Microsoft® FrontPage® Version 2002 Inside Out

Author Jim Buyens Pages 1264 Disk 1 Companion CD(s) Level Int/Adv Published 05/02/2001 ISBN 9780735612846 Price $44.99 To see this book's discounted price, select a reseller below.	More Information About the Book Table of Contents Sample Chapter Index Related Series Related Books About the Author Support: Book & CD Rate this book

Chapter 35: Using SharePoint Team Web Sites continued

Using Document Libraries

Click to view graphic

Figure 35-2.  This page provides a selection list of SharePoint team Web site document libraries. The one library shown here appears by default in every new team Web site.

SharePoint team Web site document libraries have three major components:

• A folder named Shared Documents, where all the documents reside.
• A database table—stored in MSDE—that records additional information about each document in the library.
• A series of Web pages that update the document library, perform queries against it, and so forth.

Adding a document to the library requires updating two of these components inunison: the Shared Documents folder and the database table. That’s why you should always update team Web site document libraries through the Web pages provided, or directly from Office XP using Web Folders (or, on Windows 2000, an HTTP location in My Network Places).

Click the icon for any library, or click the Shared Documents link, to display a Document Library View page like the one in Figure 35-3. This page lists the documents in the library.

Click to view graphic

Figure 35-3.  Click a library name or icon in a Document Libraries page (Figure 35-2), or click the Shared Documents link, to display a list of documents like this.

Here are its notable features:

• Main Document Area. This is the large area with a white background that appears in the center of the Web page. It lists all the documents in the current library. To sort this listing on any field, click the field’s column heading. (That is, click File Name, Last Modified, or Modified By.)
• Select A View. This area in the top left corner selects among all available formats for listing documents in the library. By default, there are two such formats:
• All Documents. Displays one line of text for each document in the library. Figure 35-3 illustrates this format.
• Folder View. Displays one icon for each file or folder in the library. The icons appear from left to right across the available display area, then wrap to the next line.

To create additional views, click the Modify Settings And Columns link to display a Customization page, and then click the Create A New View link at the bottom of the page.

• Search Documents. This area appears just below the Select A View area. To locate documents that contain a given word or phrase. Enter the text in the box provided, and click Go.
• New Document. Click this link to begin editing a new document you plan to store in the current library. If the library specifies a template, the Web page downloads it, starts the appropriate editor, and specifies the current library as the default save location. If the library has no defined template, the Web page starts Microsoft Word.

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TIP:
When saving documents into a SharePoint team Web site library (or saving them to disk in preparation for upload to a team Web site library), it’s usually best to save them in HTML format. That way, other team members can view and annotate the document directly in their browsers. If you save or upload a non-HTML document in its native format, other team members will have to download the document, open it with another program, and then upload it again if they’ve made any changes.

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• Upload Document. Click this link to display an Upload Document page that uploads a document from your computer and adds it to the library.
• Filter. Click this link to limit the list of documents based on criteria you specify. The team Web site redisplays the current Web pages, adding selection controls above each selectable column heading.
• Subscribe. Click this link to display a New Subscription page. This page tells SharePoint Team Services to send you an e-mail message whenever someone changes the contents of a document or folder within the library.

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NOTE:
Subscription is a pervasive feature. You can subscribe to receive change notifications regarding almost any aspect of a team Web site.

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• Modify Settings And Columns. Click this link to display a Customization page that modifies the name of library, its assigned template, its presence or absence on the quick launch bar, and so forth.

Significantly, clicking this link also provides options that add or remove columns (that is, fields) from the document listing. You can use theseextra columns to record anything you want about the documents in the library, and then to sort or filter documents on that basis. For example, you could add fields to record the:

• Name of the product that the document describes.
• Product version.
• Document version.
• Contract or customer for whom you created the document.

Team Web Site document search displays message, "Service is not running"

When using a Team Web Site, entering a search phrase in a Search Documents box and clicking Go might result in the following message:

Service is not running.

This message appears if Microsoft Indexing Service isn’t running on the Web server where the Team Web Site resides. To start this service:

1. Choose Programs from the Windows Start menu.
2. Choose Computer Management from the Administrative Tools menu.
3. By default, the Computer Management application manages the local
   computer. To control Indexing Service on a different computer, right-click Computer Management (Local), choose Connect To Another Computer, select the name of the server where the Team Web Site resides, and click OK.
4. Expand the Services And Applications entry.
5. Right-click the Indexing Service entry, and then choose Start from the shortcut menu. Click Yes when prompted to start Indexing Service. (If no Indexing Service entry appears, Microsoft Indexing Service isn’t installed on the computer. The topic "Installing IIS on Windows 2000" in Chapter 37 explains how to install Indexing Service.)
6. Click the Indexing Service entry once, and observe the display in the right pane of the Computer Management window. This display contains one line for each Indexing Service catalog. Here are your options:
• If none of the catalogs include your Web server’s root folder, right-click Indexing Service, choose New from the shortcut menu, and then choose Catalog. In the Name field, give the catalog a name that relates it to your Web server. In the Location field, specify the physical location of your Web server’s root folder. Finally, click OK.
• If a suitable catalog already exists, observe the Total Docs and Docs To Index columns in the Computer Management window’s right pane. When Total Docs is not zero and Docs to Index is zero, Indexing Service has finished analyzing your Web server.

7. Try rerunning the Team Web Site search. If you still get the same error message, try stopping and restarting IIS. If the search still fails, try rebooting the server.

• File Name. Click any file name (or its icon) to open the file for viewing. If the file is a type that the browser can display, the browser displays it. Otherwise, the browser treats it as a download and starts the application on your computer that’s associated with the file type.
• Edit. Click this icon to display an Edit Item page that updates the corresponding file or any information that describes it.
• Modified By. Click any name in this column to display a Personal Settings page that displays information about that team member.

Click any Edit icon in the Document Library View page to display the Edit Item Form page shown in Figure 35-4.

Click to view graphic

Figure 35-4.  This SharePoint team Web site page displays a list of document properties you can edit.

This form provides the following capabilities:

• Save And Close. Click this link to save any changes you’ve made and return to the document library listing.
• Delete. Click this link to delete the current document from the library.
• Send For Review. Click this link to send e-mail to anyone you specify,asking that person to review the current library document.
• Discuss. Click this link to open the current document for review andannotation.
• Edit In <application>. Click this link to start the application associated with the current document and tell it to load the document from the Web server.
• Go Back To Document Library. Click this link to abandon any changes you’ve made and return to the document library listing.
• Document Information Fields. The central portion of the form contains form elements for all the editable fields that describe the document. To change any of this data, update the corresponding field and then click Save And Close.

With two exceptions, these options are relatively straightforward. The exceptionsinvolve the options Discuss and Send For Review (which uses Discuss).

Using Web Discussions

This is a very useful approach, because several people can review and annotate thesame document simultaneously, and then the document owner can see all their suggestions merged together. There are no concerns about someone accidentally updating the document itself, because no one can update the document at all.

One of three things can happen when you click the Discuss link on the Edit ItemForm page:

• If Microsoft Internet Explorer isn’t configured to use a discussion server,it displays the dialog box shown in Figure 35-5 asking whether you’d liketo specify one.


Click to view graphic

Figure 35-5.  Discussing a document requires access to a discussion server that stores any comments you make. If Internet Explorer doesn’t know the name of the discussion server, it displays this prompt.

• If the document is in HTML format, reviewers can view the documentand add their sticky notes using nothing but a Web browser. This mode of operation integrates perfectly with other SharePoint team Web site features, and it’s a very good reason to save all documents in a team Web site in HTML format.
• If the document isn’t in HTML format, reviewers must download the document into the Office application that created it, choose Online Collaboration from the Tools menu, and possibly specify a discussion server by hand.

Figure 35-6 shows Internet Explorer accepting discussion comments for a document. The Web visitor:

1. Displayed the Document Library View form shown in Figure 35-3.
2. Clicked the Edit icon for the deliverables file. This displayed the Edit Item Form page shown in Figure 35-4.
3. Clicked the Discuss icon in the Edit Item Form page, and then displayed the Enter Discussion Text dialog box.


Click to view graphic

Figure 35-6.  The sticky note icons show where you can append comments to the document. Click one to display the Enter Discussion Text dialog box.

Click the Discuss icon to immediately display the Discussion bar shown at the bottom of Figure 35-6. (In Internet Explorer 5.5 or later, you might need to choose Explorer Bar from the View menu, and then choose Discuss.) The same command hides theDiscussion bar if it’s already on display. Here’s how to use the buttons on this bar (note that these buttons will be available or unavailable depending on the type of document):

• Discussions. Click this button to display a menu containing the following options:
• Insert In The Document. Choose this command to display or hide all possible locations for inline sticky notes (those that appear inline with the document text). There’s basically one sticky note location per paragraph. To add text to a new or existing sticky note, click it.
• Insert About The Document. Choose this command to display an Enter Discussion Text dialog box where you can enter discussion comments about the document in general.
• Refresh Discussions. Choose this command to retrieve a current set of discussion comments from the discussion server. Your display will then reflect changes other visitors might have made after you first displayed the page.
• Filter Discussions. Choose this command to display discussion comments from only a certain participant, or within a certain time span.
• Print Discussions. Choose this command to print the discussion comments.
• Discussion Options. Choose this command to select the discussion server and the discussion fields to display.

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NOTE:
To host discussions on one server about documents on another, first open the document and then, on the Discussions toolbar, choose Discussion Options from the Discussions drop-down list. Finally, select the server that records discussion items from the Select A Discussion Server drop-down list.

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• Insert Discussion In The Document. Click this button to perform the same function as the Insert In The Document menu command just described.
• Insert Discussion About The Document. Click this button to performthe same function as the Insert About The Document menu command just described.
• Expand All Discussions. Click this button to display the title, text, and all other fields for each discussion comment.
• Collapse All Discussions. Click this button to hide the contents of all discussion comments. A sticky note with a plus icon appears in place of each comment. To expand a particular comment, click the plus icon.
• Show General Discussions. Click this button to display all general (non-inline) discussion comments made about an HTML document.
• Previous. Click this button to display the previous discussion comment.
• Next. Click this button to display the next discussion comment.
• Subscribe. Click this button if you want to get an e-mail notification whenever someone updates either the current document or any document in the same folder.
• Stop Communication With Discussion Server. Click this button if you want to disconnect an HTML document from the discussion server.
• Show/Hide Discussion Pane. Click this toggle button to display or hide the discussion pane.
• Close. Click this button to close the Web discussion.
• Reply With Changes. Composes an e-mail message to the originator of a document, informing that person that you’ve added discussion comments to it.

Discussion text also appears—in almost identical format—when the original user opens the HTML file in Word. In fact, all discussion text from all users is merged seamlessly into place. (If no discussions appear, choose Online Collaboration fromthe Tools menu, and make sure the correct discussion server is specified.)

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Last Updated: Saturday, July 7, 2001