Powerful Collaborative Tools
Office Groove 2007 includes a diverse and powerful set of tools you can add to your workspace to help complete the various tasks your particular project requires. For example, you might add the Pictures tool to share images you plan to use in the annual report you are preparing for your nonprofit organization. Or you might add the Calendar tool if you are working on hosting a large event.
When you open a Standard workspace in Office Groove 2007, only the Files and Discussion tools are displayed in the workspace by default. You can add tools to your workspace by clicking the Add A Tool To This Workspace button just to the left of the Common Tasks toolbar and choosing the tool you want from the displayed menu (see Figure 11-5).
Figure 11-5. Click the Add A Tool To This Workspace button to display a list of tools you can add to the Office Groove 2007 workspace.
Sharing Files
The workspace area display changes depending on which tool you select. When you first open a workspace, the Files tool is displayed by default. This view enables you to create a file library your team members can use to post, share, review, and update all kinds of files related to your projects.
Note
| You can use files of all types with Office Groove 2007; any file that supports your project can be added to the Files tool in the workspace window. |
You add files to the workspace by simply clicking Add Files; then choose the files you want to add (see Figure 11-6). The files are added to the workspace so others can view, modify, and discuss them.
Figure 11-6. Click Add Files to select files you want to add to the workspace.
Hosting Discussions
The Discussion tool enables you to create and respond to a threaded discussion about various topics related to your project. You can organize the discussion by topic or by date so that you can easily see what needs your attention most. Each time a participant responds to the discussion thread, the conversation is indented so you can easily see the progression of the discussion and respond to the threads that are relevant to your tasks (see Figure 11-7).
Figure 11-7. The Discussion tool enables you to host an ongoing threaded conversation about various aspects of your project.
Coordinating Calendars
The Calendar collects important information for team members by providing them with critical dates for the completion of a project. You can use the Calendar tool in Office Groove 2007 to put together a project schedule that helps keep everyone on track. Adding appointments and customizing the view is simple; just display the tool and right-click a specific day to display the Calendar options and select the one you need (see Figure 11-8).
Figure 11-8. The Calendar tool enables you to track important team dates and project milestones.
Managing Meetings
You can use the Office Groove 2007 Meetings tool to plan, conduct, and record recurring team project meetings. The Meetings Wizard makes setup easy by walking you through the process. Because all workspace members can add information to a new meeting, you can develop agendas collaboratively rather than having one person collect input from the team. During the meeting, the person taking the minutes can insert the agenda into a note-taking space and record meeting minutes in real time. Participants can watch as the minutes are taken. After the meeting, action items can be recorded and assigned to team members. Agenda items, minutes, and action items from prior meetings can also be copied into future meetings.
Figure 11-9. The Meetings tool in Office Groove 2007 helps you hold productive meetings in real time.
Note
Working with Forms
If forms are an important part of the way you collect and work with project-related information, the Forms and InfoPath Form tools in Office Groove 2007 will be helpful to you. You can create your own custom forms in the workspace window itself by using the Groove Forms tool, in which you can name the form, choose the fields you want to include, select the form style, and more.
The InfoPath Forms tool enables you to import forms you have created using Microsoft® Office InfoPath® 2007, which gives you the benefit of being able to work with forms that may already be in use in your business or department.
Tracking Issues
The Issue Tracking tool, a predesigned Groove Forms tool included with the program, provides a means of gathering information about tasks, challenges, or processes that require follow-up action. Whether you are working to resolve a technical problem, a production glitch, or a personnel challenge, you can document the issue, add supporting attachments, and track the progress of the resolution easily in Office Groove 2007. When you open the File menu and choose New to add a new tracking issue, the form shown in Figure 11-10 appears.
Figure 11-10. The Issue Tracking tool includes a predesigned template you can use to track items and responses in the workspace window.
Tip
| You can modify the issue tracking form to suit your needs by clicking the Add buttons, which display a small blue plus sign, and entering your own categories. |
Creating a Picture Library
For some projects you need to be able to collect and organize graphics—perhaps charts for the business plan, photos for the annual report, or schematics for the new product you’re preparing to launch. When you add the Picture tool to Office Groove 2007, you create a picture library that your entire team can access and reference as the project develops. Click Add Pictures to get started, and use the navigation tools above the pictures to move through the images you’ve added (see Figure 11-11).
Figure 11-11. The Picture tool enables you to add images, diagrams, and more.
