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Share Point  Server 2007 -  Document Libraries 5 - How To Download A Document Library
 

Share Point Server 2007 - Document Libraries 5 - How To Download A Document Library

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  • Before you begin: Before taking this course, it’s recommended that students view the following training presentations: “ SharePoint document libraries I: Introduction to sharing files,” or be able to add and edit files in a SharePoint library. “ SharePoint document libraries II: All about checkout,” or be able to check out, edit, and check in files. “ SharePoint document libraries III: Work with document versions,” or be able to open and restore previous versions. “ SharePoint document libraries IV: Tips and tricks,” or be able to check in a file by using the Server menu, available by clicking the Microsoft Office Button . Students must also know how to navigate around Microsoft Office Outlook ® 2007 and know how to move messages and open them. [ Notes to trainer: For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides. Adobe Flash animations : This template contains Flash animations. These will play in PowerPoint 2000 and later. However: If you want to save this template in PowerPoint 2007, save it in the earlier PowerPoint file format: PowerPoint 97-2003 Presentation (*.ppt) or PowerPoint 97-2003 Template (*.pot) (you’ll see the file types in the Save As dialog box, next to Save as type) . Warning: If you save it in a PowerPoint 2007 file format, such as PowerPoint Presentation (*.pptx) or PowerPoint Template (*.potx) , the animations won’t be retained in the saved file. Also : Because this presentation contains Flash animations, saving the template may cause a warning message to appear regarding personal information. Unless you add information to the properties of the Flash file itself, this warning does not apply to this presentation. Click OK on the message.]

Share Point  Server 2007 -  Document Libraries 5 - How To Download A Document Library Share Point Server 2007 - Document Libraries 5 - How To Download A Document Library Presentation Transcript

  • Microsoft ® Office SharePoint ® Server 2007 Training Document libraries V: How to download a library Jim Taliaferro Community Mental Health Center
  • Course contents
    • Overview: Your library, when you need it
    • Lesson: How to download a library
    Document libraries V: How to download a library The lesson concludes with a short set of questions to test your understanding of the material.
  • Overview: Your library, when you need it Document libraries V: How to download a library Does your company use a Microsoft Windows ® SharePoint Services 3.0 site or Microsoft Office SharePoint Server 2007? Have you ever needed to access your library’s files when you’re on the road? Well, there’s a solution for you. Use Microsoft Office Outlook ® 2007 to download all of the files from your library. This course will show you how.
  • Course goals
    • Download all files at once by using Outlook 2007.
    • Open your files from within Outlook as read-only.
    • Edit your files from within Outlook and then update the originals in the SharePoint library.
    • Learn how to use Check Out in conjunction with this feature.
    Document libraries V: How to download a library
  • Lesson How to download a library
  • How to download a library Document libraries V: How to download a library With SharePoint libraries, files live in a central location where people can access them using an Internet connection. But what if you don’t have that connection? Say you’re in sales, and you’re about to go out into the field, where you won’t have an Internet connection to your library. But you’ll still need to refer to sales presentations, contract documents, and spreadsheets. What do you do? If you have Outlook 2007, you can download all the files at once.
  • A process overview Document libraries V: How to download a library Here’s an overview of the process of downloading a library. You download all the files from the library into Outlook 2007. Files will appear in Outlook as separate e-mail messages, in a new folder called SharePoint Lists . As the picture shows:
  • Download a library
    • [Author: .swf gets inserted here; delete this placeholder before inserting .swf file.]
    Document libraries V: How to download a library So how do you download a library? The animation shows the process. Go to your library, and then click Connect to Outlook on the Actions menu. After you download the files, you can preview them in the Reading Pane, or you can open them as read-only. Animation: Right-click, and click Play .
  • Download a library Document libraries V: How to download a library So how do you download a library? Go to your library, and then click Connect to Outlook on the Actions menu. Your SharePoint library will then connect to Outlook as shown here, and you can choose which files to download. After you download the files, you can preview them in the Reading Pane, or you can open them as read-only.
  • The library is now connected to Outlook Document libraries V: How to download a library After you’ve clicked Connect to Outlook and downloaded the library files, Outlook will keep a connection with that library. If you need to make sure you have the latest files on your computer prior to leaving the office, click the Send/Receive button in Outlook before you go.
  • Edit the downloaded files
    • [Author: .swf gets inserted here; delete this placeholder before inserting .swf file.]
    Document libraries V: How to download a library So your library is downloaded into Outlook. Besides being able to read the files, can you edit them while they’re offline? Yes, you can. Use the Edit Offline button that appears when you open the file in an Office document. When you edit the file, an icon with a red arrow pointing up appears in Outlook. This is a reminder that the document was edited offline. Animation: Right-click, and click Play .
  • Edit the downloaded files Document libraries V: How to download a library So your library is downloaded into Outlook. Besides being able to read the files, can you edit them while they’re offline? Yes, you can. Use the Edit Offline button that appears when you open the file in an Office document. An icon with a red arrow pointing up appears in Outlook, as a reminder that the document was edited offline. Back in the office with your Internet connection, you can update the library version with your offline version by clicking Update , as shown here.
  • A note about editing files offline Document libraries V: How to download a library When you edit the downloaded files offline, the Word, Excel, or PowerPoint 2007 file will be stored in the SharePoint Drafts folder on your computer. In Windows XP , this is in My Documents . And in Windows Vista ® , this is in the Documents folder.
  • What about checkout? Document libraries V: How to download a library Can you check out files within Outlook? Unfortunately, no. Do that from your Web browser. And remember, if you need to work with the files while away from the office, be sure to select the Use my local drafts folder check box, as shown here. If you know you are the only one working on a certain file, you don’t have to check it out; you can simply edit it offline and update it later, as you saw previously.
  • An extra step for large libraries Document libraries V: How to download a library If the total size of all library files exceeds 500 MB, files will not be downloaded into Outlook all at once. Downloading such a large library can be slow and taxing. Instead, only the names of the files will appear, and the contents of the files will not be previewed automatically for you. In this situation, click the Download this document button at the bottom of the e-mail message. Then Outlook will download and preview the file for you.
  • When you don’t want the library in Outlook Document libraries V: How to download a library You can easily remove the library from Outlook if you don’t need it anymore. Under SharePoint Lists , right-click the library folder and choose Delete . (This doesn’t delete the actual library on the SharePoint site; it just removes it from Outlook.) Important: Before you do this, make sure you’ve opened any files with red arrow icons and updated the library.
  • Your version is important Document libraries V: How to download a library Remember, this course covers how to download a library into Outlook 2007. And this functionality works only if you have a Windows SharePoint Services 3.0 library or a Microsoft Office SharePoint Server 2007 library. How do you know which version you have? It’s a common question. The best way to find out is to ask the person in charge of your site.
  • Test question 1
    • Why might you want to download a document library into Outlook 2007? (Pick one answer.)
    Document libraries V: How to download a library
    • To check out all files all at once.
    • To check out a single file for use in Word, Excel, or PowerPoint 2007 and work with it offline.
    • To use Outlook 2007 to automatically attach a lot of Word documents to one single e-mail to send out.
    • To refer to files while you aren’t connected to the Internet.
  • Test question 1: Answer
    • To refer to files while you aren’t connected to the Internet.
    Document libraries V: How to download a library Downloading a document library offers a quick way to get all the library files at once and then use them later while you’re not connected.
  • Test question 2
    • If you edit a downloaded file from Outlook 2007, which of the following will appear in Outlook? (Pick one answer.)
    Document libraries V: How to download a library
    • A red arrow pointing down, which symbolizes that the file was edited “down” on your computer, not “up” on the library.
    • A red checkout icon, which symbolizes that the file was edited on your computer and needs to be updated on the library.
    • A red arrow pointing up, which symbolizes that the file was edited on your computer and needs to be updated “up” on the library.
    • A green checkout icon, which symbolizes that the file was edited on your computer and needs to continue to be updated on the library.
  • Test question 2: Answer
    • A red arrow pointing up, which symbolizes that the file was edited on your computer and needs to be updated “up” on the library.
    Document libraries V: How to download a library The arrow is a reminder that changes to the file need to be updated on the library when you’re back in the office with your Internet connection.
  • Test question 3
    • Let’s say you downloaded a library into Outlook 2007. Then you edited one of those files offline. To get the file updated on the library, you’d have to reopen it again. (Pick one answer.)
    Document libraries V: How to download a library
    • True. This is the only way.
    • False. You can do that, but you can also press the Send/Receive button.
  • Test question 3: Answer
    • True. This is the only way.
    Document libraries V: How to download a library Once you have an Internet connection to the library, you have to reopen the file to update it on the library. Tip: Find all files that need updating, fast. In Outlook 2007, look under SharePoint Lists , Search Folders , and then click SharePoint Drafts .