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4. In the Show Names From The drop-down menu of the Select Users to Import
dialog box, select the address list you want to import from.
5. Select the entries you want to import from the main pane in the Select Users to
Import dialog box (a modification of the Outlook address book) and press Add to
add them to the list of contacts to be imported. Use Ctrl+Click to select multiple
entries. Contiguous entries can be selected using Shift+Click. You can resize the
Part II ¦ Collaborating and Integrating with Office 2003
424

Select Users to Import dialog box to more easily locate contacts by dragging the
bottom-right corner of that dialog box. You can also begin typing a contact™s name
in the Type Name or Select From List text boxes to assist in locating a contact.
6. Press OK to finalize the import and to add the selected contacts to the SharePoint
Contacts folder.

Outlook contacts with multiple e-mail addresses and fax numbers are listed in the Select
Users to Import dialog box as separate entries (one entry for each e-mail address and one for
Note
each fax number). When these entries are imported into SharePoint and subsequently viewed
as a linked Outlook contacts folder, each e-mail address and fax number is displayed as a
separate contact.

To link a SharePoint Contacts folder to Outlook, simply select Link To Outlook in Step 3
and then select Yes when prompted by Outlook to add the link.
Contacts folders linked to Outlook are available in the Other Contacts section of the
Contacts view in the Outlook navigation pane. Select the linked SharePoint Contacts folder
from Other Contacts to view its entries. Contacts folders in other Contacts can be enabled or
disabled as an Outlook address book via the Outlook Address Book tab in the Properties
dialog box, which becomes available when you right-click on the entry in Other Contacts
and select Properties. Other options in the right-click menu include the capability to remove
the link from Other Contacts.


Conducting an Online Meeting with the
Meeting Workspace
A Meeting Workspace is a special type of workspace designed specifically to centralize all the
information needed to conduct a meeting. The Meeting Workspace can be used to publish the
attendee list, agenda, and documents you plan to discuss prior to the meeting. After the
meeting, you can use the workspace to track tasks and to publish information gathered during
the meeting. You work with Meeting Workspaces using Internet Explorer in much the same
way as you do with other SharePoint sites. The familiarity you have gained using SharePoint
sites in the rest of this chapter can be easily extended a to Meeting Workspace.
Outlook includes the capability to create a Meeting Workspace and simultaneously invite
attendees while checking on their availability to attend the meeting.
To create a schedule and invite attendees to a Meeting Workspace using Outlook, follow
these steps:
1. Select Meeting request from the drop-down menu next to the New button in the
standard Outlook toolbar.
2. In the To field of the Meeting Request form, enter the e-mail addresses of attendees
separated by semicolons. You can use the To button to select attendees from
Outlook address lists.
Chapter 17 ¦ Windows SharePoint Services with Office System 425

3. In the Subject text box of the Meeting Request form, enter a Subject for the
meeting.
4. Complete the Start Time and End Time for the meeting. You can use the Scheduling
tab in the Meeting request form to check the availability of attendees who have
published Free/Busy times and to auto-pick a time for the meeting.
5. Add any notes about the meeting in the Notes area of the form, give the Meeting a
label, set the Show Time As, and link to any Contacts and Categories as required.
6. In the Outlook Meeting request form, select the Meeting Workspace button to
display the Meeting Workspace task pane. You can choose to use the workspace
setting given in the Create a Workspace section of the Meeting Workspace task
pane or customize the Meeting Workspace. If you choose to use the displayed
settings, skip ahead to Step 11.
7. To customize the Meeting Workspace, select Change Settings in the Create a
Workspace section of the Meeting Workspace task pane. This allows you to
reformat the Meeting Workspace pane as shown in Figure 17-15.




Figure 17-15: Create a custom Meeting Workspace and invite attendees
using Outlook.
Part II ¦ Collaborating and Integrating with Office 2003
426

8. In section 1 of the Meeting Workspace pane, Select a Location, you can use the
displayed server or select another server to host the Meeting Workspace. Use the
adjacent drop-down menu to select another server. If the server you want to create
the Meeting Workspace on is not listed, select Other from the drop-down menu and
enter the location of the server in the new Other Workspace Server dialog box.
9. In section 2 of the Meeting Workspace pane, Select a Workspace, you can choose to
create a new workspace or to link to an existing Meeting Workspace. To create a
new workspace, select the Create a New Workspace button. You can choose a
template language for a new workspace from the available templates using the
Select a Template Language drop-down menu. You can choose a template type for
a new workspace from the Select a Template Type drop-down menu. Available
templates include Basic Meeting Workspace, Blank Meeting Workspace, Decision
Meeting Workspace, Social Meeting Workspace, and Multipage Meeting
Workspace.
10. Select OK to refresh the meeting Workspace pane with a similar view as seen in
Step 6.
11. Select Create to create the new workspace. If you chose to link to an existing
workspace, select Link. Outlook will either create a new workspace or link to an
existing workspace depending on your choice in Step 9. The location of the
meeting is automatically entered into the Notes field in the Outlook Meeting
Request form. The Meeting Workspace task pane is updated to provide a link to the
workspace for your own reference and a Remove button from which you can
remove the workspace link.
12. If desired, select an account using the Accounts button in the standard toolbar of
the Meeting Request form and then click the Send button in the standard toolbar of
the Meeting Request form to send the Meeting Request to addressed attendees.
Recipients of the request receive the meeting invitation with a link to the meeting and can
respond to it in the same way that they do to any other Outlook Meeting request.
After the invitation has been sent, the meeting is added to your default Outlook calendar
with a designation of “M” for, of course, Meeting. The Tracking tab on the opened meeting
allows you to track responses to your invitation. Use the hyperlink in the Notes section or in
the Meeting Workspace task pane of the opened Meeting to customize and prepare the
workspace for your meeting.


Summary
In this chapter, you learned how to access a Windows SharePoint Services site and about site
permissions. You learned how to create lists using SharePoint and Excel, how to use the
powerful Datasheet view to present data in an Excel-like view and perform Excel-like
calculations, and how to dynamically link lists to Excel and Access. You learned how to
create and use a Shared Workspace to collaborate on documents from within Office 2003,
and how to add new workspace members and assign tasks using the Shared Workspace pane.
Chapter 17 ¦ Windows SharePoint Services with Office System 427

You learned how to view and use SharePoint contacts and events in Outlook, and how to
create a Meeting Workspace with Outlook.
¦ SharePoint provides the powerful Datasheet list view that allows you to perform
Excel-like calculations and dynamically link lists to Excel and Access.
¦ You can create and manage a Shared Workspace from within Word, Excel, and
PowerPoint, allowing you to collaborate on documents with anyone who can access
the workspace.
¦ SharePoint provides default Web pages and event, contacts, announcements, tasks,
and shared document components that are highly flexible and customizable to suit
your needs or personal preferences.
¦ SharePoint allows you to share central calendar and contacts databases with any
user who can access the SharePoint site and to access and use those databases
in Outlook.
¦ SharePoint site permissions can restrict user groups to have specific rights on the
SharePoint server.
¦ You can send a meeting request with Outlook and simultaneously create a
specialized Meeting Workspace to help facilitate the meeting.
¦ SharePoint provides a high level of security such that access to the server can be
restricted. You might need to log on to the server to use it.
¦ ¦ ¦
P A R T




III
Beyond Mastery:
Initiative . . . .


within Office In This Part

Chapter 18
Getting Organized with
Outlines and Master
Documents in Word


T his part is comprised of chapters that are the special “extras” Chapter 19
that many people know about, but might not be quite as Processing Outlook
familiar with as some of the other day-to-day functions. Now that Messages Automatically
you™ve read a sampling of the meat-and-potatoes functions in
each application, and then how to more efficiently work with
Chapter 20
your coworkers and other applications, these chapters should
Analyzing Data with
enable you to take the initiative and go that next step.
Pivot Tables in Excel

Chapter 21
Designing User
Interactive PowerPoint
Presentations

Chapter 22
Adding Security to
Access Applications

Chapter 23
Adding FrontPage Web
Components

Chapter 24
Advanced Publisher
Techniques


. . . .
18 CHAPTER



Getting
Organized with
Outlines and . . . .


Master In This Chapter


Documents Creating, editing, and
arranging outlines

Adding numbers to
outline headings

Formatting and
printing outlines

I n this chapter, you learn how to use outlines to organize your
Building and
thoughts and give focus to your ideas. In addition, you learn
formatting master
how the master document feature, which builds on Word™s
documents
outlining techniques, makes it easy to apply consistent formatting
to long documents by combining small documents into a large
Creating and editing
framework.
subdocuments

Using Outlines . . . .
The outline feature in Word is intertwined with the heading
styles. When you create an outline, Word automatically assigns
the appropriate heading style to each level of the outline. For
example, a level one heading uses the Heading 1 style, and if you
change the heading to level two, that heading automatically takes
on the Heading 2 style. Conversely, assigning a standard heading
style to text in Normal or Page Layout view automatically
prepares the document for an outline. Therefore, if you use the
standard heading styles as you create the document, you can also
make an outline of the document simply by switching to Outline
view (View_Outline).

You can format heading styles just as you do any style in Word.
Cross-
Reference For more on working with styles, see Wiley™s Word 2003 Bible,
Chapter 13.
Part III ¦ Beyond Mastery: Initiative within Office
432

This marriage of outlines and styles provides considerable flexibility in approaching the
outlining process. You can create an outline from scratch by turning on Outline view and
then assigning levels to your headings and body text as you type. Alternatively, you can
write your document in Normal or Page Layout view and then switch to Outline view to
make it easier to arrange sections and to assign or reassign heading levels. Some people use
Outline view only now and then, as a way to help them rearrange things in large documents
” because you can control the amount of text that is visible on the screen in Outline view,
you can move large chunks of text with minimal effort. Others write virtually everything in
Outline view.
You can use outlines as a brainstorming aid: just type your thoughts without worrying where
they fit into the overall picture. Then, after you have a basic outline in place, you can change
the heading levels and rearrange entire sections of data. Creating an outline has other
benefits as well. For example, you can use an outline to create a table of contents, to number
headings, and even to build a master document.

Understanding Outline View
Whether you want to create an outline from scratch or work with an existing document in
outline format, you must first turn on Outline view. Choose View_Outline, or click the
Outline View button on the left side of the horizontal scroll bar. (Alternatively, you can press
Alt+Ctrl+O to change to Outline view. To return to Normal view, press Alt+Ctrl+N; to
return to Print Layout view, press Alt+Ctrl+P.) Figure 18-1 shows a document in Normal
view. Figure 18-2 shows the same document in Outline view.




Figure 18-1: A document in Normal view. All headings are formatted using Word™s built-
in heading styles.
Chapter 18 ¦ Getting Organized with Outlines and Master Documents 433




Figure 18-2: The same document shown in Figure 18-1 but in Outline view.

When you activate Outline view, the Outlining toolbar replaces the horizontal ruler ”
Outline view is not a page-layout view, so you don™t need the ruler. In other words, you
can™t define exactly where on the page the text appears in this view. Rather, Outline view
uses the page to show you different hierarchical levels, but indenting sub-levels to the right.
The outline display has nothing to do with the document™s formatting, so don™t try to do any
document formatting you can do in Normal or Print Layout view. In fact, the paragraph
formatting features of Word aren™t even accessible in Outline view.

In some ways, Outline view is similar to the Document Map. There are two major differ-
ences, however. Document Map doesn™t require that you use the Heading styles. It
Note
does its best to build an outline based on what it thinks are probably headings. And, of
course, Document Map is a simple feature ” it doesn™t have all the tools associated
with Outline view.

Each heading or text paragraph is indented to its respective level and preceded by a plus
sign, a minus sign, or a box. The plus sign indicates that body text, headings, or both are
below the heading. The minus sign indicates that body text or headings are not below the
heading. The small box indicates a body text paragraph.

Creating outlines
To create an outline from scratch or to outline an existing document, switch to Outline view
and then assign outline levels to your headings and paragraphs.
Part III ¦ Beyond Mastery: Initiative within Office
434

To create a new outline, follow these steps:
1. Switch to Outline view. Figure 18-3 shows the Outlining toolbar and identifies its
buttons; Table 18-1 describes the buttons on the Outlining toolbar. Note, however,
that the Outlining toolbar also displays Word™s Master Document buttons, which
are explained later in this chapter.
Word assigns the Heading 1 style to the first paragraph where you have positioned
the cursor. If you don™t want the entry to be at the first level, promote or demote the
heading using the techniques described in step 4 before proceeding to step 2.




Figure 18-3: The Outlining toolbar.

2. Type your first heading.
3. Press Enter when you finish with the first heading.
Each time that you press Enter, Word begins a new paragraph at the same level as
the previous heading.
4. To promote or demote a heading, do one of the following:
• To demote a heading (move it to a lower level), click the Demote button on the
Outlining toolbar or press Alt+Shift+right arrow until the heading is at the level
that you want.
• To promote a heading (move it to a higher level), click the Promote button on the
Outlining toolbar or press Alt+Shift+left arrow as many times as necessary.
5. To change to body text, rather than merely a lower-level heading, click the Demote
to Body Text button on the Outlining toolbar or press Ctrl+Shift+N. To change
from body text back to a heading, press Ctrl+Shift+left arrow.

The term Body Text is a little confusing here. The button should really be called Normal
Note
Text. Selecting Demote to Body Text converts the text to the Normal style, not the Body
Text style present in the default Word template.

6. Continue entering text, promoting and demoting it through the levels as desired.
Chapter 18 ¦ Getting Organized with Outlines and Master Documents 435


Table 18-1
Buttons on the Outlining Toolbar
Button Name Action
Promote to Promotes a heading or body text to the Heading 1
Heading 1 level.

Promote Promotes a heading to the next higher level or
body text to the level of the preceding heading.

Outline Level Displays the outline level of the selected
drop-down text. Select a level from the drop-down
list box to change the text to that level.

Demote Demotes a heading to the next lower level or body
text to a heading at a level below that of the
preceding heading.
Demote to Demotes a heading to Normal text.
Body Text

Move Up Moves the selected heading or body text up the
page to above the previous heading or body text
paragraph. Only visible paragraphs are taken into
account, and moved headings and body text
retain their current levels.

Move Down Moves the selected heading or body text down the
page to below the next outline item. Only visible
items are taken into account, and moved head-
ings and body text retain their current levels.

Expand Expands the heading in which the insertion point
is placed to show the level below it, showing the
hidden text.

Collapse Collapses all of the headings and body text
subordinate to the selected heading, hiding them.

Show Level Selects a level to view; all levels, starting from
Level 1 down to the selected level will be shown.
Lower levels will be hidden.

Show First Toggles between displaying the full text of each
Line Only body text paragraph and displaying only the first
line of each paragraph. (Multi-line headings are
not affected; all lines of a heading are shown even
if you turn on Show First Line Only.)


Continued
Part III ¦ Beyond Mastery: Initiative within Office
436


Table 18-1 (continued)
Button Name Action
Show Formatting Toggles between displaying and hiding character
formatting.

Update TOC Updates the Table of Contents, if you have one in
the document.

Go to TOC Moves the display to the Table of Contents and
selects it.

Master Document This button, and all those to the right, are related
View to master documents, which we look at a little
later in this chapter.


To create an outline from existing text, switch to Outline view and promote or demote

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