SharePoint Office Pocket Guide

Chapter 3. Share Meetings with Outlook

SharePoint provides a special type of site called a meeting workspace, which can be created from a meeting request sent from Outlook. Meeting workspaces are meant to prepare attendees by publishing a meeting's objectives and agenda before the meeting is held. They also help record decisions and related documents after the meeting takes place.

Workspaces are used in the following way to organize the meeting process:

1. Attendees receive a meeting request in Outlook that links to the SharePoint workspace.

2. Attendees can click on the link to see details about the meeting and add items as needed.

3. During the meeting, someone can open the workspace from a laptop and make notes.

4. Later, the person who called the meeting can go to the workspace to record conclusions, assign follow-up tasks, or add key documents.

Meeting workspaces aren't meant to be online meeting places, but they can be used in conjunction with Microsoft NetMeeting, Exchange Conferencing, and other online meeting services.

The following sections show you how to create SharePoint meeting workspaces from Outlook.

Creating a Meeting Workspace

To create a meeting workspace from Outlook:

1. Select the Calendar in the Navigation pane to choose a date and time for the meeting.

2. Choose Action → New Meeting Request. Outlook displays the Meeting Request dialog box.

3. Complete the fields in the dialog box and click Meeting Workspace. Outlook displays a workspace task pane in the dialog box, as shown in Figure 3-1 ...