Account Recovery has two core functions: you can restore a backup file when you have forgotten your password, and you can reconnect when your Windows logon has changed such that your SharePoint Workspace account no longer works correctly.

If you need to restore your SharePoint Workspace account backup file but have forgotten the password, enabling Account Recovery will allow you to use the Forgot Your Password option. Using this functionality, you can have an account reset code sent to your email address.

Having your account saved as a file is useful in the event that something happens to your Groove client installation and you are using a single computer. If you have multiple computers that you use to interact with your Groove account, the need for the account to be saved as a file is diminished.

Both of the preceding preferences are set from the same menu. To make these changes, select the File tab, and then in the Backstage view, click Options (see Figure 12-50).

Figure 12-50. Click Options in the Backstage view to make changes to the SharePoint Workspace preferences.

Next, click the Preferences button shown in Figure 12-51.

Figure 12-51. Click the Preferences button to access SharePoint Workspace options.

Select the Account tab (see Figure 12-52). At this point, you can choose whether to enable account recovery by selecting a check box. To save your account as a file, you must select the Save button under the label Save Account As File.

Figure 12-52. Save Account As File.

Next, provide a file name for your account, as shown in Figure 12-53, and then save it to a safe place.

Figure 12-53. Save the account as a file (*.grv).

There are certain items that cannot be synchronized in a SharePoint Workspace. These include:

Configuring synchronization between a SharePoint site and SharePoint Workspace is a fairly straightforward process. Begin by opening the site to be synchronized in your web browser. On your SharePoint Site, select Site Actions | Sync To SharePoint Workspace, as shown in Figure 12-54.

Figure 12-54. Select the Sync To SharePoint Workspace option in the Site Actions menu.

A prompt appears, asking you to trust the SharePoint Site (see Figure 12-55). Click the OK button to continue.

Figure 12-55. Synchronizing the site to your computer.

To see the newly synchronized site, start SharePoint Workspace 2010, as shown in Figure 12-56.

Figure 12-56. Starting SharePoint Workspace 2010.

The Launchbar for SharePoint Workspace appears, as illustrated in Figure 12-57. Click the Team Site icon to open it.

Figure 12-57. Opening the Team Site.

The Team Site opens in SharePoint; two major panes appear, which are shown in Figure 12-58.

Figure 12-58. Team Site in SharePoint Workspace.

The Content pane on the left (presented in Figure 12-59), displays the items available from the SharePoint Workspace as well as links to items that are not available locally. From this menu, you can choose which library or list with which you want to interact.

Figure 12-59. Available items on the Team Site.

The contents of the SharePoint list or library are shown in the right pane. In this example (see Figure 12-60), you can see that the top document is experiencing a synchronization issue, while the other three documents are in a checked out state.

Figure 12-60. The right pane presents list or library contents.

Because the computer is currently online, you can select the Sync button and choose Sync Workspace (shown in Figure 12-61). Let’s see if this resolves the issue.

Figure 12-61. Synchronizing the SharePoint Workspace.

Verify the current status by selecting the Sync Status button shown in Figure 12-62.

Figure 12-62. To verify the synchronization status, click the Sync Status button.

All of the libraries in the SharePoint Workspace are showing as synchronized (see Figure 12-63)—so far, so good. Now click the Close button.

Figure 12-63. All items are now synchronized.

Looking at the Content pane in Figure 12-64, it is apparent that the topmost document is continuing to have a synchronization issue. Let’s see what the issue is.

Figure 12-64. One file is still experiencing a synchronization problem.

Double-click the item to open the Upload Center. Figure 12-65 shows that problem is the result of the document not being checked out in our SharePoint Team Site; therefore, it cannot be overwritten with the copy contained in SharePoint Workspace.

Figure 12-65. The Upload Center reveals why the upload failed.

To begin resolving the issue, select the Resolve button from the menu. In this example, you need to open the website and check the document out. Select the Open Web Site menu item, as depicted in Figure 12-66.

Figure 12-66. To begin resolving the conflict, open the website.

When the Team Site appears, click the list item menu next to the document, and then select Check Out, as illustrated in Figure 12-67.

Figure 12-67. Check out the document.

Return to the Upload Center and select Resolve, this time choosing to upload the document, as shown in Figure 12-68.

Figure 12-68. Click Resolve, and then choose Upload.

The document is shown pending upload in Figure 12-69.

Figure 12-69. The document is now pending upload.

Finally, the document uploads (Figure 12-70).

Figure 12-70. Uploading.

The status of Upload Center changes, indicating that all files are uploaded (see Figure 12-71). Close the Upload Center.

Figure 12-71. Complete—no files are pending upload.

The SharePoint Workspace updates (see Figure 12-72), indicating that the document has been uploaded but still in a checked-out state.

Figure 12-72. The updated SharePoint Workspace.

Right-click the document, and then select Check In, as shown in Figure 12-73.

Figure 12-73. Checking in the Document.

Add Version Comments for the document (shown in Figure 12-74), and then select OK.

Figure 12-74. In the Version Comments text field, you can enter document version notes.

The updated document status is shown in SharePoint Workspace. Notice in Figure 12-75 that the document is no longer in a checked-out state.

Figure 12-75. The document is now checked in.

To begin sharing a folder in SharePoint Workspace 2010, select File | New | Shared Folder, as illustrated in Figure 12-76.

Figure 12-76. Creating a new Shared Folder.

Give the new folder the name Rally Metrics, and then click Create (see Figure 12-77).

Figure 12-77. Creating a folder named Rally Metrics.

You are presented with three options:

In this example, you will create a new folder on the desktop (see Figure 12-78). Click the OK button.

Figure 12-78. Selecting a folder for synchronization.

The new folder appears on the desktop and is ready for use.

This process is very similar to building a Shared Folder from within SharePoint Workspace 2010. Again, find a folder that you want to share on your system (see Figure 12-79). Note that this folder is not currently shared (there is no SharePoint Workspace icon on it).

Figure 12-79. Select the folder to be shared.

Right-click the folder to open the shortcut menu (see Figure 12-80), select Shared Folder Synchronization, and then click Start Synchronizing.

Figure 12-80. Start the synchronization process.

SharePoint Workspace prompts you to verify that you want to share the folder, as shown in Figure 12-81. Click Yes to continue.

Figure 12-81. Verify that you want to share the folder.

As in the previous section, the new folder appears on the desktop and is ready for use (Figure 12-82). Compare the folder’s appearance with its original state in Figure 12-79.

Figure 12-82. The icon indicates that this is now a shared folder.

No matter which method you used, you now have a folder with which multiple users can share and store information on multiple client machines.

When you double-click the folder you shared, what appears to be a standard Windows Explorer session opens, as shown in Figure 12-83.

Figure 12-83. Opening the folder to show synchronization menus.

A new panel appears to the left of the Explorer window, containing three major sections: Synchronization Tasks, Chat, and File Folder Tasks, which are described here:

Chat and File And Folder Tasks are fairly self-explanatory; once you understand the Synchronization Tasks, you should understand the Download Settings and Folder Properties items under File And Folder Tasks—so, let’s have a look at the Synchronization Tasks in detail.

Invite Someone

Let’s walk through the process of administering this Shared Folder. To begin, you need to invite other users to share it. Select the Invite Someone link in the Synchronization Tasks section.

A dialog box appears, prompting you to select one or more users to invite to use the Shared Folder. Next, select the Role drop-down menu (the down arrow adjacent to Participant).

Notice that there are three roles available to select from. These roles (see Figure 12-84) do not control permissions within the folder—everyone sharing the folder has full rights to the folder. Roles simply govern the ability to make configuration changes for the Shared Folder.

Figure 12-84. Assigning folder roles.

Unless permissions have been changed in your Shared Folder for these roles, the rights of each role are as follows:

• Manager This role can Invite/Uninvite users. It can also cancel all outstanding invitations.

• Participant This role can only Invite users to the Shared Folder.

• Guest This role has no ability to make any configuration changes to the Shared Folder.

Next, write an invitation message (shown in Figure 12-85) that will be displayed in the email to your new invitee.

Figure 12-85. The invitation that’s sent to other users.

Notice the check box in the lower-left of the screen labeled Require Acceptance Confirmation. This setting means that when the person receiving this invitation accepts it, SharePoint Workspace will ask you to confirm that this person should have access to the Shared Folder.

Ironically, the invitation confirmation takes place whether you choose to select the option or not, as is demonstrated in Figure 12-86. Click OK to close the tip.

Figure 12-86. The invitation confirmation.

When you have completed the invitation, click the Invite button to send the invitation on its way.

Invite My Other Computers

Next, consider the following scenario: you have both a desktop computer for office use and a laptop for travel. Both of which have SharePoint Workspace 2010 installed, so you can choose to use the Shared Folder functionality. Only your desktop has the correct SharePoint Workspace 2010 account configured, but you need to get the laptop configured, as well.

The good news is that you do not necessarily need to get your corporate Help Desk involved to configure your laptop; SharePoint Workspace 2010 has a mechanism that allows you to export your account settings to another computer and connect that computer to your Workspace or Shared Folder.

To begin the configuration process, select the Invite My Other Computers link. Figure 12-87 presents the configuration steps and shows how to use your account information on another computer. Select a location to store the file by using Browse, select Save, and then OK.

Figure 12-87. Setting up an account on another computer.

The saved file (.grv) can be copied to your other computer; if you double-click it, SharePoint Workspace will automatically configure the new computer using the settings provided in the file. Click Save to store the file in the location selected (see Figure 12-88) to store it for this use.

Figure 12-88. Saving an account configuration file.

For security purposes, SharePoint Workspace requires that you generate a password for this backed up account. Adding a password, as shown in Figure 12-89, means that no one can get a copy of your backup file and automatically have access to the files that you have stored in the Shared Folder or SharePoint Workspace.

Enter a Password, and then select OK.

Figure 12-89. Enter a password to protect the SharePoint Workspace account.

Download Settings

Download Settings (shown in Figure 12-90) allows you to specify what sort of changes should be synchronized. You can choose to perform a Full Automatic Download, a Limited Automatic Download (specifying the maximum size for downloaded changes), or a Manual (on-demand) Download.

Figure 12-90. You can choose your download settings.

Show Properties

Show Properties is a fairly detailed menu setting. From here, you can choose one of five tabs:

• General (Figure 12-91) This displays folder creation information and the description as well as providing a choice as to whether the folder is downloaded automatically onto all computers for this user.

  

  Figure 12-91. The Properties window, showing the General tab selected.

• Alerts (Figure 12-92) You can specify the alert level for the folder (Auto, High, Medium, Off). You can also specify which notification sound is used for the alert.

  

  Figure 12-92. The Properties window, showing the Alerts tab selected.

• Roles (Figure 12-93) This tab lists all users for the Shared Folder and allows a manager to change the role held by each.

  

  Figure 12-93. The Properties window, showing the Roles tab selected.

• Permissions (Figure 12-94) Sets the Permission level (Invite, Uninvite, Cancel All Outstanding Invitations) that is available for each role level (Manager, Participant, Guest).

  

  Figure 12-94. The Properties window, showing the Permissions tab selected.

• Folder Info (Figure 12-95) This tab details information about the folder itself such as which files are and are not synchronized as well as which are excluded from synchronization.

Figure 12-95. The Properties window, showing the Status tab selected.

Stop Synchronizing

Using the last menu item under Synchronization Tasks, Stop Synchronizing (shown in Figure 12-96), you can discontinue the synchronization of items in your Shared Folder with those currently contained on your computer. Note that selecting to stop synchronization does not affect any other users or computers currently using the Shared Folder.

Figure 12-96. Halting Shared Folder synchronization.