Clip2002: How to Share a Collection on a Network (300859)

MORE INFORMATION

To share a collection on a network, follow these steps.

Step 1: Create a Folder for the New Collection

1. Make sure that the server that you want to use for the shared collection is available to all the users who need the clips.
2. Create a folder on the server and give it a name similar to the name of the shared collection.
3. Copy the clip files that you want to include in the shared collection to the folder.
   
   TIP: If you need to add large numbers of clips (3,000 or more), use subfolders to divide the content into smaller sets. Otherwise, access to the collection may become unacceptably slow.

Step 2: Back up the Mstore10.mgc File

The new collection needs a catalog file (*.mgc) to store information about the clips, such as keywords, captions, and thumbnail previews.

1. Run Clip Organizer at least once.
2. Close Clip Organizer.
3. Use the Search command in Microsoft Windows to find the Mstore10.mgc file.
   
   TIP: Because the folder that contains Mstore10.mgc may be hidden, make sure all hidden folders are revealed along with file extensions before you search for the file. For detailed instructions, see online Help in Microsoft Windows.
4. Right-click Mstore10.mgc, and click Rename; type MSTORE10.ONE as the new file name and extension.

Step 3: Create a Collection for the Shared Clips

Next, create a collection in Clip Organizer in which to add the clips that you copied to the network folder earlier. This process also makes changes to the catalog file that you will use for the shared collection.

1. On the Start menu, point to Programs, point to Microsoft Office Tools, and then click Clip Organizer.
2. In Clip Organizer, right-click My Collections in the Collection List pane, and then click New Collection.
3. In the New Collection dialog box, type a name for the collection (this is the name that users will see), and click OK.
   
   You now see the new collection in the Collection List.
4. In Windows Explorer, go to the folder that you created for the shared collection and select all clips (including subfolders).
5. Drag the selection into the collection that you just created in Clip Organizer.
6. On the View menu, click Thumbnails, and scroll through the entire collection until each clip has generated a thumbnail.
   
   This allows Clip Organizer to capture all the thumbnails and store them in the catalog file.
7. If necessary, add or change keywords for clips you have added. To do this for multiple clips at the same time, select all the clips in Thumbnail view that you want. On the Edit menu, click Keywords, and on the All Clips at Once tab, make the changes you want.
8. If necessary, add or change captions for the clips that you have added. To do this for multiple clips at the same time, select all the clips you want in Thumbnail view. On the Edit menu, click Keywords. On the All Clips at Once tab, type the caption that you want all clips to have, and click OK.

Step 4: Copy the New .mgc Catalog File to the Folder on the Server

1. Quit Clip Organizer and find the Mstore10.mgc file.
2. Copy the file to the folder that you created on the server that contains the clips.
3. Rename the *.mgc file on the server so that the file name is unique to this collection. To do this, right-click Mstore10.mgc, and click Rename; type a new file name similar to the name of the collection, and keep the .mgc file extension.
   
   TIP: Be sure your system is set to show all file extensions before you rename the file. For detailed instructions see online Help in Microsoft Windows.

Step 5: Restore the Main Catalog File for Clip Organizer

1. Quit Clip Organizer.
2. Use the Search command in Microsoft Windows to find the Mstore10.mgc file that you copied to the server in the previous step, and then delete it.
3. On the drive where you installed Clip Organizer, find Mstore10.one.
4. Right-click Mstore10.one, and click Rename; type MSTORE10.MGC.
   
   This restores any clip property information (such as keywords, captions, and thumbnail previews) that you added to Clip Organizer before you began creating the new shared collection.

Step 6: Tell Users to Add the Shared Collection to Their Clip Organizer

Tell people the network path, including the folder and catalog name for the shared collection, so they can add it to their Clip Organizer. Each user must follow these steps:

1. In Clip Organizer, point to Add Clips to Organizer on File menu, and then click On My Own.
2. In the Files of type box, click Shared Catalogs.
3. Browse to the specified folder on the server; click the catalog file for the collection (*.mgc), and then click Add.
   
   The shared collection appears in the Collection List pane.