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MicrosoftGroove2007
I. Workspaces
Aworkspaceisaplacewheregroupsororganizationswithcommonpurposesandgoalscan shareideasandworktogether. Workspacesallowmemberstoworkwithavarietyofspecificapplicationtools.Forexample, supposeyouconductaweeklymeetingtodiscussdevelopingmarketingmaterials.Activities mightinvolvesettingdeadlines,assigningtasks,aswellasreviewingcompletedwork.To facilitatethismeetingworkspacemembersmightpostdocumentsinaFilestool,discussissues inaDiscussiontool,andcollaborateonmeetingagendasusingaMeetingstool.Allmembers currentlyonlineatthesametimeintheworkspacecouldinteractusingrealtimechat,oreven talktoeachotherusingaudiochat(iftheircomputershavetherequiredaudiocomponents). Thedatainworkspacetoolsishighlydynamic.Allcurrentlyconnectedmembersseeinstantly anyupdateseithertheyorothermembersadd.Optionally,memberscanusetheNavigate Togetherfeature,whichallowsonemembertoleadothersinactivities.Astheleadernavigates intheworkspace,orinsomecases,withinatoolintheworkspace,othermembers automaticallygotothetoolorlocationwithinthetool.

Typesofworkspaces
WhenyoucreateanewworkspaceinGroove,youcanchoosefromthefollowingworkspace types:

FileSharing.(explainedinmoredetailinsectionIIbelow)Thisworkspacetypeallowsyouto sharethecontentsofafolderinyourWindowsfilesystemacrossallcomputerson whichyouhaveyourGrooveaccount,andwithotherGrooveusersbyinvitation. Standard.(explainedinmoredetailinsectionIIIbelow)Thisworkspacetypedisplaysinthe GrooveWorkspaceExplorerandinitiallyincludesaFilestoolandaDiscussiontool.Once created,youcanaddmoreworkspacetoolsasneeded. Custom.ThisworkspacetypedisplaysintheGrooveWorkspaceExplorerandallowsyou topicktheinitialsetoftoolsfortheworkspace.

Workspacelimitations
Althoughtherearenospecificsizerestrictionsforworkspaces,foroptimalperformance,we recommendlimitingthesizeofanyworkspaceto2GBorless.Youcanview workspace propertiestoseethecurrentworkspacesize.

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Creatinganewworkspace
YoucancreateavarietyofnewworkspacesusingtheCreateNewWorkspacedialogbox.You canalsocreateanewworkspacefromatemplateorcreateanewworkspacefromanarchive. Tocreateanewworkspace: 1. 2. 3. 4. SelectFileNewWorkspace...fromtheLaunchbarortheGrooveWorkspaceExplorer. Nametheworkspace. Selectaworkspacetype. Toseeadditionalworkspaceoptions,clickOptions.NotethattheOptionsbuttonis availableonlyifyouhavemultipleidentitiesinyourGrooveaccount. 5. ClickOK. GroovecreatestheworkspaceandlistsyouastheinitialmemberwiththeroleofManager.You cannowcustomizetheworkspacecomponentsandsendworkspaceinvitations.

II.

FileSharingWorkspaces

Aboutfilesharingworkspaces
AfilesharingworkspaceisaspecialtypeofGrooveworkspacethatenablesyoutosharethe contentsofafolderinyourWindowsfilesystemacrossallcomputersonwhichyouhaveyour Grooveaccount,andwithotherGrooveusersbyinvitation. Note:youcanalsotextchatwithothersinsideaFileSharingWorkspace Whenyouinvitepeopletojoinafilesharingworkspace,theyselectafolderforsharingontheir computers.Allmembersofafilesharingworkspacehaveaccesstoitscontents(filesand subfolders).

Creatingafilesharingworkspace
YoucancreateafilesharingworkspacedirectlyfromWindowsExplorerorbyusingCreateNew Workspace.Youcanalsocreateafilesharingworkspacefromasubfolderofanexistingfile sharingworkspace.

CreatingafilesharingworkspacefromWindowsExplorer
1. Selectthefoldertobesynchronizedinafilesharingworkspace. 2. ClickFolderSyncintheWindowsExplorertoolbar.

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AGrooveSynchronizationpanedisplaysinthewindow,replacingthestandardWindowstask pane. 3. ClickStartsynchronizingfoldernameandclickYesattheconfirmationprompt. Thefolderismadeavailableforsynchronizingonallcomputersonwhichyouhaveyour account.Youcanproceedtoinviteotherpeopletothefilesharingworkspaceandsetother optionsintheFileandFolderTaskspane.

CreatingafilesharingworkspaceusingtheCreateNewWorkspacewizard
Youcansynchronizeafolderinafilesharingworkspaceusingthesameprocedureyouuseto createstandardGrooveworkspaces. 1. SelectFileNewWorkspace. 2. Ifyouwant,enteranameforthefilesharingworkspace. Ifyouplantoselectanexistingfoldertobesynchronizedinthefilesharingworkspace,skipthis step.Inthiscase,theworkspacewillbenamedusingnameofthefolderyouselect. 3. Select"FileSharing"astheworkspacetype,andclickOK. 4. Selectanoptionforcreatingorselectingthefoldertobesynchronized,andclickOK. 5. Ifprompted,selectafolderlocation(eitherforcreatinganewfolderorforusingan existingfolder),andclickOK. Thefolderismadeavailableforsynchronizingonallcomputersonwhichyouhaveyour account.Youcanproceedtoinviteotherpeopletothefilesharingworkspaceandsetother optionsintheFileandFolderTaskspane.

Invitingpeopletoafilesharingworkspace
Dothefollowingtoinvitepeopletoafilesharingworkspace: 1. Gotothefilesharingworkspace. 2. ClickInvitesomeoneintheSynchronizationTaskspane. 3. SelectoptionsintheSendInvitationdialogboxjustasyouwouldforanyother workspaceinvitation. YoucanalsosendaninvitationfromtheGrooveLaunchbar:Selectthefilesharingworkspace andclickInvitetoWorkspaceintheCommonTaskspane.

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Respondingtoaninvitationtoafilesharingworkspace
YourespondtofilesharingworkspaceinvitationsthesamewayyoudoforotherGroove workspaceinvitations:youreceiveaninvitationmessagewithoptionstoacceptordeclinethe invitation.SeeRespondingtoaworkspaceinvitationfordetails. However,unlikewithworkspaces,thecontentdatainafilesharingworkspaceisNOT automaticallydownloadedfromtheinviter'scomputerafteryouaccepttheinvitation.Instead, youmustfirstspecifyoptionsforhowtodownloadthisdataasdescribedbelow.

Downloadingthecontentdatainafilesharingworkspace
Whenyoufirstnavigatetoafilesharingworkspace,you'repromptedtocreateorselecta folderinyourWindowssystemtobesharedwithotherworkspacemembers. Additionally,you'repromptedtospecifyaninitialdownloadsetting:Fetcheverything (automaticdownload)orOnlyfetchlinkstoremotefiles(manualdownloadondemand).Ifyou opttofetcheverything,alldatacontentinthefilesharingworkspaceisdownloaded immediately,providedthatanothermemberwhohasthecontentisonline.Ifyouopttoonly fetchlinkstoremotefiles,thefilesharingworkspacewilllistlinkstodatafilesandyoucan downloadthemlater,ondemand.Youcanchangedownloadsettingsatanytimeinfolder properties. Note:Thedefaultdownloadoptionyouseevariesdependingontheinitialcontentsofthefile sharingworkspace.Iftheworkspacecontainsatleast100files,oranyonefilethat's100MBor larger,thenmanualdownloadispresentedasthesuggesteddefaultoption. IfyouselectaManualdownloadsettingforafilesharingworkspace,notethefollowing details: Youmustmanuallydownloadallnewfilesthatothermembersaddtothefolder,aswellasnew filesyouhaveaddedtothefolderonothercomputers. Optionally,youcansetanyfiletoautomaticallydownloadupdateswheneveranothermember savesfileupdates:Selectthefile,clickShowthisfile'spropertiesintheFileandFolderTasks pane,andthencheckAutomaticallykeepthisfileuptodate. Newfilesdisplayinthefilesharingworkspacewithadownloadindicator,andarelistedwith thefiletypeGrooveRemoteFile.Thefileextension.gfsisappendedtothefilenameuntilthe downloadiscomplete.Forexample:

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Todownloadfiles: Selectthefile(s)youwanttodownload. ClickDownloadthesefilesintheFileandFolderTaskspane. Dependingonthesizeofthefile(s),youmayseestatusinformationthatshowscurrent downloadprogress.

III.StandardWorkspace
Aboutastandardworkspace
WithaStandardworkspaceyoucanperformthefollowingactivities: Sharefilesyoucanaddfilestothestandardworkspaceandeveryoneinthe workspacecanopen/edit/download/etcthefiles. Exchangingmessagesyoucansendmessagestoallworkspacemembersorindividual members. ChattingYoucantextchat,aswellasaudiochat.Youcandothisfrominsidea WorkspacewindoworinsideofaFileSharingwindow. DiscussionBoardsYoucanuseanasynchronousdiscussionboardtodiscusswhatever youwantinsideGroove. NotesusingNotesworkspacememberscancollaborateondocuments(whicharerich textfiles). SketchpadusingSketchpadworkspacememberscandrawtogetherusinga whiteboardtypetool. Picturesworkspaceuserscansharepicturesandimages. Schedulingyouhaveasharedcalendarthatallworkspacememberscanseeand share.

Filesharinginastandardworkspace
UsetheGrooveFilestooltostore,organize,andshareanytypeofcomputerfile.Youcanopenanyfile storedintheFilestoolprovidedyouhavetheapplicationprogramthatsupportsitsfiletype. Toaddfilestoafolder: 1. SelectafolderintheFoldercolumn. 2. ClickAddFiles. 3. Selectthefilesyouwanttoadd,andclickOpen. YoucanalsocopyandpasteordraganddropfilesintoafolderfromWindowsExplorer.

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YoucanopenafilestoredintheFilestoolifyourcomputerhasanapplicationinstalledthatsupportsits filetype. Ifyoutrytoopenunsupportedfiles,youseeanOpenWithdialogboxthatasksyoutospecifythe programtouse.FormoreinformationontheOpenWithdialogbox,seeyourWindowsdocumentation. 1. Toopenafile,doubleclickit. 2. Ifyouwant,editandsavethefileinitsapplication. Notethatyoureditsaresavedlocallyintheapplication,andnotyetsavedtoGrooveforallmembers oftheworkspace. 3. TosaveyoureditsbacktoGrooveforallworkspacemembers,selectaGroovewindowinthe Windowsstatusbar. 4. Whenprompted,selectoptionsforsavingyourchangesbacktoGroove. IfyouwanttosavethefilebacktoGrooveasadifferentversion,typeanewnameintheSaveFileAs box.Thedefaultfilenameistheoriginalfilename. ClickYestosaveyourchangesbacktoGroove.Ifyouenteredanewfilename,thenewfiledisplaysin thelist.Theoriginalfile(withitsoriginalfilecontents)isalsostilllisted. ClickNotodefersavingyourchangesbacktoGroovenow.Youmightdothisifyouwanttodo additionaleditingbeforesendingyourchangestoallmembersofthespace.Notehowever,thatifyou clickNoafterclosingthefile,youwilllosealleditssincethelasttimethefilewassavedbacktoGroove. Editingconflictsinthefilesharingtool: TheFilestoolallowsallworkspacememberstoopenthesamefilessimultaneously.Dependingon editingpermissions,multiplemembersmayalsobeabletoeditthesamefilesimultaneously,andsave changesbacktoGroove.Ifthishappens,aneditingconflictoccursandGroovetakesthefollowingsteps topreserveeveryone'swork,andtoprovideapathforresolvingtheconflict:

ThememberwhofirstsavedtheeditedfilebacktoGroovehashisorherchangessavedinthe originalfile. Allmemberswhosubsequentlysavethefilearepromptedtosavetheirchangesinanew"copy" versionofthefile.

Whensucheditingconflictsoccur,membersshouldcommunicatetodeterminehowtheycanbest resolveormergetheirfiles.

Exchangingmessagesinastandardworkspace
YoucansendamessagetoanyGroovecontact.Yourmessagescanincludeaudiorecordings,file attachments,andWebaddress(URL)references.IfGrooverecognizescontactslistedinyourcontactlist asalsobeingMessengercontacts,youcanstartMessengeractivitieswiththesecontactsfromGroove.

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InsidetheWorkspacewindow,chooseSendMessagefromtheOptionsmenu.Thiswindowwill appear:

ToopenaGroovemessage: Whenyoureceiveamessage,GroovedisplaysanalertintheWindowsnotificationarea.Toopenthe message,clickthealert:

Todeletethemessagewithoutopeningit,rightclickthealertandselectDeletefromthedropdown menu. Toviewallyourmessages,gototheOptionsmenuandchooseMessageHistory.

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Chattinginastandardworkspace
Locatedontherightsideofthestandardworkspacewindow,youwillseethechatbar: Clicktherightmostbuttontoexpandthechatwindow.Hereiswhatyoucandoinachatwindow: