you
| | 00:08 | are all using the Issue Tracking
tool to record and respond to issues.
| | 00:13 | Over time, that list can grow, it can
get quite long, and the best way to view
| | 00:19 | that list might not be the default
that you are looking at here which is a
| | 00:22 | single unfiltered list, especially, if
you need to zero in on which issues pose
| | 00:28 | the greatest risk, or which ones
require more immediate attention, which issues
| | 00:32 | pretend to use specifically. Well
thankfully, there are many different ways to
| | 00:36 | view your list of issues using the
Issue Tracking tool, and we are going to
| | 00:40 | explore them right now.
| | 00:42 | You can see here I have got my Issue
Tracking tool opened, my Conference
| | 00:45 | Planning issues. I have added some
additional issues. So to follow along with
| | 00:50 | me, you will need the Issue Tracking
tool added to your workspace, and at least
| | 00:54 | a couple of issues to look at.
| | 00:56 | I am going to go up to my View by
dropdown and show you that I have many other
| | 01:01 | options, besides showing all of my
records for viewing issues by Assignment, by
| | 01:07 | Category, I can zero in on My
Assignments, sort them or filter them by Priority
| | 01:13 | or Status. I even have access to
keywords down for adding new keywords or
| | 01:18 | editing the existing keywords
that I have created already.
| | 01:22 | Let's say I want to zoom in on My
Assignments. I go up to My Assignments, look
| | 01:27 | at that, there is one assigned to
David Rivers, status is rectified. Even
| | 01:32 | though it was critical, it's now
rectified. The keynote speaker was canceling.
| | 01:36 | If I click on this record, I get to see
the details down below. I can increase
| | 01:41 | or decrease the amount of space
dedicated to those details by dragging the
| | 01:46 | border right from the center here, and
of course, double-clicking allows me to
| | 01:50 | get in there, if I need to go in and
make any changes, additions, go to the
| | 01:55 | Status, for example, make any
changes here, and update when I am done.
| | 01:59 | Let's go back to the View by dropdown
and go to Assignment. This allows me not
| | 02:04 | just to see my assignments, but
assignments to everybody, and all of the
| | 02:08 | organizations that are being used in
this list of issues. There is only one
| | 02:12 | organization called Team Members, but
there are a couple of different members
| | 02:17 | in here and you can see there is mine,
but there are the other issues assigned
| | 02:21 | to other team members. I am going to go
up to View by now and go down to Category.
| | 02:26 | Now, here I have got three different
categories being used. I am going to click
| | 02:30 | and drag this border down a little bit,
so I can see all of the categories. You
| | 02:34 | may have noticed they've got minus
signs next to it. I can collapse the
| | 02:38 | categories if I am not interested in,
like Food and Venues, and focus in on the
| | 02:43 | issues under Speakers. There is only one,
clicking on it allows me to see those
| | 02:47 | details. I can collapse that and go to
Food to look at the issues and even the
| | 02:52 | responses under the Food category.
| | 02:55 | If I go to View by and select Priority,
I have that same ability. Only two
| | 03:00 | priorities that are being used right
now, Critical and High, and you can see
| | 03:05 | each of those records as well under
each of those priorities. Again, I can
| | 03:10 | collapse or expand any of the priorities.
| | 03:13 | If I go to View by, another option is
Status. Here is In Progress, Started, or
| | 03:18 | Rectified. I don't care which one's has
been rectified or in progress, it's the
| | 03:22 | ones that are not started that concern
me, so I leave that one expanded. There
| | 03:26 | is only one and it's High Priority,
I might want to get into these details,
| | 03:30 | find out who this is assigned to and
get in touch with that person to get them going.
| | 03:35 | Now another option for changing the
views, to go down to the bottom of the
| | 03:38 | details here in the window where it
says Current View which I just set to
| | 03:41 | Status, I see that here, but I can also
click down here to see the same list of
| | 03:47 | options, so I can switch back to
All, for example, right from here.
| | 03:51 | Now you may have noticed also at the
bottom of the list, you will see all of
| | 03:54 | the keyword options like Assigned
Entries, Categories, Originating Entries,
| | 03:59 | Priorities, and Status. If I go down
to Status, for example, you are going to
| | 04:03 | see my different statuses are Not
Started, In progress, and Rectified. I can
| | 04:07 | change any of these just by double-
clicking them. I don't want to, so I am
| | 04:11 | going to click Cancel.
| | 04:13 | I can also go up to my New dropdown.
From the New dropdown, here is where I can
| | 04:18 | go to create new keywords as well. Of
course, I can do that in any time, but
| | 04:23 | when I am looking at the different
statuses, it helps me to know what I have
| | 04:27 | already got as I am creating new ones.
| | 04:29 | I am going to change my View by from Up
here back to All. Thanks to the View by
| | 04:35 | options. You should be able to zero in
on the issues that are of interest to
| | 04:39 | you at any time.
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|
|
10. Managing DiscussionsUsing the Discussion tool| 00:00 | If you are a member in a workspace, and
you are looking for a way to maybe post
| | 00:04 | announcements or gather opinions from
various team members on topics you might
| | 00:08 | throw out to the group, there is a
built-in tool that we are going to explore
| | 00:12 | in this lesson. It's called the Discussion tool.
| | 00:14 | And if you have ever been a part of
a discussion group on the Internet or
| | 00:19 | accessed to bulletin board, this will
be very familiar to you. You will see
| | 00:24 | postings and responses in
chronological order and of course, when you start
| | 00:28 | adding some of these posts, you can
categorize them, so once you have added the
| | 00:32 | tool, it's easy to locate the topic you
are looking for, and browse through the
| | 00:37 | various posts and responses.
| | 00:39 | So we are going to start up in this
lesson by simply adding the tool to our
| | 00:42 | workspace and creating a topic or
posting a topic for discussion. So I am going
| | 00:47 | to go down to the bottom right-hand
corner of my opened workspace, any
| | 00:51 | workspace will do at this point.
| | 00:52 | I am using My Training Conference 2009
workspace here, I am going to click the
| | 00:57 | tool dropdown and go to the Discussion
tool right near at the top. Now clicking
| | 01:02 | Discussion adds the tool. You will
see a little notification in the bottom
| | 01:05 | right hand corner, updating views in
this particular workspace. The Discussion
| | 01:10 | tool is displayed. I see the tab down below.
| | 01:13 | Like other tools, you can have
multiple Discussion tools added to your
| | 01:16 | workspace and rename them if you needed
to. Right-clicking allows you to go up
| | 01:20 | to rename it from Discussion to
whatever you want. But I am going to click
| | 01:24 | Cancel because within the Discussion
tool, you can have many categories.
| | 01:29 | So as we go to add a new post, let's
see what that looks like. We will go up to
| | 01:33 | the New dropdown button to add a new
record. Notice that we can add either a
| | 01:38 | topic or a response to a topic. In
this case, we don't have any topics to
| | 01:43 | respond to, so we are going
to select number 1 here, Topic.
| | 01:46 | Now the Topic will have a Subject, but
can also have a Category, and this is
| | 01:50 | how we can sort through the various
discussions. So the Subject field does have
| | 01:55 | to be filled in. That's why you see
the red asterisks. I am going to type in
| | 01:59 | Event Possibilities for Day 1.
| | 02:07 | All right, now if I go to the
Category dropdown, obviously there aren't any
| | 02:12 | yet. This is a brand new post, but
I can add one. Once I start adding several
| | 02:16 | categories, I can then go to the
dropdown to select the category that already
| | 02:20 | exist or simply click the Plus sign to
create another new one. So the Category
| | 02:24 | for this is going to be
Evening Events, and click OK.
| | 02:31 | So now I have got a category assigned
to this. You can see it's being posted by
| | 02:34 | me. The Date and Time also shows up.
If you want to attach files, you can
| | 02:38 | attach a spreadsheet of possibilities
maybe to be discussed. In this case, I am
| | 02:42 | just going to come down here and say,
Anyone have any bright ideas for an
| | 02:51 | exciting event at the end of day 1 for
our attendees. I have actually added it.
| | 03:02 | Now it's a matter of either saving
it or saving it and creating another.
| | 03:06 | I have got options up here on the
toolbar to do just that. Saving is going to
| | 03:10 | save it and take me out of the
discussion. Save and Create Another allows me to
| | 03:13 | create another topic or a response.
I can reset this whole thing, clear it, and
| | 03:17 | start over, cancel the whole operation,
there will be no record at the end of
| | 03:21 | this, or print it out.
| | 03:23 | In this case, I want to save it, I am
done, and it becomes the first record
| | 03:27 | here in my Discussion tool. It is
selected or highlighted so I do get to see
| | 03:32 | some of the details down below. I can
adjust this border if I want to be able
| | 03:37 | to see more of the details previewing
the contents of this record, or if I want
| | 03:42 | to see more of the list of records,
of course, I can go to the middle here,
| | 03:45 | click and drag this border down. I am
going to leave it right about there, just
| | 03:49 | below half way.
| | 03:50 | With this selected, I can come down to
the New dropdown and actually respond to
| | 03:54 | it. Let's pretend that we are another
team member. Clicking Respond allows us
| | 03:58 | to respond to. You will see Re-Event
Possibilities for Day 1. That's built-in
| | 04:03 | for me. All right, really I have to
just click down here and type in a
| | 04:06 | response. How about a dinner
cruise up the Ottawa River?
| | 04:15 | And again, I am going to Save or Save
and Create Another response. Maybe I have
| | 04:24 | another idea. I am going to click Save
and Create Another. This allows me to
| | 04:28 | come in here and add another response.
| | 04:31 | Now this is to the same topic, How
about a dinner party at the museum downtown?
| | 04:45 | Now I am just going to save that once,
so you can see I come back to my list
| | 04:49 | and there is a little Minus sign here,
indicating that I can collapse this
| | 04:53 | whole section of Topic and Responses,
and that's the beauty of the Discussion
| | 04:59 | tool. When you want to go to a
specific topic, you can collapse the ones that
| | 05:03 | don't matter, and expand the ones
that you want to participate in, and it's
| | 05:08 | just a matter of going to either the
topic itself or to one of the responses.
| | 05:13 | You can even go up to the New
button and respond to a Response.
| | 05:16 | So in this case, I am going to say
I like this idea, and when I click Save, you
| | 05:23 | will notice that it is a subtopic from
the response itself, which in part can
| | 05:29 | be minimized or expanded using
it's own Minus and Plus signs.
| | 05:35 | So here I have a got a chronological
list of Topics, Responses, even Responses
| | 05:40 | to some of the other Responses,
very similar to what you might see on a
| | 05:45 | discussion group online using
the internet or a bulletin board.
| | 05:49 | You have got a built-in to your
workspace here in Groove 2007. Thanks to the
| | 05:52 | Discussion tool, of course, there is
more we can do with this tool; it's all
| | 05:55 | coming up next.
| | Collapse this transcript |
| Viewing discussion topics| 00:00 | Using the Discussion tool, as topics
and responses get added, they are listed
| | 00:04 | in a chronological order. Each topic
and responses is considered a record.
| | 00:10 | Now when those topics and responses
begin to accumulate over time, it might be
| | 00:14 | difficult to browse through them all,
so there is a couple of different ways
| | 00:17 | for you to view your topics and
responses here in the Discussion tool, and
| | 00:22 | that's what we are going to explore right now.
| | 00:24 | You will notice that I have added some
additional topics and responses, I have
| | 00:28 | included another person in here who
is respondent. So we have got multiple
| | 00:32 | topics and multiple responses. I am
going to click the Plus signs next to each
| | 00:36 | of these, so I can expand them, and you
will notice that some of them have that
| | 00:40 | little star burst next to them. Those
are the ones that I have yet to read.
| | 00:45 | So if I notice right away, on the
left-hand side, that there has been a
| | 00:48 | response to one of the topics, or in
this case, a response to one of the
| | 00:52 | responses, I can go there quickly
using that little start burst, view the
| | 00:57 | contents down below, I like the
dinner at the museum idea best... you can't
| | 01:01 | escape a boat cruise. Okay, so that
one is in there. Now that starburst has
| | 01:06 | disappeared, I have read it, I can go
quickly from one to the next, reading
| | 01:09 | them, and as I do that, you
will see the starburst disappear.
| | 01:14 | Now again, if they start to accumulate,
and there is more than I can see here
| | 01:17 | on one screen, a scrollbar will appear
here, but there is another way to view
| | 01:22 | each of your topics and responses.
| | 01:24 | Going up to the View by dropdown shows
you that the default, which is by Date,
| | 01:29 | is selected by this black dot but
I can also go by Category. If I go up to by
| | 01:34 | Category and click on it, I can see
there are some Entertainment, Evening
| | 01:38 | Events, and Food topics, and responses.
So in this case, I can use those little
| | 01:44 | minus signs to collapse the ones I am
not interested in, allowing me to zero
| | 01:49 | in, in this case, on the Evening
Events category, and here I can just quickly
| | 01:53 | go through each of the discussion topics
and responses to view the contents down below.
| | 01:59 | Now at any time, I can double-click on
one of these to get in there and make
| | 02:03 | changes. Here is the one that I added,
double-clicking on it opens it up, and
| | 02:07 | you can see I can add to that if
I wanted to change the title or subject. I am
| | 02:10 | not going to do that.
| | 02:12 | Clicking Update will update any
changes you make, typically you are not going
| | 02:16 | to do that, instead you'll probably go
to the last option, or one of the topics
| | 02:20 | or even the responses, and go up to
the New button, and respond to that, and
| | 02:25 | that's how the discussion
grows using the Discussion tool.
| | 02:28 | So speaking of growing, I am going to
go back to View by, and choose by Date.
| | 02:33 | Eventually, you may end up with many,
many topics and responses; how do you
| | 02:37 | zero in on a specific piece of text
you might be interested in? In the next
| | 02:42 | lesson, we are going to talk about
searching through the Discussion tool.
| | Collapse this transcript |
| Searching topics and responses| 00:00 | I am sure you can imagine over time,
as you continue to add additional topics
| | 00:04 | and responses to your Discussion tool,
the number of records begins to grow.
| | 00:08 | When it comes time to locate specific
content, how tedious and time consuming
| | 00:13 | would that be to browse through each
of the records manually? Well, the good
| | 00:17 | news is here in Groove 2007, there is a
search tool built-in to the Discussion
| | 00:21 | tool that will allow us to zero in on specific
content. We are going to explore right now.
| | 00:26 | You will notice over here in my
Discussion tool, I have got all of my topics
| | 00:30 | and responses expanded. This is not a
long list. I want you to imagine hundreds
| | 00:35 | of records here. That's where the
Search tool comes in handy and we access it
| | 00:39 | from the toolbar right up here, the
little binoculars icon has a dropdown arrow
| | 00:43 | next to it because we can go to a
simple search or an advanced search.
| | 00:48 | Let's start with the simple search. Now,
up at the top, we have the ability to
| | 00:52 | search through topics or responses.
It's one or the other. I am going to go to
| | 00:58 | Topics. Under Subject, I am going to
type in lunch, the Category, I am going to
| | 01:04 | choose Food, and I am looking for
responses from Karen Corey, or in this case,
| | 01:10 | topics by Karen Corey, and if I wanted
to specific date, I could type it in or
| | 01:17 | click the Calendar icon and simply
browse through the calendar, selecting a date.
| | 01:21 | I am going to click Cancel.
The date is not important to me. Down below
| | 01:25 | in the detail section, I can also enter
search criteria. I am going to leave it blank.
| | 01:30 | Now down below, you have got two
options here: to search results for any of the
| | 01:36 | above field values, which means it
could be lunch in the Subject or the
| | 01:42 | Category could be Food or it could be a
topic created by Karen Corey. It could
| | 01:47 | be any of those.
| | 01:48 | If you want to narrow it down though,
you might want all of the above field
| | 01:52 | values. This means it would be a
topic with lunch in the Subject, using the
| | 01:57 | Food Category and created by Karen
Corey. Now I click Search right now, I am
| | 02:03 | going to see nothing. Now why is that?
| | 02:06 | Well Karen Corey actually didn't create
any subject or topics but did respond.
| | 02:11 | So that's why I am not seeing
anything here. There are no topics by Karen
| | 02:15 | Corey, so I am going to click the Clear
button here, here is how we get back to
| | 02:18 | our full list and let's check it out.
| | 02:21 | If we look at the Karen Corey here,
that has nothing to do with lunch and it's
| | 02:26 | a response. Same thing down here. It's
not a topic; it's a response. And same
| | 02:30 | thing for the last one.
So those results were accurate.
| | 02:33 | Let's go back now, click the dropdown,
go down to Search, we will leave it at
| | 02:38 | Topic, but this time in the Subject,
we will do lunch, Category, Food, I am
| | 02:44 | going to add Karen Corey here, just the
last name. This time though, I am going
| | 02:48 | to say any of the above field values.
When I click Search, look what I get.
| | 02:52 | So on this case, I have got a couple
by Karen Corey. You can see re:music and
| | 02:58 | lunch is not in the subject in this
case and it's not the category but it is
| | 03:03 | authored by Karen Corey. Here is one
with the lunch in it. It's not a topic
| | 03:07 | though; it's a response. So it's okay
though because it's authored by Karen
| | 03:11 | Corey. Another one at the top,
which is also a response.
| | 03:15 | So, we have the ability to use the
AND or the OR logical operators. Another
| | 03:21 | option though is to use the
Advanced Search. When we go up here to the
| | 03:24 | binoculars and click the dropdown,
notice that I can't right now until I return
| | 03:29 | back to my full list, so I am going to
have to clear the search results. Now I
| | 03:33 | can click the dropdown and go to
Advanced Search. You'll always have to go back.
| | 03:38 | Here I have the ability now to search
through both topics and responses.
| | 03:42 | It's one or the other, or both. I am going
to select both and I have got all of the
| | 03:47 | following or any of the following
conditions and you can see that it's an AND
| | 03:51 | and an OR logical operator.
| | 03:53 | Now down below is where we start to
create our criteria. So in this case,
| | 03:58 | I want Any of the following conditions.
I am going to click the dropdown and I am
| | 04:04 | going to go down to Subject, now I am
going to go over here to the Operator.
| | 04:09 | Equal is all I want. Notice that we have
the ability to choose not equal to or contains,
| | 04:16 | or starts-with, ends-with.
| | 04:19 | Well in this case, I don't want it to be
equal to what I type; I want it to contain
| | 04:24 | the word lunch. Now the actual subjects
may contain more than the word lunch in
| | 04:29 | this case, but if lunch is in there,
it's going to find it. I add it to the
| | 04:33 | list clicking the Add condition to
query and if I want to add some more, I can
| | 04:37 | do so by going back to my dropdown.
| | 04:39 | So I am going to click the dropdown here.
I am going to do CreatedBy equals...
| | 04:47 | Nope. I am going to click the dropdown and
click contains, so I don't have to type the
| | 04:50 | whole word. How about Karen this time?
And we will add that and I am going to go back here,
| | 04:55 | click the dropdown and I'm going
to choose CreatedBy. I am going
| | 05:01 | to choose not equal to David.
| | 05:06 | So any of the condition, I need to add
that to the query. Now I am going to be
| | 05:10 | searching where the subject contains
lunch OR, the post was created by Karen in
| | 05:16 | that name. It could be Karen Corey
or any other Karen. And not created by
| | 05:21 | anyone with the name David in their
name. So when I click Search,
| | 05:24 | let's see what we get.
| | 05:25 | So in this case, we are seeing all of
the ones by David, Karen, lunch, really
| | 05:31 | it's all of our post. So I am going to
click the Close button or Clear button
| | 05:35 | to go back, go back to my Advanced
Search here and I am going to again choose
| | 05:40 | Topic and Response but this time All of
the following conditions. So here, I am
| | 05:46 | going to do CreatedBy, contains, Karen,
add that. I am going to go back to the
| | 05:56 | dropdown, Subject, contains, lunch.
When I add that and click my Search,
| | 06:06 | let's see what we get.
| | 06:07 | Looks like there is only one where
Karen Corey was the author and the subject
| | 06:13 | contained the word lunch. So that's
why we use our search tool. Imagine
| | 06:18 | hundreds of records and we want to
get down to specific records, specific
| | 06:22 | responses or topics created by
specific authors, the Search tool is an
| | 06:28 | excellent way to find that
content quickly and easily.
| | 06:32 | I am going to click the Clear button here.
It returns me back to my full list,
| | 06:36 | and keep in mind that Search tool is
going to help you find specific topics and
| | 06:40 | responses. You can search by the dates,
by the subject, the authors, even the
| | 06:44 | contains. Looking down below, if you
are looking for a specific word or phrase,
| | 06:49 | you can use it in your
search criteria at any time.
| | Collapse this transcript |
|
|
11. Using GraphicsAdding pictures to a workspace| 00:00 | If you think you are going to be
working with pictures or images in your
| | 00:03 | workspace, you might want to consider
using the Pictures tool. Not only can you
| | 00:09 | store your images using the Pictures
tool, but you can manage them. You can
| | 00:13 | also edit them right from within the
workspace. So in this lesson we are going
| | 00:16 | to create the tool and add some pictures.
| | 00:19 | So here you can see I am working in
Training Conference 2009 workspace. I don't
| | 00:24 | have the Pictures tool showing up down
at the bottom, I have many other tools
| | 00:28 | but when I go to the dropdown, you will
notice Pictures is one of the options.
| | 00:32 | When I click on the Pictures tool, you
can see there are different ways to add
| | 00:36 | pictures; I can drag them right from a
folder in my Windows Explorer, I could
| | 00:41 | copy and paste them, or I can use
the Add Pictures button up here on the toolbar.
| | 00:46 | Once I start adding the pictures, all
of these tools you see on the toolbar
| | 00:51 | will become available to me. You will
also notice I have got navigation buttons
| | 00:54 | for going to previous and next unread
or unviewed images. So in this case,
| | 01:00 | because we have got no
pictures, it's time to add.
| | 01:02 | You will also notice that over here
on the left-hand side here in Windows
| | 01:05 | Vista, I have opened up my Chapter 11
folder of the Exercise Files, and all you
| | 01:10 | are going to do next is simply drag
from one location to the other. I am going
| | 01:15 | to start with my company logo right here,
I am going to click and drag that over.
| | 01:19 | Once I get into the workspace here in
the Pictures tool, you will notice my
| | 01:22 | mouse pointer has a little plus sign
next to it, I am about to copy, not move
| | 01:27 | that image, into my workspace when
I let go, and not only it has moved in there
| | 01:31 | but I see a full screen of this image,
and you will notice there is a little
| | 01:35 | button up here where the name of my
file appears to allow me to view the
| | 01:40 | picture details.
| | 01:42 | So when I click on Show picture details,
down below, I am going to see the see
| | 01:46 | the selected file, my company logo,
the size, the type of file, now depending
| | 01:51 | on what application you use to work on
these types of files, you are going to
| | 01:55 | see your default program down here.
For me it's Paint Shop Pro, you can see
| | 01:59 | when it was modified and by who.
| | 02:01 | If I start adding additional files,
I will start to see a list appear down
| | 02:05 | here, and if I want to see more of the
list and less of the image, I can adjust
| | 02:09 | this border by going right into the
center where those five dots appear, just
| | 02:12 | click and drag to see more of the list,
or less of the list by dragging down.
| | 02:17 | So let's add another one. Instead of
just clicking and dragging, now let's try
| | 02:21 | using the Add Pictures button here,
I am going to go to my Desktop because in
| | 02:25 | there is where I am going to find my
Exercise Files, I will navigate to that
| | 02:29 | Lesson 11 folder with a double-click,
there is my two files, I have already got
| | 02:33 | the company logo. This Waterfall image
maybe is the one we are considering for
| | 02:37 | our program maybe, for our training conference.
| | 02:40 | So I am going to click on this one,
and click Open to add it to my workspace
| | 02:45 | and now you can see down below, I am
still showing my picture details, I have
| | 02:48 | got two, the one that appears
highlighted or selected is my Waterfall, I can
| | 02:53 | click on that to fully select it, and
this is the image I would be working with.
| | 02:57 | Now you will notice up here, I have
got all of my buttons available to me. So
| | 03:00 | if I want it to export this
particular image, Ctrl+E on the keyboard or
| | 03:04 | clicking this button allows me to do
that. We will talk about doing that a
| | 03:07 | little bit later. Renaming it, right
now it's just called Waterfall, I am going
| | 03:11 | to click on the Rename button and enter
a new name for this picture. I won't be
| | 03:15 | changing it in my Windows folder in the
Lesson 11 folder of the Exercise Files
| | 03:19 | but it will change the names here.
Maybe I need to be more descriptive, so team
| | 03:22 | members know what this image is for.
| | 03:25 | So I am going to type AgendaCover_
waterfall. So this might just be one option
| | 03:34 | for our agenda cover, I am going to
click OK and it's renamed here down below.
| | 03:38 | Notice over in my Lesson 11 folder, it
remains untouched. So I am working with
| | 03:43 | a copy here. I can also delete this
image, and I don't really want to do that
| | 03:48 | using the Delete key as shortcut but
it's a simple click, I will have to
| | 03:51 | confirm deleting the image,
removes it from the workspace.
| | 03:54 | Undo and Redo, there is my Cut, Copy
and Paste but Paste button allows me to
| | 03:58 | paste right here but I can go to any
application. Maybe I am going to use this
| | 04:01 | in a presentation in my PowerPoint
presentation, I can paste it there, or maybe
| | 04:06 | I am working on that agenda cover using
another application like Publisher, and
| | 04:11 | I want to paste it there.
| | 04:12 | Once I have cut or copied it from here,
I can do that, Ctrl+C, for Copy Ctrl+X
| | 04:17 | to Cut and Ctrl+V just like any other
application for Pasting. If I want to
| | 04:22 | send this off to somebody but as a link
that will take them into the workspace,
| | 04:25 | I have got this button here, Copy as
Link, and when other people start to add
| | 04:30 | images and I don't know about them,
I will see them on the list with the little
| | 04:34 | star burst indicating they are unread
and just moving to them by clicking on
| | 04:37 | them, allows me to view them and that
little star burst will eventually disappear.
| | 04:42 | But I do have a quick way to navigate
through the various unread images in this
| | 04:47 | tool and you can see the Up-arrow
takes me to the previous, the Down-arrow,
| | 04:51 | takes me to the next, F4 to go to the
next, Shift+F4 to go to the previous.
| | 04:55 | So creating the actual tool, adding
it to our workspace, and then adding
| | 04:59 | images, very easily done; but the
advantage of using this tool as opposed to
| | 05:04 | just storing the file in a Files tool
is we can do many more things with those
| | 05:09 | images here and we are going
to continue in the next lesson.
| | Collapse this transcript |
| Managing pictures| 00:00 | One of the big advantages to using
the Pictures tool in a workspace here in
| | 00:03 | Groove 2007 is not only do you have a
place to store your images that relate to
| | 00:08 | the workspace. You have also got the
ability to manage those files. That's what
| | 00:12 | we are going to do in this lesson.
| | 00:13 | You can see here I am in my Pictures
tool in my Training Conference 2009
| | 00:18 | workspace. Down below I have added a
couple of images. I have got my logo. I
| | 00:23 | have also got a JPEG image here
which might be used for my agenda cover.
| | 00:27 | In the previous lesson I renamed it,
I gave it a new name using the Rename
| | 00:32 | button. But you will notice down
below there is a typo, you may have been
| | 00:35 | wondering did he accidentally type
that incorrectly or are we going to do
| | 00:39 | something in this lesson.
| | 00:40 | Yeah, we are going to rename it in a
different way right now, just part of
| | 00:43 | managing your files. If I go to the
Rename button, I will be presented with a
| | 00:48 | dialog box where I will give this file
a new name, notice the empty field. I am
| | 00:53 | going to click Cancel. If I just
need to make a minor adjustment, I can
| | 00:57 | actually go to the text down below;
you will need to be viewing your picture
| | 01:01 | details. If you don't see this list
down below, you will need to click this
| | 01:05 | little button up here to either Show or
Hide Picture Details, it's a toggle. So
| | 01:10 | with mine showing, when I click this
button they are hidden, click it again and
| | 01:14 | there are showing.
| | 01:15 | Next, I am going to come down here and
select it, when I click inside the text
| | 01:19 | you can see I am actually able to
change the name here or I can just click
| | 01:23 | where I need to make the adjustment
which is between the 'd' and the 'C' and
| | 01:27 | add an 'a'. When I click on another
file or just click outside the text area, I
| | 01:32 | have renamed it a different way.
| | 01:35 | Now another thing you can do is export
your files. So if you have got an image
| | 01:39 | that another team member added and you
want a copy of it on your own computer,
| | 01:44 | you can export it. I am going to go up
to the company logo. Now I don't have a
| | 01:48 | copy of this. it only exists in the
workspace; so in this case I would want to
| | 01:51 | export it using the Export button.
There is a keyboard shortcut, Ctrl+E as in Export.
| | 01:58 | This opens up the Save Picture As
dialog box. I do have this logo in my
| | 02:03 | Chapter11 folder but we are playing
out this scenario here where I don't have
| | 02:06 | this on my own computer. So I am going
to go to my Desktop. You will see the
| | 02:10 | name of it, you can see your logo.
I can change that if I want. What I can't
| | 02:14 | change is the type; it's a Bitmap file,
a .bmp file. If I click this drop down,
| | 02:19 | it's my only option.
| | 02:20 | So I am going to click Save and now
I have got a copy of this image, which was
| | 02:25 | only in my workspace on my Desktop. Now
I can use any application I might want
| | 02:30 | to use to make adjustments, maybe
edit this file. In those cases, I want to
| | 02:35 | copy it or export it to a location on
my local computer where I can do just that.
| | 02:41 | Other options include deleting files.
Now I am not going to delete this logo
| | 02:46 | but there is my Delete button and the
Delete key on your keyboard will also
| | 02:50 | work. When you click this button, you
will need to confirm, Are you sure you
| | 02:54 | want to delete the selected picture?
You are only removing it from the
| | 02:56 | workspace, keep in mind other team
members will not have access to it if you
| | 03:00 | delete it. So I am going to choose
No. So it's still in my workspace.
| | 03:05 | The other thing you can do which is
kind of cool is send a message to somebody
| | 03:09 | with a link to this image. So I am
going to go up here to this little button
| | 03:13 | here after my Cut, Copy, and Paste
buttons. Ctrl+L is the shortcut on your
| | 03:18 | keyboard for using the Copy As Link
button. So when I click on that nothing
| | 03:23 | really happens on my screen but
I have copied a link, which means now if I
| | 03:27 | wanted to send a message to somebody
with a link to this file, I could do just that.
| | 03:31 | Let's go up to the Options menu here
and choose Send Message. In fact, maybe
| | 03:36 | let's just send a message to other
members in this workspace that way I don't
| | 03:40 | have to choose who I am sending it to
all I need to do is send the message.
| | 03:45 | Here's the image you requested, I am
going to hit Enter a couple of times, and
| | 03:52 | now I am going to paste
that link. How do you do that?
| | 03:55 | Well, you can use the keyboard, Ctrl+
V; you could right-click in here and
| | 03:58 | choose Paste. There is the keyboard
shortcut, your choice but notice that what
| | 04:03 | we copied a moment ago is actually a
link to a Groove workspace item. In this
| | 04:07 | case, it is our company logo image.
All I have to do now is hit Send and the
| | 04:12 | message is sent out.
| | 04:14 | So, not only do you have a place to
keep all of your images that might relate
| | 04:18 | to the work you are doing in your
workspace, you have also got the ability to
| | 04:22 | manage those files.
| | Collapse this transcript |
| Editing pictures| 00:00 | Another big advantage to using the
Pictures tool here in a workspace in Groove
| | 00:04 | 2007 is you will have quick and easy
access to editing tools if you need to
| | 00:09 | make any adjustments to those images.
| | 00:11 | In this lesson, I am going to use
my Pictures tool here in my Training
| | 00:15 | Conference 2009 workspace. If you are
following along with me, all you need is
| | 00:19 | the Pictures tool with at least one
image in that Pictures tool. You also need
| | 00:24 | to view the picture details, so that
list of images, their sizes, types, the
| | 00:29 | dates they were modified, and by who -
you can view that if you currently don't
| | 00:33 | see it by clicking this button
up here to Show Picture Details.
| | 00:36 | So I am going to start with my company
logo. As I hover over this, I see some
| | 00:40 | information pop up. It's a BMP file;
that's the actual type of file, but you
| | 00:45 | will notice in my Type Column it says
Paint Shop Pro Photo x2. Now if you don't
| | 00:50 | have Paint Shop Pro Photo x2 installed
on your computer, you are not going to
| | 00:54 | see that. You might see BMP image or a
Bitmap, for example. And in that case,
| | 01:00 | you will be using the default
application for editing images in a Windows Vista
| | 01:04 | environment, which is the Windows Photo Gallery.
| | 01:07 | As I move to my second image down here,
which is a JPEG image I see that as it
| | 01:11 | pops-up some information. It also says
so over here in the Type Column. This
| | 01:15 | doesn't show me the name of an
application, so it's going to use Windows Photo
| | 01:19 | Gallery in my Windows Vista
environment here to allow me to do some editing.
| | 01:24 | Now when we go to either of these
images and right-click from the pop-up menu,
| | 01:29 | you are going to see two options at the
top. You are going to see Open and Edit
| | 01:33 | or Review. Now because this one is a
Paint Shop Pro Photo, for me I see review
| | 01:38 | instead of add it. Either way I am
going to be opening up or launching Paint
| | 01:42 | Shop Pro and if I choose open I'll see
my image in Paint Shop Pro and then I'll
| | 01:48 | have access to the tools. If I choose
Review, again, it will open a Paint Shop
| | 01:52 | Pro Photo x2 for me, but I will see
some reviewing tools available to me.
| | 01:57 | Let's go down to the JPEG, I am
going to click on it then right-click.
| | 02:01 | This time I do see Open and Edit.
Difference is either one of them is going to
| | 02:06 | launch my Windows Photo Gallery
Application and display the image, but if I
| | 02:11 | choose Edit I will also see the Editing
tools available to me without having to
| | 02:15 | go and select them. So I am going to
choose Edit. Doesn't take long, opens up
| | 02:20 | Window Photo Gallery; notice that the
Editing tools are displayed over here on
| | 02:24 | the right I would not have seen those
if I choose Open. I would have had to go
| | 02:27 | up here and click my Fix button.
| | 02:29 | Some of the things I can do in
Windows Photo Gallery include an Auto Adjust
| | 02:34 | option, which is going to change
things like the Brightness and the Color and
| | 02:37 | the Contrast. So I am going to give
it a click. It's a pretty good image to
| | 02:42 | start with but it got a little bit brighter.
| | 02:44 | The other thing I might want to do is
just focus in on an area of this image
| | 02:47 | for my agenda cover. So I am going to
use the Crop Picture tool. Notice the
| | 02:52 | check marks here next to each of these.
They have been adjusted thanks to the
| | 02:55 | Auto Adjust. I am going to go to Crop
Picture. I see an outline here, which I
| | 03:00 | can adjust by going to the handles;
I want it to be a little bit taller and
| | 03:05 | slimmer. I also want to go right in
the center here and move it down to this
| | 03:09 | section of the waterfall, maybe
heighten it a little bit, right up to about
| | 03:15 | there. So that's the part of the image
that I want to work with in my workspace.
| | 03:21 | So all I have to do now, notice when
I click Crop Picture that I have got some
| | 03:25 | proportions 00:03:26 custom allows me
to choose any size but I have got some
| | 03:29 | presets here as well. I am going to
leave it at Custom. I can rotate the frame
| | 03:34 | but when I am ready I click Apply. You
can see I have just cropped the image.
| | 03:39 | Now I have made changes to this that
I have not saved. Other options here in my
| | 03:45 | Windows Photo Gallery include fixing;
it doesn't apply to this image. If you
| | 03:49 | want to go in to Exposure, Color and
work with those manually, you can do that.
| | 03:53 | I want to warm this up, so
I am going to go to Adjust Color.
| | 03:56 | I have got Color Temperature as well as
Tint and Saturation. So to warm it up,
| | 04:01 | all I have to do is move to the right.
You can see it's getting a little more
| | 04:04 | Red or Yellow in there. If I go to the
left I am going to cool it down and I
| | 04:07 | get more blues. So I want to go to the
right to warm it up. But Tint I am going
| | 04:12 | to leave it right in the center, but
I can Tint to the right to get more Red or
| | 04:15 | to the left to get more Green. I will
leave it right around the middle, but I
| | 04:19 | want more color. I can saturate this
image with more color. It becomes more
| | 04:24 | vibrant going to the right or less
going to the left; in fact, I can make it a
| | 04:27 | black and white image by
going all the way to the left.
| | 04:30 | Now I have got what we would call a
grayscale image or a black and white image,
| | 04:35 | I do want more color not less. So I am
going to go a little bit to the bright.
| | 04:38 | Again, I've made some changes now
and I see check marks here next to Auto
| | 04:43 | Adjust. Exposure was fixed during the
Auto Adjust feature but I could go in
| | 04:48 | here and adjust that manually.
Brightness and Contrast. I have cropped the
| | 04:52 | picture. That's why I see the check mark.
I haven't fixed Red Eye and I am not
| | 04:55 | going to. All I need to do
now is save these changes.
| | 04:57 | Watch what happens if I close this up?
I haven't actually gone to the File
| | 05:03 | dropdown and saved but if I close
this you can see a saving popped-up just
| | 05:08 | temporarily but more importantly this
little dialog box appears. Groove has
| | 05:12 | detected changes in my cover. Do
I want to save the changes back to Groove?
| | 05:18 | Even if I save them in my Photo
Gallery I would see this image, do I want to
| | 05:23 | save them here in Groove? And, yes, I do.
| | 05:25 | So when I choose Yes, it takes a moment,
and then eventually you will see that
| | 05:30 | brand new image. So it's been cropped,
it has definitely got a different feel
| | 05:34 | to it, a little warmer, a little
more color. All thanks to quick and easy
| | 05:38 | access from my Picture details down
below, using the right-click of your mouse
| | 05:43 | and choosing Edit.
| | Collapse this transcript |
| Sketching basics| 00:00 | With the Pictures tool in Groove 2007,
you have the ability to store images,
| | 00:05 | manage them, even have access to
editing tools to make changes to those images.
| | 00:10 | But what if you want to draw your own?
| | 00:12 | Well there is another tool that we
are going to explore in this lesson,
| | 00:15 | the Sketchpad tool that allows you to do
just that. Graphical elements like Org
| | 00:20 | charts and graphs are things that you
might want to draw yourself and with the
| | 00:25 | Sketchpad tool you can share those
drawings with other team members,
| | 00:28 | even collaborate.
| | 00:30 | So the first thing we need to do is
have a workspace open obviously and add the
| | 00:34 | Sketchpad tool. You can see I am still
working with my Training Conference 2009
| | 00:39 | workspace here. I am going to go down
to the dropdown button for adding a new
| | 00:43 | tool to this workspace and the
last one on the list is our Sketchpad.
| | 00:48 | Now when I do that, you are going to
notice down the left-hand side some basic
| | 00:51 | drawing tools. If you are familiar
with PowerPoint maybe even Visio and other
| | 00:56 | drawing applications this will look
familiar to you. Also, across the top is a
| | 01:00 | toolbar and we have got a number of
buttons. So let's just talk about this
| | 01:04 | interface for a second.
| | 01:05 | On the left-hand side the Drawing tool
is right at the very top. As we hover
| | 01:09 | over the first button, we see that
this is the Selection tool and we use this
| | 01:12 | for selecting shapes that we have
already drawn. Then we have got this little
| | 01:16 | pencil icon that is a Freehand tool.
So we can simply use it like we would a
| | 01:21 | pencil on paper, and write
things, draw things, freehand style.
| | 01:26 | If you want to be more precise, you
might use some of the other tools like this
| | 01:29 | one down below, the Line tool for
drawing straight lines. If you want to draw a
| | 01:33 | rectangle, even a perfect square, you
would use this tool. If you want your
| | 01:37 | rectangle to have rounded corners, you
can go down to the rounded rectangle.
| | 01:41 | Circles and any other type of ellipse
with the Ellipse tool, there is a Polygon
| | 01:45 | tool if you need many sides to your
shape. There is a Text tool, so you don't
| | 01:49 | have to write with the pencil, you can
actually type in text in a textbox using
| | 01:54 | the Textbox tool.
| | 01:55 | Now once you have got your graphical
components on your page, you can do a
| | 01:59 | little bit of modification with it
involving color. For example, the Line color
| | 02:03 | that goes around the outside of an
object or if you are drawing straight lines
| | 02:07 | and freehand lines, you can change
those colors as well as the fills. We have
| | 02:11 | got a Fill Color button down here.
| | 02:13 | Notice up at the top there is a Draw
menu and when I click on this, you will
| | 02:17 | see an exact replica of the
toolbox down the left-hand side.
| | 02:22 | Notice also the shortcut keys. No need
to hold down a booster key like Shift or
| | 02:26 | Ctrl, just hit these letters on your
keyboard and you will be accessing those
| | 02:30 | tools. All right, I am going to click
out here in the empty space and I am
| | 02:34 | going to start with a rectangle. Let's
say for our team members here working in
| | 02:40 | the Training Conference 2009 Project,
we want to create some kind of hierarchy,
| | 02:46 | so the person who is the Project Lead
and the people reporting to him or her.
| | 02:50 | That would call for an organizational
chart, which we can draw using these tools.
| | 02:55 | I am going to go over here to my
Rectangle tool, give it a click and I am going
| | 03:00 | to move in to the center, up near
the top here, and just click and drag
| | 03:03 | across and down. When I let go, I have
drawn my first rectangle. I want you to
| | 03:09 | see up here, we have got a little
button for adding additional pages.
| | 03:12 | If we needed multiple pages for this drawing,
we can do that just by clicking this
| | 03:16 | button and using the
navigation buttons to move between them.
| | 03:19 | So I am going to add that new page,
it's a blank page. Notice that I am on Page
| | 03:23 | 2 of 2, and if I want to go back
I click the Previous button, back where I was
| | 03:28 | starting to draw my Org Chart.
I am going to need some more rectangles now.
| | 03:33 | I am going to use the rounded rectangle
though, for the three people reporting to
| | 03:36 | the Project Manager. So I am going to click
and drag just to create a smaller rectangle.
| | 03:42 | I am going to go back to my Selection
tool. You can hit the letter S on your
| | 03:46 | keyboard or click the tool. Now I am
going to click on the border of this shape
| | 03:51 | that I just drew and you will notice
that it's selected by the handles that go
| | 03:54 | around the outside. So now I can do
things like go to a corner handle and make
| | 03:58 | it wider, taller and that's
going to be good right there.
| | 04:01 | With it selected, I can also do things
from the toolbar. We have got an Undo
| | 04:06 | and Redo button for undoing some of the
things that we experiment with perhaps
| | 04:10 | that we don't like. Ctrl+Z is the
keyboard shortcut for undo, just like it is
| | 04:15 | in many other applications. Ctrl+Y to
undo something we've undone, also called Redo.
| | 04:22 | Notice here though we have got some
buttons for cutting, copying, and pasting.
| | 04:27 | Cutting, copying, and pasting what?
Selected objects like this rectangle.
| | 04:31 | So I am going to copy it. Ctrl+C on my
keyboard is the shortcut. It's now in my
| | 04:35 | clipboard, so I can paste it. Now
I need three boxes of the same, so I am going
| | 04:39 | to click on my Paste button, Ctrl+V is
the keyboard shortcut, to get a couple
| | 04:44 | of more copies.
| | 04:46 | Now with one rectangle selected if
I go to the border, but not to one of the
| | 04:50 | handles, I see a four-sided arrow,
as opposed to a two-sided arrow for resizing.
| | 04:56 | With the four-sided arrow, I can now
click and drag this into position.
| | 05:00 | I am going to move it out here to the right.
I am going to move to this second copy,
| | 05:05 | click on it, move it in to the middle,
right about there, and I am going to
| | 05:09 | click on the first one that I drew,
just move it off to the left a little bit.
| | 05:13 | So I have got my three boxes and of
course, if I need to re-adjust them it is
| | 05:18 | just a matter of clicking on the border
and dragging into position. Now we are
| | 05:22 | needing some lines to connect these
boxes. Well let's try our Line tool.
| | 05:27 | I prefer to use straight lines as opposed
to using the Pencil tool, let's give it
| | 05:32 | a click, see what happens if I try
and connect. That's not too bad.
| | 05:37 | That's pretty straight, but now you can see
I have got little bit of a crook in there.
| | 05:41 | So I am going to click my Undo button
and try the straight line. Now when I
| | 05:46 | click and drag, it's going to be a
straight line for sure. So I am going to
| | 05:50 | click, drag straight down. You can see
as I move around, I can change the angle
| | 05:56 | but it will always be straight,
and I am going to stop right there.
| | 06:00 | Now right from the same position, click
again and drag and try and make it as
| | 06:04 | straight as possible, there we go. Let
go, click and drag straight down, and
| | 06:10 | when I am on the border I let go.
Let's try that again. Right from the
| | 06:14 | connection between those two lines,
go out to the right this time, let go,
| | 06:19 | click and drag straight down. When
I let go I have just draw another line.
| | 06:24 | I am going to do the same thing from the
meeting point of these three lines now;
| | 06:29 | we'll just go straight down and let go.
So there's the beginnings of my Org Chart.
| | 06:35 | Obviously, there are a lot of other
things I can do with this. Add some color
| | 06:38 | to give some pizzazz to this drawing,
maybe add some text. Let's first go down
| | 06:44 | to our Ellipse tool here. I am going
to give that a click and just draw a
| | 06:48 | circle down here. If I hold down Shift
or Ctrl, what you are probably thinking
| | 06:53 | would be good booster keys to
constrain an object like you might in other
| | 06:58 | drawing applications, I am thinking of
Illustrator, CorelDRAW. They don't work
| | 07:02 | here in your Sketchpad, so you have
got to eyeball it as best you can.
| | 07:05 | This is not a full-fledged drawing
application. It is giving you some basic
| | 07:10 | tools though to help you create some of
your own drawings. I am going to go up
| | 07:13 | to my Selection tool and just move
that in to position. This might be where I
| | 07:18 | add some additional information later on.
| | 07:21 | So I have got the beginnings of my
drawing. Now it's time to take it a step
| | 07:24 | further. In the next lesson, we are
going to look at applying some color, even
| | 07:28 | a background to our drawing.
| | Collapse this transcript |
| Sketch colors and backgrounds| 00:00 | If you have decided to use the
Sketchpad tool in your workspace to create your
| | 00:04 | own drawings, whether it be to convey
some information or idea, then you may
| | 00:09 | want to add some pizzazz to that
drawing. You can do so by working with color
| | 00:14 | and even a background image, which is
what we are going to do in this lesson.
| | 00:17 | All you need to follow along with me
is an open workspace, the Sketchpad tool
| | 00:23 | and a few basic shapes, like we did in
the previous lesson as we started our
| | 00:27 | organizational chart.
| | 00:29 | So all we have got are the rectangles,
some lines even an ellipse in there but
| | 00:33 | really it looks quite plain. We are
going to make some modifications to the
| | 00:37 | sketch, which you will notice in the
top left corner is Untitled. Before I do
| | 00:42 | anything, I would like to give this a
name. If I am going to have multiple
| | 00:45 | sketches, I should have them named properly.
| | 00:48 | So I am going to go up to File menu and
down to Rename. Over here we are going
| | 00:55 | to the Sketch, not the tool or the
workspace, just the Sketch. We are going to
| | 00:58 | give it a new name, Project Org Chart
and when I hit Enter or click OK that now
| | 01:07 | appears up here in the top left
corner. Ready to add some pizzazz now.
| | 01:11 | First thing we need to do is select the
object we want to add that pizzazz to,
| | 01:16 | so I am going to start with my
rectangle at the top. I have to be on the border
| | 01:20 | because by default my rectangle has
this black border around the outside and it
| | 01:25 | has not fill. That's why when I hover
over the center of my rectangle I don't
| | 01:30 | see a four-sided arrow.
| | 01:31 | So when I come down to the border I do,
meaning I can click once to select it
| | 01:36 | and this also means of course that
I can resize things. Using the handles I can
| | 01:40 | change the size and the shape of my
object, but really what I want to do is
| | 01:44 | modify not just the fill color but the
line color that goes around the outside.
| | 01:49 | Those are the last two buttons on
your toolbox. We will start with our Line Color.
| | 01:53 | I am going to click the dropdown and
you will noticed that at the top I have
| | 01:57 | got the ability to choose None or the
Default which happens to be None in this
| | 02:01 | case for this particular object;
different object act differently. I can choose
| | 02:06 | to make the fill the same as my
background. Again, it wouldn't look any
| | 02:10 | different than it does right now or
I can select from a number of color
| | 02:14 | swatches and I am going to go
to this Navy color right here.
| | 02:17 | Now it's hard to see but it is a nice
dark blue color and now I am going to
| | 02:22 | fill this rectangle. It's still
selected, by going to my Fill Color dropdown
| | 02:27 | and I am going to select a nice bright
Red. Now it's a little bit easier to see
| | 02:33 | the border and that it's Blue.
| | 02:35 | Next, I want to do something
different to these three boxes. I want them to
| | 02:39 | stand out but I want them to look the
same. When I click on one rectangle and
| | 02:44 | then click on another, I lose the
previous selection, unless I hold down my
| | 02:48 | Shift key. Holding down Shift as
I click on other objects, the previous objects
| | 02:53 | remained selected.
| | 02:55 | Another option is with our Selection
tool to create what's called the Marquee
| | 03:00 | select. So long as the objects fall
inside the marquee they will be selected
| | 03:05 | when you are done. So if I want these
three, I am going to go to the first
| | 03:08 | object and I will go little bit higher
than it and little bit further to the
| | 03:12 | left, now I am going to click and drag
around the outside of all three objects
| | 03:16 | and when I let go, those three
rectangles are selected, meaning any changes I
| | 03:21 | make now will effect all of three.
| | 03:24 | Notice that those short lines were not
selected because my marquee went through
| | 03:27 | the middle of them. They weren't
totally engulfed by the marquee, therefore
| | 03:31 | they are not selected. Let's change
that border. We will also go to a Navy but
| | 03:37 | for the inside, the fill color, we
will go to a lighter Red but I don't see
| | 03:41 | that on my list.
| | 03:43 | Well, in that case I might want to go
down to More Colors. Here I get the Color
| | 03:48 | dialog box opening up with multiple
colors in here to choose from as well as
| | 03:52 | this rainbow that I can select
different hues, I can choose Red, Green, Blue
| | 03:57 | values if I know them and I am going
to see a preview of it here. I can even
| | 04:01 | create my own custom colors.
| | 04:03 | So I am going to start up here with red
and I am going to change my brightness
| | 04:09 | bringing it up and as I drag this
slider you can see the color that's going to
| | 04:12 | appear, I want to make it lighter
though than that first Red I selected. I am
| | 04:16 | going to up around here and that's one
that I might want to use on a regular
| | 04:21 | basis so I am going to click Add to
Custom Colors. It now appears over here in
| | 04:25 | my Custom colors section. When
I click OK I will also be applying that new
| | 04:29 | custom color to my selected objects.
| | 04:32 | I will click outside any of those
selected objects to see the end result. I
| | 04:37 | also want to make some changes to the
Line Colors here, so I am going to use my
| | 04:39 | marquee select, click and drag. I am
going to go through the middle of my
| | 04:43 | rectangle so they won't get selected
but the lines do. This time I am going to
| | 04:47 | go up to the Draw menu, down to
Line Color. Noticed that the Default is
| | 04:52 | selected which is black. I could
choose None. Of course, that would be
| | 04:55 | invisible. If I choose Background they
will be there but they would also look
| | 04:59 | invisible because they would be
white, the same color as my background.
| | 05:03 | So I am going to choose Navy. When
I click outside those selected objects, I
| | 05:09 | see the end result. If you want to
change every single object there is a
| | 05:14 | shortcut for selecting everything, Ctrl
+A on your keyboard. If I go up to the
| | 05:19 | Edit menu, you will notice that I have
also got the ability down here to Select
| | 05:23 | All and there is that keyboard
shortcut Ctrl+A. Everything selected, any
| | 05:28 | changes I make now will
effect the entire drawing.
| | 05:30 | What I would like this for though is
the added handle that shows out here to
| | 05:34 | the left. This allows me to move all of
the objects together as one drawing. So
| | 05:40 | I can center them better on my page
perhaps. Clicking outside these selected
| | 05:45 | objects will deselect them
so you can see the end result.
| | 05:48 | Now let's just experiment with our
ellipse down here. Notice that when I click
| | 05:52 | or move into the center of this ellipse
that I lose my four-sided arrow when I
| | 05:56 | move to the border I see it. This was
the last object we drew. So if I move it
| | 06:01 | up over top of one of my other objects,
you can see right through it. I am
| | 06:05 | going to move it right up here. If
I was to fill this obviously it would block
| | 06:10 | out everything in the background.
| | 06:12 | So let's try that. We will go to Fill
Color dropdown and I am going to choose
| | 06:17 | Silver and you can see how it does
block out some of the items that are in the
| | 06:21 | background just because it's on top. We
can rearrange our objects as well. If I
| | 06:26 | want this in the background, I can go
up to View, down to Arrange and notice
| | 06:33 | the four options; Bring to Front, will
put it right where it is. Actually right
| | 06:37 | now on top of everything else as though
it were the last object drawn, Sent to
| | 06:42 | Back has the exact opposite effect. It
will be as if it were the first object
| | 06:46 | drawn and it will go in behind every
other object but the order is determined
| | 06:51 | by the object and when it's created,
so if I was to Bring Forward or Send
| | 06:55 | Backward, it would move one step back
or forward at a time. There are keyboard
| | 07:00 | shortcuts for each of these.
| | 07:02 | So I am going to send this right to
the back Ctrl+Shift+Down. There it goes.
| | 07:06 | It's in behind everything. I can see
it back there but every other object
| | 07:10 | overlaps it. All right, I am going to
size that up a little bit by going to the
| | 07:15 | handles and now when I go inside the
ellipse I get the four-sided arrow because
| | 07:22 | it does have the fill. Just going
to move that up here. How about that
| | 07:26 | background, by default in Sketchpad
your new pages have this white background
| | 07:32 | like a white piece of
paper but we can change that.
| | 07:35 | If I go up to the toolbar you will
notice there is a button here for Background
| | 07:39 | Image. If I go up to File menu you
will see it there as well. There is also a
| | 07:44 | button for Removing Background
Images if you don't want them. Let's go to
| | 07:47 | Background Image whether you click on
it on your toolbar or on the menu, I am
| | 07:52 | going to go to my Desktop and in the
Exercise Files folder in the Lesson 11
| | 07:58 | folder, I am going to use our
Waterfall. So give it a click, click Open and
| | 08:03 | it's now placed in the
background. You can see it back there.
| | 08:06 | Now because of it's size you can see it
doesn't quite fill my entire page, but
| | 08:11 | that's not bad. If you don't like it
now the Remove Background Image button is
| | 08:15 | available to you also on the File menu.
You can click on it to remove it.
| | 08:20 | So we can really add some excitement to
our drawing. If they are very plain we are
| | 08:24 | using basic shapes, add a little color,
even a background image to make it
| | 08:28 | little more exciting to look at.
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| Formatting text| 00:00 | If you need to add text to a
drawing using the Sketchpad tool here in a
| | 00:04 | workspace in Groove 2007, you are
going to use the Textbox tool. Now the
| | 00:10 | Textbox tool creates a rectangle with
your text inside and you do have some
| | 00:15 | formatting options when it comes to
working with that text. We are going to
| | 00:19 | explore it right now using our
Sketchpad tool. If you are following along with me,
| | 00:23 | you can have a blank page or some
basic shapes already on the page, keeping
| | 00:27 | in mind that when we use the Textbox
tool, we do create another rectangle.
| | 00:31 | So our options are to create that
rectangle inside existing shapes or replace
| | 00:36 | those existing shapes. So I have
selected my Textbox tool over here, now it's
| | 00:41 | just a matter of drawing the box and
then entering my text. So if I wanted to
| | 00:45 | go inside this textbox as opposed to
replacing it, all I have to do is go
| | 00:49 | inside here, click and drag across
and down until I get the size box I am
| | 00:54 | looking for. I am going to go right
to about there, when I let go, the
| | 00:59 | Sketchpad dialog box opens up here
where I can start typing my text and
| | 01:03 | formatting that text.
| | 01:05 | I am going to do a little bit of
formatting off the top. I am going to go to my
| | 01:09 | Format drop down, I have got two
options here: Font Formatting or Paragraph
| | 01:13 | Formatting. Paragraph Formatting
involves things like, changing the alignment
| | 01:17 | to Left, Center or Right. I can do
Bullets and Indents from here as well. From
| | 01:23 | the Font sub menu, I can select
different fonts and sizes using the More Fonts
| | 01:28 | option. I am going to go there first.
Next, I am going to scroll through the
| | 01:32 | alphabetical listing of fonts, I am
going to go up near the top until I see
| | 01:36 | some of those Arial fonts. I am going to go
with Arial Black because it really stands out.
| | 01:41 | I am also going to change the size.
I am going to bump it up from 10 points to
| | 01:44 | 11. I also have options here for
Strikeout, Underline and choosing the Color. I
| | 01:49 | am going to change the color here to
White and I am going to click OK. Now you
| | 01:57 | will notice that I have got a
flashing cursor here waiting for me to start
| | 02:01 | typing. The other thing I would like
to do is have this centered inside the
| | 02:04 | textbox. So I am going my alignment
from here, I could go back to the Format
| | 02:08 | drop down, down to Paragraph and change
it to Center from here. But you do have
| | 02:12 | some shortcuts up here on your toolbar.
| | 02:15 | All right, let's type in, Project Lead,
of course I can't see what I am typing
| | 02:20 | because I am in White right now, I hit
Enter. I am going to type in my own name
| | 02:25 | and when I click OK lets see what
happens. Notice that does show up but the
| | 02:30 | font is way too big for the box
itself. So I am going to go over to my
| | 02:34 | Selection tool and I am going to double
click on my Textbox and I am going to,
| | 02:41 | from the Format go down to Font, over
to Size, I am going to go as small as I can.
| | 02:46 | And when I click OK, you can see that
fits nicer but I am missing the second line.
| | 02:53 | So now my other options are to change
the size of the box, which looks pretty
| | 02:58 | good. Now it's not big enough to fit
inside the original box, but if I prefer,
| | 03:03 | you can select that original box, hit
my Delete key. Now select my Textbox and
| | 03:09 | do some formatting like change the
Fill color. I am going to go down to the
| | 03:12 | Fill and choose Red. My outline is
still that dark blue and that's fine just
| | 03:17 | the way it is. I am going to deselect
by clicking on the page and that looks pretty good.
| | 03:23 | So now my options for these other
boxes are exactly the same. I can add an
| | 03:27 | additional box inside or simply
replace these boxes with Textboxes. So I am
| | 03:32 | going to do that, I am going to click
on this first one and hit Delete. Click
| | 03:36 | on the next one and the next one. Now
I could have done the marquee select,
| | 03:40 | select them all and hit Delete once.
| | 03:43 | Go over to my Textbox tool, this time
I am going to click and drag a textbox.
| | 03:48 | Notice that it has the same attributes
as the original formatting. I am going
| | 03:53 | to go a little bit bigger and as soon
as I let go there is my text waiting for
| | 03:57 | me to type. I want it to be centered.
I am going to leave to defaults as is for
| | 04:01 | this, so it looks a little bit different.
And the next position, so I have got
| | 04:06 | Project Lead, Assistant 1, hit Enter
and type in a name. And when I click OK,
| | 04:16 | you can see that font is too big as
well, back I got to my Selection, double
| | 04:22 | click if I want to change the size.
Lets check out the size. 8 will be better
| | 04:29 | but I am not sure it's going to fit. Not quite.
| | 04:31 | So, again back to changing the size of
this box, doesn't really have to be much
| | 04:37 | wider, just a little bit taller. So
with that size, I am going to move it over
| | 04:41 | just a little bit, I can actually
copy this and I do need two more. So I am
| | 04:47 | going to go up to my Copy button and
now I am going to paste it twice, Ctrl+V
| | 04:51 | is the shortcut for pasting. Now I can
move them into position even though the
| | 04:56 | contents need to change a little bit.
Go to the correct object, move it into
| | 05:01 | position, right there.
| | 05:05 | Now it's just a matter of double
clicking and changing the name. I am going to
| | 05:08 | click left of Karen Corey and type in
Claire Lucille, this is Assistant 2. So I
| | 05:16 | will Backspace over the 1 and put in a
2. This saves me a little bit of time
| | 05:20 | being able to double click on the box
that I copied. Click left of Karen Corey,
| | 05:25 | type in Winston and Assistant number 3.
| | 05:33 | Deselect by clicking outside and there
is my newly updated work chart with some
| | 05:39 | nice color involved in there as well as
some text that looks the way I want it
| | 05:44 | to look. Thanks to the formatting
options you have available to you when
| | 05:47 | working with the Textbox tool.
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|
|
12. SharePoint File Share IntegrationAdding the SharePoint Files tool| 00:00 | With Groove 2007, you now have enhanced
integration with Microsoft SharePoint.
| | 00:05 | So if you are using SharePoint in
your organization to store files in a
| | 00:10 | document library, you can access those
files right from your Groove workspace
| | 00:15 | using the SharePoint Files tool. In
this lesson, we are going to talk about the
| | 00:19 | differences between SharePoint and
Groove so you understand when you would use
| | 00:23 | one over the other and when you
might want to use them together.
| | 00:27 | Let's start with SharePoint. It's a
server based collaboration program meaning
| | 00:31 | your files are stored on a server;
you need to be connected to access those
| | 00:36 | files. You would use a web browser,
there is no actual software installed on
| | 00:40 | your computer. So using a web browser
such as Internet Explorer you can access
| | 00:45 | the SharePoint site to access your
files. Now the files are stored in a
| | 00:49 | document library, which is much
like a database, but with some powerful
| | 00:53 | collaboration tools built right on
top. This makes SharePoint extensible
| | 00:58 | meaning there is many different
things you can do with SharePoint and
| | 01:01 | applications can be written
for it and many have by the way.
| | 01:06 | The differences between SharePoint
and Groove, Groove is ideal for smaller
| | 01:09 | workgroups. So if you have got team
members working on a project or a small
| | 01:13 | part of a larger project, Groove is
perfect for that. It's ideal for individual
| | 01:17 | projects that require some high
collaboration. So for example, the most recent
| | 01:23 | version of a file is always available
to team members and files can accessed
| | 01:28 | simultaneously. You can have multiple
team members using the same file at the
| | 01:32 | same time. Now Groove is also ideal
for people who need to work offline like
| | 01:37 | mobile workers, people who travel
because you can work offline, you can work on
| | 01:41 | a file and updates will occur
seamlessly once you are back and online.
| | 01:46 | Now when it comes to SharePoint, it's
so bit different. SharePoint is best for
| | 01:50 | a large scale collaboration. There is
a lot more than document libraries in
| | 01:54 | SharePoint and it's a more structured
workflow. So not everyone has all the
| | 01:59 | files on their own local machines, one
person can access a file at a time and
| | 02:05 | this is something known as version
control meaning you as the user of that file
| | 02:09 | need to check out the file. While you
are working with that file no other user
| | 02:13 | can get access to it except of you the
contents, they can't make changes to it
| | 02:17 | until you check it back in.
| | 02:18 | Now SharePoint is not ideal for mobile
workers because you do need a connection
| | 02:22 | to access those files on a network
server. So when would we use them together?
| | 02:27 | There is actually a few scenarios,
think of a small team project that does
| | 02:32 | require version control, we don't
have that in Groove but if you were say
| | 02:36 | negotiating a business proposal and
you needed revert back to previous
| | 02:40 | versions, you would want that version
control. In that case, you would want to
| | 02:44 | use Groove to access the files in that
document library in SharePoint then you
| | 02:48 | have got your version control.
| | 02:50 | You might want to use it for large
scale collaboration where some of the
| | 02:53 | members need to have offline access to
the file. So you would use Groove as a
| | 02:57 | gateway to SharePoint, this allows you
to access the files and work with them
| | 03:01 | offline. When you are back in to Groove
and online the synchronization between
| | 03:06 | Groove and SharePoint can occur. What
about a break off collaboration from a
| | 03:11 | larger project? There is a huge
project going on, you can use Groove as a
| | 03:14 | workspace for parts of a project where
a few team members might gather to work
| | 03:19 | on a portion of that larger
project and when you are done of course
| | 03:22 | synchronizing the files back up
to SharePoint is done quite easily.
| | 03:26 | So that's what we are going to do
next. Of course, if you are going to be
| | 03:29 | following along with me, you are going
to have to have a SharePoint site up and
| | 03:33 | ready with a document library and some
files to work with. I am going to switch
| | 03:37 | over to SharePoint, so we can add
the tool and check in some files.
| | 03:42 | So here I am in my SharePoint site,
you can see I am in a document library
| | 03:46 | called TrainingConference09. There
are a couple of documents in here,
| | 03:50 | DepartmentOverview and TrainingRevenues.
One is a Word document, the other is
| | 03:54 | Spreadsheet. More importantly, I want
you to take a look up here in the address
| | 03:57 | bar, I am just in my browser right now
and you will see the actual address of
| | 04:03 | this site including forms and all
items, etcetera. All I need to connect to
| | 04:08 | this site using my SharePoint files to
all in Groove is the beginning of this address.
| | 04:13 | So I am going to click and drag from
the beginning right to the name of the
| | 04:17 | library, which ends with
TrainingConference09. I am going to copy that using
| | 04:22 | Ctrl+C on my keyboard and I am going
to minimize SharePoint. I am back to
| | 04:27 | Groove. Here I am with all my tools
listed across the bottom. The one I am
| | 04:31 | missing, my SharePoint Files tool. So
I am going to click drop down and there
| | 04:35 | it is second from the bottom,
SharePoint Files. Now when you click on this, you
| | 04:39 | are going to see your setup button.
The setup button is what allows you to
| | 04:43 | navigate or browse to that SharePoint
site and if you copy the address, like I
| | 04:48 | did, you just plunked in there
and everything will happen for you.
| | 04:51 | Now I am going to click my Setup
button and this is going to take a moment
| | 04:54 | because I have already gone through
this process. So, once you have gone
| | 04:58 | through it once, you actually won't
have to do it again, it will automatically
| | 05:02 | show up as an option to connect to. So
that's why it's taking a moment for me,
| | 05:06 | but I am still going to go through the
process of pasting in the address and
| | 05:10 | setting it up. So you can
see what that looks like.
| | 05:12 | Here we are at Select a document
library or folder, you can see I have got
| | 05:18 | Shared Documents. There is my
TrainingConference09. But if this is your first
| | 05:21 | time, you will probably see nothing in
this window. But down below where the
| | 05:26 | cursor is flashing in the Address
field, you can paste using Ctrl+V on your
| | 05:30 | keyboard exactly what you copied a
moment ago from your SharePoint site and
| | 05:34 | click the Select button. This is
actually going to not only navigate to that
| | 05:40 | site, but synchronize the folder. So
you can see here in Groove, I have got the
| | 05:44 | same two folders. They are currently
marked as unread by those starbursts.
| | 05:48 | There is my Word document and my Excel file.
| | 05:51 | If I wanted to work on these files, no
problem. I open them up, work on them.
| | 05:55 | Of course save my changes back to Groove
and when I am ready I can synchronize them.
| | 05:59 | We are going to talk about adding
and removing files and synchronizing in
| | 06:03 | the upcoming lessons.
| | Collapse this transcript |
| Adding and removing files| 00:00 | The moment you select a document
library in a SharePoint site to connect you as
| | 00:05 | you add the SharePoint Files tool to
your workspace here in Groove, files will
| | 00:09 | likely show up. Synchronization is
automatic that very first time, so any files
| | 00:14 | that appeared in the document
library will now appear here in your Groove
| | 00:19 | workspace using the SharePoint Files tool.
| | 00:21 | Now using the SharePoint Files tool is
very much the same as using the Files
| | 00:25 | tool we talked about in previous lessons,
when it comes to adding and removing
| | 00:29 | files. That's what we are going to do
in this lesson. Now the only way for me
| | 00:33 | to see any files that might get added
to the SharePoint document library is to
| | 00:38 | synchronize. Later on in this chapter,
we are going to talk about some of the
| | 00:41 | synchronization options. You can
manually synchronize, using the Synchronize
| | 00:45 | Now button. You can set up intervals
for automatic synchronization, you can
| | 00:50 | even pass it around to other team members,
but like I said, we will get to that later on.
| | 00:54 | Right now, we are going to talk about
how we add and remove files from our
| | 00:58 | SharePoint Files tool and what effect
that has on the SharePoint site. So if I
| | 01:03 | wanted to add a file, just like
I would with a regular Files tool. I can come
| | 01:06 | up here to the Add Files button. Next,
I am going to navigate to my Exercise
| | 01:11 | Files folder, which I have on my
desktop and open up the Chapter 12 folder. We
| | 01:16 | are going to add this one here,
which is a WordPerfect document called
| | 01:19 | Brochure1. With that selected,
I click the Open button and it's now added.
| | 01:24 | Notice, it's the only one without the
starburst next to it. This is not an
| | 01:28 | unread file for me. The other two,
however, show up with the starburst because
| | 01:32 | they were automatically added to this
tool, when I synchronized automatically
| | 01:36 | after adding this tool to my workspace.
So if I wanted those to disappear, of
| | 01:40 | course, I would have to access them.
Double-clicking will open them up in Word,
| | 01:45 | Excel and you need
WordPerfect to look at the Brochure.
| | 01:48 | Now, if I want the Brochure file to
also appear on the SharePoint site, I would
| | 01:54 | need to synchronize. Notice down
below, it says, there are unsynchronized
| | 01:58 | changes in this tool. So, Groove does a
good job at keeping track of that. When
| | 02:03 | I go over to the Synchronize Now button
because I am the creator of this tool,
| | 02:07 | you can see that the one change waiting
to be synchronized is the one I just added.
| | 02:11 | So all I have to do is click
Synchronize Now to have that synchronized with my
| | 02:15 | SharePoint document library. It's
copying the item to SharePoint and you can
| | 02:20 | see the name of it and even the size of
it. You'll also see the number of items
| | 02:24 | down below, Item 1 of 1 and at any time,
I can click the Stop button if I want
| | 02:29 | to stop this operation, but
now it's been synchronized.
| | 02:33 | Notice down below all Groove files are
synchronized, so I know I am now looking
| | 02:36 | at all the files. What happens then if
I delete a file? Now I am going to go up
| | 02:41 | to my DepartmentOverview right here,
just click once on it and click the Delete
| | 02:46 | button up above on the toolbar. You could
hit your Delete key on the keyboard as well.
| | 02:50 | Of course, I will need to confirm that
and when I click Yes, you will notice
| | 02:55 | that it's gone and all of a sudden,
there are unsynchronized changes again in
| | 02:59 | this tool. To find out what they
are, I will click Synchronize Now,
| | 03:04 | DepartmentOverview, which is that Word
document, delete it here. Now if I was
| | 03:09 | to click Synchronize Now, I would
delete the file in SharePoint and that's not
| | 03:13 | what I want to do. So
I am going to click Cancel.
| | 03:15 | So just keep in mind as you add files,
they will be uploaded to you SharePoint
| | 03:20 | document library. When you delete
files, you will also delete them from the
| | 03:24 | SharePoint site when you synchronize.
All right, it's time to talk about some
| | 03:30 | additional things we can do with
managing files on a SharePoint site using our
| | 03:35 | Groove SharePoint Files
tool. That's coming up next.
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| Managing files| 00:00 | One of the big advantages to using
the SharePoint Files tool in a Groove
| | 00:04 | workspace as opposed to the regular
Files tool is the ability to manage those
| | 00:09 | files. I mentioned in an earlier lesson
something known as version control that
| | 00:13 | exists in a SharePoint site, where
users must check out a file to work on it.
| | 00:18 | While it's checked out, no other
users can be making changes to that file,
| | 00:23 | until the user has it opened and is
making those changes, checks it back in.
| | 00:27 | We can do the check out and check in
function right from our Groove workspace;
| | 00:31 | we don't even have to open up the
document library in SharePoint and that's what
| | 00:35 | we are going to do right now in this lesson.
| | 00:37 | Notice down below it says, there are
unsynchronized changes in this tool,
| | 00:41 | meaning I need to synchronize.
As the person who added this tool to the
| | 00:45 | workspace, I am by default the
synchronizer. So, I am going to click on
| | 00:48 | Synchronize Now. In the previous
lesson, I deleted my DepartmentOverview
| | 00:53 | document, a Word document, from my
Groove workspace. So, it now needs to be
| | 00:56 | deleted in SharePoint as well. I click
on Synchronize Now to actually do that
| | 01:03 | and it doesn't take long before it's gone
and all Groove files are now synchronized.
| | 01:06 | We are going to add it back, so if
I was to make changes to this files and add
| | 01:10 | it back here, of course, I'll want
to upload it to my document library in
| | 01:14 | SharePoint. So, let's go through that.
I am going click on Add Files. From the
| | 01:19 | Lesson 12 folder if you have got those
files and you are following along. There
| | 01:22 | it is, DepartmentOverview. When
I click Open, it's added back to my tool here
| | 01:27 | in Groove but now it's unsynchronized
with my document library. When I click
| | 01:32 | Synchronize Now, there it is. This time
it's not deleting it; it's sending it.
| | 01:36 | So when I click Synchronize Now,
back it goes to my document library.
| | 01:41 | Now we can actually check it out
and in. So I am going to choose
| | 01:45 | DepartmentOverview. If I want to work
on this and make sure that nobody else
| | 01:50 | who has access to that SharePoint document
library can work on it at the same time,
| | 01:54 | I wouldn't just double-click it
to open it up here in Groove and then
| | 01:57 | synchronize it back. Other people
might be using the file in SharePoint.
| | 02:01 | So to avoid that problem, I go up to
the Edit menu with the file selected and
| | 02:06 | I go down to the CheckIn/CheckOut sub-
menu to CheckOut from SharePoint. So when I
| | 02:12 | do that, you can see it's been checked
out now to David Rivers. No one else can
| | 02:16 | go into that file and make any
changes to it. And if I wanted to work on it now,
| | 02:21 | just double-clicking it, of course,
it's going to launch Microsoft Word
| | 02:24 | where I could start working on the
document making changes to it. I am going to
| | 02:29 | make one change here. I am going to
highlight my title and underline it.
| | 02:34 | Now I am going to save that change and
I am going to close up Word and you can
| | 02:39 | see Editing File - Save. That's a
dialog box. It has detected Groove, that is,
| | 02:45 | that changes have been made. Do I want
to update it here in Groove? and when I
| | 02:48 | say yes, change is updated. Notice
now though that there are unsynchronized
| | 02:53 | changes in this tool. I have made
changes, Groove recognized that, saved the
| | 02:57 | changes here in my workspace but the
changes do not exist back in my document
| | 03:03 | library in SharePoint.
| | 03:05 | So I am going to go up to Edit, down to
CheckIn/CheckOut. This time notice that
| | 03:12 | I have got different options because
I have made changes to it and I have
| | 03:15 | already checked it out. I can CheckIn
to SharePoint, discard that check out,
| | 03:19 | go back to where I was, check in all my
checkouts or discard all of my checkouts.
| | 03:24 | I have only got one here, so if
I wanted to, I could CheckIn to SharePoint and
| | 03:29 | you can see I have got the
ability here to add some contents.
| | 03:33 | 'Underlined the title.' When I click OK,
back it goes to the document library and
| | 03:41 | all Groove files are now
synchronized. I didn't have to go through the
| | 03:44 | Synchronize Now button because
checking it back into SharePoint updated those
| | 03:49 | changes for me. So version control is a
huge advantage to a document library in
| | 03:55 | a SharePoint site with Groove 2007.
Using the SharePoint Files tool, you have
| | 04:00 | that ability.
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| Controlling synchronization| 00:00 | If you have been following along in
this chapter, you know that when you use
| | 00:03 | the SharePoint Files tool in a Groove
workspace, you need to synchronize the
| | 00:08 | contents of that tool with the
Document Library on the SharePoint site where
| | 00:12 | those files are stored.
| | 00:13 | Synchronization is very important.
Any time you add or remove files or make
| | 00:18 | changes to those files, you want to
synchronize those changes with the
| | 00:21 | SharePoint site. As the person who adds
the tool to your Groove workspace, you
| | 00:26 | are automatically assigned the role of
synchronizer, the person who has to make
| | 00:31 | sure that those files are synchronized.
| | 00:32 | You can do it manually using the
Synchronize Now button, or you can set up
| | 00:36 | a schedule. The other thing that might
happen is another team member may try to
| | 00:41 | synchronize and it can be done from
the Edit menu, and selecting Synchronize
| | 00:46 | Now. If the person who clicks on
Synchronize Now is not the synchronizer,
| | 00:51 | a message is automatically
sent to the person who is.
| | 00:55 | So I have set it up that another
team member has requested to be the
| | 00:59 | synchronizer. She has actually chosen
from the Edit menu, Synchronize Now,
| | 01:03 | and chosen to send me a request to become
the synchronizer. So if I go down to my
| | 01:08 | Notification icon down here, look at that.
I do have a message. Karen Corey is
| | 01:12 | requesting synchronization control.
| | 01:15 | If I click on it, I get to see that
information, she wants to become the
| | 01:18 | synchronizer. Grant this request
only if you no longer want to be the
| | 01:23 | synchronizer, the requester has his
access to the SharePoint site on a
| | 01:27 | high-speed network, and that same
person will synchronize often to make sure
| | 01:31 | that all users have up-to-date files.
| | 01:34 | So as the person who is the synchronizer,
I can transfer control to that person
| | 01:38 | by clicking Approve Now. It will be
instantaneous, meaning I won't be able to
| | 01:42 | do the synchronizations any longer.
I could approve this later, maybe I want to
| | 01:46 | do a couple of things first,
or simply deny this request.
| | 01:50 | I am going to click on Deny, which
leaves me the synchronizer. Now I am going
| | 01:54 | to talk about the Schedule. As we know,
when we start adding or removing files
| | 01:59 | or making changes to them, we can
synchronize whenever we see the message down
| | 02:03 | below indicating that things are not
synchronize, clicking this button allows
| | 02:07 | us to do that. We can also do it from
the Edit menu. There it is right down there.
| | 02:12 | The other thing we can do though is
access the synchronization schedule. We can
| | 02:16 | do it from the Edit menu, or by
clicking the Calendar icon down here in the
| | 02:20 | bottom right corner of the Workspace
tool. So I am going to Click on it here;
| | 02:25 | it opens up a little dialog box, you
can see the default is Manually, meaning I
| | 02:29 | need to click that button every time
I want to synchronize files, but I could
| | 02:33 | set it up to be Automatic.
I am going to do that.
| | 02:36 | When I do, I now have the option to set
it up for a certain number of hours or
| | 02:41 | even days; so if I go to Days, you
can see it's a matter of pumping this up
| | 02:46 | using the up or down arrows to go
down or I am going to switch it back to
| | 02:50 | Hours. If I want it every single hour,
I could do that. That's the most I can
| | 02:55 | choose from, so that would be 24 times
a day or if I want to knock it back a
| | 03:00 | little bit, I can use the up and down
arrows or I could even go to something
| | 03:06 | like every 20 hours if
I wanted to just by typing it in.
| | 03:10 | I am going to change this to 2 hours
and when I click OK, I have now set the
| | 03:14 | schedule. Every 2 hours and any new files,
removed files, changes to files will be
| | 03:19 | automatically synchronized with the
Document Library on the SharePoint site.
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13. Groove ManagementCreating a workspace template| 00:00 | As I am sure you know by now a
workspace here in Groove 2007 can contain many
| | 00:05 | different types of tools to help team
members collaborate with one another.
| | 00:09 | Depending on the type of project, the
type of workspace and the members in that
| | 00:13 | workspace, you may use a different set
of tools for different types of scenarios.
| | 00:17 | Well, what if there is a scenario that
pops up on a regular basis? You might
| | 00:21 | want to take one of your workspaces and
turn it into a template. That way, when
| | 00:25 | you go to creating new workspace that
uses that similar scenario, you will have
| | 00:30 | a head start. You will have all of
the tools in there already, maybe even
| | 00:33 | members and contents. That's what we
are going to do right now and I am going
| | 00:37 | to use my Training Conference 2009
workspace. Down below, I have decided to
| | 00:42 | remove a few tools and all you have to
do to do that is right click and choose
| | 00:46 | Delete and confirm that
by clicking the Yes button.
| | 00:49 | So let's say for all of my conferences,
I would like to use this set of tools,
| | 00:54 | these five tools, Files tool, Calendar,
Conference Schedule, that's a second
| | 00:59 | calendar, Venue Meetings, the Meetings
tool and the Discussion tool. I have got
| | 01:04 | these five that I use when I work on
conferences. I have already got it setup
| | 01:09 | here on my Training Conference. Why not
turn this into a template so each time
| | 01:13 | I go to creating new workspace for
a conference I can use this setup?
| | 01:17 | All we do is go up to our File menu,
down to Save Workspace As and we will
| | 01:23 | select Template. And when we do that,
we get to give it a name and you will see
| | 01:27 | that it's automatically going to be
stored in the Groove Workspace Templates
| | 01:31 | folder, which is in your Documents
folder. Notice also that the extension is
| | 01:36 | GSA extension. This is a Groove file.
It is a template. And I am going to rename this to
| | 01:41 | Conference Template, just like that.
When I click Save, I now
| | 01:49 | have the option to also include data
so the contents in all of tools.
| | 01:54 | By default, I am going to have those five
tools, do I want the contents and that
| | 01:57 | might come in handy as well.
| | 01:59 | Notice that in my files too I have got
a RevenueTemplate. It might be a blank
| | 02:02 | spreadsheet, for example, that needs
to be used for every conference to track
| | 02:06 | revenues. So I am going to say Yes to
include the contents in all my tools. You
| | 02:11 | may also want to include the members,
if I look over here and my workspace
| | 02:15 | members; it's just me and one other
person. Well, that other person always
| | 02:19 | works with me on conferences, so
I am going to include members in the
| | 02:22 | workspace. Of course, I can add as
many as I want after, same thing goes for
| | 02:26 | the contents. But everything I have
currently in this workspace is in the way
| | 02:30 | of contents and members will be included.
| | 02:33 | Another option is to set up a password
to protect this template. So if I don't
| | 02:36 | want getting in there and making
changes to the template, I can set a password.
| | 02:41 | Here is where I type in my password.
I need to confirm that since I can't see
| | 02:47 | what I am typing. And when I click OK,
notice that it takes just a couple of
| | 02:53 | seconds to save my template.
| | 02:56 | Now I am going to close up this
workspace, which will return me back to my
| | 02:59 | Launchbar. And I am going to create a
new workspace, but it's going to be based
| | 03:03 | on my Training Conference template that
I just created. So when I go up to New
| | 03:07 | Workspace, this time instead of
Standard, I am going to go right down to
| | 03:10 | Template. You will notice I have got
Custom in here if I want to create a
| | 03:14 | Custom template, but when I click
the dropdown, there is my Conference
| | 03:17 | Template, click OK.
| | 03:20 | Now I have to enter a password because
I protected it. When I hit OK or Enter
| | 03:25 | on the keyboard, I will create my
brand new workspace. And look at that, it's
| | 03:30 | called Conference Template right now.
I will rename it, but it's got the five
| | 03:35 | tools that I used when working on
conferences, it's got the file in the Files
| | 03:40 | tool that needs to be included, the
template and I am ready to get going.
| | 03:44 | I have just saved myself a lot of time
and a lot of work thanks to this template.
| | 03:47 | I am going to close this up
to return to my Launchbar.
| | 03:51 | Now another option is to archive a
workspace. When you are done on a project,
| | 03:56 | for example, and you want to store
everything that went into that workspace
| | 04:00 | even though you are not going to use it,
you may need to access it in the
| | 04:03 | future. It's called an archive
and we are going to do that next.
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| Archiving a workspace| 00:00 | Perhaps you are wondering, what happens
to a workspace when you no longer need it?
| | 00:04 | Well, it might just pile up on a
list of workspaces you have on your
| | 00:07 | Launchbar or you are likely going to
delete it to help you stay organized.
| | 00:12 | Before you delete a workspace, you
might want to store away all of the
| | 00:16 | contents, the different tools you
used in the workspace and their contents,
| | 00:20 | such as files and calendar events,
meetings, even discussions and a list of
| | 00:25 | team members. You can do that by
archiving your workspace before you delete it.
| | 00:29 | So let's do that now.
| | 00:30 | Any workspace open at this point will do.
I am using my Training Conference
| | 00:34 | 2009 workspace. Let's say the
conference has come and gone. I no longer need
| | 00:38 | the workspace showing up on my
Launchbar, I am going to archive it. I do that
| | 00:43 | by going to the File menu, down to
Save Workspace As. This time I am going to
| | 00:48 | select Archive. And when I do that,
the Groove Workspace Archives folder will
| | 00:53 | be created if I have no other
archives at this point. Also, the name of the
| | 00:57 | archive will be the same as the name
of the workspace. You can see Training
| | 01:01 | Conference 2009. That's perfect
for me, so I am going to click Save.
| | 01:06 | When I do this, Archive Options show up.
There is really only one option here
| | 01:09 | and that is to set a password or not,
if you want to protect the archive.
| | 01:13 | That way only people who know the password
will be able to open it up. Notice up
| | 01:17 | here that we cannot select these options:
Contents in all tools and Members in
| | 01:21 | the workspace will be stored with the
archive by default. So we click OK,
| | 01:28 | it takes just a few seconds to archive
the entire workspace. I am still in the
| | 01:33 | workspace, I can still work in it but
I now have an archive or a backup if will.
| | 01:37 | So when I am done with the workspace
I will close it up. Here on my Launchbar
| | 01:41 | I might want to delete it. It's just
taking up space and as the list begins to
| | 01:45 | grow, it could be a little bit
disorganized. So I am going to right click on
| | 01:49 | Training Conference 2009 and delete it.
I can be confident in deleting this for
| | 01:55 | all members knowing that I can restore
it at any time. So I am going to choose
| | 01:59 | For All Members, not just From This
Computer, I need to confirm that by
| | 02:02 | clicking Yes and it's gone. Well, it's
gone from my Launchbar, but I can always
| | 02:08 | restore that archive if I need to get it back.
| | 02:11 | Here is how we do that. From the
Launchbar, we click the File menu, down to
| | 02:15 | New. Instead of workspace we want to
create a new workspace from, so we go down
| | 02:19 | one and over to the right to Archive.
When I choose Archive, I am taken
| | 02:24 | directly to that folder where
I stored my archive. The Groove Workspace
| | 02:28 | Archives was created for me. There is
the only one, Training Conference 2009,
| | 02:32 | I click on it and I click the Open button.
This opens up my archive, restores it,
| | 02:38 | it's a working workspace now. Notice
the name up top is Restored Copy of
| | 02:44 | Training Conference 2009.
| | 02:46 | So if I actually wanted to use this
workspace, I didn't mean to delete it but I
| | 02:50 | did have the archive backup, I can go
to the File menu and just simply rename this.
| | 02:55 | I am going to go down to Rename
and just over to Workspace. Now I am
| | 02:59 | going to do is take out the Restored
Copy of text here by clicking and dragging
| | 03:03 | over it, hitting Delete on
my keyboard and clicking OK.
| | 03:07 | Now it's as if I never deleted the
Training Conference 2009 Workspace. I have
| | 03:11 | got all of my contents, all of my tools,
even my list of workspace members over
| | 03:16 | here on the right-hand side.
| | 03:18 | So archiving is a very important
feature of Groove 2007. If you need to backup
| | 03:23 | the contents of a workspace or if you
are done with the workspace and you don't
| | 03:27 | want to lose that content, archive it.
You never know when you might need to restore it.
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| Backing up a Groove account| 00:00 | In this lesson we are going to
explore backing up your Groove account in
| | 00:03 | greater detail, because it's extremely
important, especially if you are one of
| | 00:07 | those people who uses
Groove on a single computer.
| | 00:11 | Your Groove account contains vital
information about you. It's what other
| | 00:15 | people see when they are inviting you
to their workspaces. It's what you use to
| | 00:18 | login so you can access those
workspaces and create your own for example. So if
| | 00:23 | something were to happen to your
computer, a corrupted hard drive let's say and
| | 00:27 | you couldn't access that data,
without your Groove account information you
| | 00:30 | can't login to Groove. You can't participate
in those workspaces or even access your own.
| | 00:35 | If you are one of those of people who
has your Groove account on more than one
| | 00:39 | computer, you already have that
information backed up, so to speak. Also, if
| | 00:44 | you work in a managed domain for
example where automated backups take place,
| | 00:48 | you probably have that information back
up as well. But this is really for the
| | 00:52 | people who use Groove on
a single computer like me.
| | 00:56 | Storing your Groove account information
externally could save you in the long run.
| | 01:00 | So let's do that now. It can be
done right from a workspace such as my
| | 01:04 | Training Conference 2009 workspace.
I could go to Options and down to
| | 01:08 | Preferences from here, but if you
don't have a workspace open, I am going to
| | 01:12 | close this up. You can also do it from
the Launchbar. All you need to do is go
| | 01:16 | up to the Options here and down to Preferences
and the same dialog box appears either way.
| | 01:22 | Here you can access your account
information by clicking the Account tab. We do
| | 01:26 | things like change passwords and enable
password, reset, etcetera from here.
| | 01:31 | But here is where we can save our
account as a file. Clicking the Save button
| | 01:36 | allows you to choose a location.
I am going to put mine on the Desktop.
| | 01:39 | Typically though you might have an
external hard drive plugged in, maybe a USB
| | 01:43 | drive and then you would be able to
pull that out and have it stored away
| | 01:47 | elsewhere, outside of your computer.
If something happens to your computer,
| | 01:50 | you don't want it on your computer.
| | 01:52 | But I am going to put it on the
Desktop for this exercise and click Save.
| | 01:56 | Notice the name is Account For David
Rivers. Easy to recognize. It's a GRV file.
| | 02:00 | When I click Save, it just takes
a few seconds to back up my account
| | 02:05 | information. Now I can click OK in the
bottom right corner and here it is over
| | 02:10 | here, Account For David Rivers.
| | 02:12 | Now let's say that I had to reinstall
Groove, I lost my entire hard drive,
| | 02:17 | it's reinstalled. All I have to do is copy
this to my desktop or anywhere else on my
| | 02:21 | computer and double-click it to import
that information back into Groove.
| | 02:26 | It's very simple to do. Simple to backup,
like we just did. Equally simple to
| | 02:31 | restore, should you need to.
| | 02:33 | So just that few seconds of backing up
your account information could save you
| | 02:38 | a world of heartache. I highly
recommend it, if you are one of those people who
| | 02:42 | uses Groove on a single computer.
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ConclusionGoodbye| 00:00 | Well, congratulations. You've made it
through to the end. Hopefully you are
| | 00:03 | feeling like you have a pretty good
handle now on the ins and outs of Microsoft
| | 00:06 | Office Groove 2007. Working in a team
environment has never been easier and
| | 00:12 | more efficient thanks to the world
of online collaboration and Microsoft Groove.
| | 00:18 | This is David Rivers saying so long
and I do hope to see you again soon in
| | 00:21 | another title here at lynda.com.
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