The below easy 8 steps will guide you on how to use SharePoint meeting workspace in SharePoint 2010 and how to
configure it using OutLook, I have used Outlook 2007 version and in Outlook
2010 it is more or less the same steps I guess,
Step 1.
Go to the SharePoint
2010 site you are having and then navigate to the Calendar
Step 2.
Navigate to the tab
Calendar > Click on Connect to Outlook
Step 3.
Click Allow, and
this will link your SharePoint calendar on to Outlook, Now you can see your
Outlook Calendar and SharePoint Calendar Side by Side
Step 4.
Click on the
SharePoint Calendar and select the appropriate Schedule date and time, right
click > select New Meeting Request, this brings up the outlook "Meeting
Request Mail" screen
Step 5.
Fill in to
"To:" with appropriate recipients, always remember to add "YOUR
OWN" name aswell, as this will make
outlook to throw a pop-up box in the end asking you if you want to synchronise
this with your "Outlook" calendar. Once you fill out TO, Subject ,
Location , click on "Meeting Workspace" icon on top of the
window and click "Create",
this will create a Meeting Workspace for you under the SharePoint site you
have, and will insert a link to the new "Meeting workspace".
Step 6.
Clicking on Send
will throw you couple of pop-ups
Popup 1 > Say OK
Popup 2 > Say Yes
Step 7.
That's it, now you
have setup a meeting and the below things have happened now:
- it will create a Meeting Schedule for you in your Outlook Calendar and on the SharePoint Calendar.
- It will also populate all the members on to the meeting workspace from the "To" field on to the "Attendee's" list in the Meeting workspace.
- It will also put a schedule in your SharePoint calendar where you can navigate to the Meeting workspace.
Meeting
Workspace:
SharePoint
Site Calendar:
It might take 2 or 3 minutes to reflect the meeting in SharePoint calendar as its done by a job service. Double clicking on the event will show you the Meeting workspace and other details (including the attachments if any) where you can navigate to the Meeting workspace.
From the Next time you schedule the Meeting, make sure you follow this step as it will help to create only one "Meeting workspace" and track all your meetings on the same workspace as oppose to create multiple workspaces.
Step 8.
From the Next time you schedule the Meeting, make sure you follow this step as it will help to create only one "Meeting workspace" and track all your meetings on the same workspace as oppose to create multiple workspaces.
Step 8.
Once you click the "Meeting Workspace" > Click on the "Change Setting and select the second option.
Select the Second option "Select a Workspace" > Click "Link to an existing workspace" this should show the previous workspace you created, Select it and click on > OK > Link
This will create a new meeting schedule on the Same Meeting workspace and you can track all your meeting schedules, agendas, Meeting minutes on the same Meeting Workspace and Navigate to this from your Team site Calendar.
Hope this steps helped you to configure Meeting workspace from Outlook and how you can make use of SharePoint more in your project or in your day to day activities.
1 comment:
Thank you!
You saved my life!
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