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Using SharePoint Workspace

From: SharePoint 2010 Essential Training

Video: Using SharePoint Workspace

If you have the Professional Plus Edition of Office 2010, you are going to find that you have a program called Microsoft SharePoint Workspace 2010. This is the new version of what used to be called Groove. And what it lets us do is have offline copies of the content in our SharePoint sites. If I go to one of the SharePoint sites that I use a lot, I can decide to synchronize this entire site, so I have got an offline copy. I can do that by using my Site Actions menu, which has an option, Sync to SharePoint Workspace.

Using SharePoint Workspace

If you have the Professional Plus Edition of Office 2010, you are going to find that you have a program called Microsoft SharePoint Workspace 2010. This is the new version of what used to be called Groove. And what it lets us do is have offline copies of the content in our SharePoint sites. If I go to one of the SharePoint sites that I use a lot, I can decide to synchronize this entire site, so I have got an offline copy. I can do that by using my Site Actions menu, which has an option, Sync to SharePoint Workspace.

Now, not every single list will synchronize down to your own desktop. In fact, it's very common that really what you're mainly interested in is say a document library. So I could go into a document library, go to the Library section of the Ribbon, and this itself has a Sync to SharePoint Workspace button. I click that. If I'd never used SharePoint Workspace before, it will ask me just to fill in a bit of simple data, like what's my name, what's my email address. Then it's going to ask, do you want to sync this list to your computer? Yes, I do.

It's going to download copies of all these documents to my local machine. Now, right now what it's actually showing me is a dialog box that on this site there are a couple of lists, such as the Calendar and Expense Advances, which was custom written in InfoPath, that won't be supported as offline copies. But that's okay because all I wanted was the Shared Documents library anyway. So I am going to click Close. I could now close down this website, shut my laptop off, disconnect from the network and walk away, and I would have offline copies, local copies of those documents saved on this machine.

Say if I was going away for a week in a log cabin or I was on a 12-hour plane ride, what I could do even without an Internet connection is I could open up SharePoint Workspace. It opens up this section called the Launchbar, and it will tell me these are the libraries and the lists that I know of. There is only one right now, which is the team site. I double-click that and it will tell me, okay, locally, I have the Shared Documents library and these are all the files I have inside it. SharePoint Workspace is smart enough to know that if I am connected to the network, I can use this as an option for checking things out, for looking at versions, for deleting even.

But the real power of it is that I don't have to be connected. I could open up these documents. I could make some changes to them, several over the period of several days. When I reconnect to the network and open up SharePoint Workspace, it will prompt me, hey, you've got unsaved changes that I want to save back to the SharePoint site. Now, it's also telling me right now that on this site I've got a bunch of other lists and libraries that are available only on the server right now. Some of these could be synchronized to SharePoint Workspace.

It's telling me this list is not currently on this computer. I can either open it in a browser or connect the SharePoint Workspace list to the SharePoint site. I don't need to do that. I am actually just fine the way it is. So this is a very specific need. If you're on a desktop computer that's permanently connected to your network, you don't need this, but if you're more of a laptop person, you travel, you're regularly disconnected from your own network, you should find this very, very useful. Now, if you don't have SharePoint Workspace, you can achieve a little bit of this ability by connecting say document libraries to Outlook and you can get offline copies of them that way.

But SharePoint Workspace is certainly more feature rich as this is its main reason for existing.

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This video is part of

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SharePoint 2010 Essential Training

70 video lessons · 47793 viewers

Simon Allardice
Author

 
Expand all | Collapse all
  1. 1m 16s
    1. Welcome
      1m 16s
  2. 16m 34s
    1. What is SharePoint?
      8m 9s
    2. SharePoint roles
      2m 5s
    3. Accessing SharePoint
      4m 48s
    4. The SharePoint product line
      1m 32s
  3. 44m 55s
    1. What is a team site?
      2m 43s
    2. Navigating a team site
      9m 41s
    3. Using team site lists and libraries
      11m 38s
    4. Editing the home page
      9m 31s
    5. Adding a Web Part
      6m 19s
    6. Deleting a Web Part
      5m 3s
  4. 10m 53s
    1. What is a Document Workspace?
      4m 2s
    2. Creating a Document Workspace
      4m 3s
    3. Deleting a Document Workspace
      2m 48s
  5. 6m 3s
    1. What is a Meeting Workspace?
      2m 7s
    2. Creating a Meeting Workspace
      2m 40s
    3. Deleting a Meeting Workspace
      1m 16s
  6. 36m 3s
    1. Exploring the available lists
      5m 30s
    2. Creating a custom list
      8m 44s
    3. Creating a custom view
      6m 43s
    4. Working with libraries
      6m 18s
    5. Using versioning and Check In/Check Out
      8m 48s
  7. 45m 55s
    1. SharePoint and Word
      6m 6s
    2. SharePoint and Outlook
      7m 38s
    3. SharePoint and Excel
      3m 54s
    4. SharePoint and Access
      2m 58s
    5. SharePoint and InfoPath
      11m 42s
    6. SharePoint and PowerPoint
      3m 46s
    7. SharePoint and Visio
      6m 20s
    8. Using SharePoint Workspace
      3m 31s
  8. 32m 8s
    1. What is a site collection?
      3m 56s
    2. Creating a site collection
      6m 35s
    3. Creating a new site
      6m 29s
    4. Customizing a site
      7m 47s
    5. Creating a site template
      7m 21s
  9. 13m 53s
    1. Understanding permissions
      3m 33s
    2. Adding a user to a site
      5m 14s
    3. Deleting a user from a site
      1m 39s
    4. Creating a new security group
      3m 27s
  10. 31m 54s
    1. Using out-of-the-box workflows
      11m 1s
    2. Creating your own workflows with SharePoint Designer
      15m 20s
    3. Creating your own workflows with Visio
      5m 33s
  11. 40m 36s
    1. Using site templates
      5m 49s
    2. Using the web content management features
      10m 40s
    3. Using master pages
      3m 37s
    4. Creating an Enterprise Wiki
      7m 14s
    5. Sharing an Access database with Access Services
      7m 19s
    6. Working with rich media
      5m 57s
  12. 53m 9s
    1. Managing documents and records
      3m 0s
    2. What are content types?
      4m 22s
    3. Creating a content type
      11m 30s
    4. What are document sets?
      2m 12s
    5. Creating document sets
      7m 49s
    6. Creating a Document Center
      4m 37s
    7. Creating a Record Center
      8m 25s
    8. Defining information management policy
      11m 14s
  13. 15m 42s
    1. Using personal and social features
      7m 28s
    2. Creating a SharePoint blog
      2m 48s
    3. Personalizing SharePoint with tags and notes
      5m 26s
  14. 21m 22s
    1. Searching in SharePoint
      4m 26s
    2. Creating a Search Center
      8m 4s
    3. Customizing Search with keywords
      3m 30s
    4. Customizing Search with scopes
      5m 22s
  15. 47m 18s
    1. Using Excel Services
      10m 12s
    2. Creating a Business Intelligence Center
      3m 5s
    3. Using PerformancePoint Services
      12m 3s
    4. Using status indicators
      8m 10s
    5. Using the Chart Web Parts
      6m 33s
    6. Using Business Connectivity Services (BCS)
      7m 15s
  16. 1m 3s
    1. Goodbye
      1m 3s

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