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What is a Document Workspace?

From: SharePoint 2010 Essential Training

Video: What is a Document Workspace?

If you've spend some time with a Team Site then working with the next kind of SharePoint site should be no problem whatsoever. We are now looking at what's called a Document Workspace. This is another very, very common SharePoint site. And it really doesn't look all that different. Yeah, we don't have that stocked image, for example. It looks like our page is a bit more straightforward in terms of layout. But we still have the Ribbon. We still have the Quick Launch Bar. We still have the Options up at the top with our name and the search box.

What is a Document Workspace?

If you've spend some time with a Team Site then working with the next kind of SharePoint site should be no problem whatsoever. We are now looking at what's called a Document Workspace. This is another very, very common SharePoint site. And it really doesn't look all that different. Yeah, we don't have that stocked image, for example. It looks like our page is a bit more straightforward in terms of layout. But we still have the Ribbon. We still have the Quick Launch Bar. We still have the Options up at the top with our name and the search box.

And in fact what I am looking at here is a Document Workspace that's had just a tiny little bit of use done with it. I have got an entry in the Announcements list. I've got a couple of documents that have been uploaded to the Document Library. And again, we want to make sure that when we are new to SharePoint a lot of these words that include the term document can get a little confusing. We've got Document Workspaces and Document Libraries. Well, what's the difference between a Document Workspace and a Document Library? Well, a workspace is a site.

When you hear something called a Document Workspace or a Meeting Workspace you can say a-ha, that's a kind of SharePoint site. Microsoft in their infinite wisdom just decided to call some of their sites "sites" and some of them "workspaces," but there is no technical difference inside SharePoint. You get a workspace. You've got a site. So if I look around this I can see that I've got Announcements. I have got a place for Documents. I've got a place for Tasks. I've got a place for Links. In fact, this is looking very, very similar to a team site.

In fact, if I go to my All Site Content section I can see that I've got Announcements, Calendar, Links and Tasks, the Team Discussion, Shared Documents. This almost looks identical. So what's going on? Well, I'll tell you. A Document Workspace really isn't all that different from a team site. It's just got a different kind of focus to it, kind of same way that a public website that deals in selling clothes is really not all that different from a public website that deals in selling books.

They have both got the same idea of shopping carts, of processing through it, of viewing different products, of choosing to add them. Same kind of thing. We just have a different focus here. Instead of the business problem where we have a team that needs to work together, we have a document that needs collaboration. What does that mean? Well let's say in this case we have got an annual report is due. And it's not been created by a team. It's been created by a bunch of different people in a bunch of different places and across different teams across the organization.

Marketing needs to have input, Actuarial needs to have input, Operations needs to have input, and Management needs to have input. And we want to make sure that we can track this information. Well, we can do that with a Document Workspace. This gives us a place to put some announcements, a place to put tasks such as reviewing certain documents or signing off on covers or finding logos, or in this case a recycled paper supplier. A Document Workspace allows you to track everything you need about a particular document.

But the focus is on the document, not on the team. Aside from that it's very simple. Most of the same things that we've explored with the team site work just exactly the same way here. Like a team site, a Document Workspace is one of the classic SharePoint sites available in all editions of SharePoint and a very, very common one. It doesn't mean that it necessarily fixes a business problem that you have. It might, it might not. But once again, if you're going to become familiar with SharePoint, a Document Workspace is one of those sites that really about five or ten minutes of just experimenting and playing around and clicking through, you can figure out exactly what this does.

Most Document Workspaces will need to have some customization done to them to make them more useful, more specific to the needs, but a very simple site and a very classic site inside SharePoint.

Show transcript

This video is part of

Image for SharePoint 2010 Essential Training
SharePoint 2010 Essential Training

70 video lessons · 47250 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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