Making Data Forms with InfoPath To a shared network location If you click To a Network Location in the first Publishing Wizard dialog box and then click Next, the wizard prompts you to specify a shared network or Web server location to which to publish the file Click the Browse button to open the Browse dialog box, in which you can brows to the desired shared network folder or other location, enter a filename in the File Name text box, and then click OK The destination location appears in the Form Template and File Name text box, as shown in Figure 39-12 FIGURE 39-12 Specifying the shared network location in which you want to publish the form Click Next The Publishing Wizard asks you to specify any alternate path that users might follow to access the form at the specified location Type the path or use the Browse button to find it; then click Next Verify the path settings in the next Publishing Wizard dialog box and then click Publish The final Publishing Wizard dialog box informs you that the form template published correctly If you want to e-mail the form as well or open it immediately, check the Send the Form to E-mail Recipients or the Open this Form Template from the Published Location checkboxes (or you can check both) and then click Close Via e-mail If you click the To a List of E-mail Recipients choice from the first Publishing Wizard dialog box and then click Next, you can confirm or edit the template name shown in the next dialog box, and then click Next The next Publishing Wizard dialog box is more crucial In it, you specify the fields that the users can see when they deal with the form in folders in Microsoft Outlook 2007 To add a field, click the Add button to open the Select a Field or Group dialog box Click the desired field and then click OK Repeat the process until you’ve added all the fields you want, as in Figure 39-13, and then click Next Click Publish InfoPath hooks up with Outlook and opens the form in an Outlook e-mail message Specify the message recipients in the To: field (Figure 39-14), enter optional Introduction field information, and then click Send If needed, open Outlook and manually send and receive messages to make sure that the form leaves your Outbox 1073 39 Part VIII Gathering Information FIGURE 39-13 Specifying the fields that will be visible to form users in Outlook FIGURE 39-14 InfoPath can publish the form to an Outlook e-mail message 1074 Making Data Forms with InfoPath NOTE InfoPath is automatically compatible with Outlook 2007 but is not compatible with other e-mail programs Filling Out a Form How the end user fills out a form depends on how the form was published For example, if the form is connected to a database and published to a shared network location, the user opens the form template file to generate a copy of the form, fills in the form data, and clicks the Submit button to add his or her information to the database The process works a bit differently for forms not connected to a database For a form that is published to a shared network location, each user should double-click the template file in the network folder or choose the File ➪ Fill Out a Form command in InfoPath to open an XML file instance of the form The user should then fill in the form, choose File ➪ Save to save it under a unique name, and then close the file The user can also submit the filled-in form by choosing the File ➪ Send to Mail Recipient command in InfoPath If the recipient receives the form via e-mail in Outlook, he or she can open the message, click Reply, fill in the form contents as shown in Figure 39-15, and then click Send FIGURE 39-15 Responding to a form received in e-mail 1075 39 Part VIII Gathering Information Note that the first time you fill out a form in Outlook, it asks you to confirm that you want to set up an InfoPath folder to store the form results, as shown in Figure 39-16 Click Create Form Folder to so Received form responses are placed in that folder automatically for your viewing, as shown in Figure 39-17 FIGURE 39-16 Creating an InfoPath Form folder in Outlook sets up a location for received form responses FIGURE 39-17 Viewing InfoPath data in Outlook 1076 Making Data Forms with InfoPath Exporting and Merging Form Data When your form users save XML file instances of the form, you can easily export them to an Excel file or merge them into another XML copy of the form To start an export to Excel, open one of the filled-in form XML files and then choose File ➪ Export to ➪ Microsoft Office Excel in InfoPath Click Next in the first Export to Excel Wizard dialog box Leave All Form Data selected and click Next Click the Export Data from This Form and These Additional forms option button, click the Add button, and use the Add Files to Export dialog box that appears to select the form files to export Click Finish back in the wizard, and the exported data opens in a new Excel file (Figure 39-18), which you can save and use the same as any other Excel database TIP Remember, use Shift+click or Ctrl+click to select multiple files in any dialog box where you select or open files FIGURE 39-18 Form data exported to Excel You must open a blank target copy of a form to merge data into it, choose File ➪ Fill Out a Form and then select File ➪ Merge Forms command in InfoPath Use the Merge Forms dialog box that appears to select the XML form files; then click Open to finish the merge In Outlook, you can click the InfoPath folder for a form, right-click the list of e-mails, click InfoPath Actions in the shortcut menu that appears, and then click the Export Forms to Excel or Merge Forms command in that shortcut menu TIP 1077 39 Part VIII Gathering Information Summary This chapter gave you a good taste of the power and flexibility of InfoPath forms Although covering an entire application in a single chapter is impossible, this chapter brought you the good stuff, giving you an essential overview of how InfoPath works so that you know the lay of the land when using it The chapter explained the essential steps for designing a form template, including creating the template, adding layout items, adding controls and setting their properties, adding data source fields for a form connected to an existing data source such as a database, and saving and checking the form template before publishing it 1078 Sharing and Collaboration IN THIS PART Chapter 40 SharePoint Chapter 41 Groove Chapter 42 Integration with Other Office Applications SharePoint S harePoint is a program that helps businesses share access to files and information in a variety of ways In essence, SharePoint is a special kind of Web site that provides controlled access to folders, documents, contact information, scheduling, and other resources related to documents and workflow management IN THIS CHAPTER Creating a SharePoint document workspace from Word SharePoint works as a server that can be installed on your own company’s computers A server is a computer or computer program that provides services to client programs Servers usually are connected to a network — such as the Internet or a local area network — and are available to respond to client applications, such as your Web browser, Microsoft Outlook, and even Microsoft Word For example, Web sites are located on servers, and they respond to your browser requests to display information When you send or receive e-mail, different kinds of server programs are used to deliver e-mail between you and your correspondents Publishing documents to a SharePoint server If you or your company doesn’t have its own servers connected to the Internet, you can purchase SharePoint hosting services, just as you can purchase a hosting plan for other Web sites and services Increasingly, the same companies that provide ordinary Web hosting are also offering SharePoint hosting, sometimes bundled into hosting plans as low as $10 per month or lower You can discover such plans by searching for “sharepoint hosting” using a search engine such as Google or Yahoo! Adding new files and folders to a SharePoint document workspace Word 2007 has features that are designed to work with a SharePoint server You can access these features directly, using the Publish command from the Office menu, or you can access them indirectly by saving a file to a SharePoint server or by opening a file that resides on a SharePoint server All you need is a SharePoint server and a user account 1081 Checking documents out from a SharePoint server Creating and reviewing workflow tasks from Word Part IX Sharing and Collaboration Accessing Your SharePoint Server Accessing a SharePoint server from Word can be as easy as opening a file First, you’ll need the URL (Internet address), your user name, and a password In Windows XP, choose Office Button ➪ Open, type the SharePoint Server URL into the File Name text box and press Enter Yes, we know it’s not a file This is a shortcut method for navigating to a location, rather than using Look In or other methods when using Windows XP In Vista, rather than use the File Name box, click in the Location field at the top of the Open dialog box and replace the current location with the SharePoint server’s URL, and press Enter Assuming you typed the URL correctly, you’re next prompted for a user name and password, as shown in Figure 40-1 FIGURE 40-1 If you’re the only user of your computer, you can save time if you click Remember My Password Type your user name and password Note that a SharePoint user name format typically calls for a site/domain name in all uppercase letters, a backslash, and your user name Type your password, click Remember My Password if you like, and then click OK This opens the SharePoint site, as shown in Figure 40-2 SharePoint sites usually are organized into one or more libraries and document workspaces A library is a collection of resources on a SharePoint site Don’t worry if your SharePoint site doesn’t look like this one Different organizations format sites differently, and appearances can vary wildly A document workspace is a location on a SharePoint site that enables you to coordinate work on one or more documents with other team members In Windows XP, once you’ve navigated to your SharePoint library, right-click in the Places Bar and choose Add library URL Next time, you can come directly here without having to type the URL Note that this trick doesn’t work in Vista, although you can drag individual SharePoint folders into the Favorite Links collection If you drag the SharePoint site link from the Location box into Favorite links, it does go, but promptly disappears It will not appear in Word’s Open or Save dialog box Instead, you’ll see it when you view Links in Windows Explorer, where it won’t you any good in Word TIP 1082 Customizing Office FIGURE A-5 PowerPoint’s Advanced options Top Access Options Access’ Options dialog box offers options to help you increase database effectiveness, in these categories: n Current Database This category (Figure A-6) offers settings for customizing the current database file, including entering an Application Title and selecting an Application icon You can choose a Display Form, set up Navigation Options, and choose Ribbon and Toolbar Options for the finished database, among other choices Datasheet This category offers formatting settings for any datasheet in Access You can choose n Default Colors for many items, change settings for Gridlines and Cell Effects, and change the Default Font settings n Object Designers This category offers choices for controlling appearance and behavior when you’re using Table Design and Query Design views, as well as the design views for Forms/Reports For example, you can choose a Default Field Type and Default Text Field Size for the Table Design view, or choose whether to Show Table Names in Query Design view This category also has settings for controlling Error Checking n Proofing As in the other apps, the settings here adjust AutoCorrect and spelling check n Advanced This category offers a number of settings for Editing in tables, such as whether pressing an arrow key moves to the next field or the next character You can specify margins for printing, or turn on such features as Open Last Used Database When Access Starts BC7 A A Customizing Office FIGURE A-6 Access’ Current Database options Top Outlook Options When you select Tools ➪ Options in Outlook, Outlook’s Options dialog box appears As shown in Figure A-7, it organizes options in the traditional tabbed format, offering tabs for each of its categories of settings, as follows: n Preferences Use the choices here to adjust functionality for the various tools offered in Outlook: E-mail, Calendar, Tasks, Contacts and Notes, Search, and Mobile One important choice here is the Junk E-Mail button; clicking it displays a dialog box in which you can make choices about how Outlook should handle spam messages The E-mail Options button presents choices for handling messages, such as Save Copies of Messages in Sent Items Folder, and whether to quote original text when replying to or forwarding a message n Mail Setup The choices on this tab enable you to set up E-mail Accounts to work in Outlook, as well as adjust send and receive, storage, and dial-up connection settings n Mail Format Use this tab to specify the default format to use for your outgoing messages (HTML, Rich Text, or Plain Text), as well as to choose Stationery and Fonts, set up Signatures, and work with Editor Options BC8 Customizing Office n Spelling Turn message spell checking on or off here, as well as access more detail settings for Spelling and AutoCorrection behavior n Other On this tab, you can set up Default Program settings in Outlook, change AutoArchive settings, and change the appearance of the panes in Outlook FIGURE A-7 Outlook’s Options dialog box uses the traditional tabbed format Customizing the Quick Access Toolbar Even though certain commands you may have relied on in prior versions of Office not appear on the Ribbon in the 2007 versions of the applications, some of those commands remain available as buttons that you can add to the Quick Access toolbar (QAT) next to the Office button You can find and add those “missing” buttons and others to the QAT using the Options dialog box, as follows: Click the Customize Quick Access Toolbar down-arrow button at the far-right end of the QAT and then click More Commands Doing so displays the program’s Options dialog box, with the Customize category already selected Make a selection from the Choose Commands From drop-down list If you’re looking for a command from an earlier version, select Commands Not in the Ribbon BC9 A A Customizing Office Click the command to add the list at the left Click Add The command is added to the right list For example, Figure A-8 shows the Strikethrough button added to the list of QAT commands at the right Repeat Steps through to add buttons as needed To remove a button, click it in the right list and then click Remove Click OK The QAT changes to reflect the buttons you added or removed FIGURE A-8 Use the Customize category of the Options dialog box to add QAT buttons BC10 Optimizing Your Office Installation F or many users, Office 2007 may already be installed on a company computer or preinstalled on a new system before purchase Even if one of those situations applies to you, you may still need to adjust your Office installation at some point Many of the installation and repair tasks start with inserting the Microsoft Office 2007 CD-ROM into your CD or DVD drive In most cases, the setup program launches automatically If it doesn’t, open a folder window for the drive on the desktop and double-click the setup.exe file Follow the onscreen prompts, entering your 25-character Product Key when prompted Most users choose a typical install and install to the default location recommended by setup If you are upgrading from Office 2003 to Office 2007, by default the new installation uses the same settings as your old install However, if you think you might need to return to Office 2003 at any time or might want to apply your Office 2003 settings to another system, you can use the Save My Settings Wizard to preserve a copy of your Office 2003 settings for later use To start this wizard, choose Start ➪ All Programs ➪ Microsoft Office ➪ Microsoft Office Tools ➪ Microsoft Office 2003 Save My Settings Wizard NOTE Activating Microsoft Office One crucial action in keeping Office running well is to activate your Office installation Microsoft requires activation as part of its system to verify users of properly acquired Office programs versus those who may have obtained the suite fraudulently When you start an Office application the first time, you will be prompted to activate your installation If you decline to activate the software, Microsoft provides a “grace period” of 25 uses of Office, after which Office enters Reduced Functionality mode BC11 B Optimizing Your Office Installation If you need to start the activation process manually, you can follow these steps from one of the main (Word, Excel, PowerPoint, or Access) Office programs: Choose Office Button ➪ (Program Name) Options The Options dialog box for the program appears Click Resources in the list at the left Click Activate (See Figure B-1.) FIGURE B-1 Activate Office via program Options Follow the onscreen prompts to complete the activation Getting Updates Microsoft periodically releases updates to the Office programs that affect functionality and security You can manually download and install updates at any time using the Options dialog box for one of the top Office programs Follow Steps and above and then click the Check for Updates button (refer to Figure B-1) Office finds and enables you to download the latest options needed for your Office installation Adding or Removing Office Features You can add or remove Office applications and components as needed Most often in a business environment, systems are initially set up with a typical or minimal installation, and a user needs to add more components to tackle particular work tasks BC12 Optimizing Your Office Installation To add or remove programs and features in Office: Insert the Office CD in your system’s drive, and if setup doesn’t restart automatically, open a folder window and double-click setup.exe Click Add or Remove Features in the first setup screen and then click Continue Choose options to install and uninstall in the Installation Options tab As shown in Figure B-2, you can choose to install (Run from My Computer) or uninstall (Not Available) by clicking the disk button for the option and then clicking the desired choice FIGURE B-2 Add and remove features to your Office installation Click Continue and then respond to additional prompts as needed to finish adding and removing features Running Microsoft Office Diagnostics If you are having trouble with the reliability of your Office installation, you can run a tool called Microsoft Office Diagnostics to try to identify the problem For example, it will check for corruption in the Office installation It also can check for known solutions to a particular problem To start Microsoft Office Diagnostics, you can click the Diagnose button in the Resource section of the Options dialog box, as shown in Figure B-1 Or, you can choose Start ➪ All Programs ➪ Microsoft Office ➪ Microsoft Office Tools ➪ Microsoft Office Diagnostics The Microsoft Office Diagnostics dialog BC13 B B Optimizing Your Office Installation box that appears warns you that the check may take 15 minutes or more Click Continue and then Run Diagnostics In some cases, you may need to insert your Office CD during the diagnostic process, so have it handy When you see the results, you can then take any necessary action, such as repairing your Office installation, which is covered next Repairing Your Installation Repairing an installation generally takes care of any issues with missing or corrupted files Repairing is a less drastic option than removing (uninstalling) and reinstalling Office, so it’s always a good troubleshooting procedure to try to repair your install To repair Office: Insert the Office CD in your system’s drive, and if setup doesn’t restart automatically, open a folder window and double-click setup.exe Click Repair in the first setup screen (Figure B-3) and then click Continue FIGURE B-3 Repair your Office installation Respond to additional prompts as needed to finish repairing the Office installation BC14 International Support and Accessibility Features T oday’s global economy requires the ability to use documents in a variety of settings and languages You can be prepared for a wider variety of business situations if you know how to work with encoding, language, and accessibility features that impact Office Understanding and Choosing Text Encoding in Word Behind the scenes, applications identify each character (letter, number, punctuation, or symbol) that you type as a numeric code Each language uses its own encoding system, so character 232 in one language encoding system looks drastically different from character 232 in another language encoding system The Unicode encoding system encompasses the characters in the most common language encoding systems in use That means that as long as a document is saved with Unicode encoding, the default in Word, chances are you’ll be able to open and view it If you have instances when Word documents open as funny, unreadable garbage characters, the document may be using an encoding scheme that Word doesn’t recognize by default In such a case, you can set up Word to prompt you to confirm encoding when you open a file To so: With the garbled file open in Word, choose Office Button ➪ Word Options Click Advanced in the list at the left Scroll down and, under General, click the Confirm File Format Conversion on Open checkbox Click OK to apply your changes BC15 C International Support and Accessibility Features You can then close and reopen the file, and a Convert File dialog box should appear and prompt you to select the required encoding scheme If you need to apply particular encoding to a file that you’re saving, you can so to ensure that any recipient of the file will be able to open it and view its contents To save a Word file with the specified encoding, follow these steps: Choose Office Button ➪ Save As Select Plain Text from the Save As Type drop-down list Click Save The File Conversion dialog box appears Click Other Encoding The list of encoding choices becomes active, as shown in Figure C-1 FIGURE C-1 Save a Word file as text to choose encoding Scroll the Other Encoding list and click the encoding set to apply Click OK Word saves the file with the proper encoding so that you can send it to recipients as needed Enabling Editing Languages for Office Programs If you want to edit text in more than one language in Office, you have to install the appropriate language features Some language features are specific to Office, whereas others are set in the Windows operating system For Office, you can enable additional editing languages so that you can work in those languages To so, choose Start ➪ All Programs ➪ Microsoft Office ➪ Microsoft Office Tools ➪ Microsoft Office 2007 Language Settings The Microsoft Office Language Settings 2007 dialog box appears Click a language to add the Available Editing Languages list at the left (Figure C-2); then click Add to make it one of the Enabled Editing Languages If you want to use another primary editing language, choose it from the drop-down list Click OK If you changed the primary editing language, click Yes to continue Close and restart Word so that the change takes effect BC16 International Support and Accessibility Features FIGURE C-2 Choose additional editing languages here After you’ve applied a new primary language, it becomes the language used by the spelling and grammar checker and more For example, if you make French (France) the primary language, the automatic spelling check will suggest French corrections for your typos, as shown in Figure C-3 FIGURE C-3 Get help for your bad French by changing primary editing languages BC17 C C International Support and Accessibility Features The status bar displays the name of the primary editing language in use on the Language button To apply another editing language to selected text within Word, click the Language button, click the desired language, and click OK Make this choice when you start a new document to change the editing language for the entire document TIP You can install other keyboard layouts for typing text in other languages under Windows In Vista, you this in the Clock, Language, and Region area of Control Panel (In XP, it’s the Regional and Language Options section.) In Vista, choose Start ➪ Control Panel and then click Change Display Language under Clock, Language and Region The Regional Language and Options dialog box appears First, click the Change Keyboards button on its Keyboards and Languages tab Click the Add button in the dialog box that appears and then use the tree in the Add Input Language dialog box (Figure C-4) to select the keyboard to install Click OK FIGURE C-4 You can set Vista up to enable you to type in another language Back in the Text Services and Input Language dialog box, choose the keyboard to use from the Default Input Language drop-down list at the top and then click OK twice You can then close Control Panel TIP To see the keyboard layout (characters) available for the selected keyboard, you can display the On-Screen keyboard, discussed later in the “Accessibility Features” section Language Translation Features Even if you don’t set up other editing languages, Office applications typically have the ability to translate at least a few languages, usually Arabic, English, French, and Spanish These features can be helpful when you need to write or have received a limited amount of text in another language and you need a translation BC18 International Support and Accessibility Features Translate text You can select text and translate it in several of the Office applications Here are the methods you can use to start the translation in various Office 2007 applications: n In Word or Outlook, select the text to translate, right-click, and then click Translate If a submenu with languages appears, click the desired language n In Word, Excel, PowerPoint, click the Review tab on the Ribbon and then click Translate n In Publisher, OneNote, and Visio, choose Tools ➪ Research, and in the Research pane, open the All Reference Books list and click Translation Translations appear in the Research pane, shown in Figure C-5 FIGURE C-5 Oui, oui, Office can translate to French Translation ScreenTip If you want a fast way to see translations on the fly, Word and Outlook offer translation ScreenTips such as the one shown in Figure C-6 When this feature is enabled, you can point to a word with the mouse (the word can be selected or not), and the Translation ScreenTip appears BC19 C C International Support and Accessibility Features FIGURE C-6 Translation ScreenTips provide translations on the fly To turn on the Translation ScreenTip in Word, click the Review tab on the Ribbon, click the Translation ScreenTip button in the Proofing group, and then click the desired translation language in the menu that appears In Outlook, click the Message tab on the Ribbon in a message window and then click the bottom half of the Spelling button in the Proofing Group Point to the Translation ScreenTip choice on the menu that appears and then click the desired language Note that clicking the Turn Off Translation ScreenTip on the Translation ScreenTip menu in either application turns the ScreenTips back off Accessibility Features Working with some of the normal settings in Office applications can help a person with special needs work more effectively In other cases, you can call on settings in Windows to make a system easier to use Zoom A neglected but simple way to convert onscreen documents to a “large print” version for persons who are challenged by their eyesight is to zoom the document For example, in Word, you can click the View tab on the Ribbon and then click the Zoom button in the Zoom group Even a zoom setting of 125% makes many documents much more readable Full Screen Reading Word also offers a special view called Full Screen Reading As its name implies, this view places two pages of the document side-by-side in book format, displaying a full page of information on each side of the view To turn on this view, click the View tab and then click Full Screen Reading in the Document Views group This view eliminates scrolling, so anyone who has trouble using their hands can scroll two pages at a time with a single mouse click To close this view, click the Close (X) button in the upper-right corner BC20 International Support and Accessibility Features Ease of Access Windows Vista offers a number of features collectively called Ease of Access Features In Vista, you access some Ease of Access features by choosing Start ➪ All Programs ➪ Accessories ➪ Ease of Access (XP has many equivalent features accessed via Control Panel or by choosing Start ➪ All Programs ➪ Accessories ➪ Accessibility.) The Ease of Access tools available via this Start menu group include: n Ease of Access Center Opens a Control Panel location where you can apply more detailed settings to make a system accessible n Magnifier Opens a special pane that greatly magnifies a section of the current document for easier reading n Narrator Starts the Narrator feature in Vista, which reads back onscreen text This feature helps users with severe sight challenges n On-Screen Keyboard As shown in Figure C-7, choosing this command opens a graphical keyboard The user can then click with the mouse to type Although it’s a slower method of data entry, it may be preferable for users who have stiffness, soreness, or limited mobility in the fingers FIGURE C-7 Fingers too sore to type? Try clicking n Windows Speech Recognition When this feature is enabled and a microphone is attached to the system, a user can give commands by speaking them and even dictating text Choosing this command starts a wizard that sets up Speech Recognition BC21 C ... adding, 102 0 printing recordset, 101 9 recordset described, 100 5 display, 101 0? ?101 1 saving, 101 9 selecting fields multiple, adding, 100 9? ?101 0 single, adding, 100 8? ?100 9 sort order, 101 5? ?101 6 table/query... described, 103 0 layout, 103 1 forms versus, 103 0 printing, 104 0 Report Wizards creating new, 103 1? ?103 2 defining group data, 103 3 design, 103 6? ?103 7 grouping levels, 103 2? ?103 3 layout, selecting, 103 5... inserting, 101 3 order, changing, 101 2 removing, 101 2? ?101 3 resizing columns in QBE grid, 101 2 selecting in QBE grid, 101 1? ?101 2 showing, 101 4? ?101 5 fields from multiple tables multiple fields, adding, 102 3