Do More with Microsoft Office Groove 2007
Synchronize files securely over the Internet or a corporate network
Microsoft Office Groove 2007 is a great application for team collaboration and file sharing, yet Groove tools enable you to do much more.
Find out how to go beyond the basics by using Groove tools for integrating, viewing, editing, and automatically synchronizing information.
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Lesson information
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Skill level | | • | Intermediate user | | • | Advanced user |
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Work level | | • | Lead teachers and department chairs | | • | Project leaders | | • | Administrators and other staff |
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Curriculum areas | | • | Teacher productivity | | • | Team collaboration | | • | Project management |
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Software required | | • | Microsoft Office Groove 2007 | | • | Microsoft Office SharePoint Server 2007 |
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Objective
Groove 2007 enables small teams to work together securely over the Internet or on a corporate network. Learn how you can use Groove 2007 to access document libraries on a Microsoft Office SharePoint server, create online calendars, and more.
Work with SharePoint files
Connect a Groove workspace with a SharePoint 2007 document library. Then, work with the files, and synchronize the changes to the SharePoint document library.
Connect to a document library
1. | In a Groove workspace, on the File menu, point to New, point to Tool, and then click SharePoint Files. 
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2. | In the SharePoint Files window, click Setup. If you do not see the Setup button, try expanding your workspace window. |
3. | In the left navigation pane, click My SharePoints, and double-click a SharePoint site, or in the Address bar, type the URL of a SharePoint 2007 Web site. 
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4. | Click a document library on the site, and then click Select. The document library is copied into your workspace and appears in a new tab called SharePoint Files. |
5. | To connect to additional document libraries, repeat steps 1 through 4. |
Note: Groove–SharePoint integration requires SharePoint 2007.
Edit SharePoint files in Groove
1. | Near the bottom of your workspace, click the SharePoint Files tab. |
2. | Double-click a file to open and edit it. |
Save and synchronize files with Groove
1. | When you have finished editing, save the file, and close the file application. |
2. | To save the file in Groove, do one of the following: | • | To save the file under its current name, in the Editing File - Save dialog box, click Yes. | | • | To save a copy of the file under a different name, in the Editing File – Save dialog box, type a new name, and then click Yes. |
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3. | To synchronize files and folders with the SharePoint document library, do one of the following: | • | In the Preview Synchronization window, click Synchronize Now. | | • | To automatically synchronize files and folders with the SharePoint document library, in the lower-right of your workspace, click the Calendar icon. Then, in the Synchronization Schedule dialog box, click Automatically, select a synchronization schedule, and then click OK. You can choose intervals of minutes, hours, or days. |
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Note: When multiple workspace members edit a file at the same time and then save their files, Groove automatically adds their names to the file names to differentiate the versions.
Create a calendar
The Groove Calendar tool is a valuable resource for displaying project schedules, milestones, and other important activities.
1. | In the workspace, click File, point to New, point to Tool, and then click Calendar. |
2. | Click the Calendar tab, and do any of the following: 
| • | To create a Calendar entry, click New Appointment. | | • | To change the view of the Calendar, on the View menu, click an option. | | • | To see a detailed view of the current day next to the main calendar, click Show Day Pane. |
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Synchronize local folders with Groove Folder Synchronization
You can create Groove Folder Synchronization (GFS) folders in your Windows file system. Then you can share the folders with others, and Groove will synchronize the contents of all GFS folders.
1. | In Windows Explorer, click a folder you want to share as a GFS folder. 
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2. | Click Folder Sync. A Groove Folder Synchronization pane appears. |
3. | Click Start synchronizing 'foldername.' 
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4. | In the Groove confirmation window, click Yes. The GFS folder is created with the same folder name it had before. |
5. | In Windows Explorer, use the Groove Folder Synchronization pane to do the following: | • | View the details of the file-sharing workspace. | | • | View the members of the workspace. | | • | Send workspace invitations. | | • | Set workspace and folder properties. |
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Files added to a synchronized folder will automatically be shared with all team members.
Use workspace templates
Save a workspace as a template so that you or others can quickly create new workspaces with the same properties and tools as the original.
Save a workspace as a template
1. | In the workspace you want to save as a template, on the File menu, point to Save WorkspaceAs, and then click Template. |
2. | Enter a file name for the template, and then click Save. |
3. | In the Template Options dialog box, select any options you want, and then click OK. |
Share templates with others as e-mail attachments or through a shared workspace.
Create a Workspace from a Template
1. | On the File menu, point to New, point to Workspace From, and then click Template. 
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2. | In the Browse window, click a template, and then click Open. 
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Note: Groove automatically looks in the Groove Workspace Templates folder for templates. If you saved a template to a different location, you must browse to that location to select it.
