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Live Collaboration with Windows Messenger
Windows Messenger is a real-time chat program that comes free with Windows XP. You can
also download it for free from Microsoft for any older 32-bit version of Windows.
Not only does Windows Messenger provide a means of chatting (that is, typing back and
forth in real-time), but it also allows you to share applications over the Internet. That™s where
its usefulness for PowerPoint comes in. If all the meeting participants are Windows
Messenger users, you can employ Windows Messenger to allow everyone to see and work
with your copy of PowerPoint. You can then maintain a separate chat window where you and
the other participants discuss the draft presentation.

Running Windows Messenger
To run Windows Messenger, choose it from the Start_All Programs menu. Some earlier
versions were called MSN Messenger rather than Windows Messenger; it™s the same thing.
To use Windows Messenger, you need a Microsoft .NET Passport. This is simple and free to
obtain. The first time you try to log into Windows Messenger, a wizard will walk you through
the process.
You also should have all the meeting participants added to your Contacts list. To add a
contact, click Add Contact in the Windows Messenger window (see Figure 13-13) and follow
the prompts in the wizard.




Figure 13-13: Add the meeting participants to your Contacts list if needed, so you can
then invite them to share applications with you.
Chapter 13 ¦ Team Collaroration on a Draft PowerPoint Presentation 309


Actually having all the participants added to your Contacts list is not an absolute requirement.
Tip When selecting people with whom to share applications, you™ll find an Other tab; click it and you
can enter an e-mail address of a new contact. The new person must be a member of the
Microsoft .NET Messenger service.


Inviting someone to share PowerPoint
First, start PowerPoint and open the presentation you want to collaborate on. Then do the
following to invite someone else to see it:
1. From Windows Messenger, choose Actions_Start Application Sharing. A list
appears of your contacts who are online. See Figure 13-14.
2. Click the contact with whom you want to share and then click OK.




Figure 13-14: Select the online contact with whom you want
to share an application.

A Conversation window appears on your screen. At the same time, a Conversation
window appears on the other person™s PC, with hyperlinks to Accept or Decline your
request. See Figure 13-15. He or she clicks Accept to begin the application sharing.
Part II ¦ Collaborating and Integrating with Office 2003
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Figure 13-15: This is what the other person sees when you request an application
sharing session.

3. A Sharing box appears on your PC™s screen. Click PowerPoint and then click Share.
See Figure 13-16.
Also appearing on your screen at this point are the Sharing Session toolbar and the
conversation window, both also shown in Figure 13-16. You can click the App
Sharing button at any time to reopen the Sharing dialog box. The Close button
closes the application sharing session. The Whiteboard button opens the Whiteboard
application, discussed later in this chapter.
Chapter 13 ¦ Team Collaroration on a Draft PowerPoint Presentation 311




Figure 13-16: Select the application to share (in this case PowerPoint).

4. Now restore the PowerPoint window and begin working in PowerPoint. The person
at the other end of the sharing connection will see everything you do in a Programs
window. Figure 13-17 shows what they see. If you share more than one applica-
tion, they see more than one window.
Part II ¦ Collaborating and Integrating with Office 2003
312




Figure 13-17: This is what the other person sees while you are sharing an application.

5. Use the whiteboard and the Conversation window as needed to communicate. You
can also give the other person control of PowerPoint temporarily, as described in the
following section.
6. When you are finished, click the Close button on the Sharing Session toolbar to end
the application sharing.

Giving another participant control
Only one person can have control of the meeting at a time. By default, this is the person who
initiated the meeting. The person who has control can change views, show the presentation
in Slide Show view, advance the slides, skip to other slides, and so on. Everyone else can
only watch.
If you are holding a collaborative session, you might want to pass control to another meeting
participant so he or she can make a point or show an example. You can always take control
back later, as the meeting leader.
Chapter 13 ¦ Team Collaroration on a Draft PowerPoint Presentation 313

To let someone else control the presentation (temporarily), follow these steps:
1. On the Sharing Session toolbar, click the App Sharing button to reopen the Sharing
dialog box (Figure 13-16).
2. Click the application to select it, and then click the Allow Control button. The
Control section changes to the commands shown in Figure 13-18.




Figure 13-18: When you allow control for an application, choices for administering
that control appear.

3. Mark either of the two check boxes as desired:
• Automatically Accept Requests for Control: This bypasses the confirmation
message that would normally appear on your screen when a participant requests
control.
• Do Not Disturb with Requests For Control Right Now: This prevents others
from requesting control (temporarily).

4. Click Close. Now you are ready to share control of the application.

To regain control at any time, the meeting leader can press Esc. This doesn™t work for other
meeting participants; they must wait until whoever is in control has ceded it before jumping in.
Note
If you are eager to gain control, you can make a comment to that effect using the Chat window,
described in the following section.
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Taking control as a participant
Someone else can take control on his or her own PC by following these steps:

1. Double-click the PowerPoint screen being displayed, or choose Control_Take
Control. Then wait for the person currently in control to respond to a confirmation
box that appears on his or her screen.
2. Once you are granted control, your mouse pointer begins working in the shared
application box. Make any edits you like.
3. When you are ready to cede control to some other participant, choose
Control_Release Control.

Chatting with other participants
The Conversation window is the main means of communication among participants. It
appears initially when you are setting up the application sharing; it is where the Accept and
Decline hyperlinks appear when you invite someone to application sharing.
You can chat by typing in this same window at any time during the application sharing. See
Figure 13-19. Just type in the bottom box and then press Enter to send your message.




Figure 13-19: Participants communicate through the Chat window.


Sometimes when you start chatting after sharing applications, Windows Messenger will log you
Caution
off and you™ll have to log back on again.
Chapter 13 ¦ Team Collaroration on a Draft PowerPoint Presentation 315


Using the Whiteboard
The Whiteboard is a simple paint program that participants can use to share conceptual
drawings with one another during the meeting.
To use the whiteboard, click the Whiteboard button on the Sharing Session toolbar. A
Whiteboard window appears. It looks a lot like the Paint program that comes with Windows,
but has some additional features. See Figure 13-20.




Figure 13-20: Use the Whiteboard program to draw conceptual diagrams
during a meeting.

The Whiteboard is its own application, and there isn™t space to cover it fully in this book.
However, it is extremely intuitive to use, and you should not have any trouble with it. Select a
tool from the palette on the left, and if applicable, select a line thickness from the thicknesses
below the tools. Then, select a color from the color palette at the bottom. Finally, drag the
mouse on the drawing area to create lines, shapes, text, or whatever.
For example, Figure 13-20 shows a diagram using three ovals and two straight lines. Text tool
(A) was used to type some descriptions of the ovals.
You can have multiple pages of drawings and notes; to move to the next page, click the right
arrow button in the bottom-right corner.
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Ending an application sharing session
To end a session, you simply click the Close button on the Sharing Session toolbar.

If you used the Whiteboard during the session, a message appears asking whether you want to
Tip save your Whiteboard contents when you close the session. Click Yes or No. If you choose Yes,
it™ll be saved in Whiteboard (.NMW) format. You can reopen it later through Windows Messen-
ger. From Windows Messenger, choose Actions_Start Whiteboard, and then within Whiteboard
choose File_Open.

The Conversation window remains open after you terminate the sharing session. You can
save the chat text from the Conversation window by choosing File_Save. It™s saved in Text
(.TXT) format.
There™s a lot more you can do with Windows Messenger than has been covered in this brief
overview in this chapter. In addition, Microsoft is always updating that program, so by the
time you read this, Windows Messenger may look slightly different and have more features
than you saw here.


Summary
In this chapter you learned about many different ways of collaborating with other people on a
draft presentation. You learned how to e-mail presentation files, how to incorporate review
feedback with Compare and Merge, and how to hold online meetings with Windows
Messenger where you share control of a single copy of PowerPoint.

¦ ¦ ¦
14 CHAPTER



Integrating
FrontPage with
Office . . . .


Applications In This Chapter

Integrating Office
documents and images
into your FrontPage
Web site


S
Sending data from
uppose you have documents in Word, illustrations in
FrontPage input forms
PowerPoint, a brochure in Publisher, and a table in
to Office applications
Excel, and you need to integrate them all into your Web site.
This chapter shows you how to do just that. Along with
Including Office
integrating Office content into FrontPage Webs, you can ship
spreadsheets
FrontPage content back to Office. For example, you can dump
in Web pages
your FrontPage reports into Excel to analyze your database
of site files, or export collected FrontPage data to a Word
Adding Office charts
mail-merge file.
to Web pages
Finally, Office 2003 users can directly open spreadsheets and
PivotTables in your site right in Internet Explorer on Windows Connecting PivotTable
computers. Web components
to data sources
In Figure 14-1, for example, a visitor is calculating values in a
spreadsheet embedded in a Web page.
Displaying interactive
PivotTables
in Web pages

Integrating FrontPage
with Office XP

. . . .
Part II ¦ Collaborating and Integrating with Office 2003
318




Figure 14-1 You can provide interactivity for visitors by using an Office 2003 spreadsheet
Web component.



From Office to FrontPage
All Office 2003 applications have their own distinct methods for converting documents to
Web pages. Excel automatically generates Web sites that look like spreadsheets. Publisher
creates Web site folders full of files, with a separate Web page for each page of a
publication. PowerPoint Web sites look like slideshows; and Word, too, generates Web sites.
That™s all fine for people using those programs who aren™t demanding the capability to fine-
tune their Web page display. However, as a FrontPage-empowered Web designer, you may
want to select elements from Office applications to integrate into a Web site of your own
design.
Importing Web components from Office applications requires an understanding of how they
generate Web sites, where they stash the Web files, and how you can work around some of
the automation routines to import just what you want into your Web site.

Moving from Word to FrontPage
Actually, you can move text from a Word file into a FrontPage Web site in several different
ways. The quickest way is to copy text, although even this option presents several
alternatives that affect how the text format is translated to your Web page.
Chapter 14 ¦ Integrating FrontPage with Office Applications 319

Other options include saving the file as a text file or saving it as HTML. Each method has its
advantages and drawbacks, which are explored in this section.

Most methods of integrating Office documents into Webs involve the Import dialog box, which is
Note
discussed in the section “Importing files into Webs.”

Attaching text files to a Web site
If your Web design responsibilities include integrating many documents into a Web site, you
will very likely want to import large blocks of text from Word (or another word processor)
into FrontPage Web pages.
You have many options available for integrating word processing files into a Web site. If
you are presenting documents that don™t need any formatting or Web design features, you
can simply save your documents as text (.txt) files and import them into your Web site.
One drawback of using .txt file format is that when visitors see this text on a Web page, it
will be displayed in long lines, without text wrapping. You can easily import a Word file in
FrontPage.
1. Open a page and choose Insert _ File.
2. From the Files of Type drop-down list, choose Word from the list of file type
options.
3. Select a Word file, as shown in Figure 14-2. FrontPage will convert the Word file as
it is imported.




Figure 14-2 Inserting Word files in your Web site is a no-frills way to make a
document available to visitors.
Part II ¦ Collaborating and Integrating with Office 2003
320


How Word creates HTML files
You can save Word files as HTML. Word 2003™s File _ Save as Web Page option converts
an open document to an HTML file (or, in some cases, to several files, including image
files). How good are the results? The resulting files often take some work to restore
formatting and images. Publisher 2003 does a cleaner job of converting document files to
Web pages. If you want to do complex page layout outside of FrontPage, Publisher is a
better choice than Word. However, if you want to convert a 50-page Word document to a
Web site, the Save as HTML option accomplishes the job in a hurry. In addition, you can
touch up the formatting in FrontPage Page view.
If you do save a Word file as HTML, the best way to work with it in FrontPage is to import
the HTML file (created by Word). Even after you import the file, however, FrontPage will
still identify this imported file as a Word file, and when you double-click on the file in
Folder or Navigation view, FrontPage launches Word again. To avoid having your file open
in Word, right-click on the file and choose Open With from the context menu. Then, select
FrontPage (instead of Word) to edit the file in FrontPage.
Word saves complex documents by generating several files. For example, long document
footers generate multiple footer files. Similarly, separate files are generated for embedded
image files. Word creates a new folder when these files are generated to keep them all
together. In that case, when you import a Word file that has been saved to HTML, you
import the entire folder. As you do, FrontPage retains the folder paths between the imported
page and linked images.

Copying and pasting text into Web pages
The easiest way to get word processing documents into FrontPage Web pages is simply to
copy and paste the text. First, copy all or part of a document into the Clipboard. Then, open
a page in FrontPage Page view and select Edit _ Paste Special. The Convert Text dialog
box appears, as shown in Figure 14-3.




Figure 14-3 You have several options for pasting copied text into a Web page.
Chapter 14 ¦ Integrating FrontPage with Office Applications 321

The following are the paste options:
¦ One formatted paragraph: Converts the text to one paragraph, replacing paragraph
marks in the copied text with forced line breaks.
¦ Formatted paragraphs: Copies the text, preserving formatting and paragraphs.

Note The difference between One Formatted Paragraph and Formatted Paragraphs is that the One
Formatted Paragraph option converts the copied text to a single paragraph.

¦ Normal paragraphs: Copies the text, converting it to the Normal style defined for
your Web site. If you assigned a theme with a defined Normal style, or if you
defined a Normal style yourself, those attributes are assigned to the copied text.
¦ Normal paragraphs with line breaks: Converts copied text to Normal style (like
the preceding option), but substitutes forced line breaks for paragraph breaks.
¦ Treat as HTML: Interprets any HTML code within copied text. You are unlikely to
use this option for imported Word text, unless you include HTML tags in your text.

Note
Use the Treat as HTML option when you copy HTML code into a FrontPage Web page.


Creating Web sites from Publisher files
Microsoft Publisher follows its own rules when it generates Web sites. Those sites are fine,
but they don™t integrate well into FrontPage.
When you save a Publisher publication as a Web page, a new folder with multiple files is
created. Publisher creates a new Web page for each page in your publication, and saves all of
them to a folder. Therefore, when you save a Publisher publication as a Web site, you
actually create and save to a folder, not to individual files.
To save your publication as a Web site in Publisher, select File _ Save as Web Page. You
need to do this even if you saved your file prior to converting it to Web pages. The Save as
Web Page dialog box prompts you to select a folder to which your many Web site files will
be saved. The Save as Web Page dialog box prompts you for a file folder, not a filename. Be
careful to save only one single set of Web files in a folder.

Publisher converts all embedded pictures into .gif format and stores them in the folder gen-
Note
erated for your saved Web site. Because not all images save well as .gif files, you can
substitute .jpeg files when necessary in FrontPage™s Page view.

What, then, is the best workaround if you have to convert Publisher files into FrontPage
Webs? If you can, obtain the original text and image files and, if necessary, copy and paste
them into FrontPage.
Part II ¦ Collaborating and Integrating with Office 2003
322


Sending Excel objects to FrontPage
Excel offers three options for sending spreadsheets and charts to FrontPage Web pages:
¦ Use copy and paste to transfer selected cells or charts to a Web page.
¦ Save selected cells, sheets, or charts as Web pages.
¦ Save an entire worksheet, including all tabs, as a set of Web files.
Copying and pasting works fine for quick transferring of cells into a FrontPage table.
Copying charts works fine ” you simply transfer the chart into Page view as a picture that
can be edited or formatted using FrontPage™s picture formatting tools. For example, you can

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