1. Microsoft Office Groove 2007
User's Guide

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4. Groove 2007 User’s Guide Table Of Contents
Groove 2007 User’s Guide Table Of Contents
Chapter 1. Introduction..................................................................................................................1
Welcome to Microsoft Office Groove 2007......................................................................................1
What's new in this release of Microsoft Office Groove.......................................................................1
Contact Search........................................................................................................................1
Groove/Messenger integration...................................................................................................1
Groove SharePoint Files Tool.....................................................................................................1
Groove InfoPath Forms Tool......................................................................................................1
Groove Discussion Tool.............................................................................................................1
Groove Meetings Tool...............................................................................................................1
Features and tools no longer available in this release....................................................................2
About Groove security.................................................................................................................3
Chapter 2. Installation and Setup....................................................................................................4
Setting up a Groove account........................................................................................................4
Starting Groove..........................................................................................................................5
Logging in to Groove...................................................................................................................5
Logging off from Groove...........................................................................................................5
Exiting Groove.........................................................................................................................5
Getting additional help................................................................................................................6
Viewing the Getting Started movie.............................................................................................6
Sending customer feedback.......................................................................................................6
Chapter 3. Basic Features...............................................................................................................7
About the Groove Launchbar........................................................................................................7
Workspaces panel....................................................................................................................7
Ways to list workspaces...................................................................................................7
Contacts panel.........................................................................................................................8
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5. Groove 2007 User’s Guide Table Of Contents
Ways to list contacts.......................................................................................................8
Organizing your contacts in folders....................................................................................9
Workspace communication status..............................................................................................9
Start messaging activities.........................................................................................................9
Common Tasks........................................................................................................................9
About the Groove Workspace Explorer...........................................................................................9
Tool area..............................................................................................................................10
Workspaces menu or Workspace List........................................................................................10
Showing or hiding tools in the list....................................................................................10
Ways to list workspaces in the Workspace List..................................................................11
Workspace Members...............................................................................................................12
Ways to list workspace members.....................................................................................12
Starting activities with workspace members......................................................................13
Toolbars................................................................................................................................13
Repositioning toolbars....................................................................................................13
Workspace communication status.............................................................................................14
Start messaging activities.......................................................................................................14
Closing Groove windows..........................................................................................................14
Sharing Files in Groove..............................................................................................................14
Groove indicators......................................................................................................................15
Workspace Member/Contact Presence Indicators........................................................................15
Unread Content Indicators.......................................................................................................15
Workspace Type and Status Indicators......................................................................................15
Groove Taskbar Icon Status.....................................................................................................16
Chat Indicators......................................................................................................................16
Message History Indicators......................................................................................................16
Using rich text features in Groove...............................................................................................17
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Adding images and files to text content.....................................................................................17
Automatically detecting Web addresses.....................................................................................17
Editing the text display for Groove and Web URL hyperlinks.........................................................18
Editing the text display for Groove hyperlinks...................................................................18
Editing the text display for Web URL hyperlinks.................................................................19
Removing hyperlinks.....................................................................................................19
Creating a link to a Lotus Notes document....................................................................................19
Using spell checking..................................................................................................................21
Chapter 4. Managing Workspaces, Members, and Tools.....................................................................22
Learning more about workspaces................................................................................................22
Types of workspaces...............................................................................................................22
Workspace limitations.............................................................................................................22
Creating a new workspace..........................................................................................................23
Creating a new workspace from a template...............................................................................23
Going to a workspace or workspace tool.......................................................................................24
Navigating together in a workspace.............................................................................................24
Navigate Together characteristics.............................................................................................24
Navigating on your own while Navigate Together is turned on......................................................25
About workspace roles and permissions.......................................................................................25
Tool permissions....................................................................................................................25
Managing Workspaces...............................................................................................................26
Viewing or changing workspace properties....................................................................................26
Viewing or changing general workspace properties........................................................................27
Viewing workspace information................................................................................................27
Viewing or changing the Groove version requirement for a workspace...........................................27
Adding or editing a description of this workspace........................................................................27
Automatically downloading a workspace onto all computers.........................................................28
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Viewing or changing workspace permissions.................................................................................28
Setting alerts for a selected workspace........................................................................................28
Saving a workspace as a template...............................................................................................29
Creating a link to a workspace....................................................................................................29
Saving a workspace as an archive...............................................................................................30
Opening a workspace archive.....................................................................................................30
Deleting a workspace................................................................................................................31
Duplicating a workspace............................................................................................................31
Renaming a workspace..............................................................................................................32
Placing a workspace shortcut on your Desktop..............................................................................32
Placing a workspace tool shortcut on your desktop.....................................................................32
Organizing workspaces in folders................................................................................................32
Downloading workspace data......................................................................................................33
Marking workspaces read or unread............................................................................................33
Managing workspace synchronization problems.............................................................................34
About synchronization problems caused by other members..........................................................34
What happens if you are causing a synchronization problem...............................................34
Re-inviting a suspended member to a workspace.......................................................................35
Inviting someone to a workspace................................................................................................35
Invitation alerts.....................................................................................................................36
Requiring acceptance confirmation...........................................................................................36
Copying an invitation to the Clipboard.......................................................................................37
Changing member roles in a workspace.......................................................................................37
Sending a "Come Here" invitation................................................................................................37
Responding to a workspace invitation..........................................................................................38
Setting contact or member alerts................................................................................................39
Setting alerts for a contact's online status.................................................................................39
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8. Groove 2007 User’s Guide Table Of Contents
Setting additional alerts for workspace members........................................................................39
Verifying contact identities.........................................................................................................40
Responding to the Contact Verification Alert dialog box...............................................................40
Manually verifying a contact....................................................................................................40
Unverifying a contact identity..................................................................................................41
Saving a contact as a file...........................................................................................................41
Adding new contacts..................................................................................................................41
Adding a workspace member to your contact list........................................................................42
Viewing workspaces shared with a selected contact.......................................................................42
Inviting other computers to a workspace......................................................................................42
Saving a workspace invitation as a file.........................................................................................43
Canceling pending invitations.....................................................................................................44
Revoking membership to a workspace.........................................................................................44
Adding a new tool to a workspace...............................................................................................44
About tool versions.................................................................................................................45
Upgrading the Groove version requirement for adding new tools to a workspace...................45
About asking another workspace member to add tools from earlier versions of Groove...........45
About More Tools ..................................................................................................................45
Adding tools from the More Tools list...............................................................................46
Adding downloaded tools................................................................................................46
Add a custom toolset to a workspace...............................................................................46
Deleting a tool from a workspace................................................................................................47
Renaming a tool in a workspace..................................................................................................47
Moving tool tabs in a workspace..................................................................................................48
Creating links to workspace tools................................................................................................48
Opening a tool in a new window..................................................................................................49
Viewing information about workspace tools..................................................................................49
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Changing permissions for workspace tools....................................................................................49
Saving a custom tool as a tool template.......................................................................................49
About tool templates and tool versions......................................................................................50
About distributing Forms or InfoPath Forms tool templates..........................................................50
Setting alerts for a selected workspace tool..................................................................................50
Chapter 5. Sharing Files in Windows Explorer..................................................................................52
Creating a file sharing workspace................................................................................................52
Creating a file sharing workspace from Windows Explorer............................................................52
Creating a file sharing workspace using the Create New Workspace wizard....................................52
About creating a file sharing workspace from a folder that's already being synchronized in another file
sharing workspace.................................................................................................................53
Inviting people to a file sharing workspace...................................................................................53
Revoking membership from a file sharing workspace..................................................................53
Responding to an invitation to a file sharing workspace..................................................................53
Downloading the content data in a file sharing workspace............................................................53
Setting permissions for file folders...............................................................................................54
Setting permissions for a file folder...........................................................................................54
Navigating to a file sharing workspace.........................................................................................54
Downloading files in a file sharing workspace................................................................................55
Using a file sharing workspace on another computer......................................................................55
Changing folder download properties in a file sharing workspace.....................................................56
Starting Groove activities with file sharing workspace members......................................................56
Changing member roles and permissions in a file sharing workspace...............................................57
Changing member roles in a file sharing workspace....................................................................57
Changing permissions assigned to roles in a file sharing workspace..............................................57
Stopping synchronization in a file sharing workspace.....................................................................58
Stopping synchronization while you are using a file sharing workspace..........................................58
Stopping synchronization from the Launchbar............................................................................58
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Moving a file sharing workspace..................................................................................................58
Resuming synchronization for a file sharing workspace................................................................59
Renaming a file sharing workspace..............................................................................................59
Renaming the root folder of a file sharing workspace in your Windows file system..........................59
Renaming subfolders in a file sharing workspace........................................................................59
Renaming files in a file sharing workspace....................................................................................60
Setting alerts for a file sharing workspace....................................................................................60
Setting alerts for file folders.......................................................................................................60
Setting alerts for files................................................................................................................61
Viewing properties for a file sharing workspace folder....................................................................61
About editing conflicts in a file sharing workspace.........................................................................62
Special cases.........................................................................................................................62
File sharing workspace restrictions and warnings...........................................................................62
Folder sharing restrictions.......................................................................................................62
File sharing workspace restrictions...........................................................................................63
Recommendations for optimal performance...............................................................................63
Chapter 6. Sharing Files in a Standard Workspace............................................................................65
Adding files..............................................................................................................................65
Creating new files.....................................................................................................................65
Opening files for reading or editing..............................................................................................65
Managing files..........................................................................................................................66
Creating links to files.................................................................................................................66
About editing conflicts in a Files tool............................................................................................67
Creating new file folders............................................................................................................67
Creating a new folder.............................................................................................................67
Renaming a folder..................................................................................................................67
Viewing folder properties.........................................................................................................67
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Setting alerts for file folders.......................................................................................................67
Setting alerts for files................................................................................................................68
Getting information about file folders...........................................................................................68
Getting information about files....................................................................................................68
Printing files in a Files tool..........................................................................................................69
Changing folder download properties in the Files tool.....................................................................69
Downloading files manually in the Files tool..................................................................................69
Setting permissions in a Files or SharePoint Files tool....................................................................70
Setting permissions for file folders...............................................................................................70
Setting permissions for a file folder...........................................................................................70
Using keyboard shortcuts in a Files tool.......................................................................................70
Chapter 7. Sharing Files Stored in SharePoint..................................................................................72
About Groove SharePoint Files Tool.............................................................................................72
How data is synchronized in a Groove SharePoint Files tool..........................................................72
About the synchronizer task in a Groove SharePoint Files tool......................................................72
Options for initiating synchronization...............................................................................74
About performing SharePoint source control tasks ............................................................74
About duplicating or archiving workspaces that contain a SharePoint Files tool...............................74
Setting up a SharePoint Document Library connection....................................................................74
Performing checkin and checkout activities...................................................................................75
Checking out files from a SharePoint document library in a SharePoint Files tool.............................75
Checking in files to a SharePoint document library......................................................................76
Discarding a checkout.............................................................................................................76
Synchronizing data between Groove and SharePoint......................................................................76
Switching between manual and scheduled synchronization..........................................................77
Determining when there are unsynchronized changes.................................................................77
Previewing synchronization updates..........................................................................................77
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Resolving synchronization errors.....................................................................................78
Requesting synchronization control in a SharePoint Files tool..........................................................78
Requesting synchronization control...........................................................................................78
Taking over as synchronizer without sending a request...............................................................79
Requesting synchronization control from another computer.........................................................79
Granting synchronization control in a SharePoint Files tool..............................................................79
Setting permissions in a Files or SharePoint Files tool....................................................................80
Chapter 8. Engaging in a Discussion...............................................................................................81
About Discussion tool features....................................................................................................81
Changing the design of a Discussion tool...................................................................................81
Adding a new main topic to a Discussion......................................................................................82
Adding a response topic to a Discussion.......................................................................................82
Reading a Discussion topic.........................................................................................................82
Working with file attachments in a Discussion topic.......................................................................83
Editing a topic in a Discussion.....................................................................................................83
Deleting a topic in a Discussion...................................................................................................83
Switching between categorized and date views in a Discussion........................................................83
Creating links to Discussion topics...............................................................................................85
Exporting topics from a Discussion..............................................................................................85
Importing topics into a Discussion...............................................................................................85
Printing topics in a Discussion.....................................................................................................85
Searching in a Discussion...........................................................................................................85
Setting Discussion tool permissions.............................................................................................85
Chapter 9. Exchanging Messages...................................................................................................86
Sending a Groove message........................................................................................................86
Starting a new Groove message...............................................................................................86
Addressing a message............................................................................................................86
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13. Groove 2007 User’s Guide Table Of Contents
Adding message content.........................................................................................................86
Sending the message.............................................................................................................87
Opening a Groove message........................................................................................................87
Redisplaying a message alert...................................................................................................87
Reading a Groove message........................................................................................................87
From:...................................................................................................................................87
Audio playback or stop............................................................................................................88
Attachments..........................................................................................................................88
Images.................................................................................................................................88
Replying to a Groove message....................................................................................................88
Forwarding a Groove message....................................................................................................89
Starting Messenger activities with your contacts............................................................................89
Determining which Groove contacts are also in your messenger contact list...................................89
Starting Messenger activities with a selected contact..................................................................90
Managing your Groove messages................................................................................................90
About the Message History......................................................................................................90
Starting messaging activities from the Message History...............................................................91
Searching in the Message History.............................................................................................91
Using keyboard shortcuts in the Message History.......................................................................92
Viewing Groove messages exchanged with a selected contact.........................................................92
Chapter 10. Chatting....................................................................................................................93
Chatting in a standard workspace................................................................................................93
Creating a new text chat entry.................................................................................................93
Using rich-text features in the text chat editor...........................................................................93
Using ink chat features..................................................................................................93
Using audio-chat features........................................................................................................94
Getting status information about chatters..................................................................................94
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Searching in a chat.................................................................................................................94
Printing a chat transcript.........................................................................................................95
Deleting a chat transcript........................................................................................................95
Undoing or redoing a chat entry...............................................................................................95
Chatting in a file sharing workspace............................................................................................95
Adjusting your audio for use with Groove.....................................................................................95
Chapter 11. Scheduling Appointments............................................................................................97
Adding or deleting appointments.................................................................................................97
Editing appointments.................................................................................................................97
Viewing appointments................................................................................................................97
Changing the Calendar display....................................................................................................98
Showing or hiding the Day pane...............................................................................................99
Navigating in the Calendar.........................................................................................................99
Creating links to appointments....................................................................................................99
Exporting and importing appointments.......................................................................................100
Exporting Calendar appointments...........................................................................................100
Importing Calendar appointments...........................................................................................100
Changing Calendar permissions.................................................................................................100
Printing appointments..............................................................................................................100
Using keyboard shortcuts in the Calendar...................................................................................101
Chapter 12. Tracking Issues........................................................................................................102
Forms in the Issue Tracking tool................................................................................................102
About Issue records..............................................................................................................102
About Response records........................................................................................................102
About creating Keyword records................................................................................................103
Creating keyword records......................................................................................................103
Viewing and editing keyword records......................................................................................103
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Adding "subkeywords" to keyword records...............................................................................103
Views in the Issue Tracking tool................................................................................................104
Chapter 13. Running Meetings.....................................................................................................105
About meetings.......................................................................................................................105
Creating a new meeting...........................................................................................................105
Creating a meeting agenda.......................................................................................................106
Creating action items...............................................................................................................106
Recording meeting minutes......................................................................................................106
Managing meeting attendees....................................................................................................106
Working with file attachments in a Meetings tool.........................................................................107
Adding attachments..............................................................................................................107
Opening attachments............................................................................................................107
Saving attachments..............................................................................................................107
Deleting attachments............................................................................................................107
Navigating among meetings......................................................................................................107
Changing Meetings tool permissions...........................................................................................108
Using keyboard shortcuts in a Meetings tool................................................................................108
Chapter 14. Writing in a Notepad.................................................................................................109
Adding or viewing note pages...................................................................................................109
Viewing notes......................................................................................................................109
Editing a note page.................................................................................................................109
About editing conflicts...........................................................................................................109
Renaming a note page.............................................................................................................110
Deleting a note page................................................................................................................110
Exporting a note page..............................................................................................................110
Searching for text in a note page...............................................................................................111
Creating links to note pages.....................................................................................................111
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Printing a note page................................................................................................................111
Changing Notepad tool permissions...........................................................................................111
Using keyboard shortcuts in a Notepad tool................................................................................112
Chapter 15. Sketching................................................................................................................113
Summary of the Sketchpad drawing tools...................................................................................113
Selecting or deselecting drawn objects.......................................................................................113
Setting or changing line or fill color............................................................................................114
Moving drawn objects..............................................................................................................114
Cutting, copying, and pasting drawn objects...............................................................................115
Resizing drawn objects.............................................................................................................115
Adding and editing text in sketches...........................................................................................115
Adding text..........................................................................................................................115
Editing text..........................................................................................................................116
Managing sketchpad pages.......................................................................................................116
Changing Sketchpad tool permissions........................................................................................116
Using keyboard shortcuts in a Sketchpad tool.............................................................................116
Chapter 16. Sharing Images and Pictures......................................................................................118
Adding or viewing pictures........................................................................................................118
Adding pictures....................................................................................................................118
Viewing pictures...................................................................................................................118
Editing pictures.......................................................................................................................118
Renaming pictures................................................................................................................119
Creating links to pictures..........................................................................................................119
Exporting pictures...................................................................................................................119
Copying pictures.....................................................................................................................119
Cutting or deleting pictures.......................................................................................................119
Changing Pictures tool permissions............................................................................................120
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17. Groove 2007 User’s Guide Table Of Contents
Using keyboard shortcuts.........................................................................................................120
Chapter 17. Working with Records in Custom Tools........................................................................121
Using custom tools..................................................................................................................121
Adding a new record................................................................................................................121
Reading a record.....................................................................................................................122
Editing a record......................................................................................................................122
Copying records......................................................................................................................122
Working with file attachments...................................................................................................123
Deleting a record.....................................................................................................................123
Changing views.......................................................................................................................124
Changing data views.............................................................................................................124
Changing form views............................................................................................................124
Creating links to records or views..............................................................................................124
Creating a link to a record.....................................................................................................124
Creating a link to a view........................................................................................................124
Printing records.......................................................................................................................125
Print a single record.....................................................................................................125
Print all records that are listed in the currently selected data view.....................................125
Print the currently selected data view.............................................................................125
Print records using a selected form ...............................................................................125
Importing records...................................................................................................................126
Importing a Forms Binary XML file..........................................................................................126
Importing a comma-delimited CSV file....................................................................................126
About importing files created in other applications, and saved as CSV................................127
About field name matching for CSV importing.................................................................127
Issues associated with importing Excel CSV files in different locales...................................128
Importing records from a 2.5 Forms tool.................................................................................128
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Exporting records....................................................................................................................128
Running a macro.....................................................................................................................131
Searching for records...............................................................................................................131
Finding records that contain specific text.................................................................................131
Finding records with simple search.........................................................................................131
Finding records with advanced search.....................................................................................132
Adding a basic search expression...................................................................................132
Adding a basic search expression with multiple conditions.................................................133
Updating a condition in an expression............................................................................133
Removing a condition from an expression.......................................................................133
Adding an advanced expression.....................................................................................133
Adding an expression with the {UserName} variable........................................................134
Sorting records.......................................................................................................................134
Viewing information about a custom tool....................................................................................135
Viewing record properties.........................................................................................................135
Setting permissions in a custom tool..........................................................................................135
Chapter 18. Creating Custom Tools..............................................................................................136
About creating custom tools......................................................................................................136
Saving a custom tool as a tool template.....................................................................................136
About tool templates and tool versions....................................................................................136
About distributing Forms or InfoPath Forms tool templates........................................................137
About Custom Tools Created with the Groove Forms Tool.............................................................137
Who uses the Groove Forms tool?...........................................................................................137
How custom Form Designs evolve...........................................................................................137
About designing an application with the Groove Forms Tool.......................................................138
Groove Forms and Web Services...................................................................................138
Working with a "design sandbox"...................................................................................138
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Getting others' design updates into your design sandbox..................................................139
Forms tool design objects......................................................................................................139
Form objects...............................................................................................................139
View objects...............................................................................................................139
Scripts.......................................................................................................................139
Styles........................................................................................................................140
Macros.......................................................................................................................140
Starting a new custom tool with the Forms tool...........................................................................140
About replacing a Forms tool design..........................................................................................140
Appropriate uses of Replace Design........................................................................................140
Setting up a Replace Design process.......................................................................................141
About the results of replacing a Forms tool design....................................................................141
About changing field types using Replace Design.............................................................141
About changing field properties using Replace Design.......................................................142
Replacing a Forms tool design...................................................................................................142
Migrating from a 2.5 Forms tool ...............................................................................................142
Importing the 2.5 Forms design into a new Forms tool..............................................................143
Importing the 2.5 Forms tool data records into a new Forms tool................................................143
Caveats for importing 2.5 Forms records into a new Forms tool..................................................143
About Custom Tools Created with the Groove InfoPath Forms Tool.................................................143
About Groove InfoPath Forms Tool..........................................................................................143
Groove InfoPath Tool dependencies...............................................................................144
Groove InfoPath Tool form design requirements and constraints........................................144
Preparing an InfoPath form template for importing into Groove..................................................144
Creating or customizing an InfoPath Forms template........................................................145
Promoting fields in an InfoPath Forms template...............................................................145
Demoting fields in an InfoPath Forms template...........................................................145
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Setting InfoPath Form Template Submit options..............................................................145
Setting InfoPath Form Template Security options.............................................................145
Saving an InfoPath Form template as an XSN file............................................................146
InfoPath field data types eligible for promotion and import into a Groove InfoPath tool.........146
Starting a new custom tool with an InfoPath Forms Tool............................................................147
Importing a new form into the InfoPath Forms Tool..................................................................147
About importing additional forms into an InfoPath Forms tool............................................147
Re-importing a modified form into the InfoPath Forms Tool........................................................147
About replacing an InfoPath Forms tool design.........................................................................147
Appropriate uses of Replace Design...............................................................................148
Requirements for using Replace Design with custom tools created via InfoPath Forms..........148
Setting up a Replace Design process..............................................................................148
About the results of replacing an InfoPath Forms tool design.............................................149
Replacing an InfoPath Forms tool design.................................................................................149
Creating and Editing Forms.......................................................................................................150
Creating a new form.............................................................................................................150
Setting a form to save updates as responses............................................................................151
Creating a response form......................................................................................................151
Setting a default form...........................................................................................................151
Modifying the design of a form...............................................................................................152
Restricting access to forms....................................................................................................152
Making a form available only to selected members...........................................................152
Deleting a form....................................................................................................................152
Assigning a programmatic alias to a form or view.....................................................................153
Creating, Editing, and Arranging Fields.......................................................................................153
Creating fields......................................................................................................................153
Editing field properties..........................................................................................................153
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Adding system fields to a form...............................................................................................154
About Editor fields.......................................................................................................154
About Reader fields.....................................................................................................154
Creating a field group...........................................................................................................154
Hiding a field group.....................................................................................................155
Moving a field group in the form layout..........................................................................155
Setting a field group to span multiple columns or rows.....................................................155
Creating a tab group.............................................................................................................156
Moving a tab group in the form layout............................................................................157
Re-ordering fields within a tab group.............................................................................157
Setting a tab group to span multiple columns or rows......................................................157
Adding columns to a tab group......................................................................................157
About form layout................................................................................................................158
About moving fields, field groups, or tab groups on a form................................................159
Viewing the HTML Source code for a form layout.............................................................159
Arranging fields on a form.....................................................................................................159
Changing the number of columns on a form....................................................................159
Changing the column span for a selected field of field group..............................................160
Changing the row span for a selected field, field group, or tab group..................................160
Moving a selected field, field group, or tab group.............................................................160
Duplicating fields..................................................................................................................160
Deleting form fields..............................................................................................................160
Assigning a CSS class name to a field......................................................................................161
Hiding form fields.................................................................................................................161
Inheriting field values...........................................................................................................161
Pushing updated values to response records............................................................................162
Making a field read-only........................................................................................................162
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Making a field required..........................................................................................................162
Setting field properties in a custom tool...................................................................................163
Attachments field........................................................................................................163
Check Box field...........................................................................................................163
Contact field...............................................................................................................164
Currency field.............................................................................................................164
Date and Date Time fields............................................................................................166
Form Heading field......................................................................................................167
Horizontal Line field.....................................................................................................167
Image field.................................................................................................................167
Drop-down or List Box fields.........................................................................................167
Selecting a default option...................................................................................168
Modifying an option............................................................................................168
Deleting an option.............................................................................................169
Multi-line Text field......................................................................................................169
New Line field.............................................................................................................169
Number field...............................................................................................................169
Option Button field......................................................................................................170
Selecting a default option...................................................................................171
Modifying an option............................................................................................171
Deleting an option.............................................................................................171
Password field.............................................................................................................171
Rich Text field.............................................................................................................172
Script Button field.......................................................................................................172
Section Heading field...................................................................................................173
Static Text field...........................................................................................................173
Text field....................................................................................................................173
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Unformatted Number field............................................................................................174
Using Lookup to find field values...................................................................................174
Lookup property options..........................................................................................174
Creating and Editing Views.......................................................................................................175
Creating a view with a response hierarchy...............................................................................176
Listing original versions of updated records as hierarchical responses.................................176
Listing new records as hierarchical responses to the selected record..................................176
Setting a default view...........................................................................................................177
Setting a default sort............................................................................................................177
Restricting access to views....................................................................................................177
Hiding a view..............................................................................................................177
Making a view available only to selected members...........................................................178
Showing unread markers in a selected view.............................................................................178
Showing or hiding grid lines in a view......................................................................................178
Setting row height in a view...................................................................................................178
Creating view filters..............................................................................................................179
Adding filter expressions..............................................................................................179
Adding a basic expression........................................................................................179
Adding a basic expression with multiple conditions......................................................180
Updating a condition in an expression.......................................................................180
Removing a condition..............................................................................................180
Adding an advanced expression................................................................................180
Adding an expression with the {UserName} variable...................................................181
Enabling a view to be a lookup target......................................................................................181
Assigning a programmatic alias to a form or view.....................................................................181
Modifying View Column Properties..........................................................................................182
Changing a column header...........................................................................................182
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Setting the column width..............................................................................................182
Totaling the values in a column.....................................................................................182
Changing display settings for number and date values......................................................183
Showing a 'twisty' when the row is expandable................................................................183
Setting style options for view column text.......................................................................183
Setting sort options for view columns.............................................................................183
Hierarchical sorting.................................................................................................184
Flat sorting............................................................................................................184
Grouped sorting.....................................................................................................184
Setting a different view display for Option field values......................................................185
Creating and Editing Macros.....................................................................................................185
Adding macros to a custom tool.............................................................................................185
Restricting access to macros..................................................................................................186
Making a macro available only to selected members........................................................186
Creating and Editing Scripts......................................................................................................186
About adding scripts to a custom tool......................................................................................186
Adding scripts to a form in a custom tool.................................................................................187
Adding a new form script..............................................................................................188
Editing a form script....................................................................................................188
Deleting a form script..................................................................................................188
Creating and Editing Styles.......................................................................................................188
Selecting a style file for a form...............................................................................................189
Selecting a custom style file for a form....................................................................................189
Revise style definitions in a style file.......................................................................................189
Create and apply a new style file............................................................................................189
About Settings and Options in Custom Tools...............................................................................190
Disabling features in a custom tool.........................................................................................190
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25. Groove 2007 User’s Guide Table Of Contents
Hiding or showing advanced design features...................................................................190
Limiting members to adding one record...................................................................................190
Locking the design of a custom tool........................................................................................191
Ways to display data records in the data view..........................................................................191
Displaying records listed in a table.................................................................................191
Displaying records one at a time....................................................................................191
Managing lookup references...................................................................................................191
Modifying a lookup......................................................................................................192
Resolving unresolved lookups........................................................................................192
Deleting lookups.........................................................................................................192
Enabling a custom tool to be a target for a lookup...........................................................192
Adding "About" information to a custom tool............................................................................192
About entering Name, Version, and Description information..............................................193
Guidelines for specifying name and version number....................................................193
Chapter 19. Managing Contacts...................................................................................................195
Adding new contacts................................................................................................................195
Adding a workspace member to your contact list......................................................................195
Deleting contacts....................................................................................................................195
Viewing your Known Groove Contacts list...................................................................................196
Viewing contact properties........................................................................................................196
Sending your contact to other people.........................................................................................197
Sending someone else's contact to other people..........................................................................197
Saving your contact as a file.....................................................................................................197
Setting contact or member alerts..............................................................................................198
Setting alerts for a contact's online status................................................................................198
Setting additional alerts for workspace members......................................................................198
Saving a contact as a file..........................................................................................................198
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26. Groove 2007 User’s Guide Table Of Contents
Creating an alias for a contact...................................................................................................198
Verifying contact identities.......................................................................................................199
Responding to the Contact Verification Alert dialog box.............................................................199
Manually verifying a contact...................................................................................................199
Unverifying a contact identity.................................................................................................200
Resolving name conflicts..........................................................................................................200
Hiding a contact......................................................................................................................201
Viewing diagnostic information about contacts............................................................................201
Chapter 20. Setting Preferences...................................................................................................202
About Groove accounts and identities.........................................................................................202
About Groove accounts.........................................................................................................202
About Groove identities.........................................................................................................202
Default identity...........................................................................................................202
Managing Identities.................................................................................................................202
Adding an identity to an account............................................................................................203
Setting a default identity.......................................................................................................203
Viewing or editing an identity.................................................................................................203
Listing your contact in directories...........................................................................................204
Changing how you list your contact................................................................................204
Removing your contact from the Groove Public Directory..................................................204
Setting preference for showing your online presence.................................................................205
Saving your contact as a file..................................................................................................205
Deleting an identity..............................................................................................................205
Managing your Account............................................................................................................206
About log-in passwords.........................................................................................................206
Selecting a strong password.........................................................................................206
About entering a password hint.....................................................................................206
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27. Groove 2007 User’s Guide Table Of Contents
About remembering your password................................................................................206
About recovering a forgotten password..........................................................................206
Changing or resetting a log-in password or smart card log-in certificate.......................................206
Changing your log-in password.....................................................................................206
Resetting your log-in password or smart card certificate...................................................207
Running the password reset process.........................................................................207
Running the Smart Card Login Reset process.............................................................208
Switching to a smart card (or to a password) login..........................................................208
Setting startup, messaging, and other preferences...................................................................208
Groove startup options.................................................................................................209
Messenger integration.............................................................................................209
Launchbar startup options.......................................................................................209
Workspace Explorer startup options..........................................................................209
Email options..............................................................................................................209
Setting folder synchronization preferences...............................................................................209
Using your account on another computer.................................................................................210
Saving your account file...............................................................................................210
Adding your account on another computer via a saved account file....................................210
Managing a Groove account on multiple computers...................................................................210
Renaming a computer..................................................................................................211
Removing a computer with a synchronization alert...........................................................211
Resolving synchronization problems...............................................................................211
Saving a Groove account as a backup copy..............................................................................211
Restoring a Groove account from a backup copy.......................................................................212
Deleting a Groove account.....................................................................................................212
Managing Alerts......................................................................................................................212
Setting preferences for alerts.................................................................................................212
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28. Groove 2007 User’s Guide Table Of Contents
Setting Security Options...........................................................................................................213
Viewing the digital fingerprint for your identity.........................................................................213
Setting communication policies for an identity..........................................................................213
Restricting workspace versions...............................................................................................214
Blocking restricted file types..................................................................................................214
Restricting messages from unknown contacts...........................................................................215
Cautions related to this feature.....................................................................................215
Recommendations.......................................................................................................215
Scanning files for viruses.......................................................................................................215
Chapter 21. Managing Groove Communications..............................................................................217
Viewing Groove communications............................................................................................217
Viewing Groove communications by workspace or activity.................................................217
Pausing communications.......................................................................................................218
Working offline.....................................................................................................................218
Responding to alerts................................................................................................................219
Suppressing alerts................................................................................................................219
Viewing and modifying advanced network settings.......................................................................220
Displaying your settings........................................................................................................220
Modifying your network address.............................................................................................220
Microsoft Office Groove 2007 Glossary..........................................................................................221
Index.......................................................................................................................................225
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29. Chapter 1. Introduction
Welcome to Microsoft Office Groove 2007
Microsoft® Office Groove® 2007 is Internet software for making direct connections with the people who
are important to you. With Office Groove 2007, you can bring together team members from both inside
and outside your company, with no IT assistance required and no need to waste time thinking about
firewalls, servers, security, or network access. Additionally, you can enjoy the efficiency of always
knowing each other's virtual location, or online presence, thus allowing for organic and quick
conversation and collaboration.
What's new in this release of Microsoft Office Groove
This topic describes new features and other changes in Microsoft Office Groove 2007.
Contact Search
Office Groove 2007 provides a simplified process for searching for contacts. The search facility now allows
you to simply type in the name or email address you are looking for and click Find. Groove will search all
available directories to find a match for your entry. You can also optionally enable searching in the Public
Groove Directory.
Groove/Messenger integration
If you have Integrate Messenger Contacts enabled in your preferences (the default setting), you can view
Messenger online status for all Groove contacts who also run Messenger, and start Messenger activities
with these contacts, such as text-chatting or voice-over-IP (VOIP). Additionally, the first time you start up
Groove after installation or upgrade, you are prompted to add all Messenger contacts who also have
Groove to your contact list.
Groove SharePoint Files Tool
The Groove SharePoint Files Tool is an enhanced version of the Groove Files Tool, with features intended
for synchronizing file content between Groove and SharePoint document libraries.
Groove InfoPath Forms Tool
The Groove InfoPath Forms Tool enables application developers to create and lay out most design objects
(forms and the fields that display on forms) in Microsoft InfoPath 2007, and then import the solution into
the Groove InfoPath Forms Tool designer. Alternatively, developers can also use the Groove Forms Tool to
create custom applications.
Groove Discussion Tool
The Groove Discussion Tool is now a custom Forms tool. It looks and behaves the same as the Discussion
tool from earlier versions of Groove, with the addition of a Category field and views for sorting Discussion
threads either by category or by date.
Groove Meetings Tool
In the Groove Meetings Tool, the "Participants" tab is renamed to the "Attendees" tab. The tool now
supports assigning permissions to Groove user roles.
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30. Groove 2007 User's Guide
Features and tools no longer available in this release
The list below describes the features and tools no longer available in this release. The lengthy number of
items mostly reflects adjustments to the feature set as the Groove application becomes part of Microsoft's
Office offerings. Additionally, this release focuses on ensuring the highest quality of the key features that
receive the most use.
• The following tools and toolsets are no longer available for adding to new or existing workspaces:
Contact Manager, Discussion, Document Review, Outliner, Task Manager, Text, Tic-Tac-Toe, Web
Links, Welcome Page, Advanced Project Toolset, and Mobile Workspace for SharePoint.
Instances of these tools in existing workspaces will continue to function.
A new version of the Groove Discussion Tool (as described above) is now available.
The Groove SharePoint Files Tool replaces Mobile Workspace for SharePoint. Note that you can no
longer synchronize data between an existing mobile workspace and its associated SharePoint site.
• Chat-only workspaces. Chat is now available only as part of standard or file sharing workspaces.
• Co-editing of Word documents.
• Presenting of PowerPoint slide shows.
• File viewers in the Groove Files Tool.
• Outlook Calendar integration with the Groove Calendar and Groove Meetings tools.
• Launching Netmeeting.
• Sending an Outlook email thread to a Groove workspace.
• Sending Lotus Notes documents to a Groove workspace.
• XMPP Proxy Server and Client features (i.e., interacting with Jabber users).
• Options in account preferences for presence settings for idle behavior.
• Docking the Groove Launchbar.
• The "Auto-create record" feature in the Groove Forms tool.
• Forms tools created in Groove versions prior to Groove 2.5 will not be accessible.
• Forms tools created in Groove 2.5 will be accessible only for the purpose of exporting data.
Exported data can then be imported into a new Forms tool.
• Groove no longer supports installing new tools via component injection. That is, you can no
longer install new tools in your Groove account by opening a .grv or .gcd file. Additionally, tools
previously installed via component injection will no longer function in existing or new workspaces.
• Groove accounts can no longer be uploaded to groove.net for backup or for setting up use on
multiple computers. Multiple computers usage now requires saving your account file manually.
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