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databases and objects by setting permissions.
Chapter 16 ¦ Collaborating on a Network 389

To assign permissions from this dialog box:
1. Click the Users radio button if you want to assign permissions to individual users,
or the Groups radio button if you want to assign permissions to groups.
2. Select the name of the user or group you want to assign permissions to.
3. Select the object you want to assign permissions for from the list of objects, and
select the object type from the drop-down list.
4. Use the checkboxes to set permissions for that user or group: Check boxes to grant
permission for the action described to be performed; uncheck boxes to deny that
permission.
5. When you™ve set permissions for all the users and groups, click OK. You™ll have to
close and open the database again for the permissions to fully take effect.
6. Click the Change Owner tab to assign ownership for the database or objects in it to
someone other than the Admin user.

Encryption
Encryption makes it impossible to view a database file in any other program except Access,
and even in Access you have to decrypt it first. It™s usually used in conjunction with a
password or user-level security (remember, the User-Level Security wizard encrypts the
database as part of securing it).
To encrypt a database:
1. Choose Tools_Security_Encrypt/Decrypt Database.
2. Locate the database you want to encrypt in the Encrypt/Decrypt Database dialog
box, which looks just like a Save As dialog box.
3. Click OK.
4. Another dialog box opens that looks much like the first; in this one, specify the
name and location of the encrypted file.
5. Click Save.
You can save the encrypted file over the original by specifying the same filename and
location.
To decrypt a file, follow the same procedure, but choose an encrypted file to be decrypted
in Step 2.


Distributing Office Documents
Group collaboration on documents requires the capability to save Office documents
somewhere where they are available to everyone in the group. Office provides plenty of help
to that end; the latest development in this process is SharePoint Team Services (STS).
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Even if your organization isn™t running STS, though, you can readily share documents and
link them together by placing hyperlinks in them.
In Windows, any accessible network site shows up in your file-related dialog boxes and in
My Computer, just like local disks and folders.
In Office dialog boxes such as Open and Save As, click the My Network Places icon to
navigate to computers on the network and their folders (or else click on shortcuts you may
have made to those locations, if you™ve gone that route). Once you™ve opened the right
folder, you can store and retrieve documents on another computer exactly as you do those
on your own PC.

Sharing documents via e-mail
Instead of sharing your documents over a network, you can share them via e-mail. This not
only makes it possible for someone who isn™t on your organization™s network to view the
document, it also enables you to more tightly control who sees the document, and when.
To do so, choose File_Send To and choose an option from the resulting menu:
¦ Choose one of the Mail Recipient options to send the document to a single person, or
to several people at once. The disadvantage is that if you™re sending a document to
several reviewers for comments, they™ll all get their own copy of the file. This means
you™ll have multiple copies of the document returned to you, which can be a nuisance.
¦ To avoid that, choose Routing Recipient to specify a series of recipients who will receive
the document one at a time. This allows each of them to see the comments of previous
reviewers, ensures that only one copy of the document is in circulation, and ensures that
you get only a single copy of the document back, one that contains all the comments
from all of the reviewers. You can also set up routing so that you™re notified by e-mail
each time the document is forwarded to a new recipient, and so that the document is
automatically returned to you when the last reviewer on the list is done with it.

Sending a document (without routing it)
There are three versions of the Send To_Mail Recipient command:
¦ Send To_Mail Recipient sends the document in the body of the e-mail.
¦ Send To_Mail Recipient (for Review) sends the document as an attachment and
fills in the Subject line and body with brief messages asking for the document to be
reviewed.
¦ Send To_Mail Recipient (as Attachment) attaches the document to a blank
message, which you then fill in as you want.

Routing a document
To route a document to a series of recipients, choose File_Send To_Routing Recipient. In
the Routing Slip dialog box (see Figure 16-17), select recipients for the routing list by
choosing Address (Outlook will pop up its security dialog box and ask you for permission to
Chapter 16 ¦ Collaborating on a Network 391

access the Address book). The order of recipient names in the To list determines the order in
which they receive the document. You can change the order by selecting a name and
clicking the Move buttons at right.




Figure 16-17: Route a document to a series of recipients using this dialog box.

Supply a subject and any text you want in the accompanying message, and then, at the
bottom of the dialog box, specify whether you want the document to be sent to each
recipient in sequence or to all of them at once. The difference between this option and
simply sending out the document using the Send To_Mail Recipient command is that the
Routing Slip option enables you to track the document™s status and, in Word, protect the
document from unauthorized changes.
Check Return when done if you want to get the document back automatically after the last
reviewer is done with it, and check Track status if you want e-mail notification as it reaches
each recipient
In Word, choose from among the following options in the Protect for list:
¦ Comments. This allows recipients to add comments but prevents them from
changing the document™s contents.
¦ Tracked Changes. This toggles the Track Changes command. By default it is on,
so you can see all changes the reviewers make.
¦ Forms. Use this if the document you™re sending around is a form that you want the
recipients to fill in. They can then fill in the form but not alter the form itself.
¦ (none). This allows recipients to change the document as they want, and there™s no
automatic tracking of the alterations they make, although they can turn Track
Changes on manually if they want.
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To send the document to the first recipient immediately, choose Route. If you prefer, however,
you can close the dialog box without sending the document by choosing Add Slip. When
you™ve decided to send the document, choose File_Send To_Next Routing Recipient.

Sending documents that aren™t already open
You don™t have to open an Office document (or any other file, for that matter) to e-mail it to
someone. Start from within an Office Open or Save dialog box ” or in My Computer,
Windows Explorer, or Outlook™s own file manager. Right-click the document and choose
Send To_Mail Recipient. Outlook creates an e-mail message containing the document as an
attachment; you enter the message text and address.

Posting documents to Exchange folders
If you prefer not to e-mail your document to a large number of recipients, an alternative is to
place it in an Exchange public folder, where it will be available to anyone who has access.
Of course, this works only if your group is using Exchange Server.
With the document open, choose File_Send To_Exchange Folder. A list of Exchange
public folders appears. Specify the destination folder and click OK.

Sending documents to online meeting participants
If you™re participating in an online meeting, you can send an open document to someone
else participating in the meeting by choosing File_Send To_Online Meeting Participant
and choosing from the list provided the participant to whom you want to send the document.


Summary
In this chapter you learned some of the ins and outs of sharing Office information over a
network. Highlights included the following:
¦ You can add a level of protection to Word and Excel documents when you™re
saving them by specifying passwords for opening and/or modifying the file.
¦ You can add protection to Word and Excel files by choosing Tools_Protect
Document in Word and by choosing Tools_Protection in Excel.
¦ You can create a shared workbook in Excel by choosing Tools_Share Workbook.
¦ PowerPoint lets you merge presentations altered by reviewers with your copy and
then provides a Revisions pane and onscreen markup features to help you accept or
refuse the suggested changes.
¦ Access databases are one of the most commonly shared types of Office files. You
can make them freely available or create very tight security for them by using the
commands under Tools_Security on the menu.
¦ E-mail is another way to share Office documents. You can send documents to
individuals or to a sequential group of recipients for review.
¦ ¦ ¦
17 CHAPTER



Windows
SharePoint
Services with . . . .


Office System In This Chapter

What are Windows
SharePoint Services?

Working with lists on
SharePoint sites

W indows SharePoint Services is a Web-based service that
Collaborative
provides a collaboration and information presentation
document authoring
environment that integrates with Microsoft Office 2003
applications such as Word 2003, Outlook, Excel, PowerPoint,
Using powerful Excel-
and Access.
like Datasheet views
Windows SharePoint Services (WSS) is an evolution of
SharePoint Team Services (STS), which shipped with Microsoft Sharing contacts
Office XP. If you have previously used SharePoint Team and calendars
Services, you will find the new and improved features offered by
WSS much more helpful. Windows SharePoint Services has the
Conducting an online
potential to become an integral and extremely useful part of your
meeting with the
everyday Office experience.
Meeting Workspace

Windows SharePoint Services requires installation on Microsoft . . . .
Windows Server 2003, Standard Edition, Enterprise Edition, or
Note
Datacenter Edition. This chapter assumes you have access to a
server running Windows SharePoint Services. If you don™t have
such access, you might still find the information in this chapter
informative. Visit www.microsoft.com/sharepoint/
to locate a SharePoint hosting partner if you don™t have access to
your own SharePoint site.

In this chapter, you learn how to access and use the features of
Windows SharePoint Services to collaborate on your Office 2003
documents. You learn how to create, share, and access Web-based
contacts and calendars. You learn how to work with lists and how
to use the powerful Datasheet list view and calculated columns to
bring the power of Excel to SharePoint lists.
Part II ¦ Collaborating and Integrating with Office 2003
394


Working with SharePoint Sites
and SharePoint Lists
One of the central features of Windows SharePoint Services is its use of lists. Lists include
such items as Announcements, Contacts, Events, Links, and Tasks and Issue Tracking. The
placement of these items on a Windows SharePoint Services Web page is up to the site
designer. You can create, access, and modify lists and add new list items via your Web
browser.

Although you can access and use many of the features of Windows SharePoint Services sites
online using Web browsers such as Netscape, it™s better to use Internet Explorer 6 or later when
Note
working with WSS sites. Support for browsers such as Netscape is improved with WSS, but IE
6 and later offer the highest level of support and compatibility.

Many of the features available with lists on Windows SharePoint Services sites are common
to other Windows SharePoint Services items and views. Document Libraries, for example,
are presented in a list-type view.

Accessing SharePoint Services sites
One of the advantages of Windows SharePoint Services is that SharePoint sites can be
accessed via any Web browser that can access the server that hosts the SharePoint site. In
some cases, site access can be restricted to local network users, whereas, in other cases,
SharePoint sites can be accessed over the Internet from any location that can access the
Internet. The capability to access Windows SharePoint Services sites over the Internet makes
WSS a powerful and flexible collaboration environment.

Although you can, and do, perform many tasks with Windows SharePoint Services sites using
a Web browser, such as Internet Explorer, you can more successfully work with Office 2003
Note
documents on SharePoint sites if the Office 2003 application that is associated with those
documents is also installed.

Access methods depend on your administrator and how the site and server that support the
site are configured. In most cases, in order to access a Windows SharePoint Services site,
you need an account on the server that hosts that site. An exception to this is when the site is
configured for anonymous access. Anonymous users have basic read-only access to
SharePoint sites. If you have any difficulty accessing your Windows SharePoint Services
site, contact your SharePoint administrator or the Windows SharePoint Services
documentation if you are the administrator.
When you first receive an account on a Windows SharePoint Services site, you will
usually receive an e-mail similar to that shown in Figure 17-1. Save the e-mail for
future reference.
Chapter 17 ¦ Windows SharePoint Services with Office System 395




Figure 17-1: Your invitation to Windows SharePoint Services

You might also receive a separate e-mail specifying the site group you belong to. Site groups
are dealt with in the section of this chapter entitled “Windows SharePoint Services site
permissions.”
The content of the introductory e-mail you receive might differ depending on whether the e-
mail is from a server located on your LAN or on a server on the Internet. The e-mail shown
in Figure 17-1 was generated from a WSS server located on the Internet and contains a
username and randomly generated password in addition to a link to the SharePoint site.

If you receive a welcome e-mail, such as is shown in Figure 17-1, with a randomly generated
Tip
password, take advantage of the Change Password link in the e-mail to change your password
to one you can more easily remember.

Regardless of how you obtain your Windows SharePoint Services V2 login information,
there are three basic pieces of information you will usually need in order to access and work
with SharePoint sites:
¦ The location of the Windows SharePoint Services site. This is in the familiar form
of a URL such as http://Lindy, http://STS.Wigletco.net, or
http://STS.Wigletco.net/mysite/. The form of the URL depends on
the location of the Server hosting the site and the location of the site on that server.
Part II ¦ Collaborating and Integrating with Office 2003
396

¦ The username you will use to access and use the Windows SharePoint Services site.
Usernames are usually entered in the format SERVERNAME\username, where
SERVERNAME is the name of the server or domain you are connecting to and
username is, of course, your username.
¦ The password you will use to access and use the Windows SharePoint Services site.
This can be a password generated by SharePoint, or, in some cases, it may be the
password for the account you have on the server that hosts the site or the password
of your domain user account.
To connect to a Windows SharePoint Services site you simply open the URL of the site in
your Web browser. You can do this by entering the URL of the site in the address bar of your
browser or by clicking the link provided in your welcome e-mail.
When accessing a SharePoint site, you might be presented with a login dialog box similar to
that shown in Figure 17-2.




Figure 17-2: Use this dialog box to authenticate your username and password with the
SharePoint server.

If presented with a login prompt, as shown in Figure 17-2, enter your username and password
and then press OK to log on to the site. Refer to the preceding list if you have any difficulties.
If you are not presented with a login prompt similar to that shown in Figure 17-2 when you
attempt to access your site, don™t despair. You might later be presented with the login prompt
or your network might be configured in such a way that you automatically authenticate with
the server.

The login prompt you see when accessing your Windows SharePoint Services site might be
slightly different than the one shown in Figure 17-2, depending on the operating system in-
Note
stalled on the machine you are using. The basic login information you need to provide, however,
remains essentially the same.
Chapter 17 ¦ Windows SharePoint Services with Office System 397


Windows SharePoint Services site permissions
The operations you can perform on Windows SharePoint Services sites depend on the site
group you are a member of. Although most site group names and permissions are
configurable by the site administrator, there are five default site groups. The five default
groups and a description of their rights are shown in Table 17-1. Users can also be given
limited access rights to a particular page, Document Library, list, or item in a list without
being specifically assigned to a group.

Table 17-1
Default SharePoint Site Group Permissions
Group Name Description
Guest Users who are given only limited rights to a particular page, Document
Library, list, or item in a list are automatically assigned to the Guest
group. This group cannot be deleted or customized.

Reader Readers are given basic read-only access. They cannot add content and
cannot personalize main sites. They can, however, create their own top-
level sites using Self-Service Site Creation (SSSC) and can personalize
and customize such sites. When a Reader creates their own site using
SSSC, they become the Administrator and owner of that site without
affecting their Reader group membership for any other site.

Contributor Has all the rights of a Reader but can also manage list permissions,
manage personal groups and views, personalize Web Part Pages, and
add content to existing lists and Document Libraries. A Contributor can
personalize Web parts. A Contributor cannot create new lists or Docu-
ment Libraries.

Web designer Has all the rights of Contributor but can also manage lists, delete items,
define and apply themes and borders, link style sheets, and cancel
checkout. Web designers can create new lists and Document Libraries
and can modify the structure of the site.

Administrator Has all the rights of other site groups, plus rights to manage site groups
and view usage analysis data. An Administrator has complete control
over the site. The Administrator group cannot be customized or deleted.



In order for a Reader, or any other user with adequate permissions, to be able to create a top-
level site using Self-Service Site Creation (SSSC), the site administrator needs to have first
Note
enabled SSSC. When SSSC is first enabled, a new announcement is automatically made on
the Announcements list of the home page of the root Web site. This announcement contains a
link to the SSSC tool. SSSC sites are usually contained in the sites directory. A site created
using SSSC is like your own personal little SharePoint site of which you are the administrator.
Part II ¦ Collaborating and Integrating with Office 2003
398

If, during use of your SharePoint site, you cannot perform the operations you want to,
contact your site administrator and ask for your permissions or group membership to be
changed.

Exploring the Windows SharePoint Services site
Figure 17-3 shows the start page of a typical Windows SharePoint Services site. Your site
might look different but will still contain the same basic elements. The SharePoint main home
page usually contains a Quick Launch Bar and a “main” Web part zone. The Quick Launch
Bar provides quick and easy access to many of the Windows SharePoint Services features.




Figure 17-3: SharePoint sites are presented in the familiar HTML format
in Internet Explorer.

Provided you have adequate permissions, you can customize the site layout to suit your own
personal preferences. You can, for example, minimize existing Web parts or add Web parts
to the main page frame. In Figure 17-3, the drop-down menu for customizing the
Announcements list is expanded, whereas the MSNBC Stock News Web part is minimized.
The Modify this page drop-down menu (shown at the top right in Figure 17-3) is available
on some pages. This allows you to add Web parts and change the design of the main page.
Chapter 17 ¦ Windows SharePoint Services with Office System 399

Changes you make are stored in the server database. Log on to the site from another
computer and you see your own personalized pages. Users with adequate permissions can
apply changes made to pages to all other users.

Adding items to existing lists
Links, Announcements, Contacts, Events, Tasks, and the Issue Tracking feature are all
examples of SharePoint lists. Lists provide a place to store and present data in a convenient,
standardized format with some level of customization available. You can add and remove
columns in lists and change the order of fields in a list.
The information stored in lists is available for export to many Office 2003 applications.
Figure 17-4 shows the default view for a Contacts list with an item™s drop-down menu
expanded. The drop-down menu shown in Figure 17-4 allows you to view, edit, or delete the
item. By selecting the Alert Me entry in the drop-down menu, you can choose to receive an
e-mail alert when changes are made to the item or the item is deleted. The default list style
and layout for all lists are similar to that shown in Figure 17-4.

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