Features Offered by Office SharePoint
Document sharing and management is an integral feature of Windows SharePoint Services. The feature can be used to share, manage and create documents. These features are combined with Office 2007 and thus used easily. These features can also be accessed through a Web browser, in order to search for or collaborate on documents that are stored on a SharePoint portal. Some of the features of the portal are:
Document Check-in and Check-out
In most organisations, traditional sharing methods are used when it comes to file or document sharing for the sake of editing and other tasks. The issue that professionals frequently face is the fact that these methods can be confusing. It often becomes difficult to figure out the latest edition of the document and even multiple users can end up editing the same document simultaneously. This leads to different versions of the same document. This issue has been taken stock of by Windows SharePoint Services, with the help of an easy-to-use method that keeps a track of the latest version of a document.
Integrated Web Discussions
Teams are often assigned the task of reviewing the content of a document. This might be difficult even if the team operates from the same location. On the other hand, if there is a virtual team operating from diverse locations, there is more confusion when it comes to content discussion. If the team members communicate via mails, then the editors have to check the e-mail program constantly along with their document-editing program. Windows SharePoint Services use the current shared editing feature in Office 2007 by offering inline discussion tools and by storing the inline discussion comments. This implies that reviewers can post their comments directly on the document from the SharePoint Site.
File Menu Integration
Document sharing is completely integrated in the File menu in almost all Office 2007 applications. The File menu can be used to open or save important documents in a library on the SharePoint portal. Whenever a version of a document is saved in a document library, Office 2007 saves the metadata for the same in the document library. The schema for the metadata can also be customised.
Version Tracking
SharePoint services also help to track down the latest version of a document so that one can go back to it and locate the changes at any point of time. This is of particular use when you need to revert to a document or retrieve a previously used version. With the help of this service, you and your team can effectively locate every version of a document. This will substantially save on the time required for editing purposes.
Meeting Workspace Sites and Document Workspace Sites
SharePoint services also offers Meeting Workspace Sites and Document Workspace Sites feature, which are effective tools for improved sharing and communication. In order to be able to develop a workspace site, it is necessary that you become a registered member of the group titled Create Subsites.
Office SharePoint can thus be used to simplify workflow and effective management of a huge bulk of data.
Author Bio: Brian Terrace is a business consultant. He advocates the use of Office SharePoint for managing different tasks connected to a business process.
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