How to Manage Files and Folders in a SharePoint Portal Server Workspace (291115)

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How to Use Web Folders to Manage Files and Folders

If you are running Microsoft Windows 98 or Microsoft Windows NT 4.0, use My Computer to create and open Web folders. If you are running Microsoft Windows 2000 or Microsoft Windows Millennium Edition (Me), use My Network Places to create and open Web folders.

Use a Web folders shortcut to the workspace URL to access your workspace (for example, http://servername/workspace). Web folders enable you to manipulate files and folders on a Web server or SharePoint Portal Server computer in the same way you manipulate files and folders in the local file system.

When you view the contents of a Web folder, you see a list of files and folders in the workspace in the same way you see the files on your hard disk when you use Windows Explorer. If you have the appropriate permissions, you can move, copy, rename, and delete these folders and files in the same way that you do on a regular file server. You can perform publishing operations such as check in, check out and publish. You can also drag files between SharePoint Portal Server workspaces, between a workspace and a file server, and between a workspace and the local file system.

If you are a workspace coordinator, you must use Web folders to perform folder management tasks such as configuring security, assigning document profiles and configuring approval.

How to Use Microsoft Office 2000 Word, Microsoft Office 2000 Excel, or Microsoft Office 2000 PowerPoint to Manage Files and Folders

Click Open on the File menu to open documents in a Web folder. Click Save or Save as to save files directly to a Web folder. You can perform check in, check out and publish operations by using commands on the File menu. Note that these menu commands are unavailable unless you are working on a document that is stored in a workspace folder.

If you have been assigned the Author or Coordinator role in a workspace folder, you can create a subfolder by clicking the Create New Folder icon in the toolbar of the Open, Save or Save As dialog boxes. When you use this procedure to create a new folder, the new folders inherit settings from the parent folder. To change the folder settings, use Web folders.

How to Use a Web Browser to Access the Dashboard Site

You can access files in the workspace by browsing the Document Library, by browsing Categories and by performing searches. When you locate a document, click the Show Actions link under it. From this view, you can perform any actions that are available to you, such as deleting or renaming the file, and publishing operations such as check in, edit profiles and upload new versions. To add new documents to a folder, click the Add Document link in the Folder view.

If you have been assigned the Author or Coordinator role in a workspace folder, you can click the Add Sub-Folder link in the Folder view to create a subfolder. When you use this procedure to create a new folder, the folder inherits settings from the parent folder. To change the folder settings, use Web folders.