Groove 2007 Users Guide

Microsoft Office Groove 2007
User's Guide
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Groove 2007 User’s Guide Table Of Contents

Chapter 1. Introduction..................................................................................................................1
Welcome to Microsoft Office Groove 2007......................................................................................1
What's new in this release of Microsoft Office Groove.......................................................................1
Contact Search........................................................................................................................1
Groove/Messenger integration...................................................................................................1
Groove SharePoint Files Tool.....................................................................................................1
Groove InfoPath Forms Tool......................................................................................................1
Groove Discussion Tool.............................................................................................................1
Groove Meetings Tool...............................................................................................................1
Features and tools no longer available in this release....................................................................2
About Groove security.................................................................................................................3
Chapter 2. Installation and Setup....................................................................................................4
Setting up a Groove account........................................................................................................4
Starting Groove..........................................................................................................................5
Logging in to Groove...................................................................................................................5
Logging off from Groove...........................................................................................................5
Exiting Groove.........................................................................................................................5
Getting additional help................................................................................................................6
Viewing the Getting Started movie.............................................................................................6
Sending customer feedback.......................................................................................................6
Chapter 3. Basic Features...............................................................................................................7
About the Groove Launchbar........................................................................................................7
Workspaces panel....................................................................................................................7
Ways to list workspaces...................................................................................................7
Contacts panel.........................................................................................................................8
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Ways to list contacts.......................................................................................................8
Organizing your contacts in folders....................................................................................9
Workspace communication status..............................................................................................9
Start messaging activities.........................................................................................................9
Common Tasks........................................................................................................................9
About the Groove Workspace Explorer...........................................................................................9
Tool area..............................................................................................................................10
Workspaces menu or Workspace List........................................................................................10
Showing or hiding tools in the list....................................................................................10
Ways to list workspaces in the Workspace List..................................................................11
Workspace Members...............................................................................................................12
Ways to list workspace members.....................................................................................12
Starting activities with workspace members......................................................................13
Toolbars................................................................................................................................13
Repositioning toolbars....................................................................................................13
Workspace communication status.............................................................................................14
Start messaging activities.......................................................................................................14
Closing Groove windows..........................................................................................................14
Sharing Files in Groove..............................................................................................................14
Groove indicators......................................................................................................................15
Workspace Member/Contact Presence Indicators........................................................................15
Unread Content Indicators.......................................................................................................15
Workspace Type and Status Indicators......................................................................................15
Groove Taskbar Icon Status.....................................................................................................16
Chat Indicators......................................................................................................................16
Message History Indicators......................................................................................................16
Using rich text features in Groove...............................................................................................17
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Adding images and files to text content.....................................................................................17
Automatically detecting Web addresses.....................................................................................17
Editing the text display for Groove and Web URL hyperlinks.........................................................18
Editing the text display for Groove hyperlinks...................................................................18
Editing the text display for Web URL hyperlinks.................................................................19
Removing hyperlinks.....................................................................................................19
Creating a link to a Lotus Notes document....................................................................................19
Using spell checking..................................................................................................................21
Chapter 4. Managing Workspaces, Members, and Tools.....................................................................22
Learning more about workspaces................................................................................................22
Types of workspaces...............................................................................................................22
Workspace limitations.............................................................................................................22
Creating a new workspace..........................................................................................................23
Creating a new workspace from a template...............................................................................23
Going to a workspace or workspace tool.......................................................................................24
Navigating together in a workspace.............................................................................................24
Navigate Together characteristics.............................................................................................24
Navigating on your own while Navigate Together is turned on......................................................25
About workspace roles and permissions.......................................................................................25
Tool permissions....................................................................................................................25
Managing Workspaces...............................................................................................................26
Viewing or changing workspace properties....................................................................................26
Viewing or changing general workspace properties........................................................................27
Viewing workspace information................................................................................................27
Viewing or changing the Groove version requirement for a workspace...........................................27
Adding or editing a description of this workspace........................................................................27
Automatically downloading a workspace onto all computers.........................................................28
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Viewing or changing workspace permissions.................................................................................28
Setting alerts for a selected workspace........................................................................................28
Saving a workspace as a template...............................................................................................29
Creating a link to a workspace....................................................................................................29
Saving a workspace as an archive...............................................................................................30
Opening a workspace archive.....................................................................................................30
Deleting a workspace................................................................................................................31
Duplicating a workspace............................................................................................................31
Renaming a workspace..............................................................................................................32
Placing a workspace shortcut on your Desktop..............................................................................32
Placing a workspace tool shortcut on your desktop.....................................................................32
Organizing workspaces in folders................................................................................................32
Downloading workspace data......................................................................................................33
Marking workspaces read or unread............................................................................................33
Managing workspace synchronization problems.............................................................................34
About synchronization problems caused by other members..........................................................34
What happens if you are causing a synchronization problem...............................................34
Re-inviting a suspended member to a workspace.......................................................................35
Inviting someone to a workspace................................................................................................35
Invitation alerts.....................................................................................................................36
Requiring acceptance confirmation...........................................................................................36
Copying an invitation to the Clipboard.......................................................................................37
Changing member roles in a workspace.......................................................................................37
Sending a "Come Here" invitation................................................................................................37
Responding to a workspace invitation..........................................................................................38
Setting contact or member alerts................................................................................................39
Setting alerts for a contact's online status.................................................................................39
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Setting additional alerts for workspace members........................................................................39
Verifying contact identities.........................................................................................................40
Responding to the Contact Verification Alert dialog box...............................................................40
Manually verifying a contact....................................................................................................40
Unverifying a contact identity..................................................................................................41
Saving a contact as a file...........................................................................................................41
Adding new contacts..................................................................................................................41
Adding a workspace member to your contact list........................................................................42
Viewing workspaces shared with a selected contact.......................................................................42
Inviting other computers to a workspace......................................................................................42
Saving a workspace invitation as a file.........................................................................................43
Canceling pending invitations.....................................................................................................44
Revoking membership to a workspace.........................................................................................44
Adding a new tool to a workspace...............................................................................................44
About tool versions.................................................................................................................45
Upgrading the Groove version requirement for adding new tools to a workspace...................45
About asking another workspace member to add tools from earlier versions of Groove...........45
About More Tools ..................................................................................................................45
Adding tools from the More Tools list...............................................................................46
Adding downloaded tools................................................................................................46
Add a custom toolset to a workspace...............................................................................46
Deleting a tool from a workspace................................................................................................47
Renaming a tool in a workspace..................................................................................................47
Moving tool tabs in a workspace..................................................................................................48
Creating links to workspace tools................................................................................................48
Opening a tool in a new window..................................................................................................49
Viewing information about workspace tools..................................................................................49
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Changing permissions for workspace tools....................................................................................49
Saving a custom tool as a tool template.......................................................................................49
About tool templates and tool versions......................................................................................50
About distributing Forms or InfoPath Forms tool templates..........................................................50
Setting alerts for a selected workspace tool..................................................................................50
Chapter 5. Sharing Files in Windows Explorer..................................................................................52
Creating a file sharing workspace................................................................................................52
Creating a file sharing workspace from Windows Explorer............................................................52
Creating a file sharing workspace using the Create New Workspace wizard....................................52
About creating a file sharing workspace from a folder that's already being synchronized in another file
sharing workspace.................................................................................................................53
Inviting people to a file sharing workspace...................................................................................53
Revoking membership from a file sharing workspace..................................................................53
Responding to an invitation to a file sharing workspace..................................................................53
Downloading the content data in a file sharing workspace............................................................53
Setting permissions for file folders...............................................................................................54
Setting permissions for a file folder...........................................................................................54
Navigating to a file sharing workspace.........................................................................................54
Downloading files in a file sharing workspace................................................................................55
Using a file sharing workspace on another computer......................................................................55
Changing folder download properties in a file sharing workspace.....................................................56
Starting Groove activities with file sharing workspace members......................................................56
Changing member roles and permissions in a file sharing workspace...............................................57
Changing member roles in a file sharing workspace....................................................................57
Changing permissions assigned to roles in a file sharing workspace..............................................57
Stopping synchronization in a file sharing workspace.....................................................................58
Stopping synchronization while you are using a file sharing workspace..........................................58
Stopping synchronization from the Launchbar............................................................................58
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Moving a file sharing workspace..................................................................................................58
Resuming synchronization for a file sharing workspace................................................................59
Renaming a file sharing workspace..............................................................................................59
Renaming the root folder of a file sharing workspace in your Windows file system..........................59
Renaming subfolders in a file sharing workspace........................................................................59
Renaming files in a file sharing workspace....................................................................................60
Setting alerts for a file sharing workspace....................................................................................60
Setting alerts for file folders.......................................................................................................60
Setting alerts for files................................................................................................................61
Viewing properties for a file sharing workspace folder....................................................................61
About editing conflicts in a file sharing workspace.........................................................................62
Special cases.........................................................................................................................62
File sharing workspace restrictions and warnings...........................................................................62
Folder sharing restrictions.......................................................................................................62
File sharing workspace restrictions...........................................................................................63
Recommendations for optimal performance...............................................................................63
Chapter 6. Sharing Files in a Standard Workspace............................................................................65
Adding files..............................................................................................................................65
Creating new files.....................................................................................................................65
Opening files for reading or editing..............................................................................................65
Managing files..........................................................................................................................66
Creating links to files.................................................................................................................66
About editing conflicts in a Files tool............................................................................................67
Creating new file folders............................................................................................................67
Creating a new folder.............................................................................................................67
Renaming a folder..................................................................................................................67
Viewing folder properties.........................................................................................................67
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Setting alerts for file folders.......................................................................................................67
Setting alerts for files................................................................................................................68
Getting information about file folders...........................................................................................68
Getting information about files....................................................................................................68
Printing files in a Files tool..........................................................................................................69
Changing folder download properties in the Files tool.....................................................................69
Downloading files manually in the Files tool..................................................................................69
Setting permissions in a Files or SharePoint Files tool....................................................................70
Setting permissions for file folders...............................................................................................70
Setting permissions for a file folder...........................................................................................70
Using keyboard shortcuts in a Files tool.......................................................................................70
Chapter 7. Sharing Files Stored in SharePoint..................................................................................72
About Groove SharePoint Files Tool.............................................................................................72
How data is synchronized in a Groove SharePoint Files tool..........................................................72
About the synchronizer task in a Groove SharePoint Files tool......................................................72
Options for initiating synchronization...............................................................................74
About performing SharePoint source control tasks ............................................................74
About duplicating or archiving workspaces that contain a SharePoint Files tool...............................74
Setting up a SharePoint Document Library connection....................................................................74
Performing checkin and checkout activities...................................................................................75
Checking out files from a SharePoint document library in a SharePoint Files tool.............................75
Checking in files to a SharePoint document library......................................................................76
Discarding a checkout.............................................................................................................76
Synchronizing data between Groove and SharePoint......................................................................76
Switching between manual and scheduled synchronization..........................................................78
Determining when there are unsynchronized changes.................................................................78
Previewing synchronization updates..........................................................................................78
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Resolving synchronization errors.....................................................................................79
Requesting synchronization control in a SharePoint Files tool..........................................................79
Requesting synchronization control...........................................................................................79
Taking over as synchronizer without sending a request...............................................................80
Requesting synchronization control from another computer.........................................................80
Granting synchronization control in a SharePoint Files tool..............................................................80
Setting permissions in a Files or SharePoint Files tool....................................................................81
Chapter 8. Engaging in a Discussion...............................................................................................82
About Discussion tool features....................................................................................................82
Changing the design of a Discussion tool...................................................................................82
Adding a new main topic to a Discussion......................................................................................83
Adding a response topic to a Discussion.......................................................................................83
Reading a Discussion topic.........................................................................................................83
Working with file attachments in a Discussion topic.......................................................................84
Editing a topic in a Discussion.....................................................................................................84
Deleting a topic in a Discussion...................................................................................................84
Switching between categorized and date views in a Discussion........................................................84
Creating links to Discussion topics...............................................................................................86
Exporting topics from a Discussion..............................................................................................86
Importing topics into a Discussion...............................................................................................86
Printing topics in a Discussion.....................................................................................................86
Searching in a Discussion...........................................................................................................86
Setting Discussion tool permissions.............................................................................................86
Chapter 9. Exchanging Messages...................................................................................................87
Sending a Groove message........................................................................................................87
Starting a new Groove message...............................................................................................87
Addressing a message............................................................................................................87
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Adding message content.........................................................................................................87
Sending the message.............................................................................................................88
Opening a Groove message........................................................................................................88
Redisplaying a message alert...................................................................................................88
Reading a Groove message........................................................................................................88
From:...................................................................................................................................88
Audio playback or stop............................................................................................................89
Attachments..........................................................................................................................89
Images.................................................................................................................................89
Replying to a Groove message....................................................................................................89
Forwarding a Groove message....................................................................................................90
Starting Messenger activities with your contacts............................................................................90
Determining which Groove contacts are also in your messenger contact list...................................90
Starting Messenger activities with a selected contact..................................................................91
Managing your Groove messages................................................................................................91
About the Message History......................................................................................................91
Starting messaging activities from the Message History...............................................................92
Searching in the Message History.............................................................................................92
Using keyboard shortcuts in the Message History.......................................................................93
Viewing Groove messages exchanged with a selected contact.........................................................93
Chapter 10. Chatting....................................................................................................................94
Chatting in a standard workspace................................................................................................94
Creating a new text chat entry.................................................................................................94
Using rich-text features in the text chat editor...........................................................................94
Using ink chat features..................................................................................................94
Using audio-chat features........................................................................................................95
Getting status information about chatters..................................................................................95
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Searching in a chat.................................................................................................................95
Printing a chat transcript.........................................................................................................96
Deleting a chat transcript........................................................................................................96
Undoing or redoing a chat entry...............................................................................................96
Chatting in a file sharing workspace............................................................................................96
Adjusting your audio for use with Groove.....................................................................................96
Chapter 11. Scheduling Appointments............................................................................................98
Adding or deleting appointments.................................................................................................98
Editing appointments.................................................................................................................98
Viewing appointments................................................................................................................98
Changing the Calendar display....................................................................................................99
Showing or hiding the Day pane.............................................................................................100
Navigating in the Calendar.......................................................................................................100
Creating links to appointments..................................................................................................100
Exporting and importing appointments.......................................................................................101
Exporting Calendar appointments...........................................................................................101
Importing Calendar appointments...........................................................................................101
Changing Calendar permissions.................................................................................................101
Printing appointments..............................................................................................................101
Using keyboard shortcuts in the Calendar...................................................................................102
Chapter 12. Tracking Issues........................................................................................................103
Forms in the Issue Tracking tool................................................................................................103
About Issue records..............................................................................................................103
About Response records........................................................................................................103
About creating Keyword records................................................................................................104
Creating keyword records......................................................................................................104
Viewing and editing keyword records......................................................................................104
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Adding "subkeywords" to keyword records...............................................................................104
Views in the Issue Tracking tool................................................................................................105
Chapter 13. Running Meetings.....................................................................................................106
About meetings.......................................................................................................................106
Creating a new meeting...........................................................................................................106
Creating a meeting agenda.......................................................................................................107
Creating action items...............................................................................................................107
Recording meeting minutes......................................................................................................107
Managing meeting attendees....................................................................................................107
Working with file attachments in a Meetings tool.........................................................................108
Adding attachments..............................................................................................................108
Opening attachments............................................................................................................108
Saving attachments..............................................................................................................108
Deleting attachments............................................................................................................108
Navigating among meetings......................................................................................................108
Changing Meetings tool permissions...........................................................................................109
Using keyboard shortcuts in a Meetings tool................................................................................109
Chapter 14. Writing in a Notepad.................................................................................................110
Adding or viewing note pages...................................................................................................110
Viewing notes......................................................................................................................110
Editing a note page.................................................................................................................110
About editing conflicts...........................................................................................................110
Renaming a note page.............................................................................................................111
Deleting a note page................................................................................................................111
Exporting a note page..............................................................................................................111
Searching for text in a note page...............................................................................................112
Creating links to note pages.....................................................................................................112
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Printing a note page................................................................................................................112
Changing Notepad tool permissions...........................................................................................112
Using keyboard shortcuts in a Notepad tool................................................................................113
Chapter 15. Sketching................................................................................................................114
Summary of the Sketchpad drawing tools...................................................................................114
Selecting or deselecting drawn objects.......................................................................................114
Setting or changing line or fill color............................................................................................115
Moving drawn objects..............................................................................................................115
Cutting, copying, and pasting drawn objects...............................................................................116
Resizing drawn objects.............................................................................................................116
Adding and editing text in sketches...........................................................................................116
Adding text..........................................................................................................................116
Editing text..........................................................................................................................117
Managing sketchpad pages.......................................................................................................117
Changing Sketchpad tool permissions........................................................................................117
Using keyboard shortcuts in a Sketchpad tool.............................................................................117
Chapter 16. Sharing Images and Pictures......................................................................................119
Adding or viewing pictures........................................................................................................119
Adding pictures....................................................................................................................119
Viewing pictures...................................................................................................................119
Editing pictures.......................................................................................................................119
Renaming pictures................................................................................................................120
Creating links to pictures..........................................................................................................120
Exporting pictures...................................................................................................................120
Copying pictures.....................................................................................................................120
Cutting or deleting pictures.......................................................................................................120
Changing Pictures tool permissions............................................................................................121
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Using keyboard shortcuts.........................................................................................................121
Chapter 17. Working with Records in Custom Tools........................................................................122
Using custom tools..................................................................................................................122
Adding a new record................................................................................................................122
Reading a record.....................................................................................................................123
Editing a record......................................................................................................................123
Copying records......................................................................................................................123
Working with file attachments...................................................................................................124
Deleting a record.....................................................................................................................124
Changing views.......................................................................................................................125
Changing data views.............................................................................................................125
Changing form views............................................................................................................125
Creating links to records or views..............................................................................................125
Creating a link to a record.....................................................................................................125
Creating a link to a view........................................................................................................125
Printing records.......................................................................................................................126
Print a single record.....................................................................................................126
Print all records that are listed in the currently selected data view.....................................126
Print the currently selected data view.............................................................................126
Print records using a selected form ...............................................................................126
Importing records...................................................................................................................127
Importing a Forms Binary XML file..........................................................................................127
Importing a comma-delimited CSV file....................................................................................127
About importing files created in other applications, and saved as CSV................................128
About field name matching for CSV importing.................................................................128
Issues associated with importing Excel CSV files in different locales...................................129
Importing records from a 2.5 Forms tool.................................................................................129
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Exporting records....................................................................................................................129
Running a macro.....................................................................................................................132
Searching for records...............................................................................................................132
Finding records that contain specific text.................................................................................132
Finding records with simple search.........................................................................................132
Finding records with advanced search.....................................................................................133
Adding a basic search expression...................................................................................133
Adding a basic search expression with multiple conditions.................................................134
Updating a condition in an expression............................................................................134
Removing a condition from an expression.......................................................................134
Adding an advanced expression.....................................................................................134
Adding an expression with the {UserName} variable........................................................135
Sorting records.......................................................................................................................135
Viewing information about a custom tool....................................................................................136
Viewing record properties.........................................................................................................136
Setting permissions in a custom tool..........................................................................................136
Chapter 18. Creating Custom Tools..............................................................................................137
About creating custom tools......................................................................................................137
Saving a custom tool as a tool template.....................................................................................137
About tool templates and tool versions....................................................................................137
About distributing Forms or InfoPath Forms tool templates........................................................138
About Custom Tools Created with the Groove Forms Tool.............................................................138
Who uses the Groove Forms tool?...........................................................................................138
How custom Form Designs evolve...........................................................................................138
About designing an application with the Groove Forms Tool.......................................................139
Groove Forms and Web Services...................................................................................139
Working with a "design sandbox"...................................................................................139
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Getting others' design updates into your design sandbox..................................................140
Forms tool design objects......................................................................................................140
Form objects...............................................................................................................140
View objects...............................................................................................................140
Scripts.......................................................................................................................140
Styles........................................................................................................................141
Macros.......................................................................................................................141
Starting a new custom tool with the Forms tool...........................................................................141
About replacing a Forms tool design..........................................................................................141
Appropriate uses of Replace Design........................................................................................141
Setting up a Replace Design process.......................................................................................142
About the results of replacing a Forms tool design....................................................................142
About changing field types using Replace Design.............................................................142
About changing field properties using Replace Design.......................................................143
Replacing a Forms tool design...................................................................................................143
Migrating from a 2.5 Forms tool ...............................................................................................143
Importing the 2.5 Forms design into a new Forms tool..............................................................144
Importing the 2.5 Forms tool data records into a new Forms tool................................................144
Caveats for importing 2.5 Forms records into a new Forms tool..................................................144
About Custom Tools Created with the Groove InfoPath Forms Tool.................................................144
About Groove InfoPath Forms Tool..........................................................................................144
Groove InfoPath Tool dependencies...............................................................................145
Groove InfoPath Tool form design requirements and constraints........................................145
Preparing an InfoPath form template for importing into Groove..................................................145
Creating or customizing an InfoPath Forms template........................................................146
Promoting fields in an InfoPath Forms template...............................................................146
Demoting fields in an InfoPath Forms template...........................................................146
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Setting InfoPath Form Template Submit options..............................................................146
Setting InfoPath Form Template Security options.............................................................146
Saving an InfoPath Form template as an XSN file............................................................147
InfoPath field data types eligible for promotion and import into a Groove InfoPath tool.........147
Starting a new custom tool with an InfoPath Forms Tool............................................................148
Importing a new form into the InfoPath Forms Tool..................................................................148
About importing additional forms into an InfoPath Forms tool............................................148
Re-importing a modified form into the InfoPath Forms Tool........................................................148
About replacing an InfoPath Forms tool design.........................................................................148
Appropriate uses of Replace Design...............................................................................149
Requirements for using Replace Design with custom tools created via InfoPath Forms..........149
Setting up a Replace Design process..............................................................................149
About the results of replacing an InfoPath Forms tool design.............................................150
Replacing an InfoPath Forms tool design.................................................................................150
Creating and Editing Forms.......................................................................................................151
Creating a new form.............................................................................................................151
Setting a form to save updates as responses............................................................................152
Creating a response form......................................................................................................152
Setting a default form...........................................................................................................152
Modifying the design of a form...............................................................................................153
Restricting access to forms....................................................................................................153
Making a form available only to selected members...........................................................153
Deleting a form....................................................................................................................153
Assigning a programmatic alias to a form or view.....................................................................154
Creating, Editing, and Arranging Fields.......................................................................................154
Creating fields......................................................................................................................154
Editing field properties..........................................................................................................154
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Adding system fields to a form...............................................................................................155
About Editor fields.......................................................................................................155
About Reader fields.....................................................................................................155
Creating a field group...........................................................................................................155
Hiding a field group.....................................................................................................156
Moving a field group in the form layout..........................................................................156
Setting a field group to span multiple columns or rows.....................................................156
Creating a tab group.............................................................................................................157
Moving a tab group in the form layout............................................................................158
Re-ordering fields within a tab group.............................................................................158
Setting a tab group to span multiple columns or rows......................................................158
Adding columns to a tab group......................................................................................158
About form layout................................................................................................................159
About moving fields, field groups, or tab groups on a form................................................160
Viewing the HTML Source code for a form layout.............................................................160
Arranging fields on a form.....................................................................................................160
Changing the number of columns on a form....................................................................160
Changing the column span for a selected field of field group..............................................161
Changing the row span for a selected field, field group, or tab group..................................161
Moving a selected field, field group, or tab group.............................................................161
Duplicating fields..................................................................................................................161
Deleting form fields..............................................................................................................161
Assigning a CSS class name to a field......................................................................................162
Hiding form fields.................................................................................................................162
Inheriting field values...........................................................................................................162
Pushing updated values to response records............................................................................163
Making a field read-only........................................................................................................163
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Making a field required..........................................................................................................163
Setting field properties in a custom tool...................................................................................164
Attachments field........................................................................................................164
Check Box field...........................................................................................................164
Contact field...............................................................................................................165
Currency field.............................................................................................................165
Date and Date Time fields............................................................................................167
Form Heading field......................................................................................................168
Horizontal Line field.....................................................................................................168
Image field.................................................................................................................168
Drop-down or List Box fields.........................................................................................168
Selecting a default option..................................................................................169
Modifying an option..........................................................................................169
Deleting an option............................................................................................170
Multi-line Text field......................................................................................................170
New Line field.............................................................................................................170
Number field...............................................................................................................170
Option Button field......................................................................................................171
Selecting a default option..................................................................................172
Modifying an option..........................................................................................172
Deleting an option............................................................................................172
Password field.............................................................................................................172
Rich Text field.............................................................................................................173
Script Button field.......................................................................................................173
Section Heading field...................................................................................................174
Static Text field...........................................................................................................174
Text field....................................................................................................................174
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Unformatted Number field............................................................................................175
Using Lookup to find field values...................................................................................175
Lookup property options..........................................................................................175
Creating and Editing Views.......................................................................................................176
Creating a view with a response hierarchy...............................................................................177
Listing original versions of updated records as hierarchical responses.................................177
Listing new records as hierarchical responses to the selected record..................................177
Setting a default view...........................................................................................................178
Setting a default sort............................................................................................................178
Restricting access to views....................................................................................................178
Hiding a view..............................................................................................................178
Making a view available only to selected members...........................................................179
Showing unread markers in a selected view.............................................................................179
Showing or hiding grid lines in a view......................................................................................179
Setting row height in a view...................................................................................................179
Creating view filters..............................................................................................................180
Adding filter expressions..............................................................................................180
Adding a basic expression........................................................................................180
Adding a basic expression with multiple conditions......................................................181
Updating a condition in an expression.......................................................................181
Removing a condition..............................................................................................181
Adding an advanced expression................................................................................181
Adding an expression with the {UserName} variable...................................................182
Enabling a view to be a lookup target......................................................................................182
Assigning a programmatic alias to a form or view.....................................................................182
Modifying View Column Properties..........................................................................................183
Changing a column header...........................................................................................183
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Setting the column width..............................................................................................183
Totaling the values in a column.....................................................................................183
Changing display settings for number and date values......................................................184
Showing a 'twisty' when the row is expandable................................................................184
Setting style options for view column text.......................................................................184
Setting sort options for view columns.............................................................................184
Hierarchical sorting.................................................................................................185
Flat sorting............................................................................................................185
Grouped sorting.....................................................................................................185
Setting a different view display for Option field values......................................................186
Creating and Editing Macros.....................................................................................................186
Adding macros to a custom tool.............................................................................................186
Restricting access to macros..................................................................................................187
Making a macro available only to selected members........................................................187
Creating and Editing Scripts......................................................................................................187
About adding scripts to a custom tool......................................................................................187
Adding scripts to a form in a custom tool.................................................................................188
Adding a new form script..............................................................................................189
Editing a form script....................................................................................................189
Deleting a form script..................................................................................................189
Creating and Editing Styles.......................................................................................................189
Selecting a style file for a form...............................................................................................190
Selecting a custom style file for a form....................................................................................190
Revise style definitions in a style file.......................................................................................190
Create and apply a new style file............................................................................................190
About Settings and Options in Custom Tools...............................................................................191
Disabling features in a custom tool.........................................................................................191
xxii
Hiding or showing advanced design features...................................................................191
Limiting members to adding one record...................................................................................191
Locking the design of a custom tool........................................................................................192
Ways to display data records in the data view..........................................................................192
Displaying records listed in a table.................................................................................192
Displaying records one at a time....................................................................................192
Managing lookup references...................................................................................................192
Modifying a lookup......................................................................................................193
Resolving unresolved lookups........................................................................................193
Deleting lookups.........................................................................................................193
Enabling a custom tool to be a target for a lookup...........................................................193
Adding "About" information to a custom tool............................................................................193
About entering Name, Version, and Description information..............................................194
Guidelines for specifying name and version number....................................................194
Chapter 19. Managing Contacts...................................................................................................196
Adding new contacts................................................................................................................196
Adding a workspace member to your contact list......................................................................196
Deleting contacts....................................................................................................................196
Viewing your Known Groove Contacts list...................................................................................197
Viewing contact properties........................................................................................................197
Sending your contact to other people.........................................................................................198
Sending someone else's contact to other people..........................................................................198
Saving your contact as a file.....................................................................................................198
Setting contact or member alerts..............................................................................................199
Setting alerts for a contact's online status................................................................................199
Setting additional alerts for workspace members......................................................................199
Saving a contact as a file..........................................................................................................199
xxiii
Creating an alias for a contact...................................................................................................199
Verifying contact identities.......................................................................................................200
Responding to the Contact Verification Alert dialog box.............................................................200
Manually verifying a contact...................................................................................................200
Unverifying a contact identity.................................................................................................201
Resolving name conflicts..........................................................................................................201
Hiding a contact......................................................................................................................202
Viewing diagnostic information about contacts............................................................................202
Chapter 20. Setting Preferences...................................................................................................203
About Groove accounts and identities.........................................................................................203
About Groove accounts.........................................................................................................203
About Groove identities.........................................................................................................203
Default identity...........................................................................................................203
Managing Identities.................................................................................................................203
Adding an identity to an account............................................................................................204
Setting a default identity.......................................................................................................204
Viewing or editing an identity.................................................................................................204
Listing your contact in directories...........................................................................................205
Changing how you list your contact................................................................................205
Removing your contact from the Groove Public Directory..................................................205
Setting preference for showing your online presence.................................................................206
Saving your contact as a file..................................................................................................206
Deleting an identity..............................................................................................................206
Managing your Account............................................................................................................207
About log-in passwords.........................................................................................................207
Selecting a strong password.........................................................................................207
About entering a password hint.....................................................................................207
xxiv
About remembering your password................................................................................207
About recovering a forgotten password..........................................................................207
Changing or resetting a log-in password or smart card log-in certificate.......................................207
Changing your log-in password.....................................................................................207
Resetting your log-in password or smart card certificate...................................................208
Running the password reset process.........................................................................208
Running the Smart Card Login Reset process.............................................................209
Switching to a smart card (or to a password) login..........................................................209
Setting startup, messaging, and other preferences...................................................................209
Groove startup options.................................................................................................210
Messenger integration.............................................................................................210
Launchbar startup options.......................................................................................210
Workspace Explorer startup options..........................................................................210
Email options..............................................................................................................210
Setting folder synchronization preferences...............................................................................210
Using your account on another computer.................................................................................211
Saving your account file...............................................................................................211
Adding your account on another computer via a saved account file....................................211
Managing a Groove account on multiple computers...................................................................211
Renaming a computer..................................................................................................212
Removing a computer with a synchronization alert...........................................................212
Resolving synchronization problems...............................................................................212
Saving a Groove account as a backup copy..............................................................................212
Restoring a Groove account from a backup copy.......................................................................213
Deleting a Groove account.....................................................................................................213
Managing Alerts......................................................................................................................213
Setting preferences for alerts.................................................................................................213
xxv
Setting Security Options...........................................................................................................214
Viewing the digital fingerprint for your identity.........................................................................214
Setting communication policies for an identity..........................................................................214
Restricting workspace versions...............................................................................................215
Blocking restricted file types..................................................................................................215
Restricting messages from unknown contacts...........................................................................216
Cautions related to this feature.....................................................................................216
Recommendations.......................................................................................................216
Scanning files for viruses.......................................................................................................216
Chapter 21. Managing Groove Communications..............................................................................218
Viewing Groove communications............................................................................................218
Viewing Groove communications by workspace or activity.................................................218
Pausing communications.......................................................................................................219
Working offline.....................................................................................................................219
Responding to alerts................................................................................................................220
Suppressing alerts................................................................................................................220
Viewing and modifying advanced network settings.......................................................................221
Displaying your settings........................................................................................................221
Modifying your network address.............................................................................................221
Microsoft Office Groove 2007 Glossary..........................................................................................222
Index.......................................................................................................................................226
xxvi
Chapter 1. Introduction
Welcome to Microsoft Office Groove 2007
Microsoft® Office Groove® 2007 is Internet software for making direct connections with the people who
are important to you. With Office Groove 2007, you can bring together team members from both inside
and outside your company, with no IT assistance required and no need to waste time thinking about
firewalls, servers, security, or network access. Additionally, you can enjoy the efficiency of always
knowing each other's virtual location, or online presence, thus allowing for organic and quick
conversation and collaboration.
What's new in this release of Microsoft Office Groove
This topic describes new features and other changes in Microsoft Office Groove 2007.
Contact Search
Office Groove 2007 provides a simplified process for searching for contacts. The search facility now allows
you to simply type in the name or email address you are looking for and click Find. Groove will search all
available directories to find a match for your entry. You can also optionally enable searching in the Public
Groove Directory.
Groove/Messenger integration
If you have Integrate Messenger Contacts enabled in your preferences (the default setting), you can view
Messenger online status for all Groove contacts who also run Messenger, and start Messenger activities
with these contacts, such as text-chatting or voice-over-IP (VOIP). Additionally, the first time you start up
Groove after installation or upgrade, you are prompted to add all Messenger contacts who also have
Groove to your contact list.
Groove SharePoint Files Tool
The Groove SharePoint Files Tool is an enhanced version of the Groove Files Tool, with features intended
for synchronizing file content between Groove and SharePoint document libraries.
Groove InfoPath Forms Tool
The Groove InfoPath Forms Tool enables application developers to create and lay out most design objects
(forms and the fields that display on forms) in Microsoft InfoPath 2007, and then import the solution into
the Groove InfoPath Forms Tool designer. Alternatively, developers can also use the Groove Forms Tool to
create custom applications.
Groove Discussion Tool
The Groove Discussion Tool is now a custom Forms tool. It looks and behaves the same as the Discussion
tool from earlier versions of Groove, with the addition of a Category field and views for sorting Discussion
threads either by category or by date.
Groove Meetings Tool
In the Groove Meetings Tool, the "Participants" tab is renamed to the "Attendees" tab. The tool now
supports assigning permissions to Groove user roles.
1
Groove 2007 User's Guide
Features and tools no longer available in this release
The list below describes the features and tools no longer available in this release. The lengthy number of
items mostly reflects adjustments to the feature set as the Groove application becomes part of Microsoft's
Office offerings. Additionally, this release focuses on ensuring the highest quality of the key features that
receive the most use.
• The following tools and toolsets are no longer available for adding to new or existing workspaces:
Contact Manager, Discussion, Document Review, Outliner, Task Manager, Text, Tic-Tac-Toe, Web
Links, Welcome Page, Advanced Project Toolset, and Mobile Workspace for SharePoint.
Instances of these tools in existing workspaces will continue to function.
A new version of the Groove Discussion Tool (as described above) is now available.
The Groove SharePoint Files Tool replaces Mobile Workspace for SharePoint. Note that you can no
longer synchronize data between an existing mobile workspace and its associated SharePoint site.
• Chat-only workspaces. Chat is now available only as part of standard or file sharing workspaces.
• Co-editing of Word documents.
• Presenting of PowerPoint slide shows.
• File viewers in the Groove Files Tool.
• Outlook Calendar integration with the Groove Calendar and Groove Meetings tools.
• Launching Netmeeting.
• Sending an Outlook email thread to a Groove workspace.
• Sending Lotus Notes documents to a Groove workspace.
• XMPP Proxy Server and Client features (i.e., interacting with Jabber users).
• Options in account preferences for presence settings for idle behavior.
• Docking the Groove Launchbar.
• The "Auto-create record" feature in the Groove Forms tool.
• Forms tools created in Groove versions prior to Groove 2.5 will not be accessible.
• Forms tools created in Groove 2.5 will be accessible only for the purpose of exporting data.
Exported data can then be imported into a new Forms tool.
• Groove no longer supports installing new tools via component injection. That is, you can no
longer install new tools in your Groove account by opening a .grv or .gcd file. Additionally, tools
previously installed via component injection will no longer function in existing or new workspaces.
• Groove accounts can no longer be uploaded to groove.net for backup or for setting up use on
multiple computers. Multiple computers usage now requires saving your account file manually.
2
Introduction
About Groove security
Groove provides the following features for helping to keep your data secure:
• Password or Smart Card log-in protection.
You can secure your account either with a password or via a certificate stored on a Smart Card.
Passwords encrypt and integrity-protect your account. Groove automatically protects your data
using random keys stored in your account.
• Contact verification. Groove supports two contact verification processes:
• Manual verification, whereby you personally verify the identities of other Groove users.
• Certification, whereby a digital certificate is assigned to a contact identity by a certificate
authority, such as those from VeriSign®. Certification is administrator-managed verification.
• Roles and permissions. Roles are assigned to workspace members and specific permissions, such
as reading or editing privileges.
• Virus scanning. If you have a supported virus scanning program installed on your computer, you
can enable an account preference to scan all incoming and outgoing files for viruses.
• Communications "tagged" with your identity. All of your memberships in workspaces, as well as
any messages or invitations you send, are cryptographically "tagged" with your Groove identity.
Invitation and message recipients can verify your identity based on this information.
• Encrypted communications. All updates you make in a standard workspace are encrypted when
you send them and then decrypted when they are received to ensure that only other members of
the workspace will be able to read them. Instant messages are also encrypted and then
decrypted in the same manner. All information sent and received by Groove is confidentiality
protected.
Note: Security for file sharing workspaces depends on the security measures you have set for your
Windows operating system.
• Encrypted temporarily stored data. Information you send may sometimes be stored temporarily
on a server (for example, if the intended recipient of the information is not currently online), but
that information is always encrypted using keys not known to the server.
• Enterprise policies. Centrally administered policies allow Groove administrators to configure
policies that are then enforced at the client and end user level.
3
Chapter 2. Installation and Setup
Setting up a Groove account
The first time you start up Groove, the Groove Account Configuration Wizard opens and displays a
"Welcome to Groove" screen. Complete the wizard as follows:
1. Select Create a new Groove account and click Next.
If you want to use a Groove account you already have on another computer instead of creating a
new account, select Use a Groove account you have already created . See Using your account on
another computer for more information.
2. If prompted, select a certificate for verifying your Groove identity, and click Next.
You see this prompt only if your Groove account is governed by a management policy that requires
a signed verification certificate. Typically, such certificates are used in workplaces that use a
"smartcard" log-in system.
3. If prompted, select an option for the Groove Account Configuration Code prompt and click Next.
• If you already have your Groove Account Configuration Code handy, click I have a
Groove Account Configuration Code
• If you don't know where to find your Groove Account Configuration Code, but you think
an administrator has created one for you, click I need help finding my Groove Account
Configuration Code.
• If you don't have a Groove Account Configuration Code, and you believe you don't
require one for this Groove account, click I don't have a Groove Account Configuration Code.
4. If prompted, enter your Groove Account Configuration Code and the Groove Account
Configuration Server.
Typically, the Groove Account Configuration Server information is filled in for you. If it's not, and
you're unsure of what to enter in this field, ask your Groove administrator.
5. Complete the Enter Groove Account Information screen as follows and click Next:
• Enter an account name and an email address.
The name you enter is the contact identity (display name) by which people will recognize you.
Depending on how you obtained Groove, the account name and email address fields may
already be filled out for you and not editable. This is typically the case if you obtained Groove
at your workplace either as part of Microsoft Office or as a separate download.
Note: You cannot use the following characters in an account name: {}=/;
• Enter password and hint information to keep your account secure.
If you selected a verification certificate (from Step 2), you can click the link to use a smartcard
or certificate to secure your account (instead of using a password).
6. Select an option for listing your account identity in the Public Groove Directory.
4
Installation and Setup
Listing your account identity enables other Groove users to find you and start Groove activities
with you.
7. Click Finish.
When you complete the Account Configuration Wizard, Groove creates the account and opens the Groove
Launchbar.
Starting Groove
To start Groove:
1. Click Start, then select All Programs-Microsoft Office-Microsoft Office Groove 2007.
2. Enter your password and click Login.
Groove starts and opens the window specified in account preferences.
Tip: You can enable an option in your Account Preferences to always start Groove when Windows starts
up.
Logging in to Groove
To log in to Groove:
1. Click the Groove icon in the Windows notification area and select Open Groove.
2. If you log in using a password, enter your password and click Login.
3. If you log in using a smart card certificate, click Login.
Logging off from Groove
Logging off from Groove clears private user information and requires re-entering your Groove log-in
password before you (or anyone else) can view your data.
To log off Groove, do one of the following:
• Select File-Log Off Account.

• Click the Groove icon in the Windows notification area and select Log Off Account.
The Groove icon appears grayed to indicate that your account is currently logged off:
When you log off your account (or exit from Groove), you may get a Temporary File Warning.
Exiting Groove
To exit Groove and log off all accounts, click the Groove icon in the Windows notification area and select
Exit.
5
Getting additional help
In addition to online Help, there's a wealth of other information on using Groove. You can:
• Read online FAQs.

• Read the Groove 2007 Release Notes.
• View a Getting Started movie.
• Browse a searchable knowledge base of support notes.
You can also send customer feedback to Microsoft about Groove 2007.
Viewing the Getting Started movie
The Getting Started movie is an online self-paced, animated tutorial that illustrates key Groove concepts
and features. You can view the entire movie or skip among specific sections of interest.
To view the Getting Started movie, select Help-Getting Started Movie.
Sending customer feedback
To send customer feedback to Microsoft, select Help-Customer Feedback Options... and select options in
the Service Options dialog box.
6
Chapter 3. Basic Features
About the Groove Launchbar
The Groove Launchbar opens when you first start up Groove, unless you change your Groove start-up
options. You can initiate all Groove activities from the Launchbar.
To open the Launchbar, double-click the Groove icon in the Windows notification area, or click the Groove
icon and select Launchbar. If you're not logged into your account, Groove will prompt you to enter your
password before opening the Launchbar.
The Launchbar contains two panels, one for creating and managing workspaces, and the other for
managing Groove contacts.
To switch the layout of the Launchbar between tabbed panels (the default layout) and stacked windows,
select Options-Tabbed View.
The Launchbar includes a Common Tasks pane, with options that change to correspond with your current
activity or selection. For example, if you select a contact in the Contacts panel, you see options to send a
message or invitation to that contact.
Workspaces panel
The Workspaces panel displays a list of your workspaces. You can start activities from the Workspaces
panel as follows:
• Double-click any workspace to open it. The workspace opens into a viewer that corresponds with
its workspace type. For example, standard workspaces open in the Groove Workspace Explorer;
file sharing workspaces open in a special layout in Windows Explorer.
• Right-click any workspace to see menu options for managing the workspace. For example, you
can open workspace properties, rename, pause, or delete the workspace, save a workspace as an
archive or template, and invite people as new members.
• Click New Workspace to create a new workspace.
Ways to list workspaces
There are several ways you can list your workspaces. Select Options-View Workspaces By, and select an
option.
• Folders. Sorts workspaces by folder.

• Alphabetical. Lists workspaces alphabetically.
• Status. Sorts workspaces by status:
• Active. Workspaces that you and/or other members currently have open for reading or updating.
• Unread. Workspaces containing new or updated information that you have not yet read.
• Read. Workspaces that do not currently contain any information you have not read.
• Not On This Computer. Workspaces you have on other computers. You can download the
workspace data either from another computer that contains your account or from another
workspace member.
• Type. Sorts workspaces by type, such as "Workspace" or "File Sharing Workspace".
• Last Unread Time. Select this option to view your workspaces sorted by their relative activity. For
example, see which workspaces received new or updated information Today, Yesterday, within
the Last Seven Days, or within the Last Thirty Days. Workspaces that have not received updates
for more than thirty days are categorized as Older.
7
Note that within each category, workspaces are sorted top to bottom by "most recently read".
• Workspaces may be sorted under these additional categories:

• Downloading: Workspaces that are currently being downloaded from another computer or
workspace member.
• Suspended: Workspaces in which you're membership has been suspended.
• Paused: Workspaces in which communications are currently paused.
Contacts panel
The Contacts panel lists all people you've added to your personal list. These can include Groove, Microsoft
Communicator, and e-mail contacts. You can start activities from the contacts panel as follows:
• Double-click a Groove contact to open the Groove Send Message window and create a message.
Double-clicking an e-mail contact opens a new message in your e-mail program.
• Drag a contact to a workspace in your Workspaces List to open a workspace invitation addressed
to that contact.
Tip: You can drag contacts to a workspace even if Workspaces and Contacts are separate tabs.
Drag the contact to the Workspaces tab to display that tab and then select the workspace.
• Right-click any contact name to see a menu of activity options. For example, you can send an
invitation to the contact; delete the contact; set alerts; export the contact; and e-mail your
Groove contact information to the contact.
• Click Add Contact to search directories and add new contacts to your list.
Ways to list contacts
There are several ways to list contacts. Select Options-View Contacts By, and select an option.
• Folders. Categorizes contacts by folder.

• Alphabetical. Lists all contacts alphabetically.
• Status. Categorizes contacts according to their current status. Status categories you may see
include the following:
• Active. Lists contacts who are currently online and doing activities in a workspace in which you
share membership.
To immediately go to the workspace, right-click the contact and select Go to Active Workspace. If
the selected member is active in several of your workspaces, a Select Workspace window opens
and displays a list.
• Online. Lists contacts who are currently online.
An idle indicator is appended to contacts who are online but who have not done activities at their
computer for at least the past 15 minutes. If you want, you can select an option in your
preferences to segregate idle contacts to the bottom of the Online list.
• Offline. Lists contacts who are currently offline.
• Verification. Categorizes members according to their verification status.
8
Basic Features
• Organization. Categorizes contacts by the organization listed in their contact properties. If

contacts have no organization included in contact properties, they are listed under "Unknown
Organization."
• Type. Categorizes contacts by contact type: Groove or e-mail.
Organizing your contacts in folders
You can organize your contacts in folders. You see categories by selecting the option to view folders.
1. Select Options-View Contacts By-Folders.

2. Click the location in the Contacts list where you want to place a new folder.
Folders are created at the same level as the selected folder (if any). For example, if you select a
contact that's already in a folder, the new folder will appear hierarchically within that folder.
3. Select File-New-Contact Folder.

4. Replace the "New Folder" text with a name that makes sense for the contacts intended for that
folder.
5. Drag and drop contacts into the new folder or add new contacts.
Workspace communication status
Click in the status bar to pop up a list of your workspaces. Uncheck or check workspaces to pause or
resume communication activities. Data counters report on the flow of incoming and outgoing data. To do
more Communications Manager activities, click the Communications Manager link.
Start messaging activities
Click the envelope icon to open the Message History window.
Common Tasks
The Common Tasks pane lists options that are intended to correspond with your current activity or
selections. For example, if you select a workspace in the Workspaces pane, common task options pertain
to workspaces, such as sending invitations or showing workspace properties.
About the Groove Workspace Explorer
9
The Groove Workspace Explorer is the main window where you do most Groove activities, such as
collaborating in workspaces. It consists of the following components:
• Tool area
• Workspaces menu or Workspace List
• Workspace Members
• Status bar with access to the Communications Manager and Message History
Tool area
The tool area contains the tools included in the workspace. You can work with the components of the tool
area as follows:
• To select a tool, click its tool tab.
Workspace tool tabs indicate the number of members who currently have the tool selected. Point
at the tool tab to display a status window.
• Drag tool tabs to change their position in the workspace.
• Click the Add Tool drop-down icon to add a new tool to the workspace:
• Click to open the currently selected tool in a new window.
Workspaces menu or Workspace List
Select View-Toolbars-Explorer Toolbar to show or hide the Workspaces drop-down menu in the menu bar.
You can also reposition the Workspaces menu in the menu bar.
The Workspace List is a customizable window that displays to the left of the tool area. Select View-
Show/Hide-Workspace List to show or hide the Workspace List panel. You can also close the Workspace
List by clicking its Close button.
Both the Workspace List and the Workspaces menu list all the workspaces in your account that you can
open in the tool area. Click a workspace title to open that workspace. (File sharing workspaces are listed
only in the Launchbar).
Note: If you are using a Groove account you've added from another computer, the list includes only the
names of your workspaces. You can right-click a workspace to see a list of downloading options.
Showing or hiding tools in the list
Select View-Show/Hide-Tools in Workspace List to show or hide a hierarchical list of tools in your
workspaces. Click workspace tool names to go to specific tools in the workspace.
10
Basic Features
Workspaces
Tools in a workspace
Unread marker, indicating new or unread information within the previous seven days, but older than 2
days
Toolset in a workspace
Tools in a toolset
Number of members in the workspace
Drag border to narrow or widen the pane
Point at a workspace to display a status window that lists the last modified date, and members who are
currently in the workspace.
Ways to list workspaces in the Workspace List
There are several ways you can list your workspaces. Select Options-View Workspaces By, and select an
option.
• Folders. Sorts workspaces by folder.

• Alphabetical. Lists workspaces alphabetically.
• Status. Sorts workspaces by status:
• Active. Workspaces that you and/or other members currently have open for reading or updating.
• Unread. Workspaces containing new or updated information that you have not yet read.
• Read. Workspaces that do not currently contain any information you have not read.
• Not On This Computer. Workspaces you have on other computers. You can download the
workspace data either from another computer that contains your account or from another
workspace member.
11
• Type. Sorts workspaces by type, such as "Workspace" or "File Sharing Workspace."

• Last Unread Time. Select this option to view your workspaces sorted by their relative activity. For
example, see which workspaces received new or updated information Today, Yesterday, within
the Last Seven Days, or within the Last Thirty Days. Workspaces that have not received updates
for more than thirty days are categorized as Older.
Note that within each category, workspaces are sorted top to bottom by "most recently read."
• Workspaces may be sorted under these additional categories:

• Downloading: Workspaces that are currently being downloaded from another computer or
workspace member.
• Suspended: Workspaces in which your membership has been suspended.
• Paused: Workspaces in which communications are currently paused.
Workspace Members
Select View-Show/Hide-Members to show or hide the Workspace Members panel. Workspace Members
lists the names of all workspace members with indicators that inform you of their current status.
Indicator Meaning
In the workspace.
Online, but not currently in this workspace.
or The addition of the clock indicator means that the member has not done any computer
activities for at least 15 minutes. Point at the clock indicator to see the exact period of time the
member has been idle.
Offline.
Additionally, member names display in different colors depending on their verification status.
Point at member names to display a status window about the member.
Click the expand and collapse buttons ( ) to expand or collapse member categories, the Chat area, or
the Common Tasks pane. Note that hiding Workspace Members also hides the chat and common tasks
areas.
Drag the left border of the Workspace Members panel to make it wider or narrower.
Ways to list workspace members
Right-click in the Workspace Members panel, select View Members By, and select an option:
12
Basic Features
• Alphabetical. Lists all members alphabetically.

• Status. Categorizes members according to their current status. Status categories you may see
include the following:
• In Workspace. Indicates members who currently have the workspace open.
• Navigating Together. Indicated members who currently have the workspace open and
have enabled the Navigate Together feature.
• Online. Indicates members who are currently online, but who don't have this workspace
open.
• Offline. Indicates members who are currently offline.
• Suspended. Indicates members whose workspace data is no longer being synchronized.
For more information, see Managing workspace synchronization problems.
• Verification. Categorizes members according to their contact verification status.
• Role. Categorizes members according to their role in the workspace.
• Organization. Categorizes members by the organization listed in their contact properties. If
members have no organization listed in contact properties, they are listed under "Unknown
Organization."
Starting activities with workspace members
Regardless of their status, you can start new activities with people listed in Workspace Members. Do any
of the following:
• Right-click a name and select Properties to open the selected member's Contact card, then select
activity options.
• Right-click one or more names to display a menu of Groove activities. For example, you can
select several members, right-click and select options to send a message or an invitation to a
new workspace.
• Select from options in the Common Tasks pane.
Toolbars
You can customize the look of the Groove Workspace Explorer tool bar by showing or hiding components
or repositioning them.
To hide or show the Back/Forward navigation buttons, select View-Toolbars-Back and Forward.
To hide or show the explorer toolbar, which includes the navigation buttons and the Workspaces drop-
down menu, select View-Toolbars-Explorer Toolbar.
To reset the toolbar to its default, locked state, select View-Toolbars-Restore Toolbars.
Repositioning toolbars
You can adjust the width and change the position of toolbar components.
1. Uncheck the "Lock Toolbars" option: Select View-Toolbars-Lock Toolbars.

2. Do any of the following:
• Click a toolbar separator line to minimize or maximize a component.

• Drag a toolbar separator line left or right to adjust the width of the component.
• Drag a toolbar separator line down or up to position a toolbar component below or
above other toolbar components.
13
Workspace communication status
Click in the status bar to pop up a list of your workspaces. Uncheck or check workspaces to pause or
resume communication activities. Data counters report on the flow of incoming and outgoing data. To do
more Communications Manager activities, click the Communications Manager link.
Start messaging activities
Click the envelope icon to open the Message History window.
Closing Groove windows
You can close the current Groove window by clicking the close box in the upper-right corner.
You can close all currently open Groove windows at once. Click the Groove icon in the Windows
notification area and select Close All Windows.
Sharing Files in Groove
Groove provides several ways to share data files. You can:
• Create a synchronized folder in your Windows file system, and then invite other users to share
the contents of this folder.
Synchronized folders can simply be shared across all computers on which you have your Groove
account. In other words, using file sharing workspaces can be much like using a virtual private
network.
Additionally, the Synchronization tab in the Preferences dialog box provides the option to
synchronize Internet Explorer Favorites across all your computers.
• Add files to a Groove Files Tool in a traditional Groove workspace.

• Synchronize files stored in a SharePoint document library using the Groove SharePoint Files Tool.
• Attach files to messages or to many other tools in a Groove workspace, such as Meetings or
Forms.
• Copy and paste files into any rich text field. For example, you can paste a file into a Notepad
page, Chat, or as Calendar appointment details.
14
Basic Features
Groove indicators
The tables below summarize common Groove indicators.
Workspace Member/Contact Presence Indicators
Indicator Meaning
A member who's in the workspace.
A member who's in the workspace but who has not done any computer activities for at least the
past 15 minutes.
An "in-workspace" member for whom you have set alerts to "High". An alert displays whenever
the online status of this contact changes. Similar indicators appear for online and offline
members for whom you have set alerts to "High".
An "in-workspace" member who's current status is suspended. Similar indicators appear for
online and offline members of the workspace.
A Groove contact or workspace member who is currently online.
A Groove contact or workspace member who is currently online but who has not done any
computer activities for at least the past 15 minutes.
A Groove contact who's currently offline.
A Groove contact who's online status is currently unknown.
A messenger contact who has set their online status to "Busy".
Unread Content Indicators
Indicator Meaning
The workspace contains new or updated content added within the last two days.
The workspace contains new or updated content added within the last seven days.
The workspace contains new or updated content added at least seven days ago.
Workspace Type and Status Indicators
Indicator Meaning
A standard Groove workspace.
All data transfer is currently paused for this workspace.
A file sharing workspace.
A workspace that does not yet contain content data. You must download data from another
computer or workspace member.
A workspace is no longer maintaining synchronized data for at least one other member. See
Keeping workspace data synchronized for more information.
You are no longer maintaining synchronized data for a workspace. See Keeping workspace data
synchronized for more information.
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Groove Taskbar Icon Status
Indicator Meaning
Groove is logged in to an account.
Groove is logged in and set for working offline.
Groove is logged in and alerts are suppressed.
Groove is logging in and is set for working offline and with alerts suppressed.
Groove is logged in and the account has an unread message.
Groove is not logged in to any accounts.
Groove is not logged in to any accounts and is set for working offline.
Groove is not logged in to any accounts and alerts are suppressed.
Groove is not logged in to any accounts and is set for working offline and with alerts
suppressed.
Chat Indicators
Indicator Meaning
Expand pane
Collapse pane
Microphone
Open in new window.
Message History Indicators
Indicator Meaning
An unopened message.
An unopened voice message.
An unopened voice message with attached file.
An invitation you've received, but not yet accepted or declined. Also, a sent invitation.
A previously opened message.
A previously opened message with an attached file.
A previously opened voice message.
A previously opened voice message with an attached file.
A sent message.
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Basic Features
Using rich text features in Groove
Groove supports rich text editing in most text entry fields. Right-click in any rich text editor window to see
menu options for changing the typeface, size, color, and emphasis of selected text, as well as options for
changing paragraph settings such as alignment, indents, and bullets. Use copy and paste or drag and drop
to add images, hyperlinks and Web URLs to rich text fields.
Most tools provide a toolbar with formatting icons.
When selecting a text color, select Default to set the color to the default system color (which is usually
black), or More Colors to display a standard Windows Color dialog box in which you can choose from an
unlimited number of colors.
If you want to do a variety of text formatting at once, select Font-More Fonts... to display a standard
Windows Font dialog box.
Select paragraph options to align text left, right, or center, create bulleted items, and to increase or
decrease paragraph indents.
Adding images and files to text content
You can copy and paste images and files into rich text fields. Copy an image or file to the clipboard, right-
click inside the rich text field and select Paste. You can also drag and drop an image or file into a rich text
field.
Images or files you paste into rich text fields may sometimes display as file attachments (instead of the
actual image), depending on the image or file type and your operating system.
Right-click any image or attachment to see menu options. The options you see depend on the file type.
Automatically detecting Web addresses
By default, all rich text editing windows in Groove are set to automatically detect a Web address (URL)
and format it as a live link that you and other members can click to open a Web browser and then open
the Web site. The following table shows syntax rules for entering a Web address for automatic detection:
URL Address Valid?

microsoft.com No
www.microsoft.com Yes
http://microsoft.com Yes
http://www.microsoft.com Yes
To enable or disable this feature, right-click in the editing window and select Detect URLs.
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Editing the text display for Groove and Web URL hyperlinks
You can edit the text that displays for Groove links pasted into rich-text areas or fields as well as detected
URL links.
Editing the text display for Groove hyperlinks
When you paste a link from a Groove tool item (for example, a link to a Discussion topic, a file in a Files
tool, a record in a Forms tool, or a page in a Notepad tool), the link displays with text that may include
the name of the item (depending on the tool) and the most current editor of the item. For example, a
Forms tool record pasted into a rich text field displays with this format:
Forms Document Link [EditorName]
You may often want to use different text for the link, especially if the link is part of the running text in
sentence.
To edit the text display:
1. Use the arrow keys to position the insertion point to the immediate left or right of the link text.
Note: You cannot click within the link text to edit it because doing so will activate the link and navigate to
the link target.
2. Use the SHIFT and arrow keys to highlight the link text. Be careful not to include any leading or
trailing word spaces.
3. Select Edit-Hyperlink.
4. In the Hyperlink dialog box, enter the desired text in the Text to display field.
Note: The Address field should contain the text "<<Address of Groove workspace item>>". If it
does not (for example, if this field is empty), this means you do not have the link text highlighted
correctly. Click Cancel and make sure you've selected ONLY the link text.
5. Click OK.
The revised display text appears in the link.
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Basic Features
Editing the text display for Web URL hyperlinks
You can enter alternate text to display for Web URL hyperlinks that appear in rich text areas or fields. You
can create an URL with alternate text from the insertion point, or apply alternate text to an existing URL.
1. Click where you want to insert the Web URL or select existing text or an existing Web URL.
Tip: To select an existing Web URL, click to the left or right of the URL and then use the Shift and
arrow keys to highlight it.
2. Select Edit-Hyperlink.
3. In the Hyperlink dialog box, enter the desired text in the Text to display field, and the Web URL
address (if necessary) in the Address field.
If you preselected a Web URL address, this address will automatically appear in both the Text to
display and Address fields, and you simply need replace the content in the Text to display field
with your desired text.
If you preselected text, the text automatically appears in the Text to display field. You must add a
Web URL to the Address field, or select a Web URL from the Browsed Pages list, which contains a
history of the most recently visited Web pages in your Web browser.
If you open the Hyperlink dialog box with no text selected, you must enter the desired text in the
Text to display field and the associated Web URL in the Address field.
4. Click OK.
The hyperlink text is inserted, or replaces the previous existing text, if any.
Removing hyperlinks
You can remove a hyperlink by simply deleting the hyperlink text (and then retyping it, if you still want
the text).
Creating a link to a Lotus Notes document
You can create links to Lotus® Notes documents in Groove workspace tools or messages.
1. Right-click a Notes document and select Copy as Link.

2. In Groove, select the workspace tool or message in which you want to paste the link.
3. Select Edit-Paste.
Note: Workspace members must have Lotus Notes installed and must have access to the target Notes
database to access and view it.
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20
Basic Features
Using spell checking
Groove provides spell-checking features in all locations that support rich text. For example, you can check
spelling in a Discussion entry, a Notepad page, a Groove message you're composing, or a chat entry.
You can open the spell checker only while you're editing the specific content.
In most contexts, you can open the Check Spelling dialog box by selecting Edit-Check Spelling or by
pressing CTRL+F7. You can also right-click in any rich-text location and select Check Spelling.
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Chapter 4. Managing Workspaces, Members, and Tools
A workspace is a place where people with common purposes and goals can share ideas and work
together. A workspace begins with the person who creates it and then invites others to join. Workspace
components include the application tools that members decide to add for their work activities and an
area for chatting.
Learning more about workspaces
A workspace is a place where groups or organizations with common purposes and goals can share ideas
and work together.
Workspaces allow members to work with a variety of specific application tools. For example, suppose you
conduct a weekly meeting to discuss developing marketing materials. Activities might involve setting
deadlines, assigning tasks, as well as reviewing completed work. To facilitate this meeting workspace
members might post documents in a Files tool, discuss issues in a Discussion tool, and collaborate on
meeting agendas using a Meetings tool. All members currently online at the same time in the workspace
could interact using real-time chat, or even talk to each other using audio chat (if their computers have
the required audio components).
The Forms tool is notable among the collection of available workspace tools because, unlike all the other
tools, this tool is intended for building custom Groove tools. The complexity and features in a custom tool
can vary widely, depending mostly on the skills and vision of a Forms tool designer. Any designer should
be able to build a simple tool that consists of a variety of data-entry and input fields laid out on a form.
More sophisticated designers can add features as needed by adding scripts, lookups, and so on. Similarly,
tool designers can build custom Groove tools using the InfoPath Forms tool, in conjunction Microsoft
InfoPath.
The data in workspace tools is highly dynamic. All currently connected members see instantly any updates
either they or other members add. Optionally, members can use the Navigate Together feature, which
allows one member to lead others in activities. As the leader navigates in the workspace, or in some
cases, within a tool in the workspace, other members automatically go to the tool or location within the
tool.
Types of workspaces
When you create a new workspace in Groove, you can choose from the following workspace types:
• File Sharing. This workspace type allows you to share the contents of a folder in your Windows
file system across all computers on which you have your Groove account, and with other Groove
users by invitation.
• Standard. This workspace type displays in the Groove Workspace Explorer and initially includes a
Files tool and a Discussion tool. Once created, you can add more workspace tools as needed.
• Custom. This workspace type displays in the Groove Workspace Explorer and allows you to pick
the initial set of tools for the workspace.
Workspace limitations
Although there are no specific size restrictions for workspaces, for optimal performance, we recommend
limiting the size of any standard workspace to 2 GB or less. You can view workspace properties to see the
current workspace size.
Note: Groove cannot send a workspace that exceeds 2 GB to new invitees.
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Managing Workspaces, Members, and Tools
Creating a new workspace
You can create a variety of new workspaces using the Create New Workspace dialog box. You can also
create a new workspace from a template or create a new workspace from an archive.
Note: For detailed instructions on creating a file sharing workspace, see Creating a file sharing workspace.
To create a new workspace:
1. Select File-New-Workspace... from the Launchbar or the Groove Workspace Explorer.

2. Name the workspace.
3. Select a workspace type.
Read the description of the selected workspace type to see details about its contents and purpose.
The Templates drop-down list includes a "Custom" option in which you can select the initial tools
you want in the workspace.
4. To see additional workspace options, click Options. Note that the Options button is available only
if you have multiple identities in your Groove account.
• Invitees Need At Least. Select the Groove version that all invitees must have to join this
workspace. You might select an earlier version if you know that at least one intended invitee
is running the earlier version. Some workspace tools require members to be running at least
a certain Groove version.
• Your Identity In Workspace. If you have more than one identity in your Groove account,
select the identity you want to use in this workspace.
5. Click OK.
Groove creates the workspace and lists you as the initial member with the role of Manager. You can now
customize the workspace components and send workspace invitations.
Creating a new workspace from a template
If you've saved an existing workspace as a template or have access to workspace templates created by
others, you can use these as the basis for new workspaces.
If the workspace template is stored in the Groove Workspace Templates folder in My Documents (the
default location), you can select it in the Template drop-down menu in the Create New Workspace dialog
box.
If the workspace template is stored in a different folder, you can select it to create a new workspace as
follows:
1. Select File-New-Workspace From-Template...

2. In the Browse dialog box, browse to the workspace template file you want and click Open.
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Going to a workspace or workspace tool
To go to a workspace do any of the following:
• In the Groove Launchbar or Workspace Manager, double-click the workspace title.
You can select multiple workspaces using CTRL+CLICK or SHIFT+CLICK. You might do this to
perform administrative tasks such as deleting workspaces or pausing communications in selected
workspaces.
• In the Workspace List in the Groove Workspace Explorer, click the workspace title.
To select a workspace tool, do any of the following:
• Click the tool tab in the workspace.

• In the Workspace List in the Groove Workspace Explorer, select View-Show/Hide-Tools in
Workspace List and then click the tool you want.
Navigating together in a workspace
Groove's "Navigate Together" option lets workspace members move in unison among workspace tools.
When you select "Navigate Together," all other members who have this option selected go to whichever
tools you select. Likewise, you go to whichever tool other members select.
Select Options-Navigate Together or press ALT+F9 to enable or disable the option. A checkmark displays
next to the command when the option is enabled.
Navigate Together characteristics
Navigate Together works in Groove as follows:
• Only members who have Navigate Together selected at the same time navigate together. Thus, if
other members already have this option selected when you select it, you immediately navigate to
their location in the workspace. For example, if everyone using Navigate Together were looking
at a Pictures tool, you would automatically navigate to this tool too.
• All members who have this option enabled are listed in the Workspace Members panel under
"Navigating Together."
• Navigate Together stays enabled either until you disable it or close the Groove Workspace
Explorer window.
Navigate Together works only with the following actions in a workspace:
• Opening or closing the chat pane.
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• Navigating among tools by clicking tool tabs.
• Navigating among pictures in a Pictures tool.
• Navigating among sketches in a Sketchpad tool.
• Navigating in a Calendar tool.
• Opening folders in a Files tool.
• Navigating among selected note pages in a Notepad tool.
Navigating on your own while Navigate Together is turned on
To navigate on your own while Navigate Together is turned on, use SHIFT+CLICK instead of just clicking.
You may decide to do this if you want to work briefly with a different tool on your own.
About workspace roles and permissions
Every member of a workspace is assigned one of the following roles:
• Manager
• Participant
• Guest
Each role type is granted specific "permissions". Permissions determine the extent to which members can
make changes in a workspace. For example, certain roles may be granted (or disallowed) the permission
to add new workspace tools or invite new members.
If you create a new workspace, you're automatically assigned the role of Manager, and therefore have all
permissions. Other members are assigned roles as they're invited to the workspace. Only members with
the role of Manager can change other members' roles.
By default, members assigned the role of Participant have permission to add new workspace tools and
invite new members. Guests, however, are not granted any permissions.
To view or change the permissions assigned to roles in a workspace, select File-Properties-Workspace, and
select the Permissions tab in the Properties dialog box.
Tool permissions
Most tools within a workspace have their own set of permissions. Tool permissions determine what actions
a Manager, Participant, or Guest can perform in the tool. For example, the Calendar tool has permissions
for adding, editing, or deleting entries. Members assigned the role of Manager can update tool permissions
per role.
To view or change permissions assigned to roles for a selected workspace tool, select File-Properties-Tool,
and select the Permissions tab in the Properties dialog box.
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Managing Workspaces
Select Options-Workspace Manager to open the Workspace Manager, which lists all of your workspaces on
all your computers, and shows workspace status information, including the last time a workspace had
unread information. You can do any of the following:
• Double-click a workspace to open it.

• Right-click any column header to add or remove column headers (except for "Name"). For
example, to add a column that lists file sizes, right-click any column header and select Size.
• Click any column header to switch between an ascending and descending sort.
• Rearrange the order of column headers by dragging them.
• Select multiple workspaces using CTRL+CLICK or SHIFT+CLICK.
You might do this to perform administrative tasks such as deleting workspaces or pausing
communications in selected workspaces.
• Right-click any workspace (or a multiple workspace selection) to see a menu with workspace
management options.
Viewing or changing workspace properties
Select File-Properties-Workspace (or File-Workspace Properties in the Launchbar) to display the

Workspace Properties dialog box. You can do the following activities:
• View general workspace information

• Update the description and version requirements for the workspace
• Change settings for automatically downloading the workspace
• Update settings for alerts
• Update settings for roles
• Update settings for permissions
• View folder synchronization information and status in a file sharing workspace
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Viewing or changing general workspace properties
Select File-Properties-Workspace (or File-Workspace Properties in the Launchbar) and click the General
tab to do all of the following activities:
• View information about the selected workspace

• View or change the Groove version requirements for the workspace
• Add or edit a description of the workspace
• Enable or disable automatically downloading the workspace on all computers
Viewing workspace information
You can view all of the following information about the selected workspace:
• Version: The version of Groove in which the workspace was created.

• Size: The current size of the workspace on disk.
• Template: The workspace template version number.
• Created by: Name of the person who created the workspace.
• Created on: Date the workspace was created.
• Requirements: The minimum version of Groove required for access to the all workspace and tool
features.
• File sharing properties: For file sharing workspaces, the Properties dialog box a Folder Info and a
Status tab. These tabs provide information about the path of the root folder currently being
synchronized, excluded files and file extensions, and the current synchronization status.
Viewing or changing the Groove version requirement for a workspace
To change the version requirement for a workspace, select the version you want from the drop-down
menu.
Every workspace has a Groove version requirement for tools, which is initially set when the workspace is
created. For example, by default, all new workspaces you create use the version of tools supported in the
most current version of Groove. This means all tools that you or any other member add to the workspace
are supported only for members running Groove 2007 or later. Members running an earlier version of
Groove will get prompted to update their software if they select tools added to the workspace that require
the later version. Additionally, invitees to the space who are running an earlier version may be required to
update Groove before accepting the invitation.
Workspace managers can change the Groove version number so that members can add newer versions of
tools to the workspace. However, note the following details about changing version requirements:
• You can only increase the version requirement for a workspace. This also means that once you
increase the version requirement, you cannot set it back to an earlier version.
• Members running an earlier version of Groove may get prompted to upgrade Groove when later
versions of tools are added.
Adding or editing a description of this workspace
Workspace managers can add or edit text in the Description text box.
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Automatically downloading a workspace onto all computers
If you log into your Groove account on multiple computers (or plan to do so in the future), you might
want to check the option to "Download automatically onto all my computers." If enabled, the workspace
will be automatically downloaded when you log in to the account on another computer.
Viewing or changing workspace permissions
Select File-Properties-Workspace and click the Permissions tab to view or change permissions assigned to
member roles in the workspace.
Note: In most cases, only Managers can change permissions assigned to roles in a workspace.
1. Select the role for which you want to change permissions.
The selected permissions change to reflect the permissions currently assigned to the selected role.
2. Check or uncheck the permissions to be assigned to the selected role.

3. Click Apply (if you want to select another role for updating) or click OK if you're done changing
permissions.
Setting alerts for a selected workspace
You can adjust how Groove alerts you about unread information in a selected workspace.
The alert setting for new workspaces is initially defined in account preferences. However, the alert setting
for existing workspaces does not change if you change the default setting in your account preferences.
You may want to change the alert setting for specific workspaces. For example, for workspaces you visit
infrequently, you may want to set a lower level so that you're not distracted by alerts for information that
doesn't interest you.
1. Select File-Properties-Workspace and click the Alerts tab.

2. Drag the slider to change the setting for alerts.
• Auto (if available) lets Groove determine the appropriate alert setting for unread information.
For new workspaces or workspaces that you visit at least once a week, this setting is the
same as High. For workspaces or workspace tools you visit infrequently (which implies that
you don't often need information in the workspace or tool), Groove automatically adjusts the
alert setting to Medium so that you're not distracted by alerts in your system tray.
• High displays an unread mark and pops up an alert with an audible chime in the Windows
notification area.
• Medium displays an unread mark only.
• Off ignores unread information and does not alert you.
3. If you want, select or browse for a sound file (.wav) to be played with every alert, if your alert
level is set to High.
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4. If you want, check the option to be notified when members enter the workspace.
5. Click Apply.
You can also set alerts for individual tools in a workspace.
Saving a workspace as a template
You can save a workspace as a template file (in compressed .gsa format) to use as the basis for creating
new workspaces. The saved template file preserves the following workspace features:
• The collection of tools and custom tool names (if any).

• The workspace name.
• (Optional): The contents in all tools.
• (Optional): The list of members in the workspace.
Note: You cannot save a file sharing workspace as a template.
To save a workspace as a template file, do the following:
1. Select or go to the workspace.

2. Select File-Save Workspace As-Template...
3. Select a path and filename in the Save As dialog box or accept the default location, and click
Save.
Tip: If you accept the default location (the Groove Workspace Templates folder in My Documents),
the template will subsequently display as a Workspace Type option in the Create New Workspace
dialog box. If you place the template file in another folder, you must open it directly in your file
system, or by selecting File-New-Workspace from-Template.
4. Select the options you want in the Template Options dialog box, and click OK.
The workspace is saved as workspace name.gsa.
Creating a link to a workspace
You can create a link that opens a workspace and displays the tool you most recently visited in that
workspace. You can place a workspace link in any text area that supports rich text.
A link to a workspace works only for people who are members of the workspace.
1. Right-click the workspace title and select Copy as Link.

2. Select the rich-text location in which you want to paste the link.
For example, you could place a link to a workspace in a Discussion entry or Notepad page in
another workspace, in a message, or in a file from another software application, such as Microsoft
Word.
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The link displays with the name of the workspace as the link's target. If you want, you can edit the
link text.
Saving a workspace as an archive
You can save a workspace as a compressed archive file (.gsa) and later open the archived workspace in
Groove. Saving a workspace as an archive preserves:
• The collection of tools and custom tool names.

• The workspace name.
• The contents in all tools.
• The list of members in the workspace.
Note: When you restore the workspace from the archive, all members (other than the member
restoring the workspace) appear as "suspended". You can subsequently re-invite the suspended
members.
Note: You cannot save a file sharing workspace as an archive.
To save a workspace as an archive, do the following:
1. Select or go to the workspace.

2. Select File-Save Workspace As-Archive...
3. Select a path and filename in the Save As dialog box or accept the default location, and click
Save.
Tip: If you accept the default location (the Groove Workspace Archives folder in My Documents),
the archived workspace file will display in the file list when you select File-New-Workspace From-
Archive from the Launchbar. You can also browse for other workspace archive files stored in other
locations by selecting this command.
4. Optional but recommended: Set a password to protect the archive content.

5. Click OK.
Opening a workspace archive
You can open a workspace that was saved as an archive.
The workspace includes the following information:
• The name of the archived workspace

• The collection of tools and custom tool names.
• The list of workspace members, categorized as "Suspended" (when you view the Workspace
Members list by status).
Note: The identity restoring the workspace assumes the role of manager once the workspace is
restored.
• All workspace data from the time it was archived.
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To open a workspace from an archive, do the following:
1. Select File-New-Workspace From-Archive... to open a Browse dialog box.

2. Select the archive file you want (if you see it listed) or browse to its file system location. Click
OK.
Tip: You can also open a workspace from an archive by double-clicking the file directly in your file
system.
3. If prompted, enter the password for the archive.

4. Re-invite members to the workspace as needed. To do so, first uninvite them, and then send a
new invitation.
Deleting a workspace
You can delete a workspace either from the Workspace List in the Groove Workspace Explorer, the
Workspace Manager, or the Launchbar. If you want to delete multiple workspaces at once, use the
Workspace Manager or Launchbar.
1. Select the workspace you want to delete.

2. Select File-Delete Workspace (in the Launchbar, select Edit-Delete), and select a workspace
deletion option.
• From This Computer: The selected workspace is deleted from your account on this computer.
However, if you've added your Groove account to one or more other computers, the workspace
will continue to be listed under the category "Not On This Computer."
If desired, you could restore the deleted by fetching from another computer.
• From All My Computers: The selected workspace is deleted from all computers on which you
have your account. Your membership in the workspace is terminated unless another member
re-invites you. This option displays only if you have your account on more than one computer.
• For All Members: The selected workspace is deleted for all workspace members' computers. This
option is available only to workspace managers. Use this option only if you are certain that all
members are no longer using the workspace and any essential information has been archived.
Duplicating a workspace
When you duplicate a workspace, you create an exact copy of the original workspace except that the
duplicated copy retains only you as a member.
Note: You cannot duplicate a file sharing workspace.
1. In the Launchbar, Workspace Manager, or in the Workspace List in the Groove Workspace
Explorer, right-click the workspace you want to duplicate.
2. Select Duplicate Workspace....
3. Enter a name for the workspace, and click OK.
Groove creates a copy of the workspace, and displays its title in the Workspace List.
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Renaming a workspace
Only workspace managers can rename a workspace. To rename a workspace:
1. In the Launchbar, Workspace Manager, or Workspace List in the Groove Workspace Explorer,
right-click the workspace you want to rename.
2. Select Rename....
3. Type a new name for the workspace, and click OK.
Placing a workspace shortcut on your Desktop
For workspaces you use frequently, you may want to create a shortcut and place it on your Desktop.
right-click the workspace you want to send to the desktop as a shortcut.
2. Select Save Shortcut to Desktop.
A Groove shortcut appears on your Desktop with the workspace name.
Tip: You can also create a shortcut by dragging a workspace to your desktop.
Placing a workspace tool shortcut on your desktop
Use drag and drop to place a shortcut to any workspace tool on your desktop. The shortcut name uses the
combination of the workspace and tool name.
Organizing workspaces in folders
You can create folders for organizing your workspaces. To see folders in a workspace list, select View-View
Workspaces By-Folders.
1. Click the location in the Workspaces List where you want to place a new folder.
Folders are created at the same level as the selected item. For example, if you select a workspace
that's already in a folder, the new folder will appear hierarchically within that folder.
2. Select File-New-Workspace Folder.

3. Replace the "New Folder" text with a name that makes sense for the workspaces you intend to
store in that folder.
4. Drag and drop the items (workspaces and/or folders) into the new folder as desired.
Alternatively, right-click the item, select Move to Folder..., select the target folder in the dialog box
and click OK.
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Downloading workspace data
You download workspace data from another computer or workspace member after you restore your
Groove account from a backup or log in to your account on another computer.
References to your workspaces appear in the Launchbar or the Workspace List and are categorized under
"Not On This Computer" if you're sorting the list by status. Regardless of your sort option, the icon for
these workspaces appears dimmed.
Icon for workspace on this computer.

Icon for workspace on other computers.
To download workspace data:
1. Select the workspace you want in the list.

2. In the Common Tasks pane, click Get Workspace.
The workspace gets downloaded to your computer if any of the following conditions are true:
• Groove is currently online on another computer on which you have your account and this
workspace.
• Another workspace member is online and running Groove.
Groove will always download the workspace from one of your other computers (if available) before
downloading from another workspace member. If there are currently no other computers or
workspace members from which to download the workspace, the request will stay queued until one
or the other is available.
Note: If the selected workspace was created in a version of Groove prior to Groove 2007, you see
a Get Workspace From... drop-down menu with options to get the workspace from another
computer or workspace member.
Marking workspaces read or unread
You can mark an entire workspace read or unread. Marking a workspace read removes all unread markers
from all items among all tools in the workspace. Most commonly, you mark a workspace read the first
time you open it after receiving it via invitation because all items will be marked unread.
right-click the workspace you want to mark read or unread.
2. Select Mark Read or Mark Unread.
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Managing workspace synchronization problems
Groove keeps workspace data synchronized among members by storing in a log file all changes made by
all members. The size of this log file varies depending on how frequently workspace members run Groove
while online so that they can receive everyone's changes. If one or more members of the workspace fail to
run Groove while online for an extended period of time (three weeks or longer), or if there is a high level
of activity within a workspace, the log file may become unacceptably large for other members, especially
in workspaces that contain large amounts of data (over 100 MB).
About synchronization problems caused by other members
If a workspace member fails to keep a workspace sufficiently synchronized, Groove warns all other
members of the problem by posting a yellow alert icon next to the workspace in the Launchbar or in the
Workspace List.
Note: The synchronization alert displays only for workspaces that are larger than 100 MB.
You can select the workspace to see options in the Common Tasks pane for resolving the problem. If
you're a workspace manager, you can:
• Suspend the member. If you suspend members, Groove no longer synchronizes the workspace
for these member(s) even if they go online, and their status in the workspace changes to
"suspended." The suspended member receives a message informing that Groove is no longer
synchronizing their copy of the workspace, and that they must request a re-invitation to the
workspace.
When you select this option, Groove opens a dialog box that lists the names of the members who
are causing the synchronization problem, and asks if you want to continue to suspend membership
activity.
• Uninvite the member. When you select this option, Groove opens a dialog box that lists the
names of the members who are causing the synchronization problem, and asks if you want to
uninvite them.
What happens if you are causing a synchronization problem
Groove posts a red alert icon if you are the workspace member causing a synchronization problem, and
therefore have had your membership in the workspace suspended by another member. Additionally, if
workspaces are sorted by status, the workspace is listed as "Suspended." When your membership in a
workspace has been suspended, this means that your copy of the workspace is no longer sending or
receiving updates.
If you have a workspace in this state and want to restore your membership and resume workspace
synchronization, you can do one of the following:
• Request a new invitation to the workspace from another workspace member. You might make
this request simply by sending a message or e-mail.
• Download the synchronized workspace data from another computer (if you have your account on
more than one computer) or from another workspace member.
The result of using either option is as follows:
• The existing unsynchronized workspace is renamed to "workspacename (unsynchronized copy)".

This copy of the workspace will retain any unsynchronized updates you had added to the
workspace before seeking to resolve the synchronization problem.
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• You receive a new copy of the synchronized workspace.
Re-inviting a suspended member to a workspace
Suspended members appear in the Workspace Members list as "Suspended" (if the list is sorted by
status). If you want to re-invite this member to the workspace and restore their synchronization, it's
recommended that you uninvite the member and then send a new invitation.
Inviting someone to a workspace
To invite someone to a workspace:
1. Go to the workspace.
2. In the Workspace Members panel, enter the name or e-mail address of the recipient in the Invite
to Workspace box.
Click More to see more options for adding or finding recipients in the Add Recipients dialog box.
3. Click Go to open the Send Invitation dialog box.

4. Assign a role to the recipient(s) from the drop-down list.
If you are inviting multiple contacts and want to assign different roles, you must send separate
invitations per role.
In addition, unless you're a Manager in the workspace, you can only assign invitees the same role
assigned to you (Participants assign the role of "Participant" and Guests assign the role of
"Guest").
5. If you want to confirm the invitees' invitation acceptance, check Require acceptance confirmation.
Note: This feature is automatically enabled for all invitations sent via e-mail.
6. Add message text if desired.

7. Click Invite to send the invitation.
Groove does the following depending on the type of recipient(s) you selected:
• For Groove contacts, Groove sends the invitation as a Groove message.

• For e-mail addresses, Groove sends the invitation via Microsoft Outlook as an e-mail
message with a file attachment.
The message contains instructions both for people who already have Groove, and for those
who don't. People who already have Groove click a link in the message that opens the
invitation. People who don't have Groove click a different link that goes to the Groove
download page. Once an e-mail recipient installs and starts up Groove, the workspace
invitation should open automatically. If the invitation fails to open automatically, the recipient
can return to the e-mail message and open the file attachment to respond to the invitation.
All invitations sent via e-mail require the sender to confirm acceptance before the workspace
is sent to the recipient's computer.
Note: If you don't have a Microsoft Outlook e-mail client, a message displays informing you
that you cannot send the invitation using this feature. The message describes an alternative e-
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mail invitation process, which is to copy the invitation to the clipboard and then paste it into
another e-mail or messaging client.
You can also start the invitation process from any workspace list. Select the workspace and click Invite to
Workspace in the Common Tasks pane to open the Send Invitation dialog box.
Invitation alerts
When you send an invitation, Groove keeps you informed about its progress by posting alerts.
Note: For e-mail recipients, you don't see progress alerts until they open file attachment. From the table
below, the first alert you might see is "Inviting Invitee": Opened, waiting for reply..."
The table below summarizes the invitation progress alerts:
Notification Meaning
Inviting "Invitee": Groove cannot yet send the invitation. The sender's computer may be offline or
Waiting to send... may not currently have a live network or relay service connection.
Inviting "Invitee": Groove is sending the invitation either to the invitee's computer or to the relay
Sending, % complete... service (if the invitee's computer is offline).
Inviting "Invitee": Sent, The invitation left the sender's computer and will get delivered if the invitee is
waiting for delivery... online. If the invitee is offline, the invitation is routed to the relay service.
Inviting "Invitee": The invitation has reached the invitee's computer.
Delivered, waiting for
invitee to open...
Inviting "Invitee": The invitee has opened the invitation, and now must decide whether to accept or
Opened, waiting for decline it.
reply...
Inviting "Invitee": The invitee has accepted the invitation but Groove is not yet sending the
Invitation Accepted. workspace because the inviter and all other workspace members are offline. Note
that if the invitee accepts the invitation at a time when the inviter has gone
offline, Groove will attempt to download the workspace from another member
who is currently online, giving preference to members who are online but idle.
Inviting "Invitee": The invitee has accepted the invitation and the workspace is now being sent.
Invitation Accepted:
Sending workspace, %
complete...
Inviting "Invitee": The workspace has left the inviter's computer, though the invitee is still receiving
Workspace sent, waiting it.
for delivery...
Inviting "Invitee": The workspace is successfully delivered to the invitee.
workspace delivered!
Note: If the invitee goes offline before receiving the entire workspace, the
workspace gets sent to the relay service. The next time the invitee goes online,
the workspace is routed from the relay service to his or her computer.
Requiring acceptance confirmation
Requiring acceptance confirmation is useful for security purposes. It gives you a chance to verify each
recipient's identity before you send the workspace. If you check this option, then when the message
recipient(s) accept your invitation, Groove displays an alert that prompts you to confirm the invitation.
In the Confirm Acceptance dialog box, do any of the following activities and then click Confirm:
• Click From to open the recipient's contact to verify their identity before sending the workspace.
• Include a message to send when you either confirm or deny the acceptance.
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Copying an invitation to the Clipboard
Groove includes standard features for sending workspace invitations as e-mail messages via a Microsoft
Outlook client. If you do not use a Microsoft Outlook client for your e-mail, then Groove invitations with e-
mail addresses cannot use automated features. If you receive a failure message after attempting to send
an invitation to an e-mail address, you can still send the invitation by copying the invitation to the
clipboard, and then pasting it into the e-mail client or messaging system of your choice.
1. Without closing the Groove invitation, select File-Copy Invitation to Clipboard...

2. Select the invitation settings you want and click OK.
3. Cancel the Groove invitation.
4. Open your e-mail or messaging client.
5. Paste the copied invitation into a new message.
The pasted message includes the standard boilerplate text sent to recipients that includes
information on downloading Groove, as well as link for accepting the invitation.
Changing member roles in a workspace
Only managers can change the roles of other members in a workspace.
To see the roles currently assigned to all members in the workspace, select File-Properties-Workspace,
and click the Roles tab in the Properties dialog box.
You can also point at any name in the Workspace Members list to see that member's role in a status
window:
To change a member's role:
1. Select File-Properties-Workspace, and click the Roles tab in the Properties dialog box.
2. Select the member whose role you want to change.
3. Click Change Role... to open the Change Role dialog box.
4. Select the role you want and click OK.
5. Click Apply if you want to apply the current role change and do other activities in this dialog box,
or click OK to apply the change and close the dialog box.
Tip: You can change a role for one member quickly from the Workspace Members list: Right-click the
member and select Role to open the Change Role dialog box.
Sending a "Come Here" invitation
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You can send a "Come Here" invitation asking existing members to go to a workspace. Members receive
an alert with your request.
To send a "Come Here" invitation:
1. Right-click the member in the Workspace Members panel.

2. Select Send Alert to Come Here.
Responding to a workspace invitation
A workspace invitation displays as an alert in the Windows notification area. You might also receive a
workspace invitation as a file attachment or link in an email message.
1. If you receive the invitation as a Groove alert, click the alert to open the invitation.
To decline the invitation without opening it, right-click the alert and select Decline. Groove posts
an alert for the sender saying that you've declined the invitation.
2. If you receive the invitation as an email message, click the link presented for accepting the
invitation.
3. Do any of the following activities:
• Click From to see the inviter's contact information.

• Click Info to see more information about the workspace, including its name, when it was
created, who created it, the number of current members, and its size in kilobytes. In
addition, you see an estimate of the time it will take to download the workspace on a 56
Kbps modem connection.
• Click Reply to open a message window addressed to the inviter. You might do this if you
want to ask the inviter a question before you accept or decline the invitation.
4. Click Accept, Decline, or Close.
Note: All invitations received via email require the sender to confirm your acceptance before the
workspace is sent to your computer.
If you click Close, the invitation is stored in your Message History. Choose this option if you're not
ready to accept or decline the invitation yet, but you want to dismiss the invitation notification.
If you accept the invitation, you typically see the following series of alerts, which inform you about
the progress of the workspace delivery:
Alert Meaning
Waiting for Waiting for workspace: Waiting to send acceptance
"workspace": Waiting
to send acceptance...
Waiting for Groove is sending the invitation acceptance to the sender.
"workspace": Sending
acceptance...
Waiting for The invitation acceptance has left your computer.
"workspace":
Acceptance
delivered...
Waiting for Groove is downloading the workspace from the sender's computer. The
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"workspace": percentage changes to show the progress of the transmission.

Downloading
"workspace," %
If the sender goes offline before the workspace can be sent, the workspace
complete...
is sent from another online workspace member's computer, provided that
another member has the same role (or higher) as the original sender. If no
other members of this workspace are online, Groove will try again to send
the workspace the next time any member with the required role goes
online.
If you go offline before receiving the entire workspace, the workspace gets
routed to the relay service, and will be forwarded to your computer the next
time you go online.
Waiting for Groove is installing the downloaded workspace on your device.
"workspace":
Installing workspace...
"Workspace" ready The workspace is installed and ready. You can go to it by clicking the
(click to open)! notification or by double-clicking in the Launchbar. If you do not click the
notification to go to the workspace, right-click the notification to dismiss it.
Setting contact or member alerts
You can set alerts for selected contacts or workspace members so that Groove notifies you about online or
idle status changes.
Setting alerts for a contact's online status
1. Right-click the contact(s) or member(s) you want and select Set Alerts.
If you selected one contact, a Contact dialog box opens with the Alerts tab displayed. If you
selected multiple contacts, an Alerts dialog box opens.
2. Drag the slider to change the alert setting.

3. Optional. If you changed the alert level to High, select or browse for a .wav sound file to play
with every alert.
Tip: Click the Play button to sample the sound of the selected .wav file.
4. Click Apply to save your changes and leave the dialog box open, or click OK.
Setting additional alerts for workspace members
You can set the following additional alerts that respond to workspace member activities:
• A workspace member enters a specific workspace. Select File-Properties-Workspace, click the

Alerts tab, and check Notify me when any member enters this workspace.
• A workspace member enters a specific workspace tool. Select File-Properties-<toolname>, click
the Alerts tab, and check Notify me when any member enters this tool.
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Verifying contact identities
Verifying the identities of the people you use Groove with is strongly recommended to alleviate the risk of
sharing sensitive information with unintended people. Depending on your Groove installation, many
contact identities may already be verified by an administrator at your organization. Groove indicates
verification status of people in your contact and member lists using the following colors:
• Black: Not verified.

• Green: Verified by you.
• Teal: Verified by your organization.
• Blue: Verified by your organization but outside your domain or cross-certified.
• Red: Name conflict. If two contacts have similar names Groove displays them in red, regardless
of their verification status. See Resolving name conflicts for more information.
The communication policies applied to your account identity determine your ability to interact with other
Groove users depending on their verification status. These policies may do any of the following:
• Prohibit you from communicating with any users who are not verified by an administrator in your
organization.
• Warn you before allowing you to communicate with users whose identities have not been verified.
In this case Groove opens the Contact Verification Alert dialog box described below.
• Allow you to communicate with any contact without any warning or restriction.
Your organization's verification of other Groove users may provide you with enough assurance about their
identities. In some cases, especially if you are working with highly sensitive information, you may also
want to manually verify a user's identity.
Responding to the Contact Verification Alert dialog box
The Contact Verification Alert dialog box displays if you try to communicate with users whose identities
have not been verified, and communication policies for your account identity are set to warn you about
such users. You can do any of the following:
• Select users and click Verify Identity. Follow the instructions in the next section for manually
verifying a contact identity.
• Click Properties to view contact properties for a selected user.
• Click Continue to ignore the user verification alert and continue with the activity.
• Click Cancel to cancel the activity you were doing that resulted in a user verification alert.
Manually verifying a contact
Groove assigns a unique "digital fingerprint" to each contact identity. A digital fingerprint appears as a
long, random looking string of letters and numbers (with punctuation marks for readability). These digital
fingerprints are used for manually verifying the real-world identities of Groove contacts you see in your
workspaces and contact lists. You can also view the digital fingerprint assigned to your Groove identity.
To manually verify a contact identity, do the following:
1. Right-click the contact (or workspace member) you want to verify and select Verify Identity....
The Verify Identity dialog box displays information about your current relationships with the
selected contact, such as workspaces you share, the number of messages you have exchanged,
and your organizational relationship. If you do not have any relationships with the selected
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contact, the Verify Identity dialog box instead provides instructions for verifying the contact's
identity by checking their digital fingerprint.
Note: If Groove detects that there are two or more contacts that have the same, the Verify
Identity dialog posts a warning message that advises you to assign as alias when you verify this
contact.
2. Do one of the following:
• If you are sufficiently assured of the contact's identity from the information you see,
click Verify.
In the Verify Identity As dialog box, enter an alternative name for the contact if you think you
need one, and click OK.
• If you are not yet sufficiently assured of the contact's identity, and want to take more
steps to verify their identity, click Still not sure? - Check fingerprint.
Follow the steps in the Verify Identity dialog box for checking the contact's digital fingerprint,
and click Verify.
Unverifying a contact identity
Although rare, you may occasionally have reason to change the verification status of contacts that you
have manually verified so that they display as not verified.
1. Right-click the contact (or workspace member) you want to unverify and select Verify Identity....
2. Click Unverify.
Saving a contact as a file
You can save other peoples' contacts as a file. You could then send the contact file as an attachment in an
email.
1. Right-click the contact and select Save Contact as File....

2. In the Save Contact Info As... dialog box, select the location in which to save the contact file, and
click Save.
Adding new contacts
To search for and add new contacts to your contact list in the Launchbar, do the following:
1. Click Add Contact.

2. In the Find User dialog box, enter the name or text you want to find.
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You can search using "Full Name", "First Name", "Last Name", "Business E-mail", or "Personal E-
mail". The search will return all contacts in which a match is found in any of the valid fields. For
example, the search string "john" would return contacts named "Andrew Johnson" because "john"
is the first four characters in the "Last Name" field. As a rule of thumb, the more specific you make
the search string (by typing more characters), the more specific and exacting your search result
will be.
You can rearrange the order of the columns in the Find User dialog box by dragging them. You can
also remove columns (except for "Full Name") by right-clicking any column header and unchecking
the name of the column to be removed. You can restore a removed column by right-clicking any
column header and checking the name of the column to be restored. Any changes you make in the
Find User dialog box apply only to the current search session. All defaults settings are restored the
next time you open the Find User dialog box.
3. Optional: Check Include Public Groove Directory if you want Groove to include this directory in
the search.
4. Click Find.
5. If Groove finds a contact match, select it in the list.
Status icons display next to contacts in the list to allow you to see if they're currently online.
However, contact matches found in the Groove Public Directory always initially display with an
"Unknown" status icon until you select them and add them to your contact list.
6. To see more information about a selected contact match, click Properties.
For example, you might want to take steps to verify the contact's identity.
7. Click OK to add the contact to the list.
Adding a workspace member to your contact list
As new people become members of workspaces you belong to, you may want to add their contacts to your
personal list. Right-click the member you want to add and select Add to My Contacts.
You can also add a member to your contact list by dragging.
Viewing workspaces shared with a selected contact
You can view a list of all workspaces in which you and a selected contact are both members.
1. Right-click the contact and select Properties.

2. Click the Workspaces tab in the Contact dialog box.
3. If you want to limit the list of workspaces to only those in which the selected contact is currently
in the workspace, check Show only workspaces where contact is currently active.
Depending on your role and permissions in a workspace, you may be able to do management tasks such
as changing member roles or uninviting members. Typically, you can do these activities only if you're a
manager of the workspace.
Inviting other computers to a workspace
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If you use your Groove account on more than one computer, you can send the data from any workspace
to your other computers at any time.
1. Select the workspace you want to invite to another computer.

2. Select Options-Invite My Other Computers...
If you do not currently have your Groove account on another computer, the Use Account on
Another Computer window opens with instructions for setting up your account for use on another
computer.
If you do have your Groove account on another computer, the workspace data is automatically
downloaded to the other computer immediately, if the other computer is currently online, or the
next time you log in on the other computer.
Note: Inviting a workspace to another computer automatically checks the option Download
automatically onto all my computers in the workspace properties.
Saving a workspace invitation as a file
Saving a workspace invitation as a file is a powerful and flexible alternative for inviting people to a
workspace. Invitees simply open the invitation file to accept and receive the workspace. For example, with
a saved invitation file you can:
• Send it as an email attachment to individuals or groups.

• Copy it to a floppy disk and deliver to selected people. In this fashion, the invitation file could
serve as a backup invitation.
• Post the file on a file server to allow anyone with the appropriate network access to accept the
invitation.
• Place it in a Files tool in another workspace.
• Post the file to a Web page to allow anyone with access to the site to download the invitation and
join the workspace.
Note: For file invitations to a workspace, the workspace can be sent to people who open and accept the
invitation only by the Groove user who created the workspace invitation file. As such, the workspace
cannot be sent to any invitees unless the invitation file creator is online.
To save a workspace invitation as a file:
1. Select the workspace and then select File-Save Invitation as File....

2. Do all of the following in the Save Invitation dialog box, then click OK:
• Click Browse to select a location in which to save the invitation file or type a path in the
filename box.
• Select a role to assign with the invitation.
You can assign only one role in an invitation file. If you are a manager in the workspace, you
can change members' roles later once they join the workspace.
• If you want to require confirming recipients' acceptance of the workspace, click Require
acceptance confirmation.
This feature is useful for security purposes. It gives you a chance to verify each recipient's
identity before you send the workspace.
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Canceling pending invitations
You can cancel workspace invitations to which recipients have not yet responded. You might do this if
invitees fail to respond to an invitation for a long time period.
Note: This feature is supported only with workspaces created using Microsoft Groove 2007.
1. Go to or select the workspace in which you want to cancel pending invitations.

2. Select Options-Cancel All Pending Invitations.
3. Click Yes to confirm.
Recipients can still open and accept the invitation, but instead of receiving the workspace they will receive
a message informing them that the invitation has been cancelled.
Revoking membership to a workspace
For a variety of reasons, you may sometimes need to revoke someone's membership in a workspace.
Before you do this activity, it's important that you understand the results and consequences of revoking
membership to a workspace:
• The workspace is deleted from all computers where the uninvited members had it installed.
If an uninvited member is currently online, the workspace is deleted immediately. If not, the
workspace is deleted the next time the uninvited member goes online.
Uninvited members are NOT warned about any pending uninvite operation, or about the fact that
they're about to lose the workspace. Instead, they simply receive a notification, after the fact, that
they've been uninvited from the workspace.
As a courtesy, the member performing the uninvite operation may want to send out a warning
message to members who will be affected, stating when the operation will take place, and
recommending options, such as creating a duplicate or a backup copy of the workspace (if the
members to be uninvited care about keeping the data).
• The name(s) of uninvited member(s) are immediately removed from the Member pane.
Note: You can uninvite people from a workspace only if your role has the required permissions.
To uninvite a member from a workspace:
1. Show the Workspace Member pane (if necessary).

2. Select the member(s) whose membership you want revoke and select Options-Uninvite.
3. At the confirmation prompt, click Yes to confirm.
Adding a new tool to a workspace
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If the Add Tool permission is enabled for your workspace role, you can add new tools or toolsets to a
workspace. New tools are added to the right of any existing tools in the workspace. A new toolset is added
as a new "layer" of tools. You can rearrange the order of tools after you add them.
1. Click the Add Tool icon:

2. Select a tool from the pop-up list or click More Tools... to see other tools and toolset options.
The tool or toolset is added to the workspace.
About tool versions
Some tools can be added only to workspaces that were created using the current version of Groove. If you
try to add one of these tools to a workspace created in an earlier version of Groove, a message displays
telling you that the workspace cannot support the tool you are trying to add. You have the following
choices:
• Upgrade the workspace by incrementing the Groove version requirement for adding new tools to
a workspace.
• Ask a member of the workspace who has not yet upgraded to the current version to add the tool.
Upgrading the Groove version requirement for adding new tools to a workspace
Warning: If you upgrade the Groove version requirement for adding new tools to a workspace, all
members will need to have the selected version of Groove in order to see content in new tools added to
the workspace. If you are unsure about whether all members can upgrade Groove at this time, do not
change this setting.
1. Select File-Properties-Workspace.
2. Select the Groove version you want from the drop-down menu under When adding tools, use
those released with Groove version.
3. Click OK.
About asking another workspace member to add tools from earlier versions of Groove
If you want to add an earlier version of a tool, and avoid upgrading the workspace, you can ask a
workspace member who has not yet upgraded to the current version of Groove to add the tool for you.
Consider making this request especially in cases where you know that one or more workspace members
are unable to upgrade Groove at this time.
It is best if the member you select for the request is running the version of Groove that corresponds to the
current version of the workspace. For example, if the Groove version requirement for adding new tools (as
set in workspace properties) is currently set to 3.1, select a workspace member who is currently running
Groove 3.1. You can see the version of Groove a member is running by opening their contact properties:
right-click the member and select Properties. The members current Groove version displays on the
General tab of the Contact dialog box.
To make the request, contact the member via instant message or other means.
About More Tools
More Tools displays a dialog box that lets you do any of the following:
• Add other tools not included in the Add Tool pop-up list.
• Add several new tools to a workspace at once.
• Add a new, custom toolset to the workspace.
• Add tools created in the Groove Forms tool and saved as a tool template.
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• See information about a tool before you add it to a workspace.

• Browse for more tools online
Adding tools from the More Tools list
The More Tools dialog box lists all tools included in your Groove installation as well as any other tools you
have added to Groove by other means such as downloading from vendor Web sites.
To add a tool from the More Tools list, check its checkbox and click OK.
To get information about tools before adding to a workspace, select the tool to highlight it and click
Properties.
Adding downloaded tools
Additional tools are available for downloading. Some of these tools are offered free and others must be
purchased.
Caution: Tools created via the Groove Forms Tool in an earlier version of Groove may not function
properly if added to workspaces created in Microsoft Office Groove 2007.
To access and add these tools:
1. Click the Add Tool icon:

2. Select More Tools...
3. In the More Tools dialog box, click Browse Online.
4. Follow the instructions on the Web page for purchasing (where necessary) and downloading
selected tools.
Once the download is complete, the tool should appear among the list of tools in the More Tools
dialog box.
5. Check the tool in the list and click OK.
Add a custom toolset to a workspace
It is generally best to limit the number of visible tools in a workspace to about six or seven, so that other
members can easily read the tool names on tool tabs. If you have a complex workspace in which you want
to add many tools, you can add a new, custom toolset which appears as a new layer of tools. You can add
a new toolset in any workspace layer.
The Workspace List displays workspace toolsets in a hierarchical list. Select View-Show/Hide-Tools in
Workspace List to see a list of all tools in each workspace tool layer.
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1. Select the workspace layer in which you want to add a new toolset.
2. Click the Add Tool icon.
3. Select More Tools...
4. In the More Tools dialog box, check Custom and click OK.
The new toolset is added but the Groove Workspace Explorer window is blank because the new
toolset does not yet contain any tools.
5. Click the Add Tool icon to add the tools you want to the new toolset.
To navigate among toolsets in a workspace, do any of the following:
• Select the tools or toolsets you want in the Workspace List.

• Click the toolset tab name.
• Click the Up button to go up in the toolset hierarchy:
Deleting a tool from a workspace
If the permissions assigned to your role allow it, you can delete tools from a workspace.
Caution: Deleting a tool from a workspace removes the tool and all of its data.
1. Right-click the tool tab and select Delete.

2. Click Yes in the Delete Tool confirmation dialog box.
You can also delete a tool by selecting it in the Workspace List and pressing DELETE.
Renaming a tool in a workspace
Changing a tool name in a workspace changes it for all members.
1. Right-click the tool tab and select Rename....

2. Enter a new name for the tool and click OK.
You can also rename tools in the Workspace List: Right-click the tool name and select Rename....
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Moving tool tabs in a workspace
You can re-order tools in a workspace by dragging them. When you start dragging a tool, a small tool
outline is appended to the pointer and an I-beam displays between this tool and the next tool in the
direction in which you're dragging.
Once you drag far enough over the next tool , the I-beam shifts to the far side of the next tool.
Release the mouse to place the tool in its new location.
Creating links to workspace tools
You can create a link to any workspace tool. A link can go to any tool in any workspace of which you're a
member.
1. Select the tool you want to be the target of the link.

2. Select Edit-Copy Tool as Link.
3. Select the tool in which you want to paste the link.
4. Select the rich-text location in which you want to paste the link.
For example, you could place a link to a tool in a Discussion entry or Notepad page in another
workspace, in a message, or in a file from another software application, such as Microsoft Word.
The link displays with the name of the tool as the link's target. The example below shows a link to
a Calendar tool in a Discussion topic:
If you want, you can edit the link text.
Many tools offer additional linking features. For example, you can create a link to a specific date in the
Calendar. For information on the specific types of links you can create in workspace tools, see the related
Help topic for the tool.
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Opening a tool in a new window
You can open any workspace tool in a new window. This can be useful in a couple of ways:
• You can quickly focus on a specific tool without the distraction of other panes you might have
opened in other windows, such as the Workspace List or Workspace Member.
• You can have several tools open simultaneously even if they belong to different workspaces.
To open a tool in a new window, right-click its tool tab and select Open in New Window....
Viewing information about workspace tools
To show tool properties, right-click the tool tab (or the tool name in the Workspace List) and select
Properties. To see general information about the selected tool, click the General tab.
Information includes the tool version number, the author (that is, the name of the tool developer), a
description of the tool, and Groove version requirements.
Changing permissions for workspace tools
To show tool properties, right-click the tool tab (or the tool name in the Workspace List) and select
Properties. Use tool properties to:
Select the Permissions tab to view or change permissions assigned to member roles for the selected
workspace tool.
Note: Usually only managers can change permissions assigned to roles for a workspace tool.

permissions.
Saving a custom tool as a tool template
You can save custom tools created via the Groove Forms Tool or Groove InfoPath Forms Tool as a
template file, and then add it as a new tool in other workspaces. This allows you to capture all design
objects, such as forms, fields, views, macros, and scripts, without also including data records. Creating a
tool template provides a way for designers to distribute custom tools for use in workspaces. It also gives
designers a separate development tool for updating production workspace tools using replace design.
Designers can use replace design to update a Forms tool or to update an InfoPath Forms tool.
49
You can lock the design of a Forms or InfoPath Forms tool application before you save it as a template.
Use this feature if you want to prevent others from updating the design in workspaces they create using
the template.
1. Select the Forms or InfoPath tool you want.

2. Select File-Save Tool As-Template...
3. In the Save As dialog box, select a disk location to place the new tool or accept the default
location, and click Save.
If you accept the default location, the Groove Tool Templates folder in My Documents, the new tool
will be listed in the More Tools list. To see the More Tools list, select File-New-Tool-More Tools.... If
you place the list in another location, you can browse to it by selecting File-New-Tool-Browse....
4. If you want, set password information in the Template Options dialog box, and click OK.
About tool templates and tool versions
When you save a Forms or InfoPath Forms tool as a template, and then add it to a workspace, the tool is
automatically upgraded to the latest version, even if the tool template was saved using a tool from an
earlier version of Groove. For example, if you create a tool template from a Groove 3.x Forms tool, and
then use this tool template to add a Forms tool to a new workspace, this Forms tool will automatically be
upgraded to a Groove 2007 tool version.
Additionally, note that Office Groove 2007 does not support adding tools from tool templates to earlier
workspace versions. For example, you cannot add a tool template created from a Groove 3.x Forms tool to
a workspace created in an earlier version of Groove.
About distributing Forms or InfoPath Forms tool templates
A Forms or InfoPath Forms tool template is simply a data file, with a *.gta file extension. As such, you can
distribute it to other Groove users just as you would for any other data file. For example, you can send it
as an email attachment, place it in a Groove Files tool, or place it on a file server or Web site.
To assist other users, you might provide instructions on where to place the template file, such as the
folder location that will allow the tool template to display in the More Tools list: the Groove Tool
Templates folder in My Documents.
Setting alerts for a selected workspace tool
You can adjust how Groove notifies you about unread information in the selected workspace tool. The
default setting for workspace tools is Inherit, which means to use the current setting for the workspace.
It's useful to set alerts for a workspace tool when you want it to have a different setting from the
workspace in which it resides.
1. Select File-Properties-Tool and click the Alerts tab.

• Auto (if available) lets Groove determine the appropriate alert setting for unread information. For
new workspaces or workspaces that you visit at least once a week, this setting is the same as
High . For workspaces or workspace tools you visit infrequently (which implies that you don't
often need information in the workspace or tool), Groove automatically adjusts the alert setting
to Medium so that you're not distracted by alerts in your system tray.
notification area.
50

• Inherit uses the unread setting currently selected for the workspace.
3. Click Apply.
51
Chapter 5. Sharing Files in Windows Explorer
A file sharing workspace is a special type of Groove workspace that enables you to share the contents of a
folder in your Windows file system across all computers on which you have your Groove account, and with
other Groove users by invitation.
Note: File sharing workspaces are not supported on computers running a 64-bit operating system.
When you invite people to join a file sharing workspace, they select a folder for sharing on their
computers. All members of a file sharing workspace have access to its contents (files and subfolders).
Creating a file sharing workspace
You can create a file sharing workspace directly from Windows Explorer or by using Create New
Workspace. You can also create a file sharing workspace from a subfolder of an existing file sharing
workspace.
Creating a file sharing workspace from Windows Explorer
1. Select the folder to be synchronized in a file sharing workspace.

2. Click Folder Sync in the Windows Explorer toolbar.
A Groove Synchronization pane displays in the window, replacing the standard Windows task pane.
3. Click Start synchronizing foldername and click Yes at the confirmation prompt.
The folder is made available for synchronizing on all computers on which you have your account.
You can proceed to invite other people to the file sharing workspace and set other options in the
File and Folder Tasks pane.
Creating a file sharing workspace using the Create New Workspace wizard
You can synchronize a folder in a file sharing workspace using the same procedure you use to create
standard Groove workspaces.
1. Select File-New-Workspace.
2. If you want, enter a name for the file sharing workspace.
If you plan to select an existing folder to be synchronized in the file sharing workspace, skip this
step. In this case, the workspace will be named using name of the folder you select.
3. Select "File Sharing" as the workspace type, and click OK.

4. Select an option for creating or selecting the folder to be synchronized, and click OK.
5. If prompted, select a folder location (either for creating a new folder or for using an existing
folder), and click OK.
The folder is made available for synchronizing on all computers on which you have your account.
You can proceed to invite other people to the file sharing workspace and set other options in the
File and Folder Tasks pane.
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Sharing Files
About creating a file sharing workspace from a folder that's already being
synchronized in another file sharing workspace
Groove allows you to create a file sharing workspace from a folder that's already being synchronized in
another file sharing workspace. Typically, you might do this if you want to share the contents of a specific
folder in a file sharing workspace with a different set of people.
Groove posts a message when you start this activity in order to remind you that the selected folder is
already being synchronized. It's important to keep this in mind for the following reason: Members have
access to ALL data files in a file sharing workspace, even if those files are added or updated in a file
sharing workspace in which they're not members.
Inviting people to a file sharing workspace
Do the following to invite people to a file sharing workspace:
1. Go to the file sharing workspace.

2. Click Invite someone in the Synchronization Tasks pane.
3. Select options in the Send Invitation dialog box just as you would for any other workspace
invitation.
You can also send an invitation from the Groove Launchbar: Select the file sharing workspace and click
Invite to Workspace in the Common Tasks pane.
Revoking membership from a file sharing workspace
For a variety of reasons, you may sometimes need to revoke someone's membership from a file sharing
workspace. You do so by "uninviting" selected members. Keep in mind that uninvited members retain all
files that were in the folder up to the time they were uninvited. Uninvited members simply lose access to
the file sharing workspace features.
Note: You can uninvite people from a file sharing workspace only if your role has the required
permissions.
To uninvite a member from a file sharing workspace:
1. Right-click the member whose membership you want revoke and select Uninvite.
2. At the confirmation prompt, click Yes to confirm.
Responding to an invitation to a file sharing workspace
You respond to file sharing workspace invitations the same way you do for other Groove workspace
invitations: you receive an invitation message with options to accept or decline the invitation. See
Responding to a workspace invitation for details.
However, unlike with workspaces, the content data in a file sharing workspace is NOT automatically
downloaded from the inviter's computer after you accept the invitation. Instead, you must first specify
options for how to download this data as described below.
Downloading the content data in a file sharing workspace
53
When you first navigate to a file sharing workspace, you're prompted to create or select a folder in your
Windows system to be shared with other workspace members.
Additionally, you're prompted to specify an initial download setting: Fetch everything (automatic
download) or Only fetch links to remote files (manual download on demand). If you opt to fetch
everything, all data content in the file sharing workspace is downloaded immediately, provided that
another member who has the content is online. If you opt to only fetch links to remote files, the file
sharing workspace will list links to data files and you can download them later, on demand. You can
change download settings at any time in folder properties.
Note: The default download option you see varies depending on the initial contents of the file sharing
workspace. If the workspace contains at least 100 files, or any one file that's 100MB or larger, then
manual download is presented as the suggested default option.
Setting permissions for file folders
You can control the activities members can do in individual folders by setting folder permissions.
Note: Your ability to change permissions for a folder depends on your role in the workspace. Typically,
only managers are authorized to change permission settings.
Setting permissions for a file folder
1. If you're setting permissions for a folder in a file sharing workspace, select the folder and click
Show this folder's properties in the File and Folder Tasks pane.
2. If you're setting permissions for a folder in a Groove Files Tool, right-click the folder and select
Properties.
3. Click the Permissions tab in the Properties dialog box.
4. Select the role for which you want to change assigned permissions.
5. Check or uncheck permissions for each selected role.
6. Select an option for applying your changes.
Navigating to a file sharing workspace
To go to a file sharing workspace, do one of following:
• Double-click it on the Workspaces tab of the Launchbar.
Tip: You can group file sharing workspaces together by sorting the workspace list by Type.
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Sharing Files
If you're navigating for the first time to a file sharing workspace you received by invitation, you're
prompted to select or create a folder to be synchronized, and to specify initial download settings
(automatic or manual).
• Select any file sharing workspace in your Windows file system, and click the Folder Sync button
in your Windows toolbar to show file sharing workspace options and features.
A synchronization icon is appended to the root folder of the file sharing workspace in your Windows
file system.
A file sharing workspace listed in Windows Explorer
Click the Folder Sync button in the Windows toolbar again to display the standard Windows
Explorer File and Folder Tasks panel.
Downloading files in a file sharing workspace
If you select a Manual download setting for a file sharing workspace, note the following details:
• You must manually download all new files that other members add to the folder, as well as new
files you have added to the folder on other computers.
• Optionally, you can set any file to automatically download updates whenever another member
saves file updates: Select the file, click Show this file's properties in the File and Folder Tasks
pane, and then check Automatically keep this file up to date.
• New files display in the file sharing workspace with a download indicator, and are listed with the
file type Groove Remote File. The file extension .gfs is appended to the file name until the
download is complete. For example:
To download files:
1. Select the file(s) you want to download.

2. Click Download these files in the File and Folder Tasks pane.
Depending on the size of the file(s), you may see status information that shows current download
progress.
Using a file sharing workspace on another computer
55
If you add your Groove account to another computer, your file sharing workspaces will appear in your
workspaces list under Not on this computer , when the list is sorted by status. To download a file sharing
workspace, select the workspace and click Get Workspace under Common Tasks. The workspace gets
downloaded to your computer if Groove is online on another computer that has your account and this
workspace, or if another workspace member is online and running Groove.
Tip: If you enabled the workspace property Download automatically onto all my computers, the file
sharing workspace will automatically get downloaded to your computer the first time you log in to Groove.
Once the file sharing workspace is downloaded, you can select it to open it. Groove prompts you to specify
the folder location in which to synchronize the workspace data.
If you have not yet added your account to another computer, you can begin this procedure from any file
sharing workspace. Click Invite my other computers in the Synchronization Tasks pane and follow the
instructions in the Use Account on Another Computer dialog box. If you have already added your account
to another computer, clicking Invite my other computers will automatically enable the workspace property
option "Download automatically onto all my computers".
Changing folder download properties in a file sharing workspace
You can change folder properties that specify when to download new or updated files. The initial download
setting for file sharing workspace folders depends on what you selected when prompted when either
creating the workspace or accepting an invitation to the workspace.
If you change download properties for a folder to Manual, this means that you must manually download
any new files that other members place in that folder, as well as re-download any files that are updated
by other members.
To change download settings:
1. Select the folder for which you want to change download settings.
2. Click Edit this folder's download settings in the File and Folder Tasks pane.
3. Set the download options you want, and click OK.
• To download all new files automatically, select Full Automatic Download.

• To download new files automatically provided they're within a certain size limit, select
Limited Automatic Download and then enter a size limit, in megabytes. If a new file exceeds
the size limit, Groove will list the file and make it available for downloading manually.
• To download new files manually, select Manual Download.
Tip: You can set any file to automatically download updates whenever another member saves file
updates: Select the file, click Show this file's properties under File and Folder Tasks, and check
Automatically keep this file up to date.
4. If the folder has subfolders, select an option to apply to subfolders and click OK.
Starting Groove activities with file sharing workspace members
To start Groove activities with members of a files sharing workspace, right-click their names in the
member list and select from the context menu. For example, to open contact properties for a member,
right-click their name and select Properties.
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Sharing Files
You can also double-click any member name to open the Groove Send Message window.
Changing member roles and permissions in a file sharing workspace
You change member roles and permissions in a file sharing workspace by selecting options in the
Workspace Properties dialog box.
Changing member roles in a file sharing workspace
1. Click Show properties for <root folder name>in the Synchronization Tasks pane to open the
Alternatively, select the file sharing workspace in the Launchbar and select File-Workspace
Properties.
2. Click the Roles tab.

3. Select the member whose role you want to change.
4. Click Change Role... to open the Change Role dialog box.
5. Select the role you want and click OK.
6. Click Apply if you want to apply the current role change and do other activities in this dialog box,
or click OK to apply the change and close the dialog box.
Changing permissions assigned to roles in a file sharing workspace
1. Click Show properties for <root folder name> under Synchronization Tasks to open the
Properties.
2. Click the Permissions tab.

57

permissions.
Stopping synchronization in a file sharing workspace
You can stop synchronizing a file sharing workspace while you are using it, or from the Launchbar.
Stopping synchronization while you are using a file sharing workspace
Click Stop synchronizing <file sharing workspace name> in the Synchronization Tasks pane.
Note: This action affects only the computer on which you select the option. If you want to stop
synchronization for the workspace on all computers on which you have your account, you must select a
workspace deletion option as described below.
Stopping synchronization from the Launchbar
1. Select the file sharing workspace you want to stop synchronizing.

2. Click Edit-Delete, and select a workspace deletion option.
• From This Computer: The selected workspace is deleted from your account on this computer.
However, if you have added your Groove account to one or more other computers, the
workspace will continue to be listed under the category "Not On This Computer." If desired, you
could restore the deleted file sharing workspace by fetching it from another computer.
• From All My Computers: The selected workspace is deleted from all computers on which you
have your account. Your membership in the workspace is terminated unless another member
re-invites you. This option displays only if you have your account on more than one computer.
• For All Members: The selected workspace is deleted from all workspace members' computers.
This option is available only to workspace managers. Use this option only if you are certain that
all members are no longer using the workspace and any essential information has been
archived.
Note: You must be a manager in the workspace to delete it for all workspace members. Typically,
only the workspace creator is a manager.
Moving a file sharing workspace
As a general guideline, it's best to avoid moving the folders in a file sharing workspace. However, keep in
mind the following details related to this activity:
• If you move the root folder of a file sharing workspace, it will no longer be synchronized on this
computer. However, it will continue to be synchronized for other workspace members and on
other computers on which you have your account.
You can resume synchronization for the file sharing workspace if you specify a new root folder
location, as described below.
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Sharing Files
• If you move a subfolder in a file sharing workspace to a location outside of the file sharing
workspace's folder hierarchy, this action will delete the folder and its contents for all other
members of the workspace.
Resuming synchronization for a file sharing workspace
Do the following to resume synchronizing a file sharing folder:
1. Double-click the file sharing workspace in the Launchbar.
A "Folder not found" prompt displays.
2. Click the option The folder has been moved or renamed. Prompt me for the new folder .
3. Click OK.
4. Browse for and select the new folder location, and click OK.
The folder synchronization and workspace member list is restored.
Renaming a file sharing workspace
You can change the "workspace" name of a file sharing workspace, as listed in the Workspace pane of the
Launchbar. You change this name just as you would any other Groove workspace:
1. Select the file sharing workspace in the Launchbar.

2. Select Edit-Rename.
3. Enter a new workspace name and click OK.
Renaming the root folder of a file sharing workspace in your Windows file
system
Renaming the root folder of a file sharing workspace has the effect of deleting the folder and adding it as a
new folder. As a result, the folder stops being synchronized for you (however, the folder continues to be
synchronized among other members who have not changed the folder name).
You can resume synchronization for the renamed folder as follows:
1. Double-click the file sharing workspace in the Launchbar.
A "Folder not found" prompt displays.
2. Click The folder has been moved or renamed. Prompt me for the new folder.
3. Click OK.
4. Browse for and select the renamed folder, and click OK.
The folder synchronization and workspace member list is restored.
Renaming subfolders in a file sharing workspace
The effects of renaming subfolders varies for other workspace members depending on whether or not they
are online when the rename occurs.
59
• Folder renaming has no effect (other than the change to the folder name) for members who are
online when the rename occurs.
• For members who are offline, folder renaming has the effect of deleting the folder and adding it
as a new folder. As a result, all contents (folders and data files) in the folder must be re-
downloaded. Members who use a manual download setting will need to reselect files for
downloading.
Renaming files in a file sharing workspace
The effects of renaming files varies for other workspace members depending on whether or not they are
logged into Groove when the rename occurs.
• File renaming has no effect (other than the change to the file name) for members who are logged
into Groove when the rename occurs. If a workspace member is logged in but working offline, the
name change occurs for this member when he or she returns to working online.
• For members who are not logged in (or for whom Groove is shut down), file renaming has the
effect of deleting the file and adding it as a new file. As a result, the file will get re-downloaded
for all members who use an automatic download setting; members who use a manual download
setting will need to re-select the file for downloading.
Setting alerts for a file sharing workspace
You set alert settings for unread behavior in a file sharing workspace by selecting options in the
workspace properties dialog box.
1. Click Show properties for workspacename in the Synchronization Tasks pane to open the
Properties.
2. Click the Alerts tab.

4. If you want, select or browse for a sound file (.wav) to be played with every alert, if your alert
level is set to High.
5. If you want, check the option to be notified when members enter the workspace.
Setting alerts for file folders
You can change how Groove notifies you about unread information in specific file folders. By default, the
alert setting is Off for individual folders, and Groove will only post alerts according to your current tool (for
a Files tool) and workspace settings. You can change the folder setting to High so that Groove posts alerts
when there are changes in that folder.
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Sharing Files
1. If you're setting alerts for a folder in a file sharing workspace, select the folder and click Set
alerts for this folder in the File and Folder Tasks pane.
2. If you're setting alerts for a folder in a Groove Files Tool, right-click the folder, select Properties
and click the Alerts tab in the Properties dialog box.
3. To change the alert setting, drag the pointer bar up or down.
notification area.
Setting alerts for files
You can change how Groove notifies you about unread information in specific files. By default, the alert
setting is Off for individual files, and Groove only posts unread alerts according to your current tool and
workspace settings. You can change the file setting to High so that Groove alerts you about changes to
that specific file.
1. Right-click the file and select Properties.
Note: If you are setting alerts for a file in a file sharing workspace, select the file and click Set
alerts for this file in the File and Folder Tasks pane.
2. Select the Alerts tab in the Properties dialog box.

notification area.
4. Click Apply.
Viewing properties for a file sharing workspace folder
In addition to viewing general workspace properties, you can also view folder synchronization properties
for a file sharing workspace.
1. Select the file sharing workspace in the Launchbar.

2. Select File-Workspace Properties.
3. View information on the General and Status tabs of the Folder Synchronization Properties box.
The Folder Info tab provides the following information:
61
• The root folder path for the file sharing workspace.

• Files and file extensions excluded from synchronization.
• File attributes (such as Hidden or System) excluded from synchronization.
• Current synchronization status.
The Status tab provides information about file synchronization status and problems. Typically,
synchronization problems might result for the following reasons:
• A file is locked because it's in use by another application.

• A file has a disallowed file type.
• You're not authorized to use the file.
About editing conflicts in a file sharing workspace
Members of a file sharing workspace can open the same files simultaneously. Depending on editing
permissions, multiple members may also be able to edit the same file simultaneously, and save changes.
If this happens, an editing conflict occurs and Groove takes the following steps to preserve everyone's
work, and to provide a path for resolving the conflict. With most types of files, editing conflicts are
handled as follows:
• The member who first saves changes retains the original file.
• For members who subsequently save changes, the file is saved in a new "conflict" version of the
file. For example, "Karen Berg's copy" in the picture below is a conflict file.
When such editing conflicts occur, members should communicate to determine how they can best resolve
or merge their files.
Special cases
Most software applications place a "lock" on files when users open them for editing. Groove relies on
detecting these locks for handling editing conflicts. Some applications, such as Notepad, do not use this
locking mechanism. In these cases, if multiple people open and edit the same file simultaneously, only the
changes that are saved last are retained, and no conflict document is created.
File sharing workspace restrictions and warnings
This topic describes restrictions associated with file sharing workspaces as well as activities that may
result in warning prompts.
Folder sharing restrictions
Groove disallows sharing the following types of folders in a file sharing workspace:
• A folder on removable media, such as a CD-ROM or floppy disk.
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Sharing Files
• A folder on a network drive.

• Any folder within the Groove data directory.
• Any folder for which you do not have write permissions; that is, folders in which you cannot
create new files.
• Any folder already being synchronized in a file sharing workspace by another Groove account.
Additionally, Groove posts a warning given the following circumstances:
• If you select the root folder of a computer drive for sharing. This activity is strongly discouraged.
• If you select any folder within the Windows system directory.
• If you select a folder (or parent) folder that you're already synchronizing in another file sharing
workspace.
Although this activity is not discouraged, it's important to be aware of the following security issue:
Folders shared in multiple file sharing workspaces are available to members across all those
workspaces. You should be certain that all members in all file sharing workspaces are authorized to
access all the data in all folders.
File sharing workspace restrictions
The following files and file types cannot be shared in a file sharing workspace: Any file that has a file
name that starts with a ~ character; all files with gfs, tmp, bak, sav, or lnk extension.
Additionally, files with the following attributes cannot be shared in a file sharing workspace: Hidden,
System, Temporary, or Offline.
To see a list of file sharing workspace restrictions, open the Folder Synchronization Properties box.
Groove cannot synchronize any files that are larger than 1 GB. Additionally, Groove will stop synchronizing
any file sharing workspace that exceeds the following file limits: More than 5000 files or a set of files that
exceed 1 GB in total size.
In addition to the file types that are specifically restricted from file sharing, there are other types of files
that may not work well in a file sharing workspace. These include file types that have dependencies on
other files in order to run properly, or files from applications that run properly only on the computer where
the application was originally installed. Examples of these file types include Outlook PST files, Quicken
Quickbook files, and Access database files. In short, some file types are not intended to be shared on
multiple computers.
Recommendations for optimal performance
For optimal performance in a file sharing workspace, keep the following in mind:
• Avoid adding large files (>50 MB) to a file sharing workspace.

• Avoid adding large numbers of files (>100 files) at once.
• Avoid storing large numbers of files (>500 files) in a file sharing workspace.
These numbers are recommended based on Groove's minimum system requirements. Systems exceeding
the minimum requirements will be able to handle larger numbers of files with less performance
degradation.
Other factors that may impact performance include:
• Degree of change to files in the file sharing workspace. The more frequently files are changed,
the more performance is degraded. Larger workspaces can function with less degradation if they
do not have a high degree of change.
63
• Download settings of workspace members. Members who use manual download settings avoid
requiring other members to send data on each update. This improves overall performance for all
members.
• Starting and stopping Groove frequently. For optimal performance, keep Groove running.
• Running earlier versions of Groove. All members of the workspace should use the latest version
of Groove to ensure optimal performance.
In addition, pausing communications for a workspace also pauses the synchronization of local changes to
the workspace. In larger workspaces, pausing communications until updates are really needed can help
overall performance.
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Sharing Files
Chapter 6. Sharing Files in a Standard Workspace

Use the Groove Files Tool to store, organize, and share any type of computer file. You can open any file
stored in the Files tool provided you have the application program that supports its file type.
Adding files
To add files to a folder:
1. Select a folder in the Folder column.

2. Click Add Files.
3. Select the files you want to add, and click Open.
You can also copy and paste or drag and drop files into a folder from Windows Explorer.
Creating new files
You can create a new file if you have the application that supports the file type installed on your
computer. For example, to create a new Microsoft Word file, you must have Word installed. To create a
new file:
1. Select the folder in which you would like to create the new file.
2. Select File-New-file type.
The new file appears in the selected folder.
Opening files for reading or editing
You can open a file stored in the Files tool if your computer has an application installed that supports its
file type.
If you try to open unsupported files, you see an Open With dialog box that asks you to specify the
program to use. For more information on the Open With dialog box, see your Windows documentation.
1. To open a file, double-click it.

2. If you want, edit and save the file in its application.
Note that your edits are saved locally in the application, and not yet saved to Groove for all
members of the workspace.
3. To save your edits back to Groove for all workpace members, select a Groove window in the
Windows status bar.
4. When prompted, select options for saving your changes back to Groove.
If you want to save the file back to Groove as a different version, type a new name in the Save File
As box. The default file name is the original file name.
Click Yes to save your changes back to Groove. If you entered a new file name, the new file
displays in the list. The original file (with its original file contents) is also still listed.
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Click No to defer saving your changes back to Groove now. You might do this if you want to do
additional editing before sending your changes to all members of the space. Note however, that if
you click No after closing the file, you will lose all edits since the last time the file was saved back
to Groove.
Managing files
In general, you can manage files in the Files tool just as you would in Windows Explorer. Note that some
file management tasks, such as renaming or deleting files, may be governed by the tool permissions
assigned to your role. You can do the following administrative tasks with files in the Files tool:
• Copy or move files
To copy a file to another folder (either within the Files tool or to a folder in Windows Explorer), use
Edit-Copy and Edit-Paste commands, or CTRL-DRAG the file. To move a file to another folder, use
drag and drop.
Tip: If you drag a file to Microsoft Outlook, this will automatically start a new Outlook message
with the file listed as an attachment.
• Delete files
To delete a file, right-click it and select Delete.
• Rename files
To rename a file, right-click it and select Rename.
• Sort files
To change how the files are sorted in the File list, select View-Arrange Icons and then select an
option. You can also click any column header (for example, Name, Size, or Type) to sort the list by
the selected column.
• View file properties
To view a file's properties (for example, file size or create date), right-click it and select Properties.
Creating links to files
You can create links to files in the Files tool. You can also create a link that selects the tool. To create a
link to a file:
1. Select the file you would like to link to.

2. Select Edit-Copy as Link.
3. Go to the rich-text location in which you would like to paste the link.
4. Right-click and select Paste.
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Sharing Files
About editing conflicts in a Files tool
The Files tool allows all workspace members to open the same files simultaneously. Depending on editing
permissions, multiple members may also be able to edit the same file simultaneously, and save changes
back to Groove. If this happens, an editing conflict occurs and Groove takes the following steps to
preserve everyone's work, and to provide a path for resolving the conflict:
• The member who first saved the edited file back to Groove has his or her changes saved in the
original file.
• All members who subsequently save the file are prompted to save their changes in a new
"conflict" version of the file. For example, "Karen Berg's copy" in the picture below is a conflict
file.
When such editing conflicts occur, members should communicate to determine how they can best resolve
or merge their files.
Creating new file folders
You can create and arrange file folders in a tree-like structure, just as you would in Windows Explorer. The
Files tool initially contains one folder permanently named "Files," which is always the top-level folder in
the list (analogous to a disk drive name such as (C:\) on your computer). Any folders you add display
hierarchically below "Files."
Creating a new folder
New folders are always placed hierarchically below the selected folder.
1. Select the folder in which you'd like to place a new folder.

2. Select File-New-Folder.
3. Type a name for the new folder and press ENTER.
Renaming a folder
You rename folders in the Files tool just as you do in Windows Explorer.
1. Right-click the folder and select Rename.

2. Type a new name for the new folder and press ENTER.
Viewing folder properties
To view a folder's properties, right-click the folder and select Properties. The Folder Properties dialog box
has four tabs, General, Alerts, Permissions, and Download.
Setting alerts for file folders
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You can change how Groove notifies you about unread information in specific file folders. By default, the
alert setting is Off for individual folders, and Groove will only post alerts according to your current tool (for
a Files tool) and workspace settings. You can change the folder setting to High so that Groove posts alerts
when there are changes in that folder.
1. If you're setting alerts for a folder in a file sharing workspace, select the folder and click Set
alerts for this folder in the File and Folder Tasks pane.
2. If you're setting alerts for a folder in a Groove Files Tool, right-click the folder, select Properties
and click the Alerts tab in the Properties dialog box.
3. To change the alert setting, drag the pointer bar up or down.
Setting alerts for files
You can change how Groove notifies you about unread information in specific files. By default, the alert
setting is Off for individual files, and Groove only posts unread alerts according to your current tool and
workspace settings. You can change the file setting to High so that Groove alerts you about changes to
that specific file.
Note: If you are setting alerts for a file in a file sharing workspace, select the file and click Set
alerts for this file in the File and Folder Tasks pane.
2. Select the Alerts tab in the Properties dialog box.

Auto (if available) lets Groove determine the appropriate alert setting for unread information. For
new workspaces or workspaces that you visit at least once a week, this setting is the same as
High. For workspaces or workspace tools you visit infrequently (which implies that you don't often
need information in the workspace or tool), Groove automatically adjusts the alert setting to
Medium so that you're not distracted by alerts in your system tray.
High displays an unread mark and pops up an alert with an audible chime in the Windows
notification area.
4. Click Apply.
Getting information about file folders
You can view information details about Files tool folders, such as the number of files it contains, the
combined size of all files, and creation and modified dates.
1. Right-click the folder and select Properties.

2. Click the General tab in the Properties dialog box.
Getting information about files
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Sharing Files
You can view information details about any file stored in a Files tool, such as its download status, size, and
creation and modified dates.

2. Click the General tab in the Properties dialog box.
Printing files in a Files tool
You can print any file from a Files tool provided you have the application program that supports its file
type.
1. Select the file you want to print.

2. Right-click and select Print.
Changing folder download properties in the Files tool
You can change folder properties that specify when to download new files. By default, a new folder you
create inherits its download settings from its parent folder. The default setting for the Files (Root Folder)
in a new workspace you create is Automatic. If you're invited to a workspace, your initial default settings
are inherited from the member who invited you.
If you change download properties for a folder to Manual, this means that you must manually download
any new files that other members place in that folder. However, once a file is downloaded, all updates to
that file are automatically downloaded, regardless of the folder download setting.
To change a folder's download properties:
1. Right-click the folder and select Properties.

2. Select the Download tab in the Properties dialog box.
3. Set the download options you want, and click OK.
• To download all new files automatically, select Full Automatic Download.

• To download new files automatically provided they're within a certain size limit, select
Limited Automatic Download and then enter a size limit, in megabytes. If a new file exceeds
the size limit, Groove will list the file and make it available for downloading manually.
• To download new files manually, select Manual Download.
Tip: You can set any file to automatically download updates whenever another member saves file
updates: Select the file, select File-Properties-File, and check Automatically keep this file up to
date.
4. If the folder has subfolders, select an option to apply to subfolders and click OK.
Downloading files manually in the Files tool
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If download properties are set to Manual for Files tool folders, a green arrow indicator appears next to any
files to be downloaded, or folders that contain such files. In addition, the Downloadbutton in the toolbar is
activated.
To download a selected file or all files in a folder:
1. Select the file(s) to download or a folder containing files to be downloaded.

2. Click the Download button in the toolbar.
3. Click Yes to confirm the download and start the process.
4. Once the download is complete, select an option for opening or navigating to the file, if available.
Setting permissions in a Files or SharePoint Files tool
To see the permissions currently assigned to member roles, select File-Properties-Tool and click the
Permissions tab.
By default, all members except for Guests have permission to add new files or folders, modify files, and
delete their own files or folders. Managers have all available permissions.
Additionally, in a SharePoint Files tool, all members except for Guests have permission to synchronize with
the SharePoint document library, or to request synchronization control for the tool from the current
synchronizer.
See Changing permissions for workspace tools for more information on modifying the default permissions
for a tool.
Setting permissions for file folders
You can control the activities members can do in individual folders by setting folder permissions.
Note: Your ability to change permissions for a folder depends on your role in the workspace. Typically,
only managers are authorized to change permission settings.
Setting permissions for a file folder
1. If you're setting permissions for a folder in a file sharing workspace, select the folder and click
Show this folder's properties in the File and Folder Tasks pane.
2. If you're setting permissions for a folder in a Groove Files Tool, right-click the folder and select
Properties.
3. Click the Permissions tab in the Properties dialog box.
4. Select the role for which you want to change assigned permissions.
5. Check or uncheck permissions for each selected role.
6. Select an option for applying your changes.
Using keyboard shortcuts in a Files tool
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Sharing Files
Most keyboard shortcuts that work in Windows Explorer work in the Files tool. For example, ALT+E
displays the Edit menu and CTRL+C/CTRL+V copies and pastes the selected file. The table below lists
additional keyboard shortcuts.
To Press
Add a file CTRL+M
Undo last change CTRL+Z
Redo last change CTRL+Y
Copy selected file to clipboard CTRL+C
Paste file from clipboard to selected location CTRL+V
Copy selected file as a link CTRL+L
Delete CTRL+D
Mark selected read CTRL+F4
Mark all read CTRL+SHIFT+F4
Move to next unread F4
Move to previous unread SHIFT+F4
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Chapter 7. Sharing Files Stored in SharePoint

The Groove SharePoint Files Tool is an enhanced version of the Groove Files Tool, with features intended
for interacting with and synchronizing file content between Groove and SharePoint data libraries.
Note: The use of the product name "SharePoint" in the Groove 2007 Help refers to any product that
supports or includes Windows SharePoint Services 3.0 functionality.
About Groove SharePoint Files Tool
Groove SharePoint Files Tool provides the following benefits to organizations storing file content in
SharePoint document libraries:
• Access to file content for selected people outside of the enterprise. Groove and the SharePoint
Files tool provide a convenient and efficient way to collaborate with people who are outside the
corporate firewall. Additionally, the SharePoint Files tool provides a central working environment
for teams that are widely dispersed geographically.
• Offline access to file content. The SharePoint Files tool provides mobile workers, or those who
have limited Internet access, with an environment in which they can access, view, and update file
content while offline.
• SharePoint Files tool users can enjoy its rich application features, in addition to features in other
workspace tools.
Note the following additional details and recommendations about using a Groove SharePoint Files tool to
interact with files stored in a SharePoint document library:
• The SharePoint Files tool can map only to document libraries in Windows SharePoint Services 3.0
or later. An error displays if you attempt to map to a document library in an earlier version of
Windows SharePoint Services.
• It is recommended to have versioning enabled on SharePoint sites from which you take files into
Groove. Versioning helps minimize the risk of data loss that might occasionally occur because of
synchronization errors or conflicts.
• SharePoint document libraries contain meta data that is not supported or maintained in the
Groove SharePoint Files tool.
• The Groove SharePoint Files tool does not recognize views in SharePoint document libraries. As a
result, a SharePoint Files tool may contain more documents than what appears in the document
library where certain files are filtered out by views.
How data is synchronized in a Groove SharePoint Files tool
Data is synchronized in a Groove SharePoint Files tool in the following ways:
• As a Groove tool, data is synchronized among workspace members in the same fashion as a
standard Groove Files Tool: online workspace members send and receive updates as they are
saved to Groove.
• Updates are sent to or received from the SharePoint site automatically according to a schedule,
or manually when the workspace member who has synchronization control initiates a
synchronization.
About the synchronizer task in a Groove SharePoint Files tool
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Sharing Files
A workspace containing a Groove SharePoint tool must include at least one member who has all of the
following credentials:
• Access to the desired document library on a selected SharePoint site

• The required SharePoint permissions for sending and receiving updates on the SharePoint site.
The minimum permissions for the synchronizer, given standard SharePoint permissions, is "Owner"
with the "Contribute" option enabled. For SharePoint sites that have custom permissions, the
synchronizer must have permissions enabled for adding, editing, and deleting items.
• The required Groove permissions for synchronizing with the SharePoint site. By default, all
members except for Guests have permission to synchronize with the SharePoint document
library, or to request synchronization control for the tool from the current synchronizer.
Note: Although a workspace member with the Participant role can usually act as the synchronizer,
this role usually does not include permission to delete any file. As a result, a synchronizer whose
Groove role is Participant may see synchronization warnings about failed file deletions when they
initiate a synchronization.
A member who has the required SharePoint and Groove permissions can take on the responsibility of the
"synchronizer": that is, the person who either periodically initiates synchronization between Groove and
the SharePoint site, or who enables the SharePoint Files tool for automatic, scheduled synchronization. In
order to accomplish synchronization, the synchronizer must be online and have access to the SharePoint
site.
Only one workspace member can be the synchronizer for the SharePoint Files tool. Other members who
have the required Groove permission can request taking over the synchronizer task. The member who is
currently the synchronizer can then opt to relinquish this role, or decline the request, and retain the
responsibility. The synchronizer cannot initiate passing the synchronizer task to another member; the task
responsibility must be requested by another member.
If the current synchronizer loses their permission to own this task (for example, if the synchronizer's
workspace role is downgraded, or if the synchronizer stops being a member of the workspace),
synchronization control is automatically passed on to another eligible workspace member. If there are no
workspace members who have the required permissions at this time, the SharePoint Files tool can no
longer be synchronized with the SharePoint site and it reverts to standard Files tool.
The name of the current synchronizer displays in the status bar above the tool tab:
The status bar informs the synchronizer when there are unsynchronized changes in the tool. When the
synchronizer clicks Synchronize Now..., a Preview Synchronization window displays showing all pending
updates as well as file conflicts. The synchronizer can take steps to resolve conflicts before proceeding
with synchronization.
The current synchronizer should only honor a request for passing the synchronizer task to another
member who has access to the SharePoint site and the required permissions on the SharePoint site.
In some circumstances, the synchronizer task should be passed to another member. For example, if the
synchronizer will be unable to start a synchronization for a long period of time (perhaps because of a
vacation), he or she should tell another workspace member who has the requisite credentials to send a
request to become synchronizer. Alternatively, the synchronizer could enable automatic synchronization,
on a schedule. But this strategy may be risky because it presumes that the synchronizer's computer will
be able to run and stay online the entire time.
In the status bar, all workspace members see the name of the current synchronizer and can point at the
accompanying folder link icon to display a message box that contains the SharePoint site URL. Workspace
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members who have the required credentials can click the folder link icon to open a Web browser and go to
the SharePoint site or select Edit-Go To SharePoint.
The status bar also reports for all members the date and time of the last synchronization. All members can
click the Calendar icon to see information about the synchronization schedule.
The synchronizer can start several activities by selecting options in the status bar, including synchronizing,
changing scheduling options, and resolving synchronization errors.
Options for initiating synchronization
The synchronizer has two options for initiating a synchronization:
• Manual synchronization. With this option, the SharePoint Files tool and SharePoint site are
synchronized only when the synchronizer chooses to start a synchronization.
• Scheduled synchronization. With this option, the synchronizer sets a specific time interval for
automatic synchronization.
Note: Depending on factors such as the load of current network traffic, scheduled synchronizations
may sometimes be postponed by the server until the next scheduled time.
About performing SharePoint source control tasks
Only the synchronizer can do the following SharePoint source control tasks with files in a Groove
SharePoint Files tool:
• Check out files. Checking out a file places a lock on the file on the SharePoint site, thus
preventing users with direct access to the file on the SharePoint site from updating it while it is
simultaneously being updated in Groove.
Note: Checking out a file fetches the most up-to-date version of the file from the SharePoint
document library, unless the current version of the file in Groove has unsynchronized changes. In
other words, if you edit the file in Groove and then do the check out, you will not overwrite the
edited version of the file with the original copy from the SharePoint library.
• Check in files. Checking in a file from the Groove SharePoint Files tool updates the file on the
SharePoint site and removes the checkout lock.
• Cancel a checkout. Canceling a checkout simply removes the lock from the file on the SharePoint
site and makes it available for editing.
About duplicating or archiving workspaces that contain a SharePoint Files

tool
You can duplicate workspaces that contain a SharePoint Files tool, or save them as archive or template
files. However, note that the SharePoint Files tool in the duplicated workspace, or in new workspaces you
create from the archive or template files, will not retain its connection to a SharePoint document library,
and will have its functions reduced to that of a standard Files tool.
Setting up a SharePoint Document Library connection
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Sharing Files
When you add a SharePoint Files tool to a workspace, a welcome screen displays with instructions for
setting up a connection to a SharePoint Document library. Note that other workspace members initially
see a welcome screen that lists you as the tool creator and asks them to wait for you to set up the
connection.
1. Click Setup... to open the Select a document library or folder dialog box.
With My Network Places selected, this dialog box lists all the SharePoint sites you currently have
mapped in My Network Places. If you do not see the SharePoint site you want, you may want to
first go to My Network Places in Windows and add the site. Alternatively, you can double-click
Entire Network in the dialog box and browse your Windows network.
Note: Entering or pasting in a SharePoint site URL in the Address box is NOT recommended.
However, it is possible to use a pasted URL if you edit it so that it contains only the sections
required for referencing the site. For example: http:\\servername.com\sites\mysitename
2. Double-click the SharePoint site that contains the document library you want to synchronize in
Groove.
The list displays all document libraries and subwebs hosted on the selected SharePoint site.
• If you want to synchronize a folder in a document library, double-click the document

library to open it and display its list of folders.
If the folder you want to synchronize is still further down the folder hierarchy, continue to
double-click folders until you see the folder you want. Select the folder and click Select.
• If you want to synchronize an entire document library into Groove, select it and click
Select.
4. If prompted, enter your credential information, and click OK.
Groove downloads all files from the selected SharePoint document library or folder. Note that the
workspace member who sets up the connection with the SharePoint document library is also the
synchronizer.
Performing checkin and checkout activities
If you are the synchronizer in a Groove SharePoint Files tool, you can perform the following source control
tasks:
• Check out files from a SharePoint document library.

• Check in files to the SharePoint document library.
• Discard checkouts.
Checking out files from a SharePoint document library in a SharePoint Files

tool
Checking out a file in the SharePoint Files tool places a lock on it in the SharePoint document library, thus
preventing users from updating the file directly in SharePoint. Keep in mind that you do not need to check
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out files to allow updating them in Groove and sending these updates to the SharePoint document library
during synchronization. Use this feature only when you want to ensure exclusive editing rights in Groove.
To check out a file:
1. Select the file or files you want to check out.

2. Select Edit-Check In/Check Out-Check Out from SharePoint.
If successful, your name appears in the Checked Out To column in the file list. If the checkout is not
successful for one or more files, an error message displays. The most common reasons for failure include:
• The file is already checked out directly from the SharePoint site by another user. Note that the
Groove SharePoint Files tool does not indicate in advance that a file is already checked out from
the SharePoint library.
• The file is new in Groove and has not yet been sent to the SharePoint library.
Checking in files to a SharePoint document library
To check in files currently checked out to you via Groove:
1. Select the file or files you want to check in.

2. Select Edit-Check In/Check Out-Check In to SharePoint.
The Check In to SharePoint dialog box displays and prompts you to describe the changes to the
listed file. If you selected multiple files for checking in, the dialog box lists the first selected file,
and then redisplays for each subsequent file after you click OK. As all selected files are checked in,
all updates are sent to the SharePoint document library.
Alternatively, you can check in all files that are currently checked out: Select Edit-Check In/Check Out-
Check In All My Checkouts.
Discarding a checkout
Discarding a checkout removes the lock on the file on the SharePoint site, and overwrites it with the most
current version from the SharePoint site.
To discard a checkout for files currently checked out to you via Groove:
1. Select the file or files for which you want to discard a checkout.
2. Select Edit-Check In/Check Out-Discard Checkout.
Alternatively, to discard the checkout on all currently checked out files, select Edit-Check In/Check Out-
Discard All My Checkouts.
Synchronizing data between Groove and SharePoint
Periodic synchronizations must occur in order to maintain parallel sets of data between the Groove
SharePoint Files tool and its associated SharePoint site. Every time a synchronization is started, all
changes that have occurred in both locations since the previous synchronization are exchanged. These
changes might include files that were added, deleted, renamed, or moved, as well as updates to file
content.
Only one member of a SharePoint Files tool can be the synchronizer, and therefore this member holds the
responsibility for initiating synchronizations with regular frequency. If you are the synchronizer and will be
unable to perform this task for an extended period, you should pass the responsibility to another member.
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Sharing Files
Alternatively, you can enable scheduled synchronization so that synchronizations occur automatically at
specified time intervals.
To initiate a synchronization, click Synchronize Now...
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Switching between manual and scheduled synchronization
The synchronizer can switch between manual and scheduled synchronization at any time. To see the
current synchronization setting, point at the Calendar icon in the status area. For example:
To change this setting:
1. Click the Calendar icon to open the Synchronization Schedule dialog box.
2. Make the changes you want and click OK.
Determining when there are unsynchronized changes
The status area of the Groove SharePoint Files tool displays current synchronization status, but only for
the current synchronizer.
Status Message Meaning

There are no changes to content in the
Groove SharePoint Files tool to be sent to
the SharePoint document library.
However, there may be changes pending
All Groove files are synchronized.
in the SharePoint library to be sent to
Groove at the next synchronization. Click
the Preview link to see if there are any
changes pending in the SharePoint library.
Although rare, there can occasionally be a
circumstance in which all Groove files are
synchronized but there are
All Groove files are synchronized. synchronization errors. For example, there
Synchronization errors. may be different rules regarding allowable
file types in Groove and SharePoint. As a
result, a file added to the SharePoint
library may not be allowed in Groove.
There are one or more changes pending in
the SharePoint Files tool to be sent to the
SharePoint library at the next
There are unsynchronized changes in
synchronization. Click the Preview link to
this tool.
see a summary of all pending changes,
including pending changes in the
SharePoint library.
Typically, this status is the result of file
conflicts between Groove and SharePoint
There are unsynchronized changes in that occur during a synchronization. Click
this tool. Synchronization errors. the Synchronization errors link to review
errors and take actions to resolve conflicts
and other issues.
Previewing synchronization updates
When the synchronizer clicks Synchronize Now... the Preview Synchronization window opens and
describes all pending updates. The Preview Synchronization dialog box also lists any pending changes that
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Sharing Files
will result in synchronization errors. For synchronization errors that indicate a file conflict, it is
recommended that you take steps to resolve these cases before continuing with the synchronization.
Note: You can continue the synchronization without first resolving conflicts. If you do so, a
Synchronization Errors link will display. You can click this link to open a Synchronization Errors dialog box
that will display a list of the conflicts. However, this dialog box does not contain the automated features
for resolving conflicts that are found in the Preview Synchronization dialog box. You must consequently
take manual steps to resolve all conflicts.
Resolving synchronization errors
To resolve synchronization errors reported in the Preview Synchronization dialog box:
1. Select an entry that is indicating a conflict.
The bottom section of the dialog box provides information about the cause of the conflict.
2. Click Resolve... to open the Resolve Conflict dialog box.

3. Select the file or folder changes you want to keep (the Groove version or SharePoint version),
and click OK.
Requesting synchronization control in a SharePoint Files tool
If your workspace role is participant or manager, you can request synchronization control in a SharePoint
Files tool. You might make this request for a variety of reasons. Most commonly, synchronization control is
passed only in cases in which the current synchronizer will be unable to initiate or manage the schedule
for synchronization for an extended period of time. It is generally not good practice to request
synchronization control if you are not planning to take on this responsibility for an ongoing period.
Instead, if you have an immediate need data to be synchronized, it is best to ask the synchronizer to
initiate a manual synchronization.
Note: For emergency situations, workspace managers can take over as synchronizer without making a
request.
Requesting synchronization control
To request synchronization control:
1. Select Edit-Synchronize Now.
A message window displays with information about synchronizer credentials. Specifically, you
should make this request only if you have direct access to the SharePoint site on a high speed
network. If you don't have direct access to the SharePoint site, you will be unable to run
synchronizations. It's also important to recognize that you're assuming a responsibility, and that
other members of the workspace will subsequently depend on you to run frequent
synchronizations.
2. Click OK.
Groove sends a message to the current synchronizer requesting synchronization control. If the
current synchronizer approves your request, you will become the synchronizer.
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Taking over as synchronizer without sending a request
To take over as synchronizer without making a request:
1. Select Edit-Synchronize Now.

2. Click More.
3. Check Take synchronization control now without sending a request.
Note: This option displays only for workspace managers.
Requesting synchronization control from another computer
If you use your Groove account on more than one computer, you can request synchronization control from
whichever computer currently has it.
Select Edit-Synchronize Now. A message window displays warning you that switching synchronization
control to this computer might take some time. This is because the act of switching computers requires a
full synchronization between Groove and SharePoint. If you choose to continue, the current computer is
immediately granted synchronization control.
Granting synchronization control in a SharePoint Files tool
If you are the current synchronizer in a SharePoint Files tool, other workspace members might send you a
request to become the synchronizer.
You might receive this request for a variety of reasons. Most commonly, you should transfer
synchronization control only when you will be unable to initiate or manage the schedule for
synchronization for an extended period of time. In some circumstances, you might need to ask another
workspace member to send you a request for synchronization control.
Note the following details about transferring synchronization control:
• It can only be transferred via the request of another workspace member. That is, the current
synchronizer cannot initiate transferring synchronization control without receiving a request.
• It should be transferred only to a workspace member who has access to the associated document
library on a selected SharePoint site, and who also has the required permissions for sending and
receiving updates on the SharePoint site.
Note: For emergency situations, workspace managers can take over as synchronizer without making a
request.
A request for synchronization control displays in the Windows notification area:
When you open the notifier, the Synchronization Control Request dialog box provides options for accepting
the request now or later, and an option for denying the request. It also tells you if there are any files
checked to you. If this is the case, it is strongly recommended that you defer accepting the request by
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Sharing Files
selecting Accept Later. Once you take care of checking in any files, you can proceed to accept the request.
If you click Accept Later, the dialog box closes but the synchronization request notifier stays in your
taskbar. You can re-open it and select another option at any time.
Setting permissions in a Files or SharePoint Files tool
Permissions tab.
By default, all members except for Guests have permission to add new files or folders, modify files, and
delete their own files or folders. Managers have all available permissions.
Additionally, in a SharePoint Files tool, all members except for Guests have permission to synchronize with
the SharePoint document library, or to request synchronization control for the tool from the current
synchronizer.
for a tool.
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Chapter 8. Engaging in a Discussion
The Groove Discussion Tool lets you engage in a detailed exchange of ideas with other members of the
workspace. A typical discussion includes a main topic with one or more responses, and responses to
responses. Unlike a chat, which displays a running stream of responses in a flat view, a discussion lets
you see the entire "thread" of a conversation in a hierarchical structure.
About Discussion tool features
The Discussion tool has two main windows: The Topics list, where you see only the Subject line of each
topic, and the Body window, where you see the contents of the topic.
Click column headers to sort topics list

Topic includes a file attachment
Click to collapse topic section
Click to expand topic section
Unread or updated topic
Window splitter: drag up or down
Body window
Clicking the column headings switches the sort order between ascending or descending chronological
order. Note that regardless of the sort order, response topics always stay with their hierarchical parent
topic.
In addition to clicking the expand (+) or collapse (-) symbols to expand or collapse selected hierarchical
sections, you can expand or collapse all hierarchical sections by clicking the Expand All or Collapse All
icons in the toolbar.
Changing the design of a Discussion tool
The Groove Discussion tool is a Groove custom tool built using the Groove Forms Tool designer.
Workspace Managers will see a Designer drop-down menu on the toolbar that provides access to the
Groove Forms Tool designer.
Caution: The Groove Forms tool uses script code for some key features and should only be edited by
members familiar with scripting in Groove Forms.
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Engaging in a Discussion
Adding a new main topic to a Discussion
Depending on the current sort order of the topics list, a new main topic get placed as either the first or
last item in the list.
To create a new main topic:
1. Click New and select Topic.

2. Enter a title in the Subject field.
3. Do one of the following in the Category field:
• Select a category from the drop-down list.

• Click the plus (+) button to add a new, custom category.
4. Enter text and other types of data in the body field.
Right-click anywhere in the body field to see options for formatting text. You can also add other
rich-text features such as images and hyperlinks. Click Attach to add one or more file attachments.
5. Select an option to save, reset, or cancel the new topic.
Adding a response topic to a Discussion
1. Select the topic to which you're responding.
For example, if you're responding to a topic that already has other responses, select the topic
you're responding to, not one of its responses.
2. Click New and select Response.

3. Fill out the response topic form the same way you would for a main topic.
You can accept the default response topic title (based on the hierarchical parent topic) or replace it
with a new one.
Reading a Discussion topic
To read a discussion topic, do one of the following:
• Double-click the topic to open it.

• View the topic in the preview area. You can widen or narrow the preview area by dragging the
window splitter. Press F8 or SHIFT+F8 to display the next or previous topic in the preview area.
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Working with file attachments in a Discussion topic
The file attachment field in a Discussion topic contains the following action buttons:
Click to select one or more files to attach from your file system.
Click to launch the selected attachments. If you have editing permission for the topic, you can edit the
file in its application, and your updates will get saved Groove when you save updates. If you don't have
editing permission for the topic, a read-only version of the file opens in its application.
Click to save the selected attachments to a specified location in your file system.
Click to delete the selected attachments.
Editing a topic in a Discussion
The tool permissions assigned to your role in the workspace usually allow you to edit only the topics or
responses you add to a Discussion tool.
1. Select the topic you want to modify, and press ENTER.

2. Edit the topic fields, as needed.
3. Click an update or revert option.
Click Update to save your changes and close this topic, Save and Create Another to save and close
this topic and start a new topic, Revert if you want to start over with the original field entries and
selections, or Cancel to revert all changes and close the topic.
Deleting a topic in a Discussion
The tool permissions assigned to your role in the workspace usually allow you to delete only the topics or
responses you add to the Discussion tool. Keep in mind that deleting a topic also deletes any associated
response topics.
1. Select one or more topics.

2. Select Edit-Delete or click the Delete icon.
3. Click Yes to confirm the deletion.
Note: To delete a topic that has responses, you must have the required permissions to delete the
response topics as well as their parent topic.
Switching between categorized and date views in a Discussion
You can switch the data view in a Discussion to show topics and their responses sorted either By Date or
By Category. Click View by and select the view option you want.
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Engaging in a Discussion
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Creating links to Discussion topics
To create links to discussion topics (or views in a Discussion tool), use the procedure as described in
Creating links for Forms records.
Exporting topics from a Discussion
To export topics from a Discussion, use the procedure as described for exporting records from a Groove
Forms Tool.
Importing topics into a Discussion
To import topics into a Discussion, use the procedure as described for importing records into a Groove
Forms Tool.
Printing topics in a Discussion
To print in a Discussion, use the procedure as described for printing records in a Groove Forms Tool.
Searching in a Discussion
To search in a Discussion, use the procedure as described for searching for records in a Groove Forms
tool.
Setting Discussion tool permissions
To set Discussion tool permissions, use the procedure as described for Setting permissions in a Forms or
InfoPath Forms tool.
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Chapter 9. Exchanging Messages
Sending a Groove message
You can send a message to any Groove contact. Your messages can include audio recordings, file
attachments, and Web address (URL) references. If Groove recognizes contacts listed in your contact list
as also being Messenger contacts, you can start Messenger activities with these contacts from Groove.
Starting a new Groove message
Do any of the following to open a Send Message window:
• Select Options-Send Message.

• Select Options-Send Message to Members to automatically address a message to all members of
the currently selected workspace.
• From Message History, click New Message icon.
• Right-click one or more contact names and select Send Message.
Note: If your selection includes at least one email contact, your email client will open instead of
the Send Message dialog box, with the email addresses of all selected contacts listed in the To:
field.
• Press Shift-Shift.
Note: If you already have a message alert in your system tray, pressing Shift-Shift opens the
message, not the Send Message dialog box.
Addressing a message
Complete addressing information (if not already complete) as follows:
• From. The "From" text box automatically contains your default Groove display name (identity). If
you've created additional identities in your Groove account, you can select a different one from
the drop-down list. You create new Groove identities on the Identities panel of the Preference
dialog box.
• To. The "To" drop-down menu includes all currently "known" Groove contacts: this includes
Groove contacts you've added to your contact list in the Launchbar, as well as any Groove
contacts who are members in one of your workspaces. Click More to open the Add Recipients
dialog box in which you can search for and add other contacts.
Adding message content
You can add text with rich-text features, add audio and attach files to a Groove message.
• Message. Type the message text. Right-click to see formatting options. Click Check Spelling to
check spelling in the text editor.
• Audio features. Click the record button to add an audio message. Click the playback button to
play back the message you record. Click the delete button to delete an audio message.
• File button. Click to browse and select files to attach and send with the message. The name and
size (in bytes) of files you select displays in the Attachments list box.
Note: The total size of all attachments in one message may not exceed 25 MB.
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Sending the message
Click Send to send the message. Groove posts alerts (described in the table below) to inform you about
the progress of the message delivery for Groove recipients.
Note: Groove does not post these delivery alerts for Communicator recipients.
Alert Meaning
Message to "sender ": Waiting to send... Groove cannot yet send the message. The sender's
computer may be offline or may not currently have a
live network or relay service connection.
Message to "sender ": Sending... Groove is sending the message either to the recipient's
computer or to the relay service (if the recipient's
computer is offline).
Message to "sender ": Sent, waiting for The message left the sender's computer and will get
delivery... delivered if the recipient is online. If the recipient is
offline, the message is routed to the relay service.
Message to "sender ": Delivered... The message has reached the recipient's computer.
Message to "sender ": Opened The recipient has opened the message.
Opening a Groove message
When you receive a message, Groove displays an alert in the Windows notification area. To open the
message, click the alert:
To delete the message without opening it, right-click the alert and select Delete from the drop-down
menu.
Redisplaying a message alert
Message alerts disappear after a few seconds, but an envelope image blinks above the Groove icon to
inform you that you have an instant message.
To redisplay a message alert, point at the blinking envelope icon.
Reading a Groove message
What you decide to do with a message you receive depends on its contents. For example, a message may
contain file attachments and an audio recording for you to play back.
From:
Click From to see the sender's contact information.
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Exchanging Messages
Audio playback or stop
If the message contains audio, the notification you receive with the message tells you that it's a "Voice
Message." The audio message plays back automatically when you open the message.
To replay an audio message, click .
Click to stop the audio playback.
Attachments
You see the Attachments pane in the Read Message window only if the message contains one or more file
attachments.
To open file attachments, do one of the following:
• Double-click a file name to open it in a supporting program. If your operating system can't
identify a program that supports the file, it displays an Open With dialog box that lets you select
a program.
• Select one or more files, and click Open.
To save file or Web address attachments, do one of the following:
• Select one or more items in the Attachments pane and click Save...
A directory dialog box opens. Select the disk location where you want to save the attachments and
click Save.
• Click Save All... to open a directory dialog box where you can save all the attachments in the list.
Images
You may sometimes see images or file attachment icons as part of message text instead of in the
Attachments: pane. Right-click an image or file attachment to see options.
Tip: If an image is wider than the message window (even when maximized), try copying it into another
program. Right-click the image to see options.
Replying to a Groove message
To reply to a message:
1. Click Reply or Reply to All in the Read Message window.
The Reply To Message window opens and displays the original message.
Note: If you do not want the original message included with your reply, uncheck Include history in
replies before clicking a reply option.
2. If you want to add additional recipients to the reply, click Add More... to open the Add Recipients
dialog box.
3. Type your message.
4. Click Send.
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Forwarding a Groove message
You can forward a message you're currently reading or a selected message stored in the Message History.
To forward a message you're currently reading:
1. Click Forward in the Read Message window.
The Forward Message window opens and displays the full content of the original message. Voice
recordings, if any, are stored as file attachments in .wav format.
2. Specify message recipients for your forwarded message.

3. Type your message.
4. Optionally, add to or edit message content.
5. Click Send.
Starting Messenger activities with your contacts
If the "Integrate Messenger Contacts" option is checked in your account preferences, you can view
Messenger online status for all Groove contacts who also run Messenger, and start Messenger activities
with these contacts, such as text-chatting or VOIP. Additionally, you can address a Groove workspace
invitation to any contact in your Messenger contact list, regardless of whether or not they have Groove.
Note: The "Integrate Messenger Contacts" option is checked by default, unless a management policy
overrides this setting. The first time you start up Groove after installation or upgrade, you're prompted to
add all Messenger contacts who also have Groove to your contact list. If you decline to add these contacts
when prompted, you can add them individually at a later time.
Determining which Groove contacts are also in your messenger contact list
In the Groove Launchbar, you see the same contact awareness icons for contacts who only have Groove
as you see for contacts who have both Groove and Messenger. To determine which contacts are both
Groove and Messengers users, do either of the following:
• Point at the contact to display a status window. If the contact is in your Messenger contact list,
the status window will tell you the person's current status in Messenger. If the person is not in
your Messenger contact list, you won't see any status information for Messenger.
• Right-click the contact. If the contact runs Messenger, you see a Messenger Actions menu with
options for starting Messenger activities plus an icon that indicates the contacts current
awareness in Messenger. In the picture below, the awareness icons indicate that the selected
contact is offline in Groove, and online but idle in Messenger:
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Exchanging Messages
If the contact is not in your Messenger contact list, you see a grayed menu option: "This contact is
not in your Messenger contact list"
Starting Messenger activities with a selected contact
To start Messenger activities with a Messenger contact in Groove:
1. Right-click the contact and select Messenger Actions...
If you're not currently signed in to Messenger, you see the command "Sign in to Messenger". Once
you've signed in, this command changes to "Messenger Actions".
2. Select the Messenger activity you want.
Managing your Groove messages
Select Options-Message History to open the Message History.
The Message History provides the following options for viewing your messages: Inbox (received
messages), Sent , and All. You can sort the list by clicking the column heads. The text of the selected
message appears in a preview window. You can quickly scan through your messages using the up or down
arrow keys.
About the Message History
The Message History stores:
• All messages you've sent or received.
Open a received message to display it in a Read Message window.
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Select messages you've sent to see their text in the preview window. You cannot play back audio
or open file attachments in your sent messages.
• All invitations you've received but not yet accepted or declined.
Open an invitation to display it in a Respond to Invitation window. If you accept or decline the
invitation, it gets deleted from the message history. However, if you close the invitation without
accepting or declining it, it will continue to be stored in the Message History.
If an invitee accepts or declines an invitation and includes a response message, this response
displays in the Message History as an invitation message. You can see the text of invitation
responses only in the preview window.
The Message History does not save invitations you send.
See Groove indicators to see a description of indicators that appear in the Message History.
Starting messaging activities from the Message History
You can create new messages, reply to or forward existing messages, change your message list view, and
print messages from the Message History.
• To create a new message, click to open the Send Message window.

• To open a message in the list, select it and click . For messages you can't open (such as
messages you sent), the Open button is disabled.
• To reply only to the message sender, select it and click to open the Reply to Message window.
• To reply to the message sender and all message recipients, select it and click to open the
Reply to Message window.
• To forward a message, select it and click .
• To delete a message in the list, select it and click .
• To change your message list view, select Inbox, Sent, or All from the View: drop-down menu.
• To print a message, select it and click .
Note: You can print only one message at a time.
Searching in the Message History
In the Message History, you can search for messages that contain specific text.
1. Select the view in which you want to search for messages.

2. Click .
3. In the Find dialog box, enter the text you want to find in a message.
4. Select options if you want to refine the search for case-sensitivity and/or whole word matching.
5. Click Find Next or Find Previous.
Groove finds the next or previous message that contains the specified text. If no match is found
for the search text, Groove asks if you want to repeat the search from the beginning of the
message history.
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Exchanging Messages
Using keyboard shortcuts in the Message History
To Press
Create a new message CTRL+N
Open a selected message CTRL+O
Reply to a selected message CTRL+R
Forward the selected message CTRL+W
Delete the selected message CTRL+D
Find messages CTRL+F
Print the selected message CTRL+P
Check/uncheck "Include history in replies" CTRL+H
Viewing Groove messages exchanged with a selected contact
You can view all messages you've exchanged with any selected contact or workspace member.
1. Right-click the contact and select Properties.

2. Click the Messages tab in the Contact dialog box.
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Chapter 10. Chatting
Chatting in a standard workspace
You can chat with other Groove workspace members and contacts using:
• Text chat
• Audio chat
To access chat in a workspace, do one of the following in the Workspace Members panel:
• Click the Chat button to expand or collapse the chat area in the panel:
• Click the New Window button to open a new chat window:
Creating a new text chat entry
To create a new text chat entry, type in the text-entry field and press ENTER.
Tip: You can open the Spell Checker to scan for and fix spelling errors before you press ENTER to record a
chat entry. Click:
Using rich-text features in the text chat editor
The text chat editor supports rich text features, such as text formatting, hyperlinks, and graphic images.
These features are available only while you're typing in the text-entry field. You cannot edit a chat entry
once it appears in the chat display window. Right-click in the chat text-entry field to see formatting
options or select options in the toolbar.
Using ink chat features
Right-click in the text-entry field to see menu options for switching between basic text mode and ink
mode. Ink mode lets you draw chat entries by dragging with the mouse, and provides options for styling
and editing these entries.
Note: Changing the chat editing mode automatically deletes any content you currently have in the chat
text-entry field.
The right click menu (and toolbar options in a Chat window or Chat workspace) correspond to the current
editing mode. If you have Text mode selected, you see the standard editing options you see in all rich-text
tools in Groove. If you have Ink mode selected, you see the following editing options:
• Pen. Draw with the pen in the text-entry field.

• Erase. Erase a drawn object (or part of a drawn object) by dragging.
• Zap. Erase an entire drawn object at once by dragging.
• Lasso. Select and edit a drawn object. To select the object, drag a circle around the object. You
can then move or resize the drawn object just as you would in a Sketchpad tool. You can also
change the color and thickness of the drawn object by selecting from the Select Color and Ink
Thickness tools.
• Select Color. Select a new color for a selected drawn object or for subsequent drawn objects.
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Chatting
• Ink Thickness. Select a different thickness for a selected drawn object or for subsequent drawn
objects.
Using audio-chat features
If you and other members of a workspace have a microphone connected to your computers, you can use
audio chat features. There are two audio-chatting modes:
• One to all mode. In this mode, the current speaker has first broadcasting privileges. Workspace
members can start talking while another member talks, but their voice entries will be delayed
until the current speaker finishes. There is no menu option for One to all mode. This is the
standard audio-chat mode unless you enable Conference mode.
• Conference mode. In this mode, all workspace members who have enabled this mode can speak
simultaneously. Other members are listeners. To enable (or disable) Conference mode, click the
Options drop-down button and select Chat-Conference Mode.
To use audio-chat, click the Microphone button and start speaking. A message window opens that shows
an audio signal bar that responds to your voice:
If you've enabled Conference mode, the audio message window and audio "channel" stays open until you
click Stop. If you're using "One-to-all" mode, the audio "channel" stays open as long as you continue
talking or until you stop talking for at least 5 seconds.
Note: The first time you try to talk using Groove, the Audio Tuning wizard runs (if necessary) to help you
adjust your system's audio settings so that you can use the Talk feature most effectively.
Getting status information about chatters
Groove can notify you about who's currently typing a chat entry or using audio chat.
While another workspace member is typing, a status message displays under the title bar with the name
of person typing the entry.
While another workspace member is talking, a text balloon automatically displays to tell you who's talking.
You can also point at the microphone to display a text window that tells you who's talking.
Searching in a chat
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To search in a chat, right-click anywhere in the chat window (or chat area in the Workspace Members
pane) and select Chat-Find in Transcript. Type a search string in the Find dialog box and click Find Next.
Printing a chat transcript
To print a chat, right-click anywhere in the chat window (or chat area in the Workspace Members pane)
and select Chat-Print Transcript.
Deleting a chat transcript
Some chats become lengthy and thus you might want to occasionally delete the chat transcript area to
start over. To delete a chat transcript, right-click anywhere in the chat window (or chat area in the
Workspace Members pane) and select Chat-Delete Transcript.
Undoing or redoing a chat entry
You can undo or redo keystrokes that your typing in a chat entry by selecting Chat-Undo (CTRL-Z) or
Chat-Redo (CTRL-Y). However, you cannot undo or redo chat entries once you've entered them, and
they appear in the transcript.
Chatting in a file sharing workspace
You can chat with other members of a file sharing workspace much like you chat with members of other
types of Groove workspaces.
To start chatting:
1. Click the Expand Chat button to open the chat box in the Groove Folder Synchronization pane.
2. Type chat entries in the text entry box.
3. Right-click in the text entry box to open an Options menu. You can:
• Select text-formatting options.

• Copy or delete the chat transcript.
4. Click the Send arrow.
When you receive a new chat entry, the Chat title bar flashes (unless you've set alerts to Off in the
Workspace Properties dialog box).
Adjusting your audio for use with Groove
The Audio Tuning Wizard helps you to adjust your computer's audio equipment for use with Groove. Keep
in mind that computer systems may have a wide variety of audio components installed in them and
therefore the results may differ from one to another. Still, the Audio Tuner should be effective for setting
up most audio systems.
To run the Audio Tuning Wizard, click the Options button in the chat area of a workspace and select Audio
Tuning Wizard...
Note: If you install other audio software, this may readjust your audio settings. You then may need to
rerun the Audio Tuning Wizard.
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Chatting
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Chapter 11. Scheduling Appointments
Groove Calendar Tool lets you mark important dates and build collaborative schedules with other
members of a workspace.
Adding or deleting appointments
To add an appointment:
1. Click New Appointment.

2. Enter an appointment description.
3. Fill in the start and end date and a start and end time for the appointment. If the appointment is
an all-day event, click All Day Event.
Enter the date using MM/DD/YY format or click the Calendar icon and select a date.
Enter the start and end time, or click the arrows to select start and end times.
The Calendar automatically makes time zone adjustments as follows: The Calendar assumes that
the appointment will be held in the time zone that corresponds to the Date and Time properties
currently set for your computer. For members whose computers are set for different time zones,
the appointment time automatically adjusts to reflect their time zone.
For example, if you are in Atlanta and schedule an appointment for 8:00 am, a member in Paris
will probably see this appointment as scheduled for 2:00 pm (depending on regional time zone
settings).
4. Optionally, enter details about the appointment.

5. Click OK.
Tip: You can create appointments with pre-selected dates or times. Drag across the range of dates or
times you want and then click New Appointment.
To delete a selected Calendar appointment, press the DELETE key.
Editing appointments
Unless you're a manager in the workspace, you can usually only edit Calendar appointments you added
yourself.
1. Double-click an appointment to open the Edit Appointment dialog box.
If you don't have permission to edit a Calendar appointment, the Edit Appointment dialog box
opens as read only.
2. Edit the appointment as needed, and click OK.
Tip: You can also change date or time values using drag and drop.
Viewing appointments
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Scheduling Appointments
The Calendar displays as much of each appointment as will fit within a date cell. You see more or less of
each appointment depending on which view you're using. For example, the Day view usually allows you to
see all information about an appointment, while the Month view only allows you to see a few words.
In any view, you can point at an appointment to display a text window that displays its full date and
details.
Changing the Calendar display
To change the Calendar display, select a display option from the View menu or click the Day, Week, or
Month icons.
The following table describes the characteristics of each view.
View Characteristics
Day A detailed view of the selected day's appointments including details (if any).
An appointment spanning more than one day.

An appointment for this day only.
Appointments for the selected day are displayed below in their appropriate time range.
Week A summary view for the appointments of a standard calendar week.
With more room available than for the Month view, you can usually see the full title of each
appointment. You can also see both the Start and End times of appointments.
As with the Month view, if a single date includes more appointments than will fit in the box, a
More button appears.
Month A summary view for the appointments of a standard calendar month.
If a single date includes more appointments than will fit in the box, a More button appears.
Point at the button to display a window that shows the appointments.
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Business The same view as "Week," except that the display allows more space for the business work
Week days.
Business The same view as "Month," except that the display allows more space in each week for
Month business work days.
Showing or hiding the Day pane
Click Show Day Pane to show the selected day as a split panel in the Month or Business Month views.
Adjust the widths of the Month and Day panes by dragging the splitter bar left or right.
To close the Day pane, click Hide Day Pane.
Navigating in the Calendar
You can navigate in the Calendar as follows:
• To go to the previous or next day, week, or month in the Day, Week, or Month views,
respectively, click the Previous/Next buttons in the Calendar's title bar.
• To go to the previous or next appointment in any Calendar view, click the Navigate Previous
Appointment/Navigate Next Appointment toolbar buttons.
• To go to the previous or next unread appointment in any Calendar view, click the Navigate
Previous Unread/Navigate Next Unread toolbar buttons.
• To go to the current day according to your computer's system clock, click the Today toolbar
button.
• To go to a specific date in a selected view, select View-Go To Date, enter a date and view option
in the Go to Date dialog box, and click OK.
Creating links to appointments
As with other workspace tools, you can create a link to the Calendar tool. In addition, you can create links
that go to specific Calendar appointments. To create an appointment link:
1. Right-click the appointment and select Copy Appointment As Link.

2. Select the target tool.
3. Right-click the location where you want to place the link and select Paste.
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Scheduling Appointments
The link appears with the name of the Calendar appointment as the link's target.
Exporting and importing appointments
You can export Calendar appointments for importing into another Calendar tool.
Exporting Calendar appointments
You can export a specific appointment or all appointments.
1. To export a specific appointment, select the appointment and choose File-Export-Selected

appointment.
2. To export all appointments, choose File-Export-All appointments.
3. Specify a directory location in the Export Record(s) to File... dialog box and click Save.
All exported Calendar data is saved as an .xml file (for example, Calendar.xml).
Importing Calendar appointments
To import an exported Calendar file into another Calendar tool, do the following:
1. Select the Calendar tool in which you want to import the data.
2. Choose File-Import.
3. In the Import File dialog box, select the exported calendar .xml file and click Open.
Changing Calendar permissions
Permissions tab.
All members except for Guests have permission to add new appointments, and add or delete their own
appointments. Managers have all available permissions.
for a tool.
Printing appointments
You can print Calendar appointments or views.
• To print a selected appointment, select File-Print appointment.

• To print a selected view, select File-Print Page.
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Using keyboard shortcuts in the Calendar
Standard Windows keyboard shortcuts (for example, for cut, copy, paste, and delete) apply for the
Calendar. The table below lists other keyboard shortcuts.
To Press
Create a new appointment CTRL+N
View details for a selected ENTER
appointment
Copy an appointment as a link CTRL+L
Mark selected appointment read CTRL+F4
Mark all appointments read CTRL+SHIFT+F4
Go to a specific date CTRL+D
Go to the next/previous day, PGDN/PGUP
week, or month, depending on
the Calender view
Go to the next/previous F8/SHIFT+F8

appointment
Go to the next/previous unread F4/SHIFT+F4
appointment
Go to the current date according CTRL+T
to your computer's system clock
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Chapter 12. Tracking Issues
Groove Issue Tracking Tool is a tool designed using the Groove Forms tool and is useful for managing all
phases of issue reporting and response tracking. Users can create reports, assign ownership, and track
status over time.
Forms in the Issue Tracking tool
There are two basic form types in this tool:
• Issue: Use this form to capture the details of an issue, assign ownership and track status.
• Response: Use this form to create a response to an issue record.
All workspace members can create Issue and Response records. In addition, workspace members who
have the required privileges can create special Keyword records that are used to populate pick list fields in
the Issue records. These privileges are defined in the form design and may be granted by member role, or
directly to specific workspace members.
About Issue records
Note the following usage details:
• You must enter a title in the Title field.

• The ID field is auto-generated by script code and uniquely identifies the record creator.
• You can add custom values in the drop-down list fields (for example, Assigned to: Organization),
and these values are merged with the keywords from any corresponding Keyword records for any
subsequent records.
About Response records
In Response records, the Title field is auto-populated as a reply to the parent issue record’s title.
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About creating Keyword records
Depending on your assigned privileges, you may see several Keyword record options in the New drop-
down menu.
Keyword records contain values that display in corresponding drop-down list fields. For example, you
might create three Keywords/Status records to define the values "New", "Open", and "Closed". Then,
when you (or any other workspace member) creates a new Issue record and selects the Status drop-down
list field, these options will appear in the drop-down list.
Creating keyword records
To create a new keyword record:
1. Click New and select the keyword record type you want from the list.
2. Enter the keyword you want in the text box.
3. Save the keyword record.
Viewing and editing keyword records
To view keyword records, select the keyword type view from the view menu. Once you've selected the
view, you can open keyword records for editing.
Adding "subkeywords" to keyword records
In the Issue Tracking tool, you can add subkeywords to "Assigned Entities," "Category," and "Originating
Entities" keyword records that populate corresponding drop-down list fields. For example, you can edit
"Category" keyword records to add corresponding keywords for the Subcategory drop-down list field. Or
you can edit "Assigned Entities" keyword records to add corresponding keywords for the Individual field.
To add a subkeyword:
1. Select the Keyword view in which you want to add subkeywords.

2. Select the keyword record to which you want to add a subkeyword.
3. Click Add Keyword in the preview window. For example:
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Tracking Issues
4. Add the subkeyword you want and save the record.
Views in the Issue Tracking tool
Below is a description of the different views for displaying records in the Issues tool. Note that all views
have a view filter that filters out keyword records.
All: Shows all records, with ID as the primary column. Click any of the column headings to sort the view.
Assignment: Enables sorting by the organization assigned to the issue. Columns displayed are assigned to
organization and individual, and issue title.
Category: Sort by issue category. Columns included are category, subcategory, priority, status, and title.
My Assignments: Offers a hierarchical sort, using a view filter to only display issues assigned to you.
Originator: Similar to the Assignment view in structure, but rather than displaying and grouping by the
assigned organization, Originator displays and groups by the organization and individual that originated
the issue.
Priority: Records are grouped by their assigned priority. Displayed columns are priority, status, title, and
created on date.
Status: Similar to the priority view, but with status as the primary and grouped-by column.
In addition to the above views, which are viewable by all members of the workspace, members who have
the required privileges have access to keyword views, which lists keyword records (by keyword type).
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Chapter 13. Running Meetings
The Groove Meetings Tool helps you organize, conduct, and record meetings.
About meetings
Every meeting in the Groove Meetings tool contains the following components:
• Profile. This tab contains the basic details about the meeting, including its start and end times,
location, and a general description of purpose.
• Attendees list. This tab lists which workspace members are invited to attend the meeting, though
all workspace members can see a meeting's proceedings once they are posted. Initially, the
meeting creator is automatically appointed as the meeting "chairperson" and "minutes-taker" but
can assign these responsibilities to other meeting attendees.
The attendees who own the chairperson and minutes-taker tasks simply take on leadership
responsibilities for the meeting. For example, other attendees might ask the chairperson questions
about the purpose of the meeting. Likewise, if there are no minutes posted for a meeting,
attendees can inquire with the minutes-taker about when these will get posted.
• Agenda. This tab contains a time-ordered list of agenda items and an assigned presenter per
item.
• Minutes. This tab contains the meeting minutes. The attendee who records the minutes can
optionally insert the current agenda directly into the minutes.
• Actions. This tab contains a list of action items. The list can be sorted by due date, item, owner,
or priority.
Creating a new meeting
Typically, all workspace members other than guests can create new meetings.
To create a new meeting:
1. Click New Meeting... to start the Meeting Wizard.

2. Enter a subject, and start and end times for the meeting.
3. Optionally, enter the meeting location and any additional details about the meeting.
4. Click OK to create the meeting.
The information you entered in the Meeting Wizard displays on the Profile tab for the meeting. To edit this
information, click Edit, make your changes, and click Save and Close.
Once you have created a meeting, you can add meeting attendees, and start other meeting activities
such as setting the agenda.
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Running Meetings
Creating a meeting agenda
Given default permissions, any attendee whose role is participant or higher can add, edit, or move agenda
items, and only the meeting creator or workspace managers can delete agenda items.
To add an agenda topic:
1. Click the Agenda tab and click New Topic...

2. Fill out the New Agenda Topic form, and click OK.
To edit an agenda item, select it and click Edit. Make the changes you want and click Save and Close.
To move an agenda topic among the list of topics, select it and click or .
To delete an agenda topic, select it and press DELETE.
Creating action items
Given default permissions, any attendee whose role is participant or higher can add, edit, or move action
items, and only the meeting creator or workspace managers can delete action items. To add an action
item:
1. Click the Actions tab and click New Action Item.

2. Fill out the New Action Item form, and click OK.
To sort action items, click the column headers. For example, click the "Priority" column header to sort all
action items by priority.
To edit an action item, select it and click Edit. Make the changes you want and click Save and Close.
To delete an action item, select it and press DELETE.
Recording meeting minutes
Given default permissions, any attendee whose role is participant or higher can edit the meeting minutes.
To edit the minutes of a meeting:
1. Select the Minutes tab and click Edit, if necessary, to open the text area for editing.
2. Type in the text area. Optionally, click Insert Agenda to insert the current meeting agenda into
the text area.
3. Select an option to save or discard your work.
Managing meeting attendees
Given default permissions, any attendee whose role is participant or higher can edit the Attendees tab for
a meeting.
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1. Click the Attendees tab and click Edit, if necessary, to open the Attendees fields.
2. Make the changes you want and click Save and Close.
Working with file attachments in a Meetings tool
The meeting profile, agenda topics, and action items can all include file attachments. Typically, only the
meeting creator or workspace managers can add or delete file attachments.
Adding attachments
1. Select the meeting profile, an agenda topic or an action item and click Edit.
2. Click the Attachments drop-down menu and select Add.
3. Select the files to attach and click Open.
4. Save your changes.
Opening attachments
1. Click the Attachments drop-down menu and select the Attachments.

2. Select the attachment you want to open.
The attachment opens in a supporting application provided you have one installed on your
computer. If your computer does not have a supporting application, a Windows "Open With" dialog
box displays with other options.
Saving attachments
1. Click the Attachments drop-down menu and select Save all...

2. Select the disk location for saving the attachments and click OK.
Deleting attachments
1. Select the meeting feature (profile, agenda topic, or action item) that contains the attachment
you want to delete and click Edit.
2. Click the Attachments drop-down menu and select Delete.
3. Select the attachments you want to delete.
4. Click Yes to confirm the deletion.
Navigating among meetings
You can navigate among meetings as follows:
• Click and select the range of dates you want to display (for example, Day, Week, Month).
• Click the previous/next arrows to navigate to the previous or next date depending on the current
date range selection. For example, if your current date range is "By Week," click the arrows to go
to the previous or next week.
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Running Meetings
Changing Meetings tool permissions
Permissions tab.
By default, all members except for Guests have permission to create or edit meetings, as well as to delete
meetings they create. Managers have all available permissions.
for a tool.
Using keyboard shortcuts in a Meetings tool
The table below lists keyboard shortcuts for the Meetings tool. Available shortcuts depend on the mode in
which you are using the tool.
To Press
Create a new meeting CTRL+N
Create a new agenda item CTRL+T
Create a new action item CTRL+M
View all meetings CTRL+L
View only today's meetings CTRL+D
View the current week's meetings CTRL+W
View the current month's meetings CTRL+O
View the current year's meetings CTRL+R
Copy an agenda topic as a link CTRL+I
Copy an action item as a link CTRL+K
Copy a meeting as a link CTRL+E
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Chapter 14. Writing in a Notepad
The Groove Notepad Tool is a rich-text editor that allows members to create documents that are saved as
pages.
Adding or viewing note pages
Click to see a list of the note pages that you (or other members of the workspace) have added to the
Notepad tool. The Note list provides status information about notes, such as their size, modified date, and
last editor.
To add a new note page, do the following:
1. Click New Note.
A new blank, untitled page opens in the Notepad.
2. Name the note in the Title box.

3. Enter content for the note in the editing area. Right-click to see formatting options or use the
formatting icons on the toolbar.
4. Save the note.
Viewing notes
To view note pages, click the Previous or Next buttons to move sequentially among note pages, or select a
note in the Note list.
Editing a note page
To edit a note page in a Notepad tool:
1. Go to the note page you would like to edit and click Edit.
Note: If another workspace member is already editing the selected note page, Groove prompts you
to decide whether you want to edit the note anyway, or wait until the other member is done
editing. See “About editing conflicts” below for more information.
2. Make changes to the text as needed.

3. Save the note.
About editing conflicts
The Edit button in the Notepad displays a number if one or more other members are currently editing the
selected note page. You can point at the Edit button to display a text window that tells you who's currently
editing the note page.
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Writing in a Notepad
If you click the Edit button while another members is already editing the page, Groove prompts you to
decide whether you want to edit the note anyway, or wait until the other member is done editing. If you
decide to continue and edit the page, Groove saves your changes in a new "conflict" copy of the note
page. A conflict page also includes a link back to the original Notepad page. The picture below shows the
title area of a conflict page:
Likewise, if you are editing a page and another member begins to edit the same page, Groove briefly
displays a message to inform you that another member has started to edit the page. For example:
If this happens, your changes are saved back to the original document and the other member's changes
are saved in a new conflict copy.
Renaming a note page
To rename a note page in a Notepad tool:
1. Right-click the note in the Note list and select Rename.

2. Type in the new name and press Enter.
Alternatively, click Edit to modify a selected note and type a new name in the title box.
Deleting a note page
To delete a note page in a Notepad tool:
1. Go to the note page you would like to delete and click Delete.
You can also select the note page in the Note list and press the DELETE key.
2. Click OK to confirm that you want to delete the page.
Exporting a note page
You can export a selected note page in a Notepad tool as a rich text (.rtf) file. You can then open the
exported rich text file in other programs that support this format, such as Microsoft Word.
1. Go to the note page you want to export.

2. Select File-Export.
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3. In the Export to File... dialog box, specify a disk location and file name for the exported file and
click Save.
By default, the Notepad uses the title of the note for the file name.
Searching for text in a note page
You can search for text in a selected note page. You can search while a note is open for reading or editing.
However, if a note is open for editing, you must click in the text editing area before you start a search.
1. Go to the note page in which you want to search for text.

2. Select Edit-Find.
3. Do the following in the Find dialog box, and click Find Next:
• Enter the text you want to search for in the note page.
• If you want, select options to refine the search for case-sensitivity and/or whole word
matching.
• Select the search direction.
Note: The search will proceed in the selected direction to the top or bottom of the note page
and then stop.
Creating links to note pages
As with other workspace tools, you can create a link that selects the tool. In addition, you can create links
that go to note pages.
1. Go to the note page you would like to link to.

2. Select Edit-Copy Note as Link.
For example, to paste the link in a discussion, go to the tool, create a topic, right-click in the body
area and select Paste.
Printing a note page
Select File-Print to print any note you're currently editing or have selected in the Note list.
Changing Notepad tool permissions
Permissions tab.
By default, all members except for Guests have permission to create, edit, and delete note pages.
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Writing in a Notepad
See Change permissions for workspace tools for information on modifying the default permissions for a
tool.
Using keyboard shortcuts in a Notepad tool
Standard Windows keyboard shortcuts apply for the Notepad tool. For example, use CTRL+C, CTRL+X,
and CTRL+V to copy, cut, and paste text, respectively. Use CTRL+B, CTRL+I, CTRL+U, and CTRL+K to
format text in bold, italics, underlined, or strike out text. Use CTRL+Z and CTRL+Y to undo/redo your
changes; use CTRL+A to select all text.
The table below lists additional keyboard shortcuts for the Notepad tool. Available shortcuts depend on
whether you are reading or editing a note.
To Press
Create a new page CTRL+N
Save an edited page CTRL+S
Save and close a page open for editing CTRL+W
Cancel an edit ESCAPE
Delete a note CTRL+Del
Copy the selected Notepad page as a link CTRL+L
Edit current page CTRL+E
Move to next page F8
Move to previous page SHIFT+F8
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Chapter 15. Sketching
The Groove Sketchpad Tool lets workspace members draw together on sketchpad pages.
Summary of the Sketchpad drawing tools
The table below describes the tools for drawing in the sketchpad.
Tool Action
Selects or deselects one or more drawn objects.
Draws "freehand" as if you were drawing on paper with a pencil.

Draws a straight line. Except for exact horizontal or vertical lines, all lines are slighted jagged.
Draws a rectangle.
Draws a rectangle with rounded corners.
Draws an ellipse.
Draws a polygon. A polygon can be as complex as you want. However, the endpoint of the last line
you draw must connect to the start point of the first line in order to complete the polygon (that is, a
polygon cannot be completed with loose endpoints). If you choose a fill color, the polygon uses this
color when you connect the start and end points.
Draws a text box area and opens a Sketchpad window in which you can enter, edit, and format text.
Sets the line color for the selected drawn object, and for subsequent objects you draw. "Default"
sets the color to the default system color which is usually black.
Sets the fill color for any selected rectangle, rounded rectangle, ellipse, or polygon, and for any
subsequent shape that you draw. "Default" sets the color to the default system color which is usually
black.
Deletes one or more selected drawn objects.
Deletes the current sketch, and displays the previous sketch. If the current sketch is the only sketch
in the sketchpad, the sketchpad title changes to "no sketch." To start a new sketch, click New
Sketch.
Opens the Open Background File... dialog box in which you can select a JPG or BMP image as the
background for the current sketch.
Deletes the background image for the current sketch.
You can also right-click anywhere in the sketchpad to select any of the tools described in the table.
Selecting or deselecting drawn objects
Use the Selection tool to select or deselect drawn objects:
• To select an object that has no fill color, click any border to display a four-way selector icon.
• To select an object that has a fill color, click anywhere in the object.
• To select multiple objects, do one of the following:
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Sketching
• SHIFT-CLICK each additional object you want to select.

• Drag a selection box around all objects you want to select.
• To select all objects, right-click anywhere in the sketchpad and select Select All.
• To deselect one or more selected objects among a group of select objects, shift-click each object
you want to deselect.
• To deselect all selected objects, click an blank space in the sketchpad.
Tip: If you have many drawn objects and you'd like to select most of them quickly, it's often
fastest to first select them all, then deselect the ones you don't want selected.
Setting or changing line or fill color
You can set the line or fill color of new objects you draw, or change the line or fill color of a existing drawn
objects:
1. If you're changing line or fill color, select the drawn object using the Selection tool:
Otherwise, skip this step.
2. Click the Line Color tool or the Fill Color tool from the tool bar, and select a new color.
With either tool you can also select More Colors... to select a custom color.
All subsequent objects you draw use the selected line or fill colors until you change them again.
Moving drawn objects
To move one or more drawn objects in a sketch, drag them with the mouse.
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Use cut and paste to move drawn objects to another sketch.
Cutting, copying, and pasting drawn objects
You can use standard cut, copy, and paste commands to cut or copy and paste individual drawn objects or
an entire sketch.
To cut or copy and paste drawn objects, do the following:
1. Select the drawn object(s) you would like to cut or copy.

2. Select Edit-Cut or Edit-Copy or use the Cut, Copy, and Paste shortcut icons on the toolbar.
3. Select Edit-Paste to paste the drawn objects.
Resizing drawn objects
To resize a drawn object, drag any outline handle with the mouse.
Adding and editing text in sketches
Adding text
To add text to your sketches:
1. Click and drag the mouse to define a text box area in the sketch.
2. Enter text in the text editing window, and click OK when you're done.
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Sketching
3. Select formatting options from the tool bar.
Tip: The default text box is lined. If you do not want the text box to have a border around it, right-
click the text box and select Line Color-None.
Editing text
To edit text content:
1. Click the Selection tool .

2. Double-click the text box in the sketch.
3. Make your changes in the text editing window and click OK.
Managing sketchpad pages
You can manages sketchpad pages as follows:
• To name a sketch, click in the name box in the upper, left corner of the sketchpad (initially
named "untitled") and type in a name.To begin a new drawing on a clean sketchpad, click New
Sketch.
• To delete an entire sketch, click .
• To add a background image to a sketch, click , select a JPEG (.jpg) or bitmap (.bmp) image
file, and click OK.
• To remove a background image from a sketch, click .
• Click the Previous/Next buttons to move sequentially among sketchpad pages.
Changing Sketchpad tool permissions
To see the permissions currently assigned to member roles, select File-Properties-Tool... and click the
Permissions tab.
By default, all members except for Guests have permission to create, edit, and delete sketches.
tool.
Using keyboard shortcuts in a Sketchpad tool
The table below lists keyboard shortcuts for the Sketchpad.
To Press
Save text typed in the Type tool to the sketch CTRL+S
Selection tool S
Pencil tool P
Line tool L
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Rectangle tool R
Rounded rectangle tool O
Ellipse tool E
Polygon tool G
Text tool T
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Chapter 16. Sharing Images and Pictures
Add a Groove Pictures Tool to a workspace to display and share picture files in JPEG (.jpg) or bitmap
(.bmp) format.
Adding or viewing pictures
Click to see a list of the picture files that you (or other members of the workspace) have added to the
Pictures tool. The list provides status information about picture files, such as their size, type, modified
date, and last editor.
Adding pictures
Do one of the following to add pictures:
• Click Add Pictures... to open the Open Picture File dialog box, select the picture file you want,
and click Open.
• Drag and drop picture files onto the picture viewing area or into the list.
• Copy and paste pictures into the list.
When you add a new picture using the Open Picture File dialog box, it automatically displays in the
picture viewing area. Likewise, if you drag and drop a picture file in the list, the new picture automatically
displays and the file is added to the end of the list. If you add multiple pictures, the last selected picture
added is displayed.
Note: The Pictures tool automatically scales all pictures you add to fit the current size of the picture viewer
window.
Viewing pictures
To view pictures, click the Previous or Next buttons to move sequentially among pictures or select a
picture in the list.
Editing pictures
You can edit pictures in the Pictures tool if your computer has a picture editing program installed that
supports the selected file type. For example, if you open a JPEG (.jpg) file and you don't have a program
that supports editing this type of file, it will open for display in your Web browser or in a picture viewer.
On most computers, bitmap (.bmp) files will open into Microsoft Paint.
To open one or more picture files into a graphics editing program, right-click them in the list and select
Open. Depending on the graphic program and the operating system, a new window may open for each
file.
When you edit and save a picture, and then return to Groove, you're prompted to save the picture back to
Groove now.
Click Yes to save your changes back to Groove now and send them to all other members of the space.
Click No if you don't want to save changes back to Groove yet, and perhaps want to continue editing the
picture. Note, however, that if you click No after closing the picture in its editor, you will lose your
changes.
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Renaming pictures
To rename a selected picture, click in the title box above the picture and type in a new name.
Creating links to pictures
As with other workspace tools, you can create a link that selects the tool. In addition, you can create links
that go to specific pictures.
1. Right-click the picture file you want to be the target for the link, and select Copy as Link.
2. Select the tool in which you want to paste the link.
3. Right-click the rich text location where you want to paste the link and select Paste.
The link displays with the name of the selected picture file.
Exporting pictures
You can export any picture in the Pictures tool to disk.
1. Select the picture file in the list.

2. Click File-Export.
3. In the Save Picture As... dialog box, select a location in which to save the picture and click
Save.
Copying pictures
You can copy pictures from a Pictures tool into another Pictures tool or into a picture editing program.
1. Select the picture you want to copy in the list and click the Copy icon.
2. Open the program in which you want to paste the picture image and use its Paste command.
If you paste the picture into the same Pictures tool (for example, by selecting Edit-Paste or by clicking the
Paste icon in the toolbar), the picture appear in the list under the name "Copy of <picturename>".
However, you can paste the picture into another Pictures tool and it will appear under its original file
name.
Cutting or deleting pictures
To delete one or more pictures, select the pictures in the list, and press DELETE.
To cut a picture but place a copy of the image on the clipboard, select it and click the Cut icon. You can
then paste the image as a bitmap into another program or into another Pictures tool.
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Sharing Images and Pictures
Changing Pictures tool permissions
Permissions tab.
By default, all members except for Guests have permission to add or rename pictures, but only Managers
have permission to delete pictures.
tool.
Using keyboard shortcuts
Most standard Windows keyboard shortcuts work in the Pictures tool. For example, use
CTRL+X/CTRL+C/CTRL+V to do Cut/Copy/Paste activities, CTRL+A to select all picture files, and
CTRL+Z/CTRL+Y to undo/redo actions. The table below lists additional keyboard shortcuts.
To Press
Add one or more picture to the list CTRL+O

Export a picture CTRL+E
Copy the selected picture as a link CTRL+L
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Chapter 17. Working with Records in Custom Tools
Some tools in your Groove workspaces may be custom tools that were created either via the Groove
Forms tool or the Groove InfoPath tool. These custom tools share a set of common features, but are
customized for collecting and viewing data records in a variety of ways. Workspace members who have
"Designer Access" can further customize these tools. By default, only workspace managers have the
Designer Access enabled.
Note: Some custom tools provide specific concept and usage information about the tool. Most commonly,
you can find this information in the About This Tool window. To open this window, click Help-About This
Tool.
Using custom tools
Some tools in your Groove workspaces may be custom tools that were created either via the Groove
Forms tool or the Groove InfoPath tool. These custom tools share a set of common features, but are
customized for collecting and viewing data records in a variety of ways. Workspace members who have
"Designer Access" can further customize these tools. By default, only workspace managers have the
Designer Access enabled.
Note: Some custom tools provide specific concept and usage information about the tool. Most commonly,
you can find this information in the About This Tool window. To open this window, click Help-About This
Tool.
Adding a new record
1. Click New and select a form from the list.
There are two types of forms you might see on this menu, depending on the design of the custom
tool:
• New, main (top-level) forms. A Forms tool must contain at least one main form.
• Response forms. That is, forms for creating records that are hierarchically associated with an
existing "parent" record. Not all custom tools include this type of form. Generally, a
Response form will have a name such as "Response" or "Comment" that tells you about its
form type.
Before creating a Response record, select the main record you are responding to.
2. Fill in the form fields.
Required fields are denoted by a red asterisk.
Some forms in custom tools contain "form views". A form view enables you to display the form
with a different set of fields in a different layout. To change a form view, select View-Change Form
View-<formviewname>.
3. Click an option to save, reset, or cancel the new record.
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Working with Records in Custom Tools
Reading a record
Your options for reading a record in a custom tool depend on whether the data view lists records in a
table, or one at a time.
If the data view lists records in a table, do one of the following to read records:
• Double-click a record to open it.

• View the record in the preview area. You can widen or narrow the preview area by dragging the
window splitter. Press F8 or SHIFT+F8 to display the next or previous record in the preview area.
If the data view lists records one at a time, select the record you want to read from the "View by" menu.
Some forms in custom tools contain "form views". A form view enables you to display the form with a
different set of fields in a different layout. To change a form view, select View-Change Form View-
<formviewname>.
Editing a record
The tool permissions assigned to your role in the workspace usually allow you to edit only records you add
to a custom tool.
1. Select the record you want to modify, and press ENTER.

2. Edit the form fields.
Some forms in custom tools contain "form views". A form view enables you to display the form
with a different set of fields in a different layout. To change a form view, select View-Change Form
View-<formviewname>.
Note: If you edit file attachments in a custom tool that saves previous versions of records as
responses, the newest version of the file attachment is saved in both the updated record and its
response version.
3. Click an update or revert option.
Copying records
You can copy records in the data view using standard Copy and Paste commands. This is generally useful
when you want to add many records that contain similar information. For example, you can add one
record, fill out all fields, use Copy and Paste to duplicate the record several times, and then open and edit
fields in each duplicate record.
Note the following behavior rules:
• You can copy only one record at a time.

• Response records do NOT get copied with their parent records.
• A pasted response record gets placed as a child of the currently selected record.
• You can copy records from one custom tool to another only if the source and target custom tools
are compatible. The target tool is incompatible if any of the following is true:
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• The target tool is an earlier tool version as reported in the tool properties. For example,
you cannot copy records from a 5.xxx tool to a 4.xxx tool.
• The records copied from the source tool are derived from a form template not found in
the target tool. For example, you cannot copy records from a Discussion tool to an Issue
Tracking tool, or vice versa. In some cases, tools that appear to be similar may contain
records derived from different form templates.
• The target tool was created using a different custom tool designer, such as Forms or
InfoPath Forms. The base custom tool is reported on the General tab of the tool properties.
Working with file attachments
A custom tool record may include one or more file attachments.
Some file attachment fields provide the following action buttons:
Click to select one or more files to attach from your file system.
Click to launch the selected attachments. If you have editing permission for the record, you can open
the file for editing in its application. When you reselect a Groove window, Groove prompts you to
update the tool with any edits you have saved in the file. When you update the tool, the edits are sent
to all workspace members. If you don't have editing permission for the record, a read-only version of
the file opens in its application.
Click to save the selected attachments to a specified location in your file system.
Click to delete the selected attachments.
Other file attachment fields display the attached file as an image.
You can double-click the image to open the file in a supporting application. Right-click the image to see
other options.
Deleting a record
The tool permissions assigned to your role in the workspace typically allow you to delete only records
added by you to a custom tool. Keep in mind that deleting a record also deletes any response records
associated with the record.
1. Select one or more records and press DELETE.

2. Click OK to confirm the deletion.
Note: To delete a record that has responses, you must have the required permissions to delete the
response records as well as their parent record.
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Changing views
A custom tool might contain two types of views: Views that allow you to see the current collection of
records in different ways, and views that allow you to see the content of individual records in different
ways. The first type of view is called a data view; the second type of view is called a form view.
Changing data views
Data views in most custom tools display as tables of rows and columns, with each row represent one
record, and each column referencing data fields in each record. A data view might also display only the
content of a single, selected record.
If a custom tool contains multiple data views, you can select a different view at any item from the View by
menu. The currently selected view is marked with a bullet. You can also switch data views from the
Current View drop-down list in the status bar.
If the custom tool lists records one at a time rather than in a table list, you must use the View by menu to
navigate among records.
Changing form views
If a custom tool contains form views, the Change Form View menu command is listed on the View menu.
When you change the form view for a selected records, all records you subsequently select will display
using the currently selected form view. To change a form view:
1. Select a record in the data view.

2. Select View-Change Form View-<View FormViewName>
Creating links to records or views
As with other workspace tools, you can create a link that selects the tool in a custom tool. In addition, you
can create a link that goes to a specific record or view in the custom tool. You can paste a link to a custom
tool record or view into any tool that supports rich text, such as Notepad, Chat, or a rich-text field in
another custom tool record.
Note: Some forms in custom tools may not contain any rich text fields and therefore cannot be used for
creating links.
Creating a link to a record
To create a link to a record:
1. Select the record you would like to link to.

2. Select Edit-Copy Entry as Link.
Creating a link to a view
To create a link to a view:
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1. Change to the view you would like to link to.

2. Select Edit-Copy View as Link.
Printing records
You can do any of the following print operations in a custom tool:
Print a single record
• Open the record.

• Click Print on the toolbar.
• Click Print in your computer system's Print dialog box.
Print all records that are listed in the currently selected data view
• Select File-Print.
• Click Print all records.
• Click the option you want for printing all records and click OK.
Print the currently selected data view
• Select File-Print.
• Click Print view and click OK.
Print records using a selected form
Some custom tools include special forms that are set up mainly for printing purposes. These forms might
have a layout designed specifically for a print layout, and includes or excludes fields as needed.
To print using a selected form:
1. Select the records you want to print.

2. Select File-Print.
3. Click Print selected record through form, select the form to use for printing from the drop-down
list, and click OK.
Note: If you don't see this option in the Print dialog box, the custom tool you're using does not
support this feature.
4. Click Print in your computer system's Print dialog box.
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Importing records
You can import records into a custom tool via the following types of files:
• Forms Binary XML, as exported from a Groove Forms tool as "Binary XML" or "XML (without
attachments)".
• Comma-delimited (CSV), as exported from a Groove Forms tool as "Comma Delimited" or saved
as a CSV file in another application (such as Microsoft Excel).
• Forms 2.5 XML or Binary, as exported from a 2.5 Forms tool (using Office Groove 2007) as
"Binary XML" or "XML (without attachments)".
Note: If you do not see an Import option in File menu, this means the custom tool does not support the
import feature. Custom tools developed in Microsoft InfoPath do not support importing records.
Imported records can be viewed only if the Forms tool application contains corresponding fields and view
columns. For example, if you import a file exported from a Forms tool application that contains a "Name"
and "Address" field, you see the imported records in the data view only if the target Forms tool also
contains these fields.
If the sort type in the selected data view is "Flat" or "Hierarchical", imported records appear as new
records at the top or bottom of the data view (depending on the current sort order).
If the sort type in the selected data view is "Grouped," imported records are placed within categorized
groups, and sorted in each group depending on the sort order defined for the view.
Importing a Forms Binary XML file
To import a file exported as either Binary XML or XML (without attachments), do the following:
1. Select File-Import-Forms Binary XML.

2. Select a form to use for importing records from the drop-down menu.
3. Select the XML file to import, and click Open.
Importing a comma-delimited CSV file
To import a file exported as a comma-delimited CSV file, do the following:
1. Select File-Import-Comma Delimited File (CSV).

2. Do the following in the Import Options dialog box, and click OK:
• Select the form to use for importing records from the drop-down list.
Be sure to select a form that contains fields and data types that match the column headers
and data types in the .csv file.
• If the .csv file was saved in Microsoft Excel, check Microsoft Excel.
• Select the character set used to create the CSV file you are importing from the drop-
down list.
You must select the same character set in which the CSV file was saved.
• Select the locale in which the CSV file you are importing was created from the drop-
down list.
You must select the same locale in which the CSV file was saved.
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3. Select the CSV file you want to import and click Open.
About importing files created in other applications, and saved as CSV
You can import files created and saved as CSV in other applications such as Microsoft Excel. However,
keep in mind that column headers must be formatted to match the field names and field types in the
Forms tool application.
Additionally, note the following details about importing CSV files saved in Microsoft Excel:
• Column headers for values to be imported into numeric fields (such as Number or Currency) must
be qualified using the "Double" data type. For example:
Cost:Double
$35.95
• Column headers for values to be imported in text fields can optionally be qualified using the
"String" data type. For example:
City:String
Hoboken
• Column headers for values to be imported into date and date/time fields must be qualified using
the "Date" data type. For example:
Start_Date:Date
March 14, 2005
Additionally, date entries in Excel must use an MM/DD/YY date format, and in English locales,
Date/Time entries must use 12-hour (nonmilitary) time formatting:
3/14/05
03/14/05
3/14/2005
March 14, 2005
3/14/05 1:30 PM
Non-English locales can use 24-hour time formatting.
About field name matching for CSV importing
As noted above, when you import a CSV file saved from Excel (or another source application) into a Forms
tool, the column headers in the .csv file must match the exact names of associated fields in the Forms tool
in order for the field values to import properly.
To achieve this exact matching, it is important to know how to correctly identify field names in the Forms
tool, and to remember that field names are usually NOT the same as their associated field labels.
You can identify field names in the Designer:
1. Open the Designer.

2. Expand the Forms section, and select the form you plan to select for importing the CSV file.
3. On the form layout, find and select the fields you are matching with column headers in Excel (or
other source application).
When you select a field in the form layout, the field is also selected in the field list below, which
also lists the associated field name as well as its field type. In the example below, the field labeled
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"Event Start" is selected. The field list reveals that this is a Date field with the field name
"Event_32Start".
In Excel, the column header match for this field would be: "Event_32Start:Date".
You can also identify field names and data types by viewing record properties.
Issues associated with importing Excel CSV files in different locales
In some locales (other than the English (United States)), Excel files saved as CSV use characters other
than a comma as tab delimiters. These files will not import properly into a Groove Forms tool because only
comma-delimited CSV files are allowed for this procedure.
If you are having problems importing CSV, and are uncertain about whether you are experiencing locale
issues, you can try opening the exported CSV file in a text editor such as Wordpad, and changing the tab
delimiters to commas. If you update the file, be careful to avoid changing other punctuation characters. In
the example below, all commas are tab-delimiters except for the commas that are part of the date values.
Note that values that include the tab delimiter character must be enclosed in quotation marks.
Importing records from a 2.5 Forms tool
Groove 2007 no longer supports Groove Forms tools created using Groove 2.5. If you select a Groove 2.5
Forms tool in Groove 12, you are prompted to export the tool design and records for importing into a new
Forms tool. For information see Migrating from a Groove 2.5 Forms tool.
Exporting records
You can export records from a custom tool as structured text, tab-delimited text, comma-delimited text,
binary XML, XML (without attachments), or Microsoft Excel 2007. Note the following guidelines for
exporting records:
• You can choose between exporting all records in the tool, or all records displayed in the current
view or search result.
• If you opt to export all records in the tool, records get exported in the order in which they were
created, regardless of the current sort order in the selected view.
• If you opt to export all records in the current view, records get exported according to the current
sort order for the view.
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• For tabular text and structured text options, the data that gets exported depends on the columns
that are included in the selected view. For example, if the selected view includes only two
columns, the exported data will only include values from the fields referenced in those columns.
Do the following to export records:
1. Select File-Export All Entries, and select the export format you want.
2. Select the options you want for exporting entries, and click OK.
• You can opt to export only the entries listed in the current view, or to export all entries in
the tool.
• You can select a specific form to use from the dropdown menu. The exported data will
only use fields in the selected form.
• When exporting to Microsoft Excel, if you want the export to include all System fields in
the selected form, click Include System Fields. In addition to fields such as "Created By"
and "Modified By", every form contains a lengthy list of other System fields that serve
administrative purposes, and are hidden on the form. In most cases, it is preferable to
exclude these fields when exporting into an Excel spreadsheet. Note that this option is
available only for exporting to Excel.
3. Select a location in which to place the exported file, and click Save.
The following table describes the file formats for exported records:
File Format Description

Binary XML Exports binary XML that can only be imported into another Groove 2007 Forms or
XML (without
attachments) Alternatively, select XML (without attachments) to export records in readable XML
format. This export option is most useful when you want to be able read the exported
XML file in a text editor.
Note: This export option is used most effectively with records that do not include file
attachments. If records contain file attachments, the contents of these files may be
removed on export.
Comma-delimited Exports records to a comma-delimited .CSV file. This format includes an option for
creating the .CSV file for Microsoft Excel compatibility. Note that the order of columns,
once imported into another application, may differ from the order of columns in the
view.
Records in a Forms or InfoPath Forms tool

Imported into Excel, with system field columns hidden in the worksheet
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Excel Opens Microsoft Excel 2007, and displays exported records in a new Excel spreadsheet.
Note: This feature requires a Microsoft Office Excel 2007 installation.

Tabular Text Exports records as a tab-delimited text file. Functions much the same as Comma-
delimited export, except with a tab delimiter.

Imported into Excel
Structured Text Exports records as a structured, field-delimited text file.

Imported into a text editor
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Running a macro
Custom tool designers commonly provide macros that allow you to run processes on all or selected
records in a data view. These processes allow you to do things like change the value of a field in a set of
records at once, or extract field data from a set records.
1. Select the data view in which you want to the run the macro.
2. If appropriate, select the records on which you want to run the macro.
You can also run a macro on Search results. You may sometimes want to search for a set of
specific records for the macro to update.
3. Select the macro you want from the Run Macro drop-down menu.
Note: The Run Macro drop-down menu displays only if the tool contains at least one macro.
Searching for records
There are three ways to search for records in a custom tool:
1. Find. Use this method to find the next or previous record that contains specific text.
2. Simple search. Use this method to find and list all records that match field values you enter in a
form.
3. Advanced search. Use this method to find and list all records that match one or more logical
expressions.
Finding records that contain specific text
You can search for the next or previous record in the current data view that contains specific text.
1. While in a data view, select Edit-Find.

2. In the Find dialog box, enter the text you want to find in a record.
3. Select options if you want to refine the search for case-sensitivity and/or whole word matching.
4. Click Find Next or Find Previous.
Groove finds the next or previous record that contains the specified text. If no match is found for
the search text, Groove displays the message "No matches found for this search text."
Additionally, the search always continues from the top or bottom of the list, depending on the
direction in which you are searching.
Finding records with simple search
To start a simple search, do the following:
1. Select Edit-Search.
2. Select the form to use for specifying search criteria from the drop-down list.
3. Select or enter search values in the available form fields.
Note the following rules about selecting or entering values:
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• For fields in which you enter values, you can search using any part of the field value. For
example, you can find all records that contain the name "Baker" by entering the search
criteria "Bak".
• Searches are NOT case-sensitive. For example, entering "Baker" as search criteria is the
same as entering "baker".
Additionally, note that some search forms may include only fields referenced in the custom tool's
view columns.
4. Select an option for how the search should use the specified criteria.
5. Click Search.
The data view shows only the records that match the criteria you specify. To restore the original
data view, click in the toolbar or select Edit-Clear Search Results.
Note: You must clear the search results before starting another search.
Finding records with advanced search
To start an advanced search, do the following:
1. Select Edit-Advanced Search.

2. Check or uncheck forms, as needed.
The search result will show records created only with the selected forms.
3. Add search expressions, as needed, to include or exclude records.
Search expressions test field values, and display records in the data view that match the conditions
stated in the expression. You can add basic expressions or advanced expressions.
4. Click Search.
The data view shows only the records that match the conditions you specify. To restore the original
data view, click in the toolbar or select Edit-Clear Search Results.
Note: You must clear the search results before starting another search.
Adding a basic search expression
To add a basic expression, do the following:
1. Select the field for which you want to test values from the drop-down list.
Note the following details about fields in the list:
• Date/Time fields are not supported in search expressions, and therefore do not appear
in the drop-down list of fields.
• Depending on the tool design, the list of fields may include only fields referenced in the
custom tool's view columns.
2. Select an operator from the drop-down list.
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The operators you see differ depending on the field type. Text-related fields provide operators that
work with text strings, such as "contains", and "starts-with"; number-related fields provide
comparison operators such as >, >=, <, and <=.
3. Enter the value you want to test for in the text box.
4. Click .
In the following example, the search expression displays all records in which the value in the "City" field is
"Warsaw".
Adding a basic search expression with multiple conditions
You may sometimes need to test for more than one condition. To do so, you can add an expression that
contains logical operators. You can create an expression that selects records only if ALL conditions are met
(logical AND operator), or if ANY conditions are met (logical OR operator).
1. Select All of the following conditions (logical AND) or Any of the following conditions (logical OR),
depending on how you want to specify criteria for finding records.
2. Add each condition, one at a time.
In the following example, two expressions are added with the "Logical OR" option selected. The result will
display all records in which the value in the "City" field is either "Warsaw" or "Krakow".
Updating a condition in an expression
To update a condition, do the following:
1. Select the condition you want to update in the expression display box.
The parts of the condition display in the drop-down lists and value text box.
2. Change any part of the condition.

3. Click .
Removing a condition from an expression
To remove a condition from an expression, select it in the expression display box and click
Adding an advanced expression
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Click to see options that enable you to further modify a search expression. You can create expressions
that combine AND and OR logical operators, and group sets of conditions together.
Modify expressions as follows:
• To change a logical operator, select the condition and click AND or OR.
• To combine conditions so that they're interpreted as a whole in the expression, SHIFT-select
them and click .
In the following example, the AccountNumber field and the City field conditions are combined such
that the expression tests the values in each combined condition separately. In this case, all records
are selected in which the value in the AccountNumber field is >=300 and <=400 AND the value in
the City field is NOT Warsaw and NOT Krakow.
• To uncombine a combined condition, SHIFT-select it and click .

• To move conditions in the expression display window, click or . This is especially useful
when you want to move a condition to be part of a grouped set of conditions.
Adding an expression with the {UserName} variable
You can use the {UserName} variable to create a search that finds only records created by the current
user. This variable must always be used together with the _CreatedByUrl field.
1. Select _CreatedByURL from the drop-down list of fields.

2. Select = as the variable.
3. Select {UserName} from the drop-down list of values.
4. Click . The filter expression displays in the filter expression box:
5. Click Search.
Sorting records
The default sort order for records in a data view is the order in which records where added to the tool. You
may also be able to switch between ascending, descending, and ordinal sort order, on a per-column basis,
depending on the sort options the custom tool designer assigned to each view column. Click column
headers to test their sorting capabilities.
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A column set with an ordinal sort.

A column set with an ascending sort.
A column set with a descending sort.
Viewing information about a custom tool
In addition to viewing standard workspace tool information, you can view summary information added by
the custom tool designer.
• Select Help-About This Tool.
Viewing record properties
To view record properties in a custom tool:
1. Right-click the record you want to get information about.

2. Select Record Properties.
The Record Properties dialog box has three tabs:
• Info: Lists information about when and by whom the record was created and modified.
• Fields: Lists all defined form fields in the selected record, as well as all system fields. Select any
field in the list to see its data type and value. A value is listed only if the selected record uses the
selected field on its data form.
• Advanced: Lists the Record ID number for the selected record.
Setting permissions in a custom tool
Permissions tab.
By default, Managers have all permissions, Participants can create, edit, and delete their own records, and
Guests have read-only access to records.
See Changing permissions for workspace tools for information on modifying the default permissions for a
tool.
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Chapter 18. Creating Custom Tools
About creating custom tools
You can create a custom tool using the following Groove tools:
• Groove Forms Tool
In the Groove Forms tool, application developers create and lay out all design objects directly in
the Forms tool designer, including forms, fields that display on the forms, views, macros, and
styles.
• Groove InfoPath Forms Tool
With the Groove InfoPath Forms tool, tool development tasks are divided between Microsoft
InfoPath 2007 and the Groove InfoPath Forms tool. Application developers define fields and form
layout in Microsoft InfoPath 2007 and then import these objects via an .xsn template file into the
Groove InfoPath Forms tool. Application developers can also use existing InfoPath form templates
as the basis for the custom tools they bring into Groove.
In the Groove InfoPath Forms tool, application developers add features similar to those found in a
Groove Forms tool such as views and macros. Application developers continue to use Microsoft
InfoPath 2007 to modify fields and form layout, and then re-import these updates into the Groove
Saving a custom tool as a tool template
You can save custom tools created via the Groove Forms Tool or Groove InfoPath Forms Tool as a
template file, and then add it as a new tool in other workspaces. This allows you to capture all design
objects, such as forms, fields, views, macros, and scripts, without also including data records. Creating a
tool template provides a way for designers to distribute custom tools for use in workspaces. It also gives
designers a separate development tool for updating production workspace tools using replace design.
Designers can use replace design to update a Forms tool or to update an InfoPath Forms tool.
You can lock the design of a Forms or InfoPath Forms tool application before you save it as a template.
Use this feature if you want to prevent others from updating the design in workspaces they create using
the template.
1. Select the Forms or InfoPath tool you want.

2. Select File-Save Tool As-Template...
3. In the Save As dialog box, select a disk location to place the new tool or accept the default
location, and click Save.
If you accept the default location, the Groove Tool Templates folder in My Documents, the new tool
will be listed in the More Tools list. To see the More Tools list, select File-New-Tool-More Tools.... If
you place the list in another location, you can browse to it by selecting File-New-Tool-Browse....
4. If you want, set password information in the Template Options dialog box, and click OK.
About tool templates and tool versions
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When you save a Forms or InfoPath Forms tool as a template, and then add it to a workspace, the tool is
automatically upgraded to the latest version, even if the tool template was saved using a tool from an
earlier version of Groove. For example, if you create a tool template from a Groove 3.x Forms tool, and
then use this tool template to add a Forms tool to a new workspace, this Forms tool will automatically be
upgraded to a Groove 2007 tool version.
Additionally, note that Office Groove 2007 does not support adding tools from tool templates to earlier
workspace versions. For example, you cannot add a tool template created from a Groove 3.x Forms tool to
a workspace created in an earlier version of Groove.
About distributing Forms or InfoPath Forms tool templates
A Forms or InfoPath Forms tool template is simply a data file, with a *.gta file extension. As such, you can
distribute it to other Groove users just as you would for any other data file. For example, you can send it
as an email attachment, place it in a Groove Files tool, or place it on a file server or Web site.
To assist other users, you might provide instructions on where to place the template file, such as the
folder location that will allow the tool template to display in the More Tools list: the Groove Tool
Templates folder in My Documents.
About Custom Tools Created with the Groove Forms Tool
The Groove Forms Tool lets workspace members create records using custom forms which are displayed in
custom views. Click Start Here to start creating the design elements of a new Forms tool application. If
you want, you can save a Forms tool application as a tool template that you and others can add to any
workspace.
Who uses the Groove Forms tool?
Typically there are two types of Groove Forms tool users:
• Forms tool designers. Forms tool designers create a workspace that includes a Forms tool, and
define design objects such as fields, forms, and views to be used for collecting and displaying
data records. Once a Forms tool contains at least one form and view, it is ready for contributors
(invited workspace members) to add records using the forms in the design, and then sort and
analyze them in one or more data views.
The Forms tool designer might invite people to become members of the workspace in which the
Forms tool is originally created, and in which he or she is also a member. Alternatively, the Forms
tool designer might save the Forms application as a new tool template to be distributed or made
public.
• Forms tool users. Forms tool users are any Groove users who are invited to a workspace that
contains a tool created using a Forms tool. Their task is usually to create records by filling out the
custom forms created by the Forms designer.
For example, employees in a workgroup might be invited to a workspace with a custom "Status
Report" tool, that is, a workspace that contains a Forms tool with a form designed for filling out
status reports.
How custom Form Designs evolve
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Creating Custom Tools
Every Groove Forms Tool begins with an idea for a custom application. A Forms tool application developer
creates the custom tool in the Forms tool's "design sandbox" based on a set of requirements. He or she
does the following procedures:
• Creates a workspace that includes a Forms tool.

• Creates and tests the required fields, forms, and views. As part of the process, the Forms
designer might add a variety of programmatic features using scripts and macros, where needed.
• Invites members to the workspace so that they can create records and/or saves the Forms tool or
workspace as a template to be made available to a "customer" who has requested the Forms tool
application.
For example, a Human Resources department might want to collect information on job candidates
in a "Hiring Requisition" Forms application. Employees in the department might design the Forms
application themselves, or they might enlist a Forms designer to build the application for them to
their specifications. In this case, the Forms designer can create the required forms and views in
the Forms tool workspace, save the workspace or tool as a template, and then make the
template file available perhaps by email, by posting it on a file server, or by adding it to a Files
tool in a workspace. The Human Resources employee can then browse for the workspace
template when creating a new workspace, or browse for the tool template in existing workspaces.
About designing an application with the Groove Forms Tool
Forms tool applications are created in the Forms tool "design sandbox." Only workspace members who
have the Designer Access permission can access and make changes in the design sandbox. By default,
workspace managers have Designer Access.
The Forms design sandbox is a rich and flexible environment that allows multiple workspace members to
contribute to the design of an application. For example, one member might add all the fields to be used in
forms, and another might add and layout these fields on the forms. The only limitation imposed on
multiple users is that only one at a time is permitted to access the design sandbox. However, multiple
users can work on their own, individual versions of a Forms design, as described below.
Groove Forms and Web Services
A Web service is available for use with the Forms tool. This Web service comes with full create, read,
update and delete methods for accessing Forms records. Usage scenarios for the forms Web service may
range from integrating structured data from other enterprise applications or databases with Groove, to
building a stand-alone local application that makes use of Groove services and the forms data engine
while controlling the user interface. For more information, see the Forms Programming Documentation.
Working with a "design sandbox"
When you open the design sandbox, the design objects you see represent a copy of the live design. It is a
place where you can preview design changes without sharing them with other workspace members until
all changes are completed. All changes made in the design sandbox remain local on your computer until
you take an action to either publish your changes or discard your changes. You can exit the design
sandbox (or even exit Groove) and return to it later to continue to making changes.
When you publish changes you've made in the design sandbox, you return to the data view of the Forms
tool where you can see the effects of your design changes. Additionally, all design updates are sent to
other workspace members for use with the Forms tool application. Workspace members who have
Designer access can subsequently open the Forms designer, creating a new design sandbox, and view the
updated design objects.
Once you create a design sandbox, you cannot see design changes published by other workspace
members until you first close the sandbox, either by publishing or discarding it, and then creating a new
design sandbox. Keep in mind, however, that changes made by other members might overwrite changes
that you publish and vice versa. For example, if two people update the same design element such as the
properties of a form field, the last person who publishes their changes overwrites the changes from the
person who published earlier. Forms tool designers should be aware of the risks associated with having
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multiple people updating the design. Make sure that they communicate effectively about what parts of the
design they are updating, and thus avoid overwriting each other's updates.
Getting others' design updates into your design sandbox
If you are already working in a design sandbox, but you want to see design updates published by other
people in your sandbox, do the following:
1. Open the Forms design sandbox.

2. Publish or discard your design changes.
3. Re-open the Forms design sandbox.
Forms tool design objects
Forms tool applications have two main design objects: forms and views. Forms are used for collecting data
from members of a workspace. Views are used for presenting this data to all members of the workspace.
Additionally, you can add features to a Forms tool application using scripts, styles, and macros.
Form objects
A form consists of a variety of fields, depending on the information to be collected. For example, there
may be fields for entering text, selecting an item from a list, checking a Yes/No option, and many others.
Each type of field has a corresponding set of editable properties that allow you to provide guidance or set
rules for people who use the forms. For example, you can place an initial value in a text field, set limits for
the number of characters in a field, or make a field required.
With the Forms tool, any field you create in one form gets stored in a field library. The stored field is then
available for adding to any other form in the Forms tool in the current workspace. For example, if you
create a "Last Name" field in one form, you can then add this field to other forms within the same Forms
tool.
Even if you delete a form, all unique fields created in that form remain available to include in other forms
you create.
View objects
Views show the data collected in records and give workspace members ways to sort and interpret the
data. For example, suppose you created a form for collecting administrative data about employees. The
form in that case might have fields for employees to enter their first name, last name, department name,
manager's name, office and phone numbers, equipment serial numbers, and so on. In this case you might
have several views. One might sort the data by last name, another by department name, another by
manager's name, and so on.
A forms designer can set two different "modes" for a view:
• View mode. Records are displayed in table columns where each column represents one form field.
The designer selects the fields to be displayed as view columns and optionally sets up sorting
options for each column.
• Document mode. Records are displayed one at a time in the Forms viewer. The designer can
select specific field values to be listed in the View menu. For example, if a Forms tool contained a
unique record for every employee in the company, you might decide to list the values in a "Last
Name" field in the View menu.
Scripts
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You can add script code using JavaScript or VBScript to a selected form and produce effects that go
beyond the standard features currently provided in the Forms tool. For example, you might use script
code to hide or show a set of fields depending on a user action.
You can also add script code to a Script button on a form.
Styles
You can apply different styles to any selected form. Styles affect form background settings as well as all
text style settings such as those applied to field labels.
Macros
Macros allow Forms tool users to run processes on all or selected records in a data view. Typically, macros
are used to update field information in a set of records.
Starting a new custom tool with the Forms tool
When you first add a Groove Forms Tool to a workspace, you see the "Welcome" page which provides a
brief overview of the tool.
Click Start Here... to open the Forms designer where you create all custom tool design elements.
About replacing a Forms tool design
Workspace members who have Designer access can replace a Forms tool design with the design from
another Forms tool. Although Forms tool designers can always update a Forms tool application's design
directly in the tool, designers may sometimes opt to use a "Replace Design" process for the following
reasons:
• It separates the Forms tool design process from the production Forms tool and provides an
environment for updating a Forms tool design without entering the designer in the production
Forms tool.
• Designers can introduce and test design updates more freely, without needing to be immediately
mindful of how the updates will affect users. The designer performs the Replace Design operation
only after a specific set of updates is complete and tested.
• In a Forms tool application in which the design is locked, meaning that access to the designer in
not available, using the Replace Design process is the only option for updating the tool design.
Appropriate uses of Replace Design
The use of Replace Design is appropriate only under the following circumstances:
• The designer is planning to introduce a significant number of design updates.

• The design in the production Forms tool is locked, and therefore using Replace Design is the only
option.
Designers who have access to the Forms designer in the production Forms tool should avoid using Replace
Design to introduce smaller, incremental design updates. This is because the Replace Design operation
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replaces every design object in the tool, even those that are identical to the ones replacing them.
Depending on the size and complexity of the Forms tool design, this activity may push large numbers of
updates to all workspace members.
Caution: Replace Design literally replaces every single design object in the target Forms tool with a new
version, even though the new versions of most of these design objects are typically exactly the same as
the previous ones. Replacing a Forms design via a Forms tool that contains significantly different design
objects will likely have significant impact on access to and the appearance of existing record data. For
example, if the design used for replacement contains few or none of the fields contained in the original
Forms tool, all data stored in these fields will be lost.
Setting up a Replace Design process
For optimal results, it is best to use the following general steps for setting up a Replace Design process:
1. Do all Forms design work in the production Forms tool until it's ready for deployment: that is,
until it is ready for workspace invitees to become members and start adding records.
2. Before inviting members, save the workspace as a template.
3. Create a new workspace using the workspace template.
You will now have two workspaces, each of which contains Forms tools with identical design
objects. The copy of the Forms tool in the new workspace can be used as the design "master",
meaning that from now on you will make ALL design updates via the Forms designer in this Forms
tool.
4. In the production Forms tool, run the Replace Design process, referencing the workspace that
contains the master Forms tool template.
Alternatively, instead of saving the original workspace as a template, you could save the original Forms
tool as a template. You could then add this Forms tool to another workspace or even to the same
workspace. Some Forms designers might opt to create a workspace that simply contains a set of Forms
tools used as design masters.
About the results of replacing a Forms tool design
When you replace a Forms tool design, you replace the set of design objects (such as forms, views, fields,
macros, scripts, and styles) in the current Forms tool with those of the Forms tool you select in the
Replace Design dialog box. The resulting set of design objects will have these characteristics:
• Any design objects that were not previously in the Forms tool design are added as new objects.
• Any design objects of the same name are simply replaced and use the properties of the
replacement object.
For example, if you replace a Text field named "City" with another Text field named "City", this
field changes only if the replacement field has different field properties.
• Any design objects from the original Forms tool design that are NOT part of the Forms tool used
to do the replace design are deleted from the original Forms tool.
For example, if the original Forms tool contains the text field "City" and you replace design with a
Forms tool that does not contain this field, the "City" field will be deleted. It's important to keep in
mind that if existing records included data in this field, this data will be lost.
About changing field types using Replace Design
In some cases it might be possible to change a field's type using Replace Design. For example, you could
change a Date field to a Date/Time field, or a Text field to a Multiline Text field. However, this practice is
generally not recommended for the following reasons:
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• Not all field types are compatible. Changing a field to an incompatible type will result in data loss
for existing records. For example, you cannot change a Text field to a Number field and retain
field values for this field in existing records.
• To change a field type, you must be able to create a new field in the master Forms template that
has the exact same name as the field whose type you want to change in the original Forms tool.
However, if you have created your master template using the Replace Design process described
in this document, you cannot create a new field under the exact same name because the Forms
tool permanently stores field names once fields are created.
For example, suppose you have a Text field named "Cost" in your original Forms tool. In your
master template (created via saving the workspace containing the original Forms tool as a
template), you have the exact same Text field, but you'd prefer if this were a Currency field.
However, you cannot create a new field named "Cost" in this workspace even if you delete the
existing Text field named "Cost" and then re-create it because the Forms tool still stores the name
of the original field. If you create the new field, and type the name "Cost" in the Name property of
the field, the field name will be saved as "Cost0", and subsequently, "Cost1", "Cost2", and so on.
About changing field properties using Replace Design
Replace Design is highly effective for making changes to field properties. However, just as with changing
field properties directly in a production Forms tool, some changes to field properties may impact data in
existing records. When making these changes, Forms designers should always be careful to consider
whether the changes may enforce new restrictions on allowable data.
For example, suppose the original Forms tool includes a List Box field that allows multiple selections, but
you update this property in the master Forms tool so that it allows only a single selection, and then
replace your design. Any existing records that previously contained multiple selections in the List Box field
will actually continue to store them, but only until the first time the record is edited. At that time, only one
selection will be allowed in the List Box field, and initially, no values will be selected.
Replacing a Forms tool design
Workspace members who have Designer access can replace a Forms tool design with the design from
another Forms tool. This method of updating a Forms tool design allows Forms designers to keep design
update work separate from the original Forms tool, and makes it easier for designers to experiment with
design options before disseminating them to all workspace members. Additionally, if a Forms tool has a
locked down design, replacing a design is the only available method for updating the tool's design.
To replace a Forms tool design:
1. Select File-Replace Design.

2. Select the workspace that contains the Forms tool to use for replacing the design.
3. Select the Forms tool you want in the selected workspace.
4. Click OK.
For details and recommendations regarding the replace design process, see About replacing a Forms tool
design.
Migrating from a 2.5 Forms tool
Microsoft Office Groove 2007 no longer supports Groove Forms tools created using Groove 2.5. If you
select a Groove 2.5 Forms tool in this Groove version, you are prompted to export the tool design and
records for importing into a new Forms tool. Once exported, you will have a Forms Database Template
(.fdt) file that contains the Forms tool design, and a Binary XML file that contains the data records.
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Note the following caveats about the migration process:
• Design updates made in an external HTML editor are not retained. For example, if you rearranged the
layout of form fields in an external HTML editor, these changes will be lost when you import the
design into the new Forms tool.
The migration will retain all design objects, including all fields, forms, and views. Thus, you can
restore your original design by selecting and laying out fields in the Microsoft Office Groove 2007
Forms tool.
• Form scripts may not work correctly and may need to be re-created.
Importing the 2.5 Forms design into a new Forms tool
1. Create a new workspace.

2. Add a Forms tool to the new workspace.
3. Select File-Use 2.5 Template... and select and open the Forms Database Template file you
exported from the 2.5 Forms tool.
All 2.5 Forms design objects should now be present in the new Forms tool.
Importing the 2.5 Forms tool data records into a new Forms tool
1. Go to the Forms tool in which you imported the 2.5 design.

2. Select File-Import-Forms 2.5 XML or Binary and select the XML file you exported from the 2.5
Forms tool.
All original data records should now appear in the data view.
You can now re-invite members to the new workspace. Note that all members will retain all associations
with records they had originally created or updated.
Caveats for importing 2.5 Forms records into a new Forms tool
If the 2.5 Forms tool design you are importing contains fields that are not currently in the Forms tool
design, new fields will automatically get created for these missing fields. However, all "text-based fields"
(such as Text, Option Buttons, Check Box, List Box, and Drop-down List) will be re-created as Multi-line
Text fields.
Additionally, if a field you are importing has the same name as an existing field in the new Forms tool
design, but is a different data type, an error message will display and the Forms tool data will not get
imported.
About Custom Tools Created with the Groove InfoPath Forms Tool
About Groove InfoPath Forms Tool
The Groove InfoPath Tool provides much of the same capabilities as the Groove Forms Tool, for the
purpose of developing Groove workspace application tools. Unlike the Groove Forms tool, in which
application developers design and lay out all design objects, the Groove InfoPath tool enables application
developers to create and lay out most design objects (forms and the fields that display on forms) in
Microsoft InfoPath, and then import the solution into the Groove InfoPath Forms Tool designer. Once
imported, developers can update the form design in InfoPath and then re-import the form. Once in
Groove, application developers add other tool features such as customized views.
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Groove InfoPath Tool dependencies
To use the Groove InfoPath tool to design a workspace tool application, you must have Microsoft InfoPath
2007 installed on your system. If you add an InfoPath tool to a workspace without having the required
version of InfoPath installed on your system, a warning message displays in the tool window.
Similarly, all users invited to a workspace that contains tools developed with the Groove InfoPath Tool
must have Microsoft InfoPath 2007 installed on their computers in order to use these tools. If users don't
have the required version of InfoPath installed, a warning message displays in the tool window. Once the
user installs Microsoft InfoPath 2007, custom tools developed with the Groove InfoPath Tool will display
when selected. Users who don't install InfoPath can continue to use other tools in Groove workspaces that
contain Groove InfoPath tools.
Groove InfoPath Tool form design requirements and constraints
Note the following design requirements for the InfoPath Forms tool:
• As noted above, InfoPath form templates must be saved in Microsoft InfoPath 2007 or later. That
is, you can use InfoPath form templates designed in earlier versions of InfoPath as long as they
are first read into and saved in InfoPath 2007.
• InfoPath forms must be configured to "submit to hosting environment".
• The security level for the InfoPath form must be set to "Restricted".
Additionally, note the following constraints and recommendations:
• The InfoPath template should include one or more promoted fields. The Groove InfoPath tool
designer only recognizes promoted fields for use in the InfoPath tool design. Additionally, the
selected promoted fields must be field types that are supported in the Groove InfoPath Forms
tool. For example, the Groove InfoPath tool does not recognize Time fields, even if promoted.
• Secondary user interface features, such as a task pane, menu, menu area, or toolbar integration,
are not supported in the Groove InfoPath tool. If an InfoPath forms tool contains these features,
a warning message will display when the form is imported.
• Custom validation settings in InfoPath form fields are not honored in InfoPath form templates
imported into Groove. See the Microsoft InfoPath help for more information on adding or
removing validation settings.
You can see detailed information about designing an InfoPath Form Template in Microsoft InfoPath Help.
Preparing an InfoPath form template for importing into Groove
To prepare an InfoPath 2007 form template for importing into a Groove InfoPath tool, you must do the
following tasks:
• Create a new InfoPath form template or select a template to customize.

• Insert and lay out controls, if necessary. In some cases, you might be able to use an existing
InfoPath templates as is. You can see detailed information on designing form templates in
InfoPath in the Microsoft InfoPath Help.
• Promote fields in the InfoPath form template design so that they can be recognized in the Groove
• Set Form Submit options to "submit to hosting environment".
• Set Form Security options to "restricted".
• Save the InfoPath Forms template as an xsn file.
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Creating or customizing an InfoPath Forms template
Microsoft InfoPath 2007 comes with a variety of form template samples. You can use any of these sample
templates as the basis for a Groove InfoPath Forms tool, adding your own customization, or use them
without making any design or layout changes.
You can also create a new form template in InfoPath using a blank form.
To use any sample or new form template in Groove, you must complete all the form template
customization tasks described in this topic.
You can see detailed information on laying out an InfoPath Forms template in the Microsoft InfoPath Help.
Promoting fields in an InfoPath Forms template
As you prepare your InfoPath Forms template, consider which form fields you will want to make available
in the Groove InfoPath tool to display on forms, to reference in views, and to make available for use in
view filters and searches. In making this determination, it is also important to be aware of which field
types can be used use in Groove.
To promote fields, do the following in Microsoft InfoPath 2007:
1. Open the form template in the designer.

2. Select Form Options from the Tools menu.
3. In the Form Options dialog box, click Property Promotion.
4. Click Add and then select a field to promote.
5. Repeat Step 4 until you've selected all fields you want to promote.
6. Click OK.
Demoting fields in an InfoPath Forms template
Just as you make fields available in a Groove 2007 InfoPath Forms tool by promoting in the Microsoft
InfoPath 2007 form template, you remove fields from the Groove InfoPath tool design by demoting them
in the Microsoft InfoPath form template. To demote fields, use the same procedure as for promoting them,
except click Remove after selecting the field to demote.
Setting InfoPath Form Template Submit options
Do the following in Microsoft InfoPath 2007:

2. Select Form Submit Options from the Tools menu.
3. Do the following in the Form Submit Options dialog box:
• Click Allow users to submit this form.

• Select Hosting environment.
• Click Add and enter a name for the data connection, or accept the name "Main submit".
• Click Finish.
• Click OK.
You can see detailed information on hosting InfoPath in another application in the Microsoft InfoPath help.
Setting InfoPath Form Template Security options
Do the following in Microsoft InfoPath 2007:
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2. Select Form Options from the Tools menu.

3. In the Form Options dialog box, click Security and Trust.
4. Uncheck Automatically determine security level based on form's design.
5. Select Restricted (the form cannot access content outside the form).
6. Click OK.
Saving an InfoPath Form template as an XSN file
Once you have completed the required field promotion and set form template submit and security options,
you can save the InfoPath form template in the designer. The file will be saved, by default, as an XSN file.
InfoPath field data types eligible for promotion and import into a Groove InfoPath tool
The following table lists the InfoPath field data types that can be promoted and imported for use in a
Groove InfoPath tool.
InfoPath 2007 field data Imported in Groove

types: 2007 as field type:
Byte Number (double)
Date (date) Date (double)
Date and Time (dateTime) DateTime (double)
Double Number (double)
Entity Text (string)
Entities Text (string)
Float Number (double)
Hyperlink (anyURI) Text (string)
ID Text (string)
IDREF Text (string)
IDREFS Text (string)
Int Number (double)
Language Text (string)
Name Text (string)
NCNAME Text (string)
NMTOKEN Text (string)
NMTOKENS Text (string)
NormalizedString Text (string)
Rich Text (XHTML) Text (string)*
Short Number (double)
Text (string) Text (string)
Token Text (string)
True/False (boolean) Check Box (string)
UnsignedByte Number (double)
UnsignedInt Number (double)
UnsignedShort Number (double)
*Note the following details pertaining to the InfoPath Rich Text (XHTML) field data type:
• When mapped to the Text (String) field data type in Groove, all rich text formatting is stripped
out.
• This field type cannot be demoted.
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Other InfoPath field types (such as Duration, Time, gMonth, gDay), will display on the form in the Groove
InfoPath tool, and can be used, but will not be available in the Designer for referencing in views, Web
services, or macros.
Starting a new custom tool with an InfoPath Forms Tool
When you first add a Groove InfoPath Forms Tool to a workspace, you see the "Welcome" page which
provides a brief overview of the tool.
Click Import Template... to open the InfoPath Forms designer where you import InfoPath Forms templates
and add other custom tool design objects, such as views and macros.
Importing a new form into the InfoPath Forms Tool
You create a new form in a Groove InfoPath Tool by importing InfoPath form template .xsn files you've
saved in Microsoft InfoPath 2007. In order to import these forms successfully, they must have several
options set in Microsoft InfoPath.
1. Open the InfoPath Forms Tool designer.

2. Click Import New InfoPath Template... under Forms.
3. Select the InfoPath form template file you want and click Open.
The form template displays in the designer window. All promoted form fields are listed under Fields
in the design object pane. Click any field to display field properties. To modify a field, you must
update it in Microsoft InfoPath and then re-import the form template file.
About importing additional forms into an InfoPath Forms tool
You can import additional forms into an InfoPath Forms tool by repeating the procedure described in this
topic. However, note that the InfoPath Forms tool automatically renames fields in form templates you
import if they conflict with fields names in existing form templates. For example, if an InfoPath Forms tool
contains a form with a field named "City", and you import another InfoPath forms template that contains a
field named "City", in Groove this field will automatically be renamed "City0".
Re-importing a modified form into the InfoPath Forms Tool
All design updates to forms in an InfoPath Forms tool are made in Microsoft InfoPath 2007. Once the
updates are ready, you re-import the InfoPath form template file to refresh the form design in the
1. Select Designer-Modify Form-<form_name>

2. Click Re-Import InfoPath Template.
3. Select the InfoPath form template file you want and click Open.
About replacing an InfoPath Forms tool design
Workspace members who have Designer access can replace an InfoPath Forms tool design with the design
from another InfoPath Forms tool. Although InfoPath Forms tool designers can always update an InfoPath
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Forms tool application's design directly in the tool, designers may sometimes opt to use a "Replace
Design" process for the following reasons:
• It separates parts of the InfoPath Forms tool design process from the "production" InfoPath
Forms tool and provides an environment for updating the tool design without entering the
designer in the production InfoPath Forms tool.
• Designers can introduce and test design updates more freely, without needing to be immediately
mindful of how the updates will affect users. The designer performs the Replace Design operation
only after a specific set of updates are complete and tested.
• In an InfoPath Forms tool application in which the design is locked, meaning that access to the
designer in not available, using the Replace Design process is the only option for updating the
tool design.
Keep in mind that the Replace Design process affects only the design objects that are available for
customizing in the InfoPath Forms tool designer. As such, for an InfoPath Forms tool, the Replace Design
process is effective mostly for managing and updating views and macros. Updates to fields and form
layout must still be imported from Microsoft InfoPath 2007.
Appropriate uses of Replace Design
The use of Replace Design is most appropriate only under the following circumstances:
• The designer is planning to introduce a significant number of design updates, particularly to views
and macros.
• The design in the production InfoPath Forms tool is locked, and therefore (as noted above), using
Replace Design is the only option.
Designers who have access to the designer in the production InfoPath Forms tool should avoid using
Replace Design to introduce smaller, incremental design updates. This is because the Replace Design
operation replaces every design object that was originally created in the tool (even those that are identical
to the ones replacing them). Depending on the size and complexity of the InfoPath Forms tool design, this
activity may push large numbers of updates to all workspace members. For example, if you update a
single view for an InfoPath Forms tool application that contains multiple views, and then run Replace
Design, the process will replace the design for all views in the tool design.
Requirements for using Replace Design with custom tools created via InfoPath Forms
The source InfoPath Forms tool referenced during the Replace Design process must meet certain
requirements in relation to the target InfoPath Forms tool, as follows:
• The Source InfoPath Forms tool must contain at least all forms found in the target InfoPath
Forms tool.
• The forms in the source and target tools must have originated from the same Microsoft InfoPath
form templates.
• The forms in the source InfoPath Forms tool must be at least the same version as their matching
forms in the target InfoPath Forms tool. For example, you can import an updated version of an
InfoPath form template into the source InfoPath Forms tool and then replace the design of the
target InfoPath Forms tool referencing the source tool. However, if you import an updated
version of an InfoPath form template directly into the target InfoPath Forms tool, you will not be
able to subsequently perform a Replace Design referencing the Source InfoPath Forms tool
because the source tool will contain an earlier version of the form template.
Setting up a Replace Design process
For optimal results, it is best to use the following steps for setting up a Replace Design process:
1. Do the initial form design work in Microsoft InfoPath 2007, and import the design template into a
Groove InfoPath tool.
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2. Do the initial InfoPath Forms design work, such as creating views and macros, in the Groove
InfoPath tool until it is ready for deployment.
3. Before inviting members, save the workspace as a template.
4. Create a new workspace using the workspace template.
You will now have two workspaces, each of which contains identical InfoPath Forms tools.
However, you should consider the copy of the InfoPath Forms tool in the new workspace as the
design "master". As such, you will use this tool for importing form template updates from Microsoft
InfoPath 2007, and you will use this tool to do all InfoPath Forms tool updates such as changes to
views and macros.
5. In the production InfoPath Forms tool, run the Replace Design process, referencing the
workspace that contains the master InfoPath Forms tool template.
Alternatively, instead of saving the original workspace as a template, you could save the original InfoPath
Forms tool as a template. You could then add this InfoPath Forms tool to another workspace or even to
the same workspace. Some InfoPath Forms designers might opt to create a workspace that simply
contains a set of InfoPath Forms tools used as design masters.
About the results of replacing an InfoPath Forms tool design
When you replace an InfoPath Forms tool design, you replace the set of design objects (that is, all views,
macros, and selections under Settings and Options) in the current InfoPath Forms tool with those of the
InfoPath Forms tool you select in the Replace Design dialog box. The resulting set of design objects will
have these characteristics:
• Any design objects that were not previously in the InfoPath Forms tool design are added as new
objects.
• Any design objects of the same name are simply replaced and use the properties of the
replacement object.
For example, if you replace a view named "City" with another view named "City", this view
changes only if the replacement view has different view settings and column properties.
• Any design objects from the original InfoPath Forms tool design that are NOT part of the InfoPath
Forms tool used to do the replace design are deleted from the original Forms tool.
For example, if the original InfoPath Forms tool contains the view "City" and you replace design
with an InfoPath Forms tool that does not contain this view, the "City" view will be deleted.
Replacing an InfoPath Forms tool design
Workspace members who have designer access can replace an InfoPath Forms tool design with the design
from another InfoPath Forms tool. This method of updating an InfoPath Forms tool design allows InfoPath
Forms designers to keep design update work separate from the original InfoPath Forms tool for design
features created in the InfoPath Forms tool designer, such as views and macros. This process also may
make it easier for designers to experiment with design options before disseminating them to all workspace
members. Additionally, if an InfoPath Forms tool has a locked down design, replacing a design is the only
available method for updating the tool's design.
To replace an InfoPath Forms tool design:
1. Select File-Replace Design.

2. Select the workspace that contains the InfoPath Forms tool to use for replacing the design.
3. Select the InfoPath Forms tool you want in the selected workspace.
4. Click OK.
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For details and recommendations regarding the replace design process, see About replacing an InfoPath
Forms tool design.
Creating and Editing Forms
Creating a new form
In custom tools developed in the Forms tool, you create new forms in the Designer. In custom tools
developed in the InfoPath Forms tool, this task is done in Microsoft InfoPath.
Note: If the custom tool uses forms created in and imported from Microsoft InfoPath 2007, you must
create and import all new forms using this method.
1. Select Designer-Create New Form...

2. Enter a name for the form.
Tip: If you include a slash (/) character in the form name, the form will be listed alphabetically
below all other forms that do not include this character in the New drop-down menu in the data
view. This allows you to group certain form types together as shown in the following example:
3. Select fields to include in the form.

4. Select options for arranging fields on the form.
5. Select a form style.
6. Select other options for defining the behavior of the form.
You can:
• Set the form to be used to create responses to the selected form.

• Enable saving old versions of records created with this form.
• Enter an alias for referencing in scripts.
• Select options for restricting access to the form.
• Add form scripts.
7. Click Save to save your changes locally in the design sandbox.

8. Select an option for returning to the data view, or continue making other design updates in the
design sandbox.
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Setting a form to save updates as responses
You can set up a form such that when a record gets updated, the previous version of the record is saved
as a response to the updated record. You might do this when you want to maintain a history of all updates
to records.
Note: If users edit file attachments in records in a custom tool that uses this feature, the newest version
of the file attachment is saved in both the updated record and its response version.

2. Expand the Forms section and select the form you want to modify.
3. Click Options.
4. Check Save old versions of records created with this form.
design sandbox.
Note: This feature is not available in custom tools designed in the Groove InfoPath Forms tool.
Creating a response form
Users select this type of form to create a response to the selected record. In the data view, response
records display indented below the selected record if view columns are set up to show twisties when the
row is expandable.
1. Select Designer-Create New Form...

2. Enter a name for the form.
3. Select or add fields to include in the form.
It is best to include a field that is referenced in all views in the Forms tool, so that the view can
display a value for the response record.
5. Select options for arranging fields on the form.

6. Select a form style.
7. Click the Options tab and check Use this form to create responses to the selected record.
8. Click Save to save your changes in the design sandbox.
design sandbox.
Setting a default form
The purpose for setting a default form is to ensure that all records are always associated with at least one
form. If a form is deleted in the Designer, the default form is used for any records that were created using
the deleted form. Note, however, that the default form may have a different design from the deleted form,
and therefore records may not be able to display the same content.

2. Click Settings and Options.
3. Select the form you want to set as the default from the dropdown menu.
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Note: You cannot select a Response form as the default form.
design sandbox.
Modifying the design of a form
For custom tools developed in the Forms tool, you modify the design of a form as described in this topic.
For custom tools developed in the InfoPath Forms tool, you modify the design of a form in Microsoft
InfoPath 2007 and then re-import the form design.

3. Make the changes you want.
design sandbox.
Restricting access to forms
A Designer can restrict access to forms in the following ways:
• Uncheck the option to create new records in Settings and Options.

• Select options for making a form available to selected members as described below.
Making a form available only to selected members
You can make a form available to members depending on their role. You can also make a form available to
selected members regardless of their role.

3. Click the Access tab.
• Check the member roles you want to allow to see the form.
• In the Member list, check the members you want to allow to see the form regardless of
their role.
design sandbox.
Deleting a form
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Deleting a form in a custom tool removes it from the forms list in the Designer, as well as the list of forms
Workspace members see in the New drop-down menu in the data view. Note that any records in the
custom tool that were created using the deleted form will automatically use the tool's default form.
However, if the default form has a different design from the deleted form, the records may not be able to
display the same content. For example, the default form may reference a different set of form fields.
To delete a form:

2. Expand the Forms section.
3. Right-click the form you want to delete and select Delete.
design sandbox.
Assigning a programmatic alias to a form or view
You can assign a programmatic alias to any form or view to be referenced in scripts. For more information
on using a programmatic alias, see the Forms Programming Documentation.

2. Select the form or view in which you want to assign a programmatic alias.
4. Enter text in the Programmatic Alias text box.
Creating, Editing, and Arranging Fields
Creating fields
In custom tools developed in the Forms tool, you create fields as described in this topic. In custom tools

2. Expand the Fields section and click Create New Field...
3. Select a field type from the list, and click Next.
4. Set properties for the field.
5. Select an option for saving the new field.
• Click Save/Create another if you want to save this field and add another new field.
• Click Finish to save only this field.
design sandbox.
Editing field properties
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In custom tools developed in the Forms tool, you edit fields as described in this topic. In custom tools

2. Expand the Fields section.
3. Expand the field type section that contains the field.
4. Click the field you want to edit.
5. Set properties for the field.
6. Click Finish to save your changes.
You can also edit field properties as you lay out a form. Double-click the field you want to edit in the field
list.
Adding system fields to a form
System fields are available in the field list for adding to any new form. You can add the following types of
fields:
System field Usage and characteristics

Created Displays the date and time the record was created.
Author Displays the name of the member who created the record.
Editors Allows users to create records in which editing privileges are extended to workspace
members whose permissions would normally not allow them to edit those records.
Modified Displays the date and time the record was last modified.
Modified By Displays the name of the member who last modified the record.
Readers Allows users to select the workspace members who have permission to read a record.
About Editor fields
Editor fields allow users to create records in which editing privileges are extended to workspace members
whose permissions, as defined in their roles, would normally not allow them to edit those records. For
example, given default settings, a workspace member whose role is Participant can edit only records they
created. However, if selected in an Editor field, this member could edit the selected record even if it was
created by another member.
Note: Workspace members must have at least Edit Own Document permission enabled in order to be
granted editing access to a record via an Editor field. By default, Guests do not have this permission.
If a user makes no selection in the Editor field, then the current tool permissions apply.
About Reader fields
Reader fields allow users to create records in which reading privileges are restricted to selected members.
If you select at least one member as a Reader, then other members who are not selected as Readers will
not see the record in the data view.
Note: If you select a member other than yourself as a Reader, and you do not also select yourself as a
Reader, you will not be able to access the record after you create it.
Creating a field group
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In custom tools developed in the Forms tool, you can select two or more fields to be grouped together on
the form as a single unit. A field group occupies a single table cell in the form design, regardless of the
number of fields included in the field group. In custom tools developed in the InfoPath Forms tool, this
task is done in Microsoft InfoPath.
To create a new field group:
1. In the Designer, select the form in which you want to add a field group.
2. Make sure all fields you plan to select for the field group are included on the form.
3. Click the field group icon:

4. Click New.
5. Add a label and select a position for the label relative to the field group.
Note: Labels may not be suitable for every field group you add to the form and are therefore
optional.
6. Check the fields to be included in the field group.
You can only check fields that are not already included in another field group or tab group.
7. Click OK.
Hiding a field group
If you want all fields in a field group to be hidden on the form, check "Group is Hidden" in the Edit Field
Group dialog box.
Moving a field group in the form layout
To move an entire field group in the form layout, select it in the preview area by clicking just outside the
field area, and then click the Move Left/Up and Move Right/Down buttons.
To move fields within a field group, click the field you want to move in the preview area, and then click the
Move Left/Up and Move Right/Down buttons:
Setting a field group to span multiple columns or rows
Depending on your form layout, you may want to set a field group to span multiple columns or multiple
rows.
1. Select the field group on the form.

2. Select the number of columns and rows you want the field group to span from the Column and
Row drop-down menus.
The form layout in the picture below is set with the following properties:
• Columns is set to 2.
• The first table cell contains a field group that includes the First Name, Last Name and Middle
fields.
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• The field group is not assigned a label, but the blank label is set to Top.
A designer might improve the appearance of the form by setting the field group to span 2 columns, as
shown in the picture below:
Form Column drop-down menu

Field Move Left/Up and Move Right/Down buttons
Field Group Column drop-down menu
Field Group Row drop-down menu
Creating a tab group
In custom tools developed in the Forms tool, you can select a collection of fields to be grouped together
on a form as a tab group. Tab groups help you use form fields efficiently and present similar sets of fields
as a single, tabbed unit. In custom tools developed in the InfoPath Forms tool, this task is done in
Microsoft InfoPath.
The following example shows a tab group that allows users to enter work and home address information:
To create a tab group:
1. In the Designer, select the form in which you want to add a tab group.
2. Check the fields you plan to include in the tab group.
Fields must be included on the form before you can select them for a tab group. Note that you can
also select previously defined field groups in the tab group. Field group names appear in the list of
fields.
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3. Click the Tab Group icon:

4. If you want, add a label and select a position for the label relative to the tab group.
Labels may not be suitable for every tab group you add to the form and are therefore optional.
Note that tabs will not display if a tab group contains only one tab.
5. Click the New Tab icon to begin adding the first tab:
6. Type the Tab Label text you want in the text box.
7. Check the fields or field groups to be included in the tab group.
You can only check fields that are not already included in another field group or tab group.
8. Click the check button to complete the tab.

9. Repeat steps 5 through 8 for any additional tabs you want in the tab group.
10. Click OK.
Moving a tab group in the form layout
To move a tab group in the form layout, select it and click the Move Left/Up and Move Right/Down buttons
in the Field box as you would for any other form field.
Re-ordering fields within a tab group
You can rearrange fields within the boundaries of a tab in a tab group. Select the field you want to move
and click the Move Left/Up and Move Right/Down buttons in the Field box as you would for any other form
field.
Setting a tab group to span multiple columns or rows
Depending on your form layout, you may want to set a tab group to span multiple columns or multiple
rows.
1. Select the tab group on the form.

2. Click the Column or Row drop-down menu in the Field box, and select the number of columns and
rows you want the tab group to span.
Column drop-down menu.
Row drop-down menu.
Adding columns to a tab group
You can add columns to any tabs in a tab group in order to lay out fields in multiple columns.
1. Select the tab in which you want to change the number of columns.
2. Click the Column drop-down menu in the Tab box, and select the number of columns you want
for the selected tab.
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Tab Column drop-down menu.
About form layout
In custom tools developed in the Forms tool, a form layout is essentially an HTML table in which fields are
placed in table cells. In custom tools developed in the InfoPath Forms tool, this task is done in Microsoft
InfoPath.
To help you visualize the form layout, click the Show Border (preview only) option in the Designer. This
places table rules around all table cells just for layout purposes.
In a new form, the layout initially consists of a one-column table, with fields placed in cells in table rows in
the order in which they are selected in the field list. For example:
You can lay out fields horizontally on the form by increasing the number of table columns. In the example
below, the number of columns in the form is set to 3.
With a multi-column layout, you may want a field to span multiple columns. In the example below, the
number of columns for the Address field is set to 3 so that this field occupies a single row in three-column
form layout.
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About moving fields, field groups, or tab groups on a form
Form fields display on a form in the order in which they are selected in the field list. You can move form
fields left, right, up, or down depending on their position relative to all other fields. In a form with multiple
table columns, fields are still arranged linearly, from the top-left field to the bottom-right field.
When you select a field you have placed on a form, "move" buttons are enabled depending on the position
of the selected field relative to other fields. If there are other fields either to the right or below the
selected field, the Move Right/Down button is available; if there are fields either to the left or above the
selected field, the Move Left/Up button is available.
If your selection on the form is a field group or tab group, the selection moves as though it were a single
field.
Viewing the HTML Source code for a form layout
You can click the HTML Source tab in the Forms design to view the HTML source code in the current form
layout. This is especially useful for the purpose of determining object names for use in scripts and macros.
Arranging fields on a form
In custom tools developed in the Forms tool, you arrange form fields in the Designer as described in this
topic. In custom tools developed in the InfoPath Forms tool, this task is done in Microsoft InfoPath.
You can modify the layout of fields on a form as follows:
• Change the number of columns on a form.

• Place fields into a field group or tab group.
• Change the column span for a selected field, field group, or tab group.
• Change the row span for a selected field, field group, or tab group.
• Move a selected field, field group, or tab group.
Tip: Click Show border (preview only) to display table rules around all table cells on the form. This will
help you visualize how the form is laid out.
Changing the number of columns on a form
To change the number of columns on a form, click the Columns drop-down menu in the Style box and
select a number.
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Changing the column span for a selected field of field group
To change the column span for a selected field:
1. Select a field or field group in the Form design.

2. Click the Columns drop-down menu in the Field box and select a number.
Changing the row span for a selected field, field group, or tab group
1. Select a field or field group in the Form design.

2. Click the Rows drop-down menu in the Field box and select a number.
Moving a selected field, field group, or tab group
To move a field, field group, or tab group in the form design:
1. Select the field, field group, or tab group.

2. Click the Move Left/Up or Move Right/Down buttons in the Field box.
To move fields within a field group or tab group, select the field within the field or group or tab group and
then click the Move Left/Up or Move Right/Down buttons in the Field box.
Duplicating fields
In custom tools developed in the Forms tool, you can create similar types of fields quickly by duplicating
existing fields. For example, if you want to create several Text Box fields that are identical except for their
field names and field labels, you can create duplicates of the original field, and then edit their field labels.
In custom tools developed in the InfoPath Forms tool, this task is done in Microsoft InfoPath.

3. Expand the field type section (for example, Date Fields, Text Fields) that contains the field.
4. Right-click the field you want to duplicate and select Duplicate.
5. Enter a name for the field you are duplicating, and click OK.
If you accept the default name, which is the same as the original field name, an incremental
number will automatically be appended to the name. For example, if you duplicate a field named
"Street" and accept the default, the new field will be named "Street0". If you duplicate the Street
field again and accept the default, the new field will be named "Street1".
The new, duplicated field appears in the field list. You can click the duplicated field to see and edit its field
properties.
Deleting form fields
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In custom tools developed in a Forms or InfoPath Forms tool, deleting a field removes it from all forms
and views in the tool.
Note: In custom tools developed in the InfoPath Forms tool, you can also delete the fields in Microsoft
InfoPath and then re-import the form template into the Groove InfoPath Forms tool.

3. Expand the field type section (for example, Date Fields, Text Fields) that contains the field.
4. Right-click the field you want to delete and click Delete.
Assigning a CSS class name to a field
In custom tools developed in the Forms tool, designers can assign a CSS class name to any selected field
placed on a form. This is useful for modifying the style parameters for field labels. You must know the
name of the class from the CSS file that you want to assign. In custom tools developed in the InfoPath
Forms tool, this task is done in Microsoft InfoPath.
1. Select the field in the form layout.
2. Select Class Name from the More Properties drop-down menu:

3. In the Class Name dialog box, type the class name you want and click OK.
Hiding form fields
In custom tools developed in the Forms tool, you can hide any field you have placed on a form so that
users do not see the field when they create a new record. In custom tools developed in the InfoPath
Forms tool, this task is done in Microsoft InfoPath.
2. Select Hidden from the More Properties drop-down menu:
You can display any value stored in a hidden field in the data view, if you reference it in a data view
column.
Hidden fields are useful when referenced by a form script. For example, you might include a script that
shows a hidden field on the form only when specific conditions are met.
Similarly, a hidden field might contain a script that combines the values of other fields. For example, you
might use a hidden field to concatenate the values of an "Area Code" field and a "Telephone Number"
field, and then reference the hidden field in the data view to show the concatenated value.
Tip: You can access and update properties for a hidden field by double-clicking it in the field list. You can
enable the More Properties drop-down menu for a hidden field by selecting the hidden field in the field list.
Inheriting field values
In custom tools developed in the Forms tool, you can set fields to inherit their initial values from other
fields, or from the same field. Typically, fields in response records are set to inherit fields from their
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parent records. However, fields can also be set to inherit values from other fields in the currently selected
record. In custom tools developed in the InfoPath Forms tool, this task is done in Microsoft InfoPath.
2. Select Inherit From... from the More Properties drop-down menu:

3. In the Inherit From dialog box, select the field from which you want to inherit an initial value.
Select "Self" if you want to inherit the value from the same field. Inheriting values from the same
field is useful mainly for fields in Response forms. For example, suppose you have a Date field on
parent form, and you would like to automatically show the date value entered in this field on a
response form. In this case, you could add the same Date field to the response form, and set it to
inherit from "Self".
Tip: If you want a field set to inherit values from "Self" to be updated automatically when the field
value changes in the parent record, you must set the field on the parent form to push updates to
responses.
4. Click OK.
Pushing updated values to response records
In custom tools developed in the Forms tool, you can set fields to automatically push updated values to
the same fields added to response records. This feature works most effectively in conjunction with the
option for inheriting field values. Fields set to inherit values from "Self" are updated automatically to
reflect changes in the parent record field only if the corresponding field on the parent form is set to push
updates to responses. In custom tools developed in the InfoPath Forms tool, this task is done in Microsoft
InfoPath.
2. Select Push Updates to Responses... from the More Properties drop-down menu:
This enables the feature for this field. To disable this feature for the selected field, re-select the
option.
Making a field read-only
In customs tools developed in the Forms tool, you can set any field you have placed on a form as read-
only. You might use this feature for fields that inherit their values from other fields, and therefore should
not be edited. You also might use this feature with a rich-text field to include formatted display text on the
form. In custom tools developed in the InfoPath Forms tool, this task is done in Microsoft InfoPath.
2. Select Read Only from the More Properties drop-down menu:
Making a field required
In custom tools developed in the Forms tool, you can set any field you have placed on a form as a
required field. If you set a field as "Required," users are prompted to supply a value for the field, if
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missing, when they save the record. In custom tools developed in the InfoPath Forms tool, this task is
done in Microsoft InfoPath.
2. Select Required from the More Properties drop-down menu:
Setting field properties in a custom tool
In custom tools developed in the Forms tool, you can place a variety of fields on a form. Each type of
field has a corresponding set of editable properties that allow you to provide guidance or set rules for
people who use the forms. For example, you can place an initial value in a text field, set a numeric field
to automatically apply currency formatting, set limits for the number of characters in a field, or make
certain fields "required." In custom tools developed in the InfoPath forms tool, all field related work is
done in Microsoft InfoPath.
Attachments field
An Attachments field allows you to attach files to a record. Note that a form can include only one
Attachments field. Set properties for this field as follows:
• Label. Enter a label and a position setting relative to the field. If you want to apply special text
formatting to the field label, overriding the default style settings, click Rich Text, select the label
text, right-click to open a context menu, and select formatting options.
• Name. Enter a name for this field. You can also leave this property blank and the field name will
automatically be derived from the value entered in the Label property. Field names cannot be
changed once the field is created.
Use only letters and numbers in the field name; other characters may be converted to XML format.
If you enter a name of another existing field, the name will be modified to be unique.
Check Box field
Check boxes allow users to check or uncheck an option, and display a corresponding value for the checked
state, in the data view. Set properties for this field as follows:
• Stored Value. (Optional) Enter text to be stored with this field. If left blank, the stored value is
"True". The default display value, the value displayed in a view column when the box is checked,
is the field label. You can change the display value for the field in column properties.
In the check box field below, the field label is "Check to receive our newsletter" and the Stored
Value is set to "Yes". In order to display "Yes" rather than the field label in the view, the display
value is set in the View column properties to "Yes".
The corresponding data view for this example looks like this:
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• Initial State. Check to make the initial state "checked."

Contact field
A Contact field allows the user to add a Groove contact to a record. Depending on the properties set for
the field, the Groove contact shows its awareness icon and verification color, and provides the standard
right-click context menu. A Contact field is mainly useful when used in combination with a Forms script
that defines an action to be executed with the selected contact. For example, a Forms script might result
in an instant message being sent to the selected contact whenever the record is updated, or when specific
fields in the record are updated.
Users can add only one contact to a contact field. However, a form can contain multiple contact fields.
Set properties for this field as follows:
• Hide Awareness Icon. Check if you don't want to show the contact's awareness icon.
• Hide Context Menu. Check if you want to disable the standard right-click context menu.
• Verification Color. Check if you want the contact name text to display with identity verification
colors.
Currency field
A Currency field allow users to enter a validated number value that displays in a specified currency format.
• Width. Enter a number, which defines the width in characters, or pixels, or percent.
• Maximum Length. Enter the maximum number of characters, including currency symbols and
numeric punctuation, that users can enter in the field. If left blank, the maximum is limited only
by system standards.
• Initial Value. Enter a value to be displayed in the field by default. Users can change this value or
accept it.
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• Symbol. Enter or paste in the currency symbol to be displayed with the currency value on the
form. The default currency symbol is taken from the users regional settings.
Tip: You may be able to find the currency symbol you want from the Windows Character Map. To
open the Character Map, click Start-Accessories-System Tools-Character Map.
• Precision. Enter the number of digits to display after the decimal symbol on the form. If you do
not enter a value, the number of digits is 2. Punctuation, such as grouping commas, are
automatically added to the currency value once it is entered.
In the following example, Precision is set to 0:
Value as entered.
Value as displayed.
Note: The number of digits displayed after the decimal symbol for this field in the data view is
determined by its column properties, and not the value you specify here for the form display. The
default precision value for a Currency field in the data view is 0.
• Validation. Enter limits for a minimum and/or maximum number or leave either field blank to set
no limit.
If users try to enter a currency value outside the allowed range, a validation error icon displays in
the field. Users can point to the icon to display an explanation of the error. For example:
Users must correct the error before saving the Form record.
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Date and Date Time fields
Date and Date Time fields allow users to enter or select a date that displays in the specified date format
(for Date fields) or date/time format (for Date Time fields). In addition to display format differences, Date
and Date Time fields provide different options for setting initial values. Set properties for these fields as
follows:
• Initial Value. Select one of the following options:
• Static. Enter or select a specific date as the initial value.
• Today. (Date field only). The current date, according to your computer's system clock, is
automatically entered in new records.
• Tomorrow. (Date field only). Tomorrow's date, according to your computer's system
clock, is automatically entered in new records.
• Now. (Date Time field only). The current date and time, according to your computer's
system clock, is automatically entered in new records.
• Function. Enter a date function that references a form script to derive the initial value
for the date. For more information on form scripts, see the Groove Development Kit
documentation.
• Formatting. Select a date format.
• Validation. Enter an earliest and/or latest allowed date value or leave either field blank to set no
limit.
If users try to enter a date value outside the allowed range, a validation error icon displays in the
field. Users can point to the icon to display an explanation of the error. For example:
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Form Heading field
Form Heading lets you display a heading at the top of the form. A Form Heading field always displays at
the top of the form, regardless of its placement within the field list in the Forms Designer. Set properties
as follows:
• Heading Text. Enter text for the heading.

• Center. Check to center the heading on the form, or leave unchecked to align left.
Horizontal Line field
A horizontal line is useful for separating sections of the form. Set properties as follows:
• Thickness. Select a line thickness, in pixels.

• Shading. Check for a shaded line.
Image field
Use an Image field to insert an image on the form. Keep in mind that images are placed on the form in
their original pixel size. If you want to insert large images, such as a digital photograph, you may want to
first scale the picture in a graphics editing program.
Set properties as follows:
• Source. Click the Browse icon to open the Add Image To Form dialog box, select the image file
you want and click Open.
• Border. If you want to place a border around the image, enter a width value, in pixels. If left
blank, the image will not have a border.
• Pop-up Text Window. Enter text to appear in a pop-up window when a user points at the image
with the mouse.
• Center. Check to center the image on the form, or leave unchecked to align left.
Drop-down or List Box fields
A List Box field allows users to select one or more items from a list of alternatives. A Drop-down List field
allows users to select one item from a list of alternatives, or define and select new items. Set properties
for these fields as follows:
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• Options. Enter values for each list item as follows:
• Display Value. (Required) Enter text to display in the list on the form.
• Stored Value. (Optional) Enter text to display in views when the list item is selected. If
left blank, the view uses the Display Value.
• Optionally, select one item as the default selected list item.
• Click the check mark button to enter each list item.
Tip: You can override the value displayed in a view for a Drop-down or List Box field by setting
column properties.
• Include Blank. Check to set the first value in a drop-down list or list box as a blank choice.
• User Defined Values. (Drop-down List field only) Check to allow users to add custom values to
the list. The drop-down list includes plus (+) button for adding custom values.
Users who click the plus button are prompted to add a custom entry value.
Unless referenced in a lookup, custom values do not get appended to the field's list of values for
use in future new records. Users must add the same custom value manually in each new record.
Custom tool designers commonly use the lookup property to reference the custom value and thus
allow users to retain these values for subsequent new records.
• Number Visible. (List Box field only) Enter the height of the list box, in lines. The number of
visible items equals the height number you assign. In the example below, Height is set to 3:
• Select Multiple Values. (List Box field only) Check to allow users to select multiple items in the
list.
• Include Member Names. Check to include workspace member names, as listed in the Workspace
Members panel, in the list.
• Lookup. Select options for looking up values in other fields.
Selecting a default option
To select a default option, you must enter the option in the list. Then select the option and click Select by
default. An asterisk displays next to the option to denote that it is the default option.
To select a different option as the default, select it and click Select by default.
Modifying an option
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To modify an option, select it in the options list, and click Modify. The currently selected values display in
the Display Value and Stored Value fields. Make the changes you want and click the check mark to
complete the update.
Deleting an option
To delete an option, select it in the options list, and click Delete. The option is deleted from the list.
Multi-line Text field
A Multi-line Text field allows users to enter multiple lines of text. Set properties for this field as follows:
• Height. Enter a number, which defines the height in the number of lines of text, or in pixels, to be
displayed before the scroll bar is activated. If left blank, the default is 2 lines.
• Initial Value. Enter editable text to be displayed in the field by default.
• Validation. Select an option from the drop-down list.
You can also set a Multi-Line field as a "Required" field after you place it on a form.
New Line field
The New Line element inserts a line break in the form. This is useful for creating white space between
form elements.
Number field
A Number field allows users to enter a validated number value that displays in a specified number format.
• Maximum Length. Enter the maximum number of characters, including numeric punctuation, that
users can enter in the field. If left blank, the maximum is limited only by system standards.
• Initial Value. Enter editable text to be displayed in the field by default.
• Precision. Enter the number of digits to display after the decimal symbol on the form. If you do
not enter a value, the number of digits is 2. Other punctuation, such as grouping commas, are
automatically added to the number once it's entered.
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In the following example, Precision is set to 0:
Number as entered.
Number as displayed.
Note: The number of digits displayed after the decimal symbol for this field in the data view is
determined by its column properties, and not the value you specify here for the form display. The
default precision value for a Number field in the data view is 2.
• Validation. Enter limits for a minimum and/or maximum number or leave either field blank to set
no limit.
If users try to enter a number value outside the allowed range, a validation error icon displays in
the field. Users can point to the icon to display an explanation of the error. For example:
Option Button field
An Option Buttons field allows users to select one item from a short list of alternatives. Set properties for
this field as follows:
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• Buttons. Enter values for each button as follows:

• Display Value: (Required) Enter text to display next to the button on the form.
• Stored Value: (Optional) Enter text to display in views when the option is selected. If left
blank, the view uses the Display Value.
In the example below, the display values "On Salary" and "Hourly" on the form become the
stored values "Exempt" and "Non-exempt" in the data view.
Displayed values
Stored values
Click the check mark button to enter each option.
Tip: You can override the value displayed in a view for an Option Button field by setting
column properties.
Selecting a default option
To select a default option, you must first enter the option in the list. Then select the option in the list and
click Select by default. An asterisk displays next to the option to denote that it's the default option.
To select a different option as the default, select it and click Select by default. To deselect a default option
without selecting another default option, select it and click Deselect default.
Modifying an option
To modify an option, select it in the options list, and click Modify. The currently selected values display in
the Display Value and Stored Value fields. Make the changes you want and click the check mark to
complete the update.
Deleting an option
To delete an option, select it in the options list, and click Delete. The option is deleted from the list.
Password field
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A password field allows the user to enter and save hidden text. All characters the user types in the
password field display as asterisks. However, note that the value entered in a password field is stored as
plain text. The properties for the Password field are the same as for a standard Text field, except for the
following field properties:
• Initial Value. Only the Static text option is available.

• Lookup. This option is not available.
Note: If you select a Password field as a view column, the underlying text displays in the data view.
Rich Text field
A Rich Text field allows users to enter text with formatting, such as different type sizes, styles (e.g., bold,
italic, underline), fonts, and colors. Alternatively, check the "Read-only" property to use a Rich Text field
to show formatted display text. Set properties for this field as follows:
• Width. Enter a number, which defines the width in characters, or pixels, or percent. If left blank,
the width is approximately 20 characters or approximately 200 pixels.
• Height. Enter a number, which defines the height in number of lines or pixels. If left blank, the
height is either 2 lines or approximately 36 pixels.
• Hide Border. Check to hide the field border.
• Searchable. Check to include contents of the field in searches. Additionally, this property must be
enabled in order to select a rich-text field in a view filter.
• Hide Command Bar. Check to hide the command bar that displays at the top of the field.
• Background Color. Do one of the following:
• Click Color and then click Choose color... to select a background color for the field.
• Click Transparent to use the background color of the form.
• Initial Value. Enter text to be displayed in the field by default. Right-click in the text box to see a
menu of rich-text formatting options. You can also paste in any formatted text from another
program.
Script Button field
A Script button field allows you to add a button to the form and define its action using Javascript. Set
properties as follows:
• Button Text. Enter the name to display on the button.

• OnClick. Enter the Javascript code to be run when a user clicks the button.
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Section Heading field
Section headings are useful for separating the sections of the form. Set properties as follows:
• Heading Text. Enter text for heading.

• Center. Check to center the heading on the form, or leave unchecked to align left.
Static Text field
Use static text to provide information and instructions to users about using the form. For example, you
might use a static text field to advise users on how to enter data or make selections for a specific field.
• Text. Enter the text you want.

• Center. Check to center the text on the form, or leave unchecked to align left.
Text field
A Text field allows users to enter plain, one-line text entries, such as names or addresses. Set properties
for this field as follows:
• Width. Enter a number, which defines the width in characters, pixels, or percent.
• Maximum Length. Enter the maximum number of characters, including spaces, that users can
enter in the field. If left blank, the maximum is limited only by system standards.
• Initial Value. Select one of the following options:
• Static. Enter editable text to be displayed in the field by default.
• Unique. Automatically displays a unique text string as the initial value, using the
following syntax: The first four characters are created from the author name using the first
initial of the first name, plus the first two characters and last character of the last name; the
last nine characters are randomly generated based on the current date and time. For
example, a "unique" text field in a record created by an author named Andrew Rath might
have the following initial value:
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ARAH-C27C510F4
• User Name. Automatically displays the name of the record creator as the initial value.
• Workspace Name. Automatically displays the name of the workspace as the initial value.
• Tool Name. Automatically displays the name of the Forms tool as the initial value.
• Function. Enter a function that references a form script to derive the initial value. For
more information on form scripts, see the Groove Developer Kit documentation.
• Validation. Select an option from the drop-down list.
Unformatted Number field
A Number field in which numeric punctuation such as commas are removed.
Using Lookup to find field values
For Text, Multi-line Text, Drop-down list, List Box, and Static Text fields, you can use lookup procedures to
derive values from other fields. The lookup procedure can find field values in the same Forms tool, in a
selected Forms tool in the same workspace, or in a selected Forms tool in another workspace. You can
also add lookups to macros and form scripts.
Field types that allow lookups provide the Lookup property.
1. Select the field in the Design Object Pane.

2. Select the Lookup property.
3. Select lookup options based on how you want to find field values.
4. Click Apply, if you are adding a lookup to a field property, or Copy, if you are adding a lookup to
script or macro code.
5. Click Finish, if you are adding a lookup to a field property, or Exit, if you are adding a lookup to
script or macro code.
In the case of a script or macro, you are now ready to paste the lookup string variable into your
code.
Lookup property options
• Lookup Type: Select All or By Key.
Select All to create a lookup that returns all values in a selected view column, or select By Key to
create a lookup that returns field values based on the value of another field.
• Space. If the lookup values are stored in a Forms tool in another workspace, check "Allow looking
up values in another workspace." Then select the Workspace name from the drop-down menu.
Note that only tools that are enabled as lookup targets are listed in the menu.
If you are referencing values in another workspace, all users of this Forms tool must also be
members of the referenced workspace. Note also that this feature is not available for macros.
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• Tool. Select the name of the Forms tool that contains the values you are looking up, or select
"This Tool" if appropriate.
• View. Select the name of the view that contains the values you are looking up. Note that only
views that are enabled as lookup targets are listed in the drop-down menu.
• Key Column. (For By Key lookups only). Select the column in the selected view which is read first
before finding a value in the lookup column.
Note: The Key Column must have a sort assigned to it in Column Properties in order to be
displayed in the drop-down list.
• Key Value. (For By Key lookups only). Select the field value that is read first before finding a
value in the lookup column. You can also select a field from which to obtain the value.
• Lookup Column. Select the column that contains the lookup values.
• Return. Select All to return all matching values in the lookup column, including duplicates, or
select Unique to return all values except for duplicates.
• No Cache. Check this option only if you want Groove to refresh the lookup results every time the
form is loaded. This is suitable usually only in cases in which lookup values are constantly
changing. If lookup values are generally static, it is best to keep this option unchecked.
• Return URLs as well as values. (Macro or form script lookups only.) Check this option if you want
the lookup to return URLs so that you can use them to create a link in a rich text field.
• Comment. If you want, enter a comment in the text box. The comment is displayed if the lookup
needs to be resolved at some future time.
Creating and Editing Views
Views show the data collected in records by referencing fields. Before you can display a view, you must
first create a form that contains these fields.

2. Expand the Views section and click Create New View...
3. On the Basics tab, select one or more fields to display as view columns.
The preview window shows the selected fields as view columns in the currently selected order. You
can size view columns by dragging the column splitters in the preview window.
4. Rearrange the column order of the selected fields by moving them up or down in the list.
Columns are ordered left to right, starting with the first selected field from the top.
5. Modify column properties for selected fields.
Note: The initial column header is the same as the field label. However, changing a field label has
no effect on the column header. The only way to change a column header is by editing its title in
the Column Properties dialog box.
6. Click the Options tab to set view options.
• Select a default sort order.

• Check Show grid lines to display lines around all cells in the data view.
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• Check Show unread marks if you want to ensure that workspace members always see
unread marks next to new or updated records regardless of their alert settings for the Forms
tool.
• Check Do not show this view in the View menu to disallow selecting this view.
7. Click the Access tab to set options for restricting access to the view.
8. Click the View Filter tab if you want to enter criteria for displaying records in the view.
Creating a view with a response hierarchy
You can create two types of views that display response records in a hierarchy. You can:
• List original versions of updated records as hierarchical responses.

• List new records as hierarchical responses to the selected record.
Note: This feature is not available in the InfoPath Forms tool.
Listing original versions of updated records as hierarchical responses
You can create a view in which the original versions of updated records display as hierarchical responses.
You might do this when you want to closely track record updates.
1. In the form design, select the option to save updates as responses.

2. In the view design, select fields for which you want to show hierarchical responses.
3. Click Properties.
4. On the Basics tab of the Column Properties dialog box, check Show a 'twisty' in this column when
row is expandable.
5. Save your design changes.
Listing new records as hierarchical responses to the selected record
You can create a view that includes a form used for creating a response to a selected record. In the data
view, the response form displays hierarchically below its parent record. You can collapse response records
under their parent records by clicking a minus (-) icon called a "twisty." You can expand hierarchical
records again by clicking a plus (+) twisty icon.
To create this type of view, you must have at least two separate forms: a parent topic form, and a
response form.
1. Create the two forms.

2. Set up the response form as follows:
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• On the Basics tab, check at least one field that's also checked in the main topic form. In
the example above, the main topic and response forms both include the "Summary" field.
• On the Options tab, check Use this form to create responses to the selected record.
3. Create a view in which you select the field shared on both forms.
4. Modify the column properties for the column that references the shared field as follows: On the
Basics tab, check Show a 'twisty' in this column when row is expandable.
Setting a default view
You can set a view to be the first view that displays when new workspace members go to this Forms or
InfoPath Forms tool for the first time. If you do not set a default view, new members see the first view,
alphabetically, in the "View by" menu.

3. On the Basics tab, select a default view from the View drop-down menu in the Defaults section.
Setting a default sort
Every view has a default sort order, that is, the initial sort order that displays when you (or other
workspace members) first enter the view. You can select any sort currently applied to a view column as
the default sort order.
1. Select the view in the Designer.

2. Click the Option tab.
3. Select the sort you want from the Default Sort drop-down menu.
Restricting access to views
A designer can restrict access to views in the following ways:
• Disable the option to change views.

• Hide a view.
• Enable access to the view for selected workspace members.
Hiding a view
You can prevent a view from being listed in the View menu for all workspace members. This is useful for
views that exist mainly for auxiliary purposes such as generating a list of records to be used in lookups, or
for an Electronic Data Bridge (EDB) process. These views typically provide no other practical purpose for
workspace members.

2. Expand the Views section and select the form you want to modify.
3. Click the Options tab.
4. Check Do not show this view in the View menu.
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Making a view available only to selected members
You can make a view available to members depending on their role. You can also make a view available to
selected members regardless of their role.

2. Expand the Views section and select the form you want to modify.
• Check the member roles you want to allow to see the view.
• Check members you want to allow to see the view in the Member list, regardless of their
role.
Showing unread markers in a selected view
You can select an option to show a view column that lists unread markers for new or updated information.

2. Select the view in which you want to show unread markers.
4. Check or uncheck Show unread marks.
5. Save the view.
Showing or hiding grid lines in a view

2. Select the view in which you want to show or hide grid lines.
4. Check or uncheck Show grid lines.
Setting row height in a view
You can set a minimum or maximum size for rows in the data view of a custom tool. Setting a minimum
or maximum row height is useful mostly for display purposes.

2. Select the view in which you want to change the setting for row heights.
4. Enter a value in the Min Row Height or Max Row Height boxes to correspond with the currently
selected measure option in the corresponding drop-down menus.
It is simplest to use the default setting, which is number of lines.
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Creating view filters
You can use view filters to exclude records from a view based on specified conditions. For example, you
can display records created only with specific forms, or display records only if field values match specific
criteria.
To create a view filter:

2. Check Show Advanced Design Features.
3. Select the view in which you want to apply a view filter.
4. Click the View Filter tab.
5. Check or uncheck forms, as needed.
The view will only show records created with the selected forms.
5. Add filter expressions, as needed, to include or exclude records.

6. Click Apply Filter.
Adding filter expressions
Filter expressions tests field values, and displays records in the data view when the condition(s) stated in
the expression are met. You can add basic expressions and advanced expressions.
Adding a basic expression
To add a basic expression, do the following:
1. Select the field for which you want to test values from the drop-down list.
Note: Date/Time fields are not supported in view filter expressions, and therefore do not appear in
the drop-down list of fields. Rich-text fields are available only if their Searchable property is
enabled.
2. Select an operator from the drop-down list.
The operators you see differ depending on the field type. Text-related fields provide operators that
work with text strings, such as "contains", and "starts-with"; number-related fields provide
comparison operators such as >, >=, <, and <=.
3. Enter the value you want to test for in the text box.
4. Click
In the example below, the filter expression displays all records in which the value in the "City" field is
"Warsaw".
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Adding a basic expression with multiple conditions
You may sometimes need to test for more than one condition. To do so, you can add an expression that
contains logical operators. You can create an expression that selects records only if ALL conditions are met
(logical AND operator), or if ANY conditions are met (logical OR operator).
1. Select All of the following conditions (logical AND) or Any of the following conditions (logical OR),
depending on how you want the view to select records.
2. Add each condition, one at a time.
In the example below, two conditions are added with the "Logical OR" option selected. The resulting filter
expression will display all records in which the value in the "City" field is either "Warsaw" or "Krakow".
Updating a condition in an expression
To update a condition, do the following:
1. Select the condition in the expression display box.
The parts of the expression display in the drop-down lists and value text box.
2. Change any part of the condition.

3. Click
Removing a condition
To remove a condition:
1. Select the condition in the expression display box.

2. Click
Adding an advanced expression
Click to see options that enable you to further modify a filter expression. You can create expressions
that combine AND and OR logical operators, and group sets of conditions together.
You can modify expressions as follows:
• To change a logical operator, select the condition and click AND or OR.
• To combine conditions so that they are interpreted as a whole in the expression, SHIFT-select
them and click . In the example below, the AccountNumber field and the City field conditions
are combined such that the expression tests the values in each combined condition separately.
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In this case, the expression will select all records in which the value in the AccountNumber field is
>=300 and <=400 AND the value in the City field is not Warsaw and not Krakow.
• To uncombine a combined condition, SHIFT-select it and click .

• To move conditions in the expression display window, click or . This is especially useful
when you want to move a condition to be part of a grouped set of conditions.
Adding an expression with the {UserName} variable
You can use the {UserName} variable to create a view filter expression that results in the view showing
only records created by the current user. This variable must always be used together with either the
_CreatedByUrl field or the _ModifiedByUrl field.
1. Select _CreatedByURL from the drop-down list of fields.

2. Select = as the variable.
3. Select {UserName} from the drop-down list of values.
4. Click . The filter expression displays in the filter expression box:
Enabling a view to be a lookup target
For security purposes, views in custom tools are initially disabled as targets for lookups from other tools or
workspaces. Note that in addition to enabling a selected view to be a lookup target, the Designer must
also enable the tool be a lookup target.

2. Select the view you want to enable as a lookup target.
4. Check "Allow view to be a target for remote lookups".
Assigning a programmatic alias to a form or view
You can assign a programmatic alias to any form or view to be referenced in scripts. For more information
on using a programmatic alias, see the Forms Programming Documentation.

2. Select the form or view in which you want to assign a programmatic alias.
4. Enter text in the Programmatic Alias text box.
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Modifying View Column Properties
To modify view column properties:

2. Expand the Views section.
3. Select the view in which you want to modify column properties.
4. Select the column field to modify, and click Properties.
Tip: You can open properties for any column by clicking its column header in the view preview.
5. Set properties in the Column Properties dialog box. You can:
• Change the column header

• Set the column width
• Total values for Number or Currency columns
• Change display settings for number and date values
• Check or uncheck the option to show a 'twisty' in the column
• Set style options
• Set sorting options
• Set a different view display for Option field values
Changing a column header
The initial column header is the same as the label property for the referenced field. If the field label is
long, you may want enter a shorter label for the column header.
On the Basics tab of the Column Properties dialog box, enter the new name you want in the Column
Header field.
Note: Changing a field label has no effect on the column header. The only way to change a column header
is by editing it in the Column Properties dialog box.
Setting the column width
On the Basics tab of the Column Properties dialog box, you can select AutoFit, or set a custom size for the
column, either as a percentage of the total view width, in pixels, or in points.
If all columns are set to Autofit, the width of any column is equal to the full width of the view divided by
the number of columns. If one or more columns are set to a specific width, then the width of a column set
to Autofit is equal to the remaining measure of the view (after custom-width columns are totaled), divided
by the number of remaining columns.
If you select Custom Size, you must enter either a pixel-width value, a point value, or a percentage value.
Totaling the values in a column
For any field type that uses numeric values, such as Number, Unformatted Number, or Currency, you can
enable a column property to total the values in the column and display the total value in the data view.
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On the Basics tab of the Column Properties dialog, check Total the values in this column.
If you want to show totals for numeric values in a response hierarchy, check Include all levels of
hierarchy.
The example below shows a column that totals values in a column, including items in response records.
Changing display settings for number and date values
For number and date fields, you can change how values display in the data view by selecting options on
the Basics tab of the Column Properties dialog box.
• For fields with numeric values, select the number of decimal places to display from the Decimal
Places drop-down menu.
• For fields with date values, select the date format to display from the Date Format drop-down
menu.
Showing a 'twisty' when the row is expandable
On the Basics tab of the Column Properties dialog box, check Show a 'twisty' in this column when row is
expandable if this view contains a response form, and you would like to display records in a response
hierarchy. This option must also be checked to show grouped views in a hierarchical structure.
Setting style options for view column text
On the Options tab of the Column Properties dialog box, you can select style options for the text that
displays in a view column or for all view columns at once. Select font, size, and color options from the
drop-down menus, check emphasis options, and select justification settings.
Click Apply to All if you want the selected settings applied to all currently selected columns.
Setting sort options for view columns
Users click view column headers to switch between the sort order set for the column. The default sort
order is the order in which records were created. A view column may also be set to sort in ascending or
descending order.
Ordinal sort
Ascending sort
Descending sort
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On the Sorts tab of the Column Properties dialog box, you can choose from among three sort types for a
view column: hierarchical, flat, or grouped. However, only one column can use the "grouped" option. The
following sections describe the sort options.
Note: Hierarchical sorts are not supported in the Groove InfoPath Forms tool.
Hierarchical sorting
This sort type is useful in views that include hierarchical response records as it preserves the parent/child
relationships between main topics and their associated responses. If you set an ascending or descending
sort option for a view with a hierarchical sort, all records sort according to the selected sort option at each
hierarchical level.
Hierarchical sort, ordinally Hierarchical sort, ascending
Flat sorting
This sort type sorts records in a single list regardless of parent/child relationships. This is useful for cases
in which you simply want to show a list of all records in ascending or descending order. The picture below
shows a view with a flat sort in ascending order.
Grouped sorting
This sort type groups records by the values in a selected field. The grouped values display as expandable,
sorted category names in the view. Additionally, you can sort records within each group by the values of
another field.
In the view example below, the "Country" field is grouped, and ascending order is selected for the group
sort. Records in each group are sorted in ascending order by the values in the "City" field.
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All fields other than a Date field must be grouped by unique values. For Date fields, you can select a
different time value from the Group by drop-down list, such as "Months" or "Years."
Setting a different view display for Option field values
For field types that require users to make a selection, you can set a column property to substitute a
different value in place of the value stored with the record. These field types include Option Button, Check
Box, Drop-down List, and List Box.
1. Select the Values Options tab of the Column Properties dialog box.
Note: This tab appears only for field types that support this feature.
2. Select the stored value for which you want to set a display value and click Modify.
3. Enter the display value you want in the Display Value text box.
4. Click the checkmark to accept the change.
5. If you want, select other stored values to assign new display values.
6. When you are done assigning new display values, click OK.
Creating and Editing Macros
Adding macros to a custom tool
Macros are script programs run by the user. Macros perform automated operations on a set of records and
can automate bulk operations that would be inconvenient for the user to perform on many individual
records. Users run macros by selecting them from the Run Macro menu in a data view.

2. Expand the Macros section in the Design Object Pane, and click Create New Macro...
Note: If you don't see a Macros section, check the Show Advanced Design Features box.
3. Enter a name for the macro.
This name will display in the Run Macro drop-down menu in the toolbar.
4. Select an implementation language from the Language drop-down menu.

5. Select an option to define the scope of the macro (for example, "All records" or "Selected
records".
6. Add the required macro code in the code window.
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To help you keep your macro code organized, you can add code to the More Code window (Click
More Code). This is useful for setting up code for calling functions and declaring global variables.
You can also add lookup strings: Click Create Lookup String, select your lookup targets in the
dialog box, and click Copy. The Lookup string code is placed on the clipboard. You can then paste it
into your macro code.
Note: You cannot perform a lookup on records stored in a Forms tool in another workspace.
7. If you want, select options for restricting access to the macro.

When the user runs a macro, it is called once for each record in the set. Note that global variables are
initialized before the first record in the set and retain their value from one record to the next. The order in
which the macro is called for each record in the set is undefined.
In the macro code, access to the Forms tool record is provided by the i_FormRecord parameter. You can
use the record to read or set the record's fields or to get the parent record. Access to the Forms tool
services is provided through the i_FormsToolUIDelegate parameter. Additional context information is
provided by the global functions in the Public.js script.
Restricting access to macros
A custom tool designer can restrict access to macros in the following ways:
• Uncheck the option to run macros in Settings and Options.

• Select options for listing macros in the Run Macro menu only for selected members as described
below.
Making a macro available only to selected members
You can make selected macros available to members depending on their roles. You can also make selected
macros available to selected members regardless of their role.

2. Expand the Macros section and select the macro you want to modify.
• Check the member roles you want to allow to run the macro.
• In the Member list, check members you want to allow to run the macro regardless of
their role.
Creating and Editing Scripts
About adding scripts to a custom tool
In custom tools developed in the Forms tool, you can add script code to forms. These scripts are executed
when the user is accessing the form. Scripts make it possible for you to extend the capabilities of a
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custom tool to handle specialized application requirements. To see the basic procedure for writing a form
script, see Adding scripts to a form in a custom tool. In custom tools developed in the InfoPath Forms tool,
scripts are added to forms in Microsoft InfoPath.
In addition to standard HTML DOM script programming, your scripts can do the following:
• Execute on special Groove events, such as form initialization and submitting new or updated
data.
• Access Groove services to get context information such as discovering the members of the
workspace or to perform operations, such as sending an instant message.
• Access data in the underlying Forms tool record.
• Perform lookups on data in the current tool or in other custom tools in the same or other
workspaces.
• Define a function that is executed to provide an initial value for a field.
To provide a function for a standard DOM event, name the function with the field name followed by an _
(underscore) and the event name. For example, if you have a field named Category, you could define
Category_OnFocus, Category_OnClick, and Category_OnChange functions.
When accessing the form, you can use the name GrooveFormBase. For example, in JavaScript the
following are equivalent; both return the value of the PhoneNumber field:
document.forms[0].PhoneNumber.value
document.GrooveFormBase.PhoneNumber.value
If you want to examine the html source of the form, click on the HTML Source tab in the Forms Designer
Preview window. This may be useful in coding or debugging scripts that handle DOM events or that
dynamically update the form.
You can also define functions that are executed before or after the following events:
• Initialize: when a form is first displayed to the user.

• Terminate: when a form is about to close.
• Print: when the user is printing a single form (but not when the user is printing records from a
view).
• SubmitData: when the user has added a new record or updated an existing one.
• PropagateUpdates: before and after inherited fields are updated in child records after the update
has been submitted for the parent record.
In the script code, access to the Forms tool record is provided by the GetFormRecord global variable. You
can use the record to read or set the record's fields or to get the parent record. Access to the Forms tool
services is provided through the UIDelegate object returned by the GetApp() global function. These and
other additional context information is provided by the PublicFunctions.js script.
If you are accessing the Forms tool record in your script, you should do it in a Transaction and should
code your script with exception handling. Consequently, scripts that access records should be
implemented in JavaScript, which provides the Try-Catch exception handling statements.
Adding scripts to a form in a custom tool
In custom tools developed in the Forms tool, you can add script code to forms. These scripts are executed
when the user is accessing the form. Scripts make it possible for you to extend the capabilities of the
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Forms tool to handle specialized application requirements. In custom tools developed in the InfoPath
Forms tool, scripts are added to forms in Microsoft InfoPath.
Adding a new form script
To add a new form script, do the following:

2. Select the form to which you want to add a form script.
3. Click the Form Scripts tab.
4. Click Add Script to open the Add Script dialog box.
Note: You can also open the Add Script dialog box by clicking Create New Script in the Design
Object Pane. If you take this path, the scripts you add will not be assigned to a form until you edit
a form later and select the script on the Form Scripts tab.
5. Do one of the following in the Add Script dialog box:
• Click New to open the Edit Script dialog box, name and enter the script in a selected
language. If you want, click Create Lookup String to use lookup values in the script. Click OK
when the script is ready.
• Click Browse to browse for a script file to add from your file system, and click Open.
6. Click OK to add the script to the form.
Editing a form script
To edit a form script, do the following:

2. Expand the Scripts section and select the script you want to modify.
3. Edit the script as needed.
4. Click OK.
Deleting a form script
To delete a form script, do the following:

2. Expand the Scripts section.
3. Right-click the script you want to delete and select Delete.
4. Click Yes at the confirmation prompt.
Creating and Editing Styles
In custom tools developed in the Forms tool, you can apply different styles to any selected form. Styles
affect form background settings as well as all layout and text style settings. Form styles are based on CSS
files. In custom tools developed in the InfoPath Forms tool, styles are applied in Microsoft InfoPath.
You can do any of the following:
• Select a style file for a selected form from the options provided in the Forms tool.
• Select a custom style file for a selected form.
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• Revise style definitions in a style files.

• Create and apply a new style file.
Selecting a style file for a form
The Groove Forms tool offers a set of different style files that you can apply to a selected form.

3. Click the Style drop-down list and select a style.
Selecting a custom style file for a form
You can apply any CSS style file to a form.

2. Expand the Forms section and select the form in which you want to apply a custom style file.
3. Expand the Styles section and click Create New Style...
Note: If you don't see a Styles section, check the Show Advanced Design Features box.
4. Click Browse in the Add Style dialog box to open an Open File dialog box.
5. Select the .css style file you want to add and click Open.
The style file is added to the Styles list.
6. Select the style you added from the Style drop-down list to apply it to the selected form.
Revise style definitions in a style file
You can revise any of the style definitions in style files you apply to forms, including the style files that
come with the Forms tool. To do so, you must first add the style file to the Styles section of the Design
Object Pane. Then you can select it and revise it.

2. Expand the Styles section and select the style file you want.
The style file opens in the Custom Style Editor.
3. Make the changes you want and click OK.
Create and apply a new style file
You can create and apply a new style file directly in the Forms designer.

2. Expand the Forms section and select the form in which you want to apply a custom style file.
3. Expand the Styles section and click Create New Style...
4. Click New to open the Custom Style Editor.
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To help get you started, the style editor initially contains a standard set of .css style names.
5. Name the new style.

6. Add the style definitions you want and click OK.
The new style file is added to the Style list in the Design Object Pane.
7. Select the style you added from the Style drop-down list to apply it to the selected form.
About Settings and Options in Custom Tools
Disabling features in a custom tool
You can disable several user features in a custom tool.

3. Disable features as desired:
• Uncheck Show preview pane to hide the preview pane when users are selecting records
in a data view.
• Uncheck Show command bar to hide the command bar entirely. If you want to go to the
Forms designer after hiding the command bar, you must select View-Go to Designer.
• Uncheck Allow search to remove the Search button from the command bar.
• Uncheck Allow creating new records to remove the New drop-down menu from the
command bar.
• Uncheck Allow macros to remove the Run Macro drop-down menu from the command
bar.
• Uncheck Allow changing views to remove the View By drop-down menu from the
command bar.
Hiding or showing advanced design features
In addition to disabling or enabling user features, you can hide or show advanced design features. You
might hide advanced design features when you intend to use only basic features, and you want to see a
smaller set of options. Hiding design features hides Scripts, Macros, and Styles.
To hide advanced design features, uncheck Show Advanced Design Features.
Limiting members to adding one record
A custom tool can be set up to allow workspace members to add only one record to the tool. This feature
is useful in cases in which you want members to fill out a single record, such as a Person record in an
address book.

3. Check Limit one record per member in the list of Feature Options.
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Locking the design of a custom tool
You can select an option that locks the design of a Forms or InfoPath Forms tool when it is saved as a
template (.GTA) file. Use this feature when you want to prevent others from updating the design in tools
created from the template file.

2. Click Settings and Options, and click the Basics tab.
3. Check Lock design when saving as a template (.GTA) file.
Ways to display data records in the data view
You can switch between two modes for displaying records in the data view. You can:
• Display records listed in a table.

• Display records one at a time.
Displaying records listed in a table
Displaying records in a table ("View mode") is the default setting when you create a new Forms tool
application.

3. Click List in a table under Display Record Options.
Displaying records one at a time
With this viewing mode, users see only one record at a time, opened in the data view. Additionally, you
can list values from a selected field in the View menu. For example, if your custom tool contains employee
names, you might list employee names in the View menu to make it easy for users to select an employee
by name.

3. Click One at a time under Display Record Options.
4. If you want to change the options to be listed in the View menu to a field value, click the drop-
down list and select a field.
Managing lookup references
You can view and modify all existing lookup references in a custom tool. You can also enable or disable
the tool to be a target for lookups from other tools or workspaces.

3. Click the Lookup References tab.
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Lookup References shows a list of all existing lookups, their parameters, and their status.
Modifying a lookup
To modify a lookup, to the following on the Lookup References tab:
1. Select the lookup you want to change and click Modify.

2. Select lookup options based on how you want to find field values.
3. Click Update.
Resolving unresolved lookups
Lookups reference precise workspace targets. For example, lookups commonly reference another tool
either in the same or in another workspace. If you save a Forms tool that contains lookups as a new tool
template, and then add the new tool to a workspace, lookup targets do not automatically update and may
be unresolved.
If you have unresolved lookups in a Forms tool, Groove attempts to resolve them when you first add the
tool to a workspace. If unsuccessful, Groove prompts you to manually resolve the lookups. You can also
attempt to resolve lookups on the Lookup References pane in the Forms designer.
1. Select any lookup reference that has an "Unresolved" status.

2. Click Resolve.
3. Update the targets in the Resolve Lookup dialog box.
4. Click Resolve.
Deleting lookups
You can delete lookups you no longer want from the Lookup References pane. For field definitions,
deleting a lookup simply removes all settings from the Lookup property.
Note: If you delete a lookup associated with a form script or macro, it is recommended that you also
remove the script or macro code that references the lookup. If you do not remove this code, script errors
will display in the tool.
Enabling a custom tool to be a target for a lookup
For security purposes, custom Groove tools are initially disabled as targets for lookups from other tools or
workspaces. The designer must enable this option to allow views in the tool to be the targets of lookups.
Once enabled for the tool, designers can then enable selected views as targets for a lookup.

3. Check Allow this view to provide data to lookups from other tools.
4. Publish your changes.
Adding "About" information to a custom tool
Users of custom tools can display descriptive information about the tool by selecting Help-About This
Tool. Tool developers can update this information in the Designer.

3. Click the About This Tool tab.
4. Enter or update the information in the Design name, Design version, and Description fields.
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See the section below for details about this information.
5. Click Apply.
About entering Name, Version, and Description information
The Design Name, Version, and Description provide a mechanism for external applications to identify a
Forms tool and to document the design for end users and forms designers.
External solutions that use Groove Web Services and Groove Databridge use the Design Name and Version
to identify the intended use of the Forms tool and the schemas and business rules of that use.
End-users can open the "About This Tool" dialog box to see the Design Name, Version, and Description.
Including a Design Name, Version, and Description are recommended, but optional. There is no automated
mechanism for incrementing the Design Version number; it is the responsibility of the forms designer to
increment the Version number as needed.
Guidelines for specifying name and version number
Note the following guidelines for specifying the Forms Design name and incrementing the version number:
• The Design Name is intended to be a unique string that identifies the organization that designed
the Forms tool and the application class or purpose of the Forms tool. We recommend using the
same URI format that is used in Groove to identify other templates. The URI has the general
format of "urn:your-company-namespace:unique-name". If you are modifying a Forms tool
template to create an entire new use for the Forms tool, you should give it a new URI.
• The Design Version provides a mechanism for form designers to document the modifications they
make to a Forms tool template. Once a Forms tool template has been deployed and external
applications have been developed to access the tool, it's important to provide information in the
Design Version number so that application developers can ensure that their solutions are working
with the correct version of the Forms tool. External applications may be affected when fields,
views, and forms are added to the Forms tool, when new ones are added to it, or when an
existing one is modified. Typically, external applications are not affected by modifications that are
purely user interface design, such as moving a field in a form.
The Design Version is an ordered set of 4 digits, delimited by periods and is stored as a string. The
Design Version conforms to the version identification scheme: (0.0.0.0). The four version digits
represent from left to right:
• Major version
• Minor version
• Custom version
• Build number
The following guidelines are recommended for incrementing these numbers:
• Major version: change indicates an incompatible Forms tool schema change. A major version
upgrade of a Forms application should be considered a different application altogether. While
functionally the application remains the same application class, it's completely different from the
perspective of its record data schema.
• Minor version: change indicates that existing external applications should continue to work
because no incompatible schema changes have been made. Note that in a minor version upgrade
you can add new fields, forms, and views to a Forms tool but cannot delete or make schema
modifications to existing ones.
• Custom version: change is used typically to identify an update release for a specific customer,
which has functionality or modifications to serve a specific purpose.
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• Build number: change is a designer specified increasing sequence used to associate a particular
software build sequence to the forms application, typically used in build release management.
• The Design Description is the written description to be displayed in the “help/about” user
interface. This is a rich text description, typically used for user help. This field supports styled
fonts and links (both external and internal to Groove).
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Chapter 19. Managing Contacts
Contacts are the people you interact with. You can add contacts to your personal list in the Launchbar.
Adding new contacts
To search for and add new contacts to your contact list in the Launchbar, do the following:
1. Click Add Contact.

2. In the Find User dialog box, enter the name or text you want to find.
You can search using "Full Name", "First Name", "Last Name", "Business E-mail", or "Personal E-
mail". The search will return all contacts in which a match is found in any of the valid fields. For
example, the search string "john" would return contacts named "Andrew Johnson" because "john"
is the first four characters in the "Last Name" field. As a rule of thumb, the more specific you make
the search string (by typing more characters), the more specific and exacting your search result
will be.
You can rearrange the order of the columns in the Find User dialog box by dragging them. You can
also remove columns (except for "Full Name") by right-clicking any column header and unchecking
the name of the column to be removed. You can restore a removed column by right-clicking any
column header and checking the name of the column to be restored. Any changes you make in the
Find User dialog box apply only to the current search session. All defaults settings are restored the
next time you open the Find User dialog box.
3. Optional: Check Include Public Groove Directory if you want Groove to include this directory in
the search.
4. Click Find.
5. If Groove finds a contact match, select it in the list.
Status icons display next to contacts in the list to allow you to see if they're currently online.
However, contact matches found in the Groove Public Directory always initially display with an
"Unknown" status icon until you select them and add them to your contact list.
6. To see more information about a selected contact match, click Properties.
For example, you might want to take steps to verify the contact's identity.
7. Click OK to add the contact to the list.
Adding a workspace member to your contact list
As new people become members of workspaces you belong to, you may want to add their contacts to your
personal list. Right-click the member you want to add and select Add to My Contacts.
You can also add a member to your contact list by dragging.
Deleting contacts
To delete a contact from your contact list in the Launchbar:
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Managing Contacts
1. Select the contact you want to delete.

2. Press the DELETE key and select Yes to confirm the deletion.
Contacts you delete from the contact list in the Launchbar may still appear in other contact lists, such as
the To: drop-down lists in the Send Message or Send Invitation dialog boxes. This is because Groove
stores contact information for all Groove users with whom you interact in an aggregate list called "Known
Groove Contacts". This includes contacts you've added to your Launchbar contact list, plus members of
your workspaces. Keep in mind that you may commonly have workspace members who are not also in
your contact list.
You cannot delete the contacts who appear in your Known Groove Contacts list. However, you can at least
hide these contacts.
Viewing your Known Groove Contacts list
As you use Groove, you build a list of people with whom you interact. In some cases, you build this list
directly, for example, by adding contacts to your personal list. In other cases, you build this list indirectly
via your interactions with members of your workspaces. For example, when you join a workspace as an
invited member, all other members of that workspace immediately become available to you for starting
new activities. Similarly, any person who joins one of your workspaces (either by your invitation or some
else's invitation) immediately become available to you. The aggregate list of all people you interact with
via Groove is your list of Known Groove Contacts.
To see your Known Groove Contacts list, select Options-Contact Manager. In the Manage Contacts
window, you can do the following:
• View contact properties

• Hide or show a contact
• View diagnostic information about a contact
Viewing contact properties
To view the "properties" for any contact, right-click the contact and select Properties. From contact
properties you can:
• View all information the selected contact has provided for their contact identity (for example,
company name, telephone number, and e-mail address).
• Send a message to the contact.
• Invite the contact to a workspace in which you are already a member.
• Create an alias for the contact to list them under a different display name.
• Verify the contact's identity.
• Set alerts for the contact.
• Show workspaces you share with the contact as members.
• Show messages you've sent to or received from the contact.
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Sending your contact to other people
You can send your contact to other people as a file attachment in an e-mail message or in a Groove
message. Use e-mail if you don't yet have the recipient's contact, or if the recipient does not yet have
Groove installed.
To send your contact to others in an e-mail message:
1. Select Options-Send Contact Via E-mail-My Contact.

2. Enter one or more e-mail addresses in the To: field.
3. If desired, edit the subject and text message.
Note that the standard text message includes instructions for downloading Groove.
4. Click OK.
Sending someone else's contact to other people
You can send others' Groove contact details to other people as a file attachment in an e-mail message or
in a Groove message.
1. Right-click the contact.

2. Select Send Contact via E-mail-Selected Contact.
3. Enter one or more e-mail addresses in the To: field.
4. If desired, edit the subject and text message.
Note that the standard text message includes instructions for downloading Groove, in case
recipients don't have Groove accounts yet.
5. Click OK.
Saving your contact as a file
You can save your contact as a file for the purpose of making it available to other Groove users. For
example, you might send the saved contact file as an attachment in an e-mail, place it in a Files tool in
another Groove workspace, or place it on a file server. Note that Groove provides an automated feature
for sending your contact to other people.
1. Select Options-Preferences, and click the Identities tab.

2. Select the contact identity you want to save from the Identities drop-down menu.
3. Click Save this Contact as File....
4. Do the following in the Save Contact Info As... dialog box:
• Enter a file name (or accept the default).

• Select a destination directory.
5. Click Save.
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Managing Contacts
Setting contact or member alerts
You can set alerts for selected contacts or workspace members so that Groove notifies you about online or
idle status changes.
Setting alerts for a contact's online status
1. Right-click the contact(s) or member(s) you want and select Set Alerts.
If you selected one contact, a Contact dialog box opens with the Alerts tab displayed. If you
selected multiple contacts, an Alerts dialog box opens.
2. Drag the slider to change the alert setting.

3. Optional. If you changed the alert level to High, select or browse for a .wav sound file to play
with every alert.
Setting additional alerts for workspace members
You can set the following additional alerts that respond to workspace member activities:
• A workspace member enters a specific workspace. Select File-Properties-Workspace, click the

Alerts tab, and check Notify me when any member enters this workspace.
• A workspace member enters a specific workspace tool. Select File-Properties-<toolname>, click
the Alerts tab, and check Notify me when any member enters this tool.
Saving a contact as a file
You can save other peoples' contacts as a file. You could then send the contact file as an attachment in an
email.
1. Right-click the contact and select Save Contact as File....

2. In the Save Contact Info As... dialog box, select the location in which to save the contact file, and
click Save.
Creating an alias for a contact
You can display any contact (other than your own) under an alias. This is useful if you're having trouble
distinguishing between contacts who have the same name.
1. Right-click the contact and select Alias Contact.

2. Type an alias name and click OK.
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The alias name displays in place of the original name. To see the contact's original name you can
open their contact information, or point at the alias name to display a pop-up window that shows
the original name.
Verifying contact identities
Verifying the identities of the people you use Groove with is strongly recommended to alleviate the risk of
sharing sensitive information with unintended people. Depending on your Groove installation, many
contact identities may already be verified by an administrator at your organization. Groove indicates
verification status of people in your contact and member lists using the following colors:
• Black: Not verified.

• Green: Verified by you.
• Teal: Verified by your organization.
• Blue: Verified by your organization but outside your domain or cross-certified.
• Red: Name conflict. If two contacts have similar names Groove displays them in red, regardless
of their verification status. See Resolving name conflicts for more information.
The communication policies applied to your account identity determine your ability to interact with other
Groove users depending on their verification status. These policies may do any of the following:
• Prohibit you from communicating with any users who are not verified by an administrator in your
organization.
• Warn you before allowing you to communicate with users whose identities have not been verified.
In this case Groove opens the Contact Verification Alert dialog box described below.
• Allow you to communicate with any contact without any warning or restriction.
Your organization's verification of other Groove users may provide you with enough assurance about their
identities. In some cases, especially if you are working with highly sensitive information, you may also
want to manually verify a user's identity.
Responding to the Contact Verification Alert dialog box
The Contact Verification Alert dialog box displays if you try to communicate with users whose identities
have not been verified, and communication policies for your account identity are set to warn you about
such users. You can do any of the following:
• Select users and click Verify Identity. Follow the instructions in the next section for manually
verifying a contact identity.
• Click Properties to view contact properties for a selected user.
• Click Continue to ignore the user verification alert and continue with the activity.
• Click Cancel to cancel the activity you were doing that resulted in a user verification alert.
Manually verifying a contact
Groove assigns a unique "digital fingerprint" to each contact identity. A digital fingerprint appears as a
long, random looking string of letters and numbers (with punctuation marks for readability). These digital
fingerprints are used for manually verifying the real-world identities of Groove contacts you see in your
workspaces and contact lists. You can also view the digital fingerprint assigned to your Groove identity.
To manually verify a contact identity, do the following:
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Managing Contacts
1. Right-click the contact (or workspace member) you want to verify and select Verify Identity....
The Verify Identity dialog box displays information about your current relationships with the
selected contact, such as workspaces you share, the number of messages you have exchanged,
and your organizational relationship. If you do not have any relationships with the selected
contact, the Verify Identity dialog box instead provides instructions for verifying the contact's
identity by checking their digital fingerprint.
Note: If Groove detects that there are two or more contacts that have the same, the Verify
Identity dialog posts a warning message that advises you to assign as alias when you verify this
contact.
• If you are sufficiently assured of the contact's identity from the information you see,
click Verify.
• If you are not yet sufficiently assured of the contact's identity, and want to take more
steps to verify their identity, click Still not sure? - Check fingerprint.
Follow the steps in the Verify Identity dialog box for checking the contact's digital fingerprint,
and click Verify.
Unverifying a contact identity
Although rare, you may occasionally have reason to change the verification status of contacts that you
have manually verified so that they display as not verified.
1. Right-click the contact (or workspace member) you want to unverify and select Verify Identity....
2. Click Unverify.
Resolving name conflicts
When two or more contacts have identical display names, their names display in red in contact lists,
workspace member lists, and on their contact information cards. Groove considers display names identical
if two (or more) names match exactly after removing leading, trailing, and multiple embedded spaces and
converting the name to lowercase text.
For example, "Ann Beebe" and "Ann Beebe" will result in a name conflict. However, "Ann Beebe" and
"AnnBeebe" will not result in a name conflict.
It's important to distinguish between contact names so you don't accidentally start Groove activities with
the wrong contact. To do so, you can create an alias name for any of the conflicting contact names.
Additionally, in some rare cases, a name conflict may result from having obsolete contacts stored with
your account. For example, perhaps a contact has activated a new Groove account, and has abandoned all
activities in the previous one, but used the same display name for both. In this case, you can also hide the
contact as described below so that it no longer displays in any of your contact lists.
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To resolve a name conflict, do the following:
1. Right-click a name showing a conflict, and select Resolve Name Conflict.

• Click View vCard... to see details for the selected contact. This might help you
distinguish between contacts of the same name.
• Click Alias Contact... to open the Alias dialog box where you can enter a unique display
name for the contact.
• Click Verify Identity... to go through the steps of verifying a contact's identity.
3. Click Done.
Hiding a contact
Groove contacts may sometimes become obsolete for a variety of reasons. If you have obsolete contacts,
you can hide them so that they're no longer listed in drop-down menus that show contacts.
1. Select Options-Contact Manager.

2. Select the contact(s) you want to hide.
3. Click Hide to place the selected contacts in the Hidden Contacts list.
4. Click OK.
Note: Hiding a contact will not automatically resolve an associated name conflict. If a contact you want to
hide appears as a name conflict, see Resolving name conflicts for information.
Viewing diagnostic information about contacts
You can view the diagnostic information for selected contacts. You may occasionally need to see this
information for technical support purposes. If you need to send diagnostic information to a support
technician, you can copy and paste the information in the Diagnostics dialog box into an email.
1. Select Options-Contact Manager.

2. Select the contact you want.
3. Click Diagnostics.
To copy information from the Contacts pane, right-click and select Select All, then right-click and
select Copy.
To copy information from the Awareness or Network Diagnostics panes, click Copy to Clipboard.
4. Click OK.
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Chapter 20. Setting Preferences
About Groove accounts and identities
To use Groove, you must have an account and at least one identity in your account.
About Groove accounts
A Groove account is a file stored on your computer that contains the following types of information:
• Your Groove identity or identities, and the cryptographic "private keys" that define them.
• Other cryptographic information, such as a "master key" for protecting your workspaces.
• The devices on which you run Groove.
• References to the workspaces in which you are a member.
• Information about the contacts you communicate with.
You take measures to secure access to your account either by setting a log-in password or via a certificate
stored on a smartcard. When you log in to Groove, your password or certificate decrypts your account file
so that you can access the information in it and thereby assume your Groove identities.
Functionally, a Groove account works much like a Groove workspace, in the sense that you can "share"
the same account (and access to the workspaces stored with the account) across multiple computers.
About Groove identities
A Groove identity is the "electronic presence" by which other Groove users recognize and interact with
you. An identity can be associated with only one Groove account; it cannot be added to other accounts.
However, as noted in the previous section, you can add the same Groove account to other computers.
Unless you're restricted by policies set by your Groove administrator in a workplace or organization, you
can create multiple identities in your account. This allows you to interact with people using different
personas. For example, you might be "Jane Green" when using Groove for business activities, but
something more familiar such as "JaneG" when using Groove with friends and family. Additional display
names can be whatever you choose, although it is more useful to choose names that make sense in each
context.
Each identity you create is associated with a Contact file that provides identifying information about the
identity. You may supply whatever information you wish in your Contact file (at a minimum, each identity
must have a name and a valid e-mail address). Thus, different Groove users may learn different
information about you depending on which identity they see associated with you. For example, you might
provide only a business address for the identity you use for business activities, but provide your home
address for the identity you use with friends and family.
Default identity
Every account has a default identity. When you create your Groove account, your initial identity (your
account name) is your default identity. You can change your default identity.
Managing Identities
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To manage your identity, select Options-Preferences and click the Identities tab in the Preferences dialog
box.
Adding an identity to an account
You can add new identities to your account so that you can interact with other Groove users in a manner
that reflects your relationship with them. New identities you add supplement rather than replace any
existing identities. For example, you might use a "professional" identity with work colleagues, but use a
less formal identity with friends and family.
Adding a new identity is like creating a new contact for yourself. Each new identity has its own unique
contact information that you can share with other selected Groove users. When you create a message, or
create a new workspace, you can decide which identity to use for each.
Note: Your Groove administrator may have set policies for your account that restrict you from adding new
identities.
To add a new identity to an account:

2. Click New Identity.
3. Fill out the New Identity form to provide the information Groove users will see when they look at
your contact information.
At minimum, you must add valid entries in the "Full Name" field and the "Email" field on either the
Business or Personal tabs. The "Full Name" can include any characters except for the following:
{}=/;. The "Email" field must contain a valid e-mail address.
For the remaining fields, provide any information you think other Groove users will find useful or
that you feel comfortable sharing.
4. Click OK.
5. Optional. Select options for sharing the new identity with other Groove users. You can:
• List the new identity in directories

• Send the identity with an email
• Export the identity
Setting a default identity
If you create one or more new identities, you can set any of these identities as your new default identity.
Otherwise, your default identity is the identity that Groove created when you created your Groove
account. Your default identity is pre-selected when you create new messages or invitations to a
workspace.

2. Select the identity you want to set as the default identity from the Identities drop-down menu.
3. Click Set as Default.
Viewing or editing an identity
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Setting Preferences
You can view or edit the information associated with your Groove identity. This is the contact information
other Groove users see when they view your Groove contact. Providing detailed contact information helps
others distinguish you from other Groove users who have the same display name. For example, if your
contact display name is "Ann Beebe," you may want to ensure that other Groove users know you're "Ann
Beebe from Seattle" instead of "Ann Beebe from Glasgow."
Note: Policies applied to your computer or Groove account may prohibit you from editing your identity. For
more information, see you Groove administrator.
To view or edit your contact information:

2. Select the identity for which you want to edit contact information from the Identities drop-down
menu.
All information currently entered for the selected identity displays in the dialog box.
3. Click Edit to open the Edit Identity dialog box.

4. Add or change information in the edit fields on the Business and Personal tabs.
5. When done editing, click OK.
Listing your contact in directories
When you configure your Groove account, you see an option for listing your contact in the Groove Public
Directory. The default setting is "No Listing." You can change this setting at any time in your account
preferences. Listing you contact in the Public Groove Directory makes it easier for other Groove users to
find you and start Groove activities with you.
If your computer is connected to a local area network (LAN), your contact is automatically listed in your
LAN directory.
The contact information you show in these directories depends on which fields you fill out in the Edit
Identity dialog box associated with the contact identity. Additionally, you can opt to display only the
Identity display name, or all contact information you provide.
Changing how you list your contact
To change how you list your contact information in directories, do the following:
1. Select Options-Preferences and select the Identities tab.

2. Select the identity you want change from the drop-down menu.
3. Select the listing options you want from the directory drop-down menus.
When you make your selection, an alert displays to confirm your action. Note that any subsequent
changes you make to the identity information are immediately synchronized for all Groove users
who have your contact in their contact list or workspaces.
Removing your contact from the Groove Public Directory
To remove your contact from the Groove Public Directory:
1. Select Options-Preferences and select the Identities tab.

2. Select the identity you want to remove from the Groove Public Directory
3. Select No Listing from the drop-down menu.
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Setting preference for showing your online presence
You can set preferences for showing your online presence to other Groove users. The options you choose
affect the status icons that display next to your name in any Groove contact list. For example, you can
"hide" your online presence and thus appear to be offline to other Groove users.
1. Select Options-Preferences, and click the Options tab.

2. To hide your online presence, uncheck Everyone, and then uncheck one or both of the other
options.
Saving your contact as a file
You can save your contact as a file for the purpose of making it available to other Groove users. For
example, you might send the saved contact file as an attachment in an e-mail, place it in a Files tool in
another Groove workspace, or place it on a file server. Note that Groove provides an automated feature
for sending your contact to other people.

2. Select the contact identity you want to save from the Identities drop-down menu.
3. Click Save this Contact as File....
4. Do the following in the Save Contact Info As... dialog box:
• Enter a file name (or accept the default).

• Select a destination directory.
5. Click Save.
Deleting an identity
For a variety of reasons, you may decide to delete an identity you have in your Groove account. Keep in
mind that deleting an identity also has the following results:
• All workspaces and messages associated with that identity are also deleted. Thus, you will no
longer see any of the identity's workspaces or messages in the Launchbar, Workspace List, or
Message History.
• If the identity you delete is your account's default identity, Groove selects another identity as the
new default.
Note: You cannot delete the last identity in your Groove account.
To delete an identity:

2. Select the identity you want to delete from the Identities drop-down menu.
3. Click Delete.
4. Click Yes to confirm the action.
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Setting Preferences
Managing your Account
• To manage your account, select Options-Preferences and click the Account tab.
About log-in passwords
It's strongly recommended that you strengthen the security of your Groove account by setting a log-in
password. You can set a log-in password either when you initially set up your groove account, or any time
later.
Selecting a strong password
To select a strong password, use a word or combination of words and characters that you yourself can
easily memorize and type, but that others will be unable to guess. For the strongest possible security, use
8-10 random words (not merely random characters).
Note: The log-in password you set applies only to the Groove account you're using on that computer. You
must set passwords separately on each computer on which you add your Groove account. You can set the
same password on each computer, or set different passwords.
About entering a password hint
Keep in mind that password hints are only intended to remind you of your password. For security reasons,
it will never reveal the actual password. An effective hint will remind you (and only you) of your password.
It should not enable others to guess your password.
About remembering your password
You may see an option to "remember" your password. If you don't see this option it means that a device
policy for your account does not allow this action. See your Groove administrator for more information.
If you select this option, you (or anyone else) can log in to Groove without entering your log-in password.
Use this option only if you're sure that no unauthorized people have access to your computer.
About recovering a forgotten password
If you forget your password, and if your password hint (if you set one) doesn't help you remember it, you
can run the Password Reset process in order to obtain a new password.
Changing or resetting a log-in password or smart card log-in certificate
Depending on your installation type, you're prompted to set a log-in password or select a smart card log-
in certificate during the account configuration process.
Changing your log-in password
If you log in using a password, you can change it as follows.
1. Select Options-Preferences and click the Account tab.

2. Click Change Password, fill in the password and hint fields in the dialog box, and click OK.
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3. Check Remember password if you want to log in to your account later without typing your
password.
This option may not be available according to device policies set for your account. See your Groove
administrator for more information.
4. Check Enable password reset if you want to be able to request a new password (or smart card
certificate) from your Groove administrator.
This option may not appear depending on how your account is governed by device or identity
policies as set by your workplace. If this option is unchecked (or if this option is not available), you
may still be able to reset a log-in password (or reset a smart card certificate) as described in the
section below.
5. Click OK.
Resetting your log-in password or smart card certificate
For security reasons, Groove does not provide features for recovering a forgotten password or a smart
card certificate (if you've lost your smart card). However, Groove does provide one or more of the
following features to assist you in case you've forgotten your password or need a new smart card
certificate:
• For passwords, you can set a hint to remind you of your password. For security reasons, it will
never reveal the actual password. An effective hint will remind you (and only you) of your
password. It should not enable others to guess your password.
• Depending on device or identity policies set for your account, you may be able to run the
Password Reset or the Smart Card Certificate Reset process from the account login window.
Running the password reset process
1. In the Groove log-in window, click the Forgot your password? link.
If you set a password hint, the Password Hint dialog box opens and displays it. If the password
hint reminds you successfully, click OK and proceed with the login.
2. If the password hint doesn't help you remember your password, click Reset Password.
Note: If you don't see this option, contact your Groove administrator.
Depending on your account type, you see one of the following results:
• Groove displays a prompt telling you that a new temporary password has been sent to
your e-mail address.
Note: If you have more than one e-mail address registered with your account (for example,
different e-mail addresses registered with different identities), Groove displays a prompt
asking you to select which e-mail address you want to receive the new temporary password.
• Groove displays a Reset Password dialog box that lists a password reset access code.
Your Groove administrator may ask you to verify the password reset access code before
resetting your password. Keep the password Reset window open so that you'll be able to
supply this information.
3. If you get the Reset Password option, click Request Reset when your Groove administrator tells
you to do so.
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Setting Preferences
4. When the Request Password Reset window appears, follow the instructions to enter and confirm a
new password, and click OK.
If your password meets the requirements set by your Groove administrator, you'll be logged into
your Groove account.
Running the Smart Card Login Reset process
1. In the Groove log-in window, click the Request Smart Card Login Reset link.
Note: If you don't see this option, contact your Groove administrator.
2. Depending on your account type, you see one of the following results:
• Groove displays a prompt telling you that a new temporary password has been sent to
your e-mail address. Once you log in using the temporary password, a Change Password
dialog box displays with options for selecting smart card certificates.
Note: If you have more than one e-mail address registered with your account (for example,
different e-mail addresses registered with different identities), Groove displays a prompt
asking you to select which e-mail address you want to receive the new temporary password.
• Groove displays a Request Smart Card Login Reset dialog box that lists a smart card
login reset access code. Your Groove administrator may ask you to verify the smart card
login reset access code issuing you a new certificate. Keep the Request Smart Card Login
Reset window open so that you will be able to supply this information.
3. If you get the Request Smart Card Login Reset option, click Request Reset when your Groove
administrator tells you to do so.
4. Select new certificates when prompted and click Finish.
Switching to a smart card (or to a password) login
If you're currently logging into Groove using a password, but you've obtained a smart card setup and wish
to begin logging in via a smart card, do the following:
1. Select Options-Preferences and click the Account tab.

2. Click Change Password.
3. In the Change Password dialog box, click Use a Smart Card.
4. Select a Signing Certificate and Encryption Certificate and click OK.
Similarly, if you're currently logging in via a smart card and wish to switch to password login, open the
Change Password Dialog box, select Use a Password, enter the password and hint information when
prompted, and click OK.
Setting startup, messaging, and other preferences
Select Options-Preferences and select the Options tab to set account preferences for:
• Startup
• Messenger integration
• Email
• Restricting messages from unknown contacts
• Virus scanning
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• Showing your online presence
Groove startup options
To automatically start up Groove whenever you start up your system, check Launch Groove when
Windows starts up.
Messenger integration
To integrate Messenger contacts with your Groove contacts, check Integrate messenger contacts. This
option is enabled by default unless a management policy is set to disable it. Messenger integration enables
the following features:
• The first time you start up Groove after a new or upgrade installation, Groove prompts you to
add all users from your Messenger contact list to your Groove contact list. You can click the
Advanced button to selectively add Messenger contacts.
• You can view awareness information for Messenger users who are in your Groove contact list.
• You can start Messenger activities with Messenger users in your Groove contact list.
• You can invite your Messenger contacts to join a Groove workspace, even if they are not also
Groove users.
Launchbar startup options
You can set the Launchbar to automatically open when you startup Groove, and to always display on top
of other application windows.
1. Select Launchbar under Application Settings.

2. Click Settings.
3. Check the options you want and click OK.
Workspace Explorer startup options
You can set Workspace Explorer to automatically open when you startup Groove. Additionally, you can set
options for how to open windows when you open a workspace, as well as options for showing a Contacts
list in the menu bar and showing all workspace types in the Workspace List.
1. Select Workspace Explorer under Application Settings.

2. Click Settings.
3. Select an option for opening new windows from the drop-down menu.
4. Check the other options you want click OK.
Email options
Check "Send email invitations using Microsoft Outlook" if you want Groove to always use this email
program for creating and sending invitations initiated from Groove. For example, if you check this option,
Groove will open and use Outlook when you send a workspace invitation.
Setting folder synchronization preferences
You can synchronize your Internet Explorer Favorites across all computers on which you have your
account.
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Setting Preferences
1. Select Options-Preferences and click the Synchronization tab.

2. Check Internet Explorer Favorites.
3. Click Apply.
You can also check the option to create shortcuts to your file sharing workspaces in "My Documents".
Using your account on another computer
You can add your account to other computers on which the Groove software is installed, and your
workspaces will be synchronized across your computers. As a guideline, it's strongly recommended that
you add your account to no more than 5 computers.
Note: Your Groove administrator may have set policies for your account that restrict you from adding it to
other computers.
To add your account to another computer, you must do the following tasks:
• Save your account file, and make it available for use on the other computer.
• Run the account configuration wizard on the other computer, and select the saved account file.
Saving your account file
When you save your account file, you can opt to send it automatically to yourself as a file attachment in
an email, or save it to disk locally for copying to other computers.
1. Select File-Use Account on Another Computer.

2. Follow the instructions for saving your account to a file.
3. Click OK.
Adding your account on another computer via a saved account file
Once you've saved your account file and made the file available on another computer, you can use the
Account Configuration Wizard to add your account on the other computer.
1. Install and start Groove.

2. In the Account Configuration Wizard, select Use a Groove Account you have already created.
3. Click Add My Account.
4. Select an option for adding your account.
• Click I saved my account to a file if you have local access to your account file. Click the
Browse button, navigate to the location where you placed the saved account file and click
Open.
• Click I e-mailed my account file to myself if the saved account file is in your e-mail
program's inbox. If this is the case, click Finish, go to your email, and double-click the .grv
file attached to the e-mail.
The Groove Login window should now display allowing you to log in to your account. Once you log in, you
can proceed to download your workspace data.
Managing a Groove account on multiple computers
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You can see a list of the computers on which you're synchronizing your Groove account, as well as the
status of your account on each computer. To see this information, select Options-Preferences, and click
the Account tab. You can do the following account management tasks:
• Rename any computer that contains your Groove account.

• Remove a computer with a synchronization alert from the list.
• Resolve synchronization problems.
Renaming a computer
Groove lists the names of the computers on which you have your account. You can change the names
listed for these computers. New names will display in this window for all computers that contain your
Groove account.
To rename a computer in the list:
1. Select the computer and click Rename Computer....

2. Enter a new name and click OK.
Removing a computer with a synchronization alert
If a computer that contains your account displays a synchronization alert, this means that your workspace
data on that computer is no longer being synchronized. In this case, the best course of action is to remove
the computer, and then take steps for adding your account to another computer (if you still want to use
your account on this computer).
To remove a computer, select it in the list and click Remove.
Resolving synchronization problems
If you add your Groove account to multiple computers, Groove synchronizes your workspace data
provided that you go online on all computers with reasonable frequency (at minimum, about once every
three weeks). If you're offline on any one of the computers synchronizing your account for an excessive
period of time, Groove stops synchronizing data for this computer, and posts a synchronization alert.
Do the following if you see a synchronization alert:
1. Delete the unsynchronized copy of the account from the computer where it resides.
2. Run the process for using an existing account on another computer to re-add the deleted
account.
Saving a Groove account as a backup copy
To guard against losing your account and access to your workspaces in case of disk failure or other
computer problems, you can save your Groove account so it can be restored later.
You can also use a saved account file to add your account on another computer.
When you save your Groove account, information about your preferences, settings, contacts, and
workspaces is stored in a file. You can place this file in a location where you can reliably retrieve it later,
such as a network file server.
Saving your account does NOT also back up your workspace data. You'll need to download the data in
your workspaces later: either from another computer on which you have the same account, or from other
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Setting Preferences
members of your workspaces. You cannot download data for a workspace if you're its only member and if
you do not have the workspace on another computer that has your account on it.
To save your Groove account as a backup copy:
1. Select Options-Preferences.
2. Click the Account tab.
3. Click Save.
4. In the Save Account As dialog box, select the location in which to save your account file.
5. Click Save.
Restoring a Groove account from a backup copy
Restoring an account gives you a reference list of your workspaces in the Launchbar or Workspaces menu.
You must download the content data for your workspaces from another computer that has your account,
or from other workspace members.
To restore an account from a backup copy run the Account Configuration Wizard.
1. Start Groove.
2. Click the Groove icon in your task bar and select New Account.
3. Click Use a Groove Account you have already created, and click Next.
4. Click Restore My Account.
5. Click I saved my account to a file.
6. Click Browse.
7. Find and select the account backup file (for example, myaccountfile.grv).
8. Click Open.
The account is added and the Launchbar opens. You can now proceed to download your workspace
data.
Deleting a Groove account
To delete an account:
1. Select Options-Preferences, and select the Account tab.

2. Click Delete.
Groove asks you to confirm that you really want to delete this account. Click Yes to confirm. The
account is immediately deleted from this computer.
Note: The account will NOT be automatically deleted from other computers on which you have the
account.
Managing Alerts
Setting preferences for alerts
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You can adjust the default setting for how Groove notifies you about unread information in new
workspaces you create. You can override this setting later in any individual workspace, tool, or folder or
file in a Files tool or file sharing workspace.
1. Select Options-Preferences and select the Alerts tab.

2. Select the number of days you want for Automatic Alert Removal from the drop-down menu.
If you receive a large number of unread alerts, you may want to set a shorter number days after
which they're automatically removed.
4. Click Apply.
Click Restore Default to restore Groove alert settings to their system defaults.
Setting Security Options
To set security options for a selected identity, select Options-Preferences and click the Security tab in the
Preferences dialog box. You can:
• View the digital fingerprint for an identity

• Select or view communication policies associated with an identity
• Set file restrictions for an identity
• Set workspace version restrictions for an identity
Viewing the digital fingerprint for your identity
Groove assigns a unique "digital fingerprint" to each identity you create in your account. A digital
fingerprint appears as a long, random looking string of letters and numbers (with punctuation marks for
readability). Other Groove users may ask you to tell them your digital fingerprint in order to verify your
identity before they share information with you. You can also use digital fingerprints to verify the identities
of other Groove users.
To see the digital fingerprint associated with any of your Groove identities:
1. Select Options-Preferences and select the Security tab.

2. If necessary, select the identity you want from the drop-down menu to display its associated
Digital Fingerprint.
If you have only one identity in your account, which is typical, you won't see a drop-down menu.
Setting communication policies for an identity
Communication policies help you verify the identities of the people you communicate with using Groove.
For example, policies can signal Groove to warn you before you communicate with people who don't have
the required verification, or simply disallow communication in this case.
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Setting Preferences
Note: An administrator may have already set fixed communication policies for your identity.
To set communication policies for an identity, if allowed, do the following:
1. Select Options-Preferences, and click the Security tab.

2. If necessary, select the identity you want from the drop-down menu.
3. Select the communication policy you want and click OK.
The table below describes the communication policy options:
Communication policy Result

Allow me to communicate with: Any Groove issues no warnings or restrictions regardless
contact without warning or of your contacts' verification status.
restriction (default).
Allow me to communicate with: Any Groove issues a warning before you communicate with
contact but warn me when any contact who does not satisfy the verification
communicating with contacts who requirements. The warning displays in the Contact
are not verified or certified. Verification Alert dialog box, which provides an option
for verifying these users.
Allow me to communicate with: Groove prohibits communication with any contact who
Only contacts who are certified by does satisfy the verification requirements. In this
my administrator. case, all contacts you interact with must be certified
by a Groove administrator.
Restricting workspace versions
You can select an option that applies the following workspace version restrictions:
• You can only create workspaces that can be used in the current or a later version of Groove.
• You can only be invited to workspaces that were created in the current or a later version or
Groove.
You might enable this option if you want to ensure that you use only the most current and secure Groove
tools.
Note: Policies applied to your identity may prevent you from changing the current setting of this option.
For more information, see your Groove administrator.
Blocking restricted file types
For security purposes, you can enforce restricting certain types of files from Groove Files tools or as
attachments in other tools such as Discussion or messages. The types of allowed file types are the same
as those specified in Microsoft Office as "safe for sharing".
Note: Management policies may not allow you to disable this option.
1. Select Options-Preferences and select the Security tab.

2. Check Block restricted file types.
To see a list of the restricted file types, click View restricted types.
3. Click OK.
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Restricting messages from unknown contacts
You can select options for restricting the delivery of Groove messages from other Groove users. You might
do this if you want to restrict the Groove messages you receive to only known Groove contacts, that is,
contacts who are either in your contact list, verified by you or your administrator, or members of at least
one of your workspaces. Enable this feature only if you are receiving a disruptive number of unwanted
messages from unknown contacts.
To restrict messages:
1. Select Options-Preferences and select the Options tab.

2. Check Discard Groove messages from unknown contacts.
3. Click OK.
Cautions related to this feature
Please note the following cautions related to this feature:
• Messages from contacts who don't match any of the criteria described above will be discarded
and cannot be recovered.
• If you send a Groove invitation via email to restricted people, they will be unable to receive the
workspace because you will be unable to receive the "Acceptance Confirmation" message that is
automatically sent on acceptance of email invitations.
This issue similarly applies to saved invitation files you make available, and that might be opened
and accepted by restricted people.
• If you use your account on more than one computer and you enable this feature, it is strongly
recommended that you download all workspace content on all of your computers. This will ensure
that all computers maintain the same lists of known and verified contacts.
Recommendations
Given the risks of data loss described in the previous section, use of this feature is intended only as a
temporary measure for users who are deluged with unwanted messages from unknown contacts. The
following course of action is recommended as a more permanent remedy: Add a new identity in your
account, migrate your existing workspaces to the new identity by sending workspace invitations to the
new identity, and then delete the identity receiving the unwanted messages. If workspace permissions do
not allow you to send invitations to some of your workspaces, ask other members of the workspace to
send the invitation to the new identity.
Scanning files for viruses
You can enable a security option in your preferences so that all incoming and outgoing files in Groove are
scanned to protect against viruses.
Groove's virus scanning feature is supported if you're running Norton AntiVirus Personal Edition 2002 or
higher. Other anti-virus software applications may also support this feature, but have not yet been tested.
Note: The virus scanning feature is not supported if you're running Norton AV Corporate Edition or Sophos
Anti-Virus.
1. Select Options-Preferences and select the Options tab.

2. Check Scan incoming and outgoing files for viruses.
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Setting Preferences
217
Chapter 21. Managing Groove Communications
Select Options-Communications Manager to display the Communications Manager dialog box. Here you
can do any of the following:
• View the data exchange activity for your workspaces, messages, and invitations.
• Pause the data transfer for a selected workspace or activity, or for all workspaces and activities
at once.
• Set Groove to work offline.
• View or update network settings.
Tip: You can also click the status bar on the Workspaces tab of the Launchbar or the Groove Workspace
Explorer to pop up a communications panel. The Launchbar communications pop-up menu includes file
sharing workspaces as well as other Groove workspaces.
Viewing Groove communications
The Communications Manager reports on the overall communications status, as well as the
communications status of individual workspaces and other activities such as messages and invitations.
Data counters at the top of the dialog box track amount of data you're currently transmitting and
receiving. A status message (to the left of the data counters) reports on the current state of
communications. The following table describes the status messages you might see.
Communication Status Meaning

Communicating Normally You are working online and no communications activities are paused.
Communicating Normally (some You are working online, but you paused at least one communication
activities paused) activity.
Working Offline (since mm/dd/yy, You are working offline. The time indication lets you know how long
hh:mm) you have been in this state.
Preparing to Work Offline... You are transitioning from working online to working offline.
Preparing to Work Online... You are transitioning from working offline to working online.
Unable to communicate (since Groove cannot detect a local IP address. The time indication lets you
mm/dd/yy, hh:mm) know how long you have been in this state.
Not communicating (since All attempts at communicating have failed. The time indication lets
mm/dd/yy, hh:mm) you know how long you have been in this state.
Viewing Groove communications by workspace or activity
In the Activity table, the Communications Manager provides status information about your workspaces,
messages and invitations, and about other accounts you might have on this computer.
The table below lists the activities and the status messages you might see.
Activity Status
Synchronizing "workspace Idle-Groove is waiting to send/receive data for the workspace.

Name"
<Data> left to transmit; <Data> left to receive-the amount of data Groove is
currently sending or receiving for the workspace.
Merging changes-Groove is assimilating data into the workspace.
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Managing Groove Communications
Paused: The workspace is currently paused.
Paused: <Data> left to transmit; <Data> left to receive-You paused the

workspace with data left to send or receive.
Sending"workspace Data> left to transmit-Groove is sending the workspace and has data left to
name(s)" transmit.
Paused: <Data> left to transmit-You paused the workspace as it was sending

and has data left to transmit.
Receiving "workspace <Data> left to receive-Groove is installing the workspace and has data left to
name(s)" receive.
Paused: Data> left to receive-You paused the workspace as it was installing

and has data left to receive.
Messages and invitations Idle-Groove is waiting to send/receive messages or invitations.
<Data> left to transmit; <Data> left to receive-The amount of message or

invitation data Groove is currently sending or receiving.
Paused-The messaging feature is currently paused.
Paused: < Data> left to transmit; <Data> left to receive-You paused the
messaging feature with data left to send or receive.
Miscellaneous <Data> left to transmit; <Data> left to receive-The amount of data being sent
communications or received outside of workspaces and messaging activities.
Pausing communications
You can pause communications for a selected workspace or for messages and invitations. You might want
to do this if want to postpone sending or receiving large quantities of data.
To pause communications for a workspace or activity, uncheck its checkbox. The status message for the
workspace or activity changes to "Paused." To resume communications, re-check the checkbox.
You can also click Pause All to pause communications for all workspaces and message activity at once.
This feature is most useful if you have a large number or workspaces, and you'd like to pause
communication for all but one (or a few) of them. In that case, you can select Pause All and then resume
communications for only selected workspaces.
Tip: You can also pause communications for a workspace by selecting it in a workspace list and selecting
Options-Pause Communications. You can pause or resume communications for all workspaces by selecting
Options-Pause All Communications or Options-Resume All Communications.
If you pause a workspace or communication activity, you will still receive incoming data if Groove clients
are communicating via static IP address mode and:
• Another member of the workspace you paused is running an earlier version of Groove.
• A contact running an earlier version of Groove sends you a message or invitation.
Note: If Groove clients communicate through a relay server and you pause a workspace or communication
activity, you will not receive incoming data.
Working offline
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Working offline suspends all Groove data communications, and displays your online status as "offline" to
other Groove users.
Working offline is most useful when you want to just work locally, and when you prefer that others view
you as temporarily unavailable.
To start working offline, click Work Offline. The Groove icon in the Windows notification area changes to
look like this: .
To resume working online, click Work Online.
Responding to alerts
Groove displays alerts to notify you about new messages or invitations, and (depending on current tool or
workspace property settings for alerts) unread information in a workspace or workspace tool. Groove also
displays alerts to track the status of messages you've sent and workspace invitations you've sent or
accepted.
Click the alert text to go to the associated information. For example, click the text in a new message alert
to open the message. For alerts that only provide status information, click the alert text to close the alert.
You can also right-click an alert to see the menu options described below:
• For a message alert, select Open or Delete.
• For an invitation alert, select Open, Delete, or Decline.
If you decline an invitation, the sender receives an alert to notify them that you've declined their
invitation.
• For an unread information alert, select Open to go to the tool that contains the unread
information, or select Dismiss to simply close the alert.
• For alerts that track the status of messages or invitations, select Stop Tracking to close these
alerts permanently.
Suppressing alerts
You can prevent Groove from showing alerts. This is useful if you're receiving a high volume of alerts and
are finding it distracting.
To suppress alerts, select Options-Suppress Alerts. The Groove icon in the Windows notification area
changes to indicate that alerts are currently suppressed:
You'll still receive data (such as new messages and invitations) while alerts are suppressed, except that
the alert indicator will simply blink above the Groove icon in the Windows notification area, and no alerts
will display.
To resume showing alerts, select Options-Show Alerts.
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Managing Groove Communications
Viewing and modifying advanced network settings
You can view the network settings and diagnostic information for the identities in your Groove account
from the Communications Manager. You may occasionally need to see this information for technical
support purposes. You can also switch your network address between an automatic (a device URL
assigned automatically for your computer) and static (a device URL you specify).
Displaying your settings
To display and copy the network settings used by your identity to communicate with other Groove users:
1. Select Options-Communications Manager.

2. Click Network Settings.
The Advanced Network Settings dialog box displays the network settings for the selected identity.
To view the network settings for another identity, select it from the drop-down menu.
3. Click Copy to Clipboard to copy all of the list of network settings so you can paste them into
another application.
4. Click OK.
Modifying your network address
The Advanced Network Settings dialog box also allows you to modify the network address of your
computer.
1. Select the setting Network address for <Computer Name> (This Computer) and click Modify.
2. Select Automatic (default) or Static. If you select static, enter the new address in the space
provided.
Note: if you select static, all your devices must use a static IP address.
3. Click OK.
Groove validates the static address and warns you if it is invalid. If the address is valid, the list of
devices in the Advanced Network Settings dialog will be refreshed to reflect you change.
4. Click OK.
If you decide to switch to an automatic IP address, Groove removes the static IP address, restores the
presence devices for the computer, and restores the previous relay server information.
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Microsoft Office Groove 2007 Glossary
acceptance confirmation
A security feature that pauses the workspace invitation process to let you verify an invitee's
identity before sending the workspace.
account
An account is a file stored on your computer that contains your Groove identity or identities and
the cryptographic "private keys" that define them, the computer systems on which you run
Groove, references to the workspaces in which you are a member, and information about the
people you communicate with.
alerts
Notifications that appear at the lower, right corner of the screen for a few seconds. Alerts inform
you of a variety of events taking place in Groove such as delivering or receiving messages and
invitations. You can redisplay alerts by point at the Groove icon in the Windows notification area.
alias
A name you give a contact in order to distinguish it when two or more contacts have the same
name.
audio tuner
Wizard that helps you adjust your speaker and microphone settings so you can use Groove's
audio features most effectively.
binary files store
Groove stores data for workspaces in local databases. Some of this data, specifically files in the
Files tool, Pictures tool, or Discussion tool (where entries contain file attachments), is stored as
binary files on disk. Groove stores all such files in a single disk location called the binary files
store. The binary file store provides efficient file management, allowing unneeded files to be
deleted as soon as possible.
bot
An automated agent that acts as a proxy member in a workspace, under the context of a unique
identity that performs specific functions related to the role assigned.
bot server
A bot server is like a bot, except that it runs on its own machine and interacts with other bots
that are in a workspace to perform automated tasks. Bot servers can also connect to external
systems using data that a Groove user would not need.
certificate
Term used in security contexts to mean a data structure that contains a public key and
identifying information for a domain, device or identity, which is digitally signed with the private
key of the CA which issued it.
certificate authority (CA)
Term used in security contexts to mean an entity which creates and assigns certificates. In a
managed Groove environment, the management server can be the certificate authority.
certification
Term used in security contexts to mean the deployment and assignment of public keys by a
certification authority (CA) to a domain, device, identity. In a managed Groove environment, the
management server can be the certification authority.
chat
Way of doing instant communicating in Groove. Groove supports text- and audio-chatting.
conference mode
A Groove audio-chat feature that allows all members who enable it to talk at the same time.
When disabled, only one member at a time can use the audio-chat feature to talk to other
workspace members.
default identity
The user identity assumed for all subsequent workspaces (those created after the default is set).
When a user creates an account using the account configuration code provided by their domain
administrator, that identity becomes the default identity for workspaces that the user creates
from then on. Depending on management and device policies, users may be able to create
another identity in their accounts and set this as their default identity.
device
A device is a client (user) computer that is running Groove. Devices are automatically associated
with users during the initial Groove installation. Administrators can manage these devices by
applying a registry setting (a pointer to the domain) to the devices. This makes the devices part
of a management domain. Once devices are registered with a domain, administrators can
manage Groove use on these devices by setting device policies, for example, to control password
creation or regulate Groove component downloads on these devices.
222
Glossary
digital fingerprint
A long, random-looking string of letters and numbers (with punctuation marks for readability)
that are used to verify the real world identities of Groove contacts you see in workspaces and
contact lists.
domain member
A Groove user who creates an account identity using a specific account configuration code
provided to them by a Groove domain administrator. This Groove identity is subject to
management policies applied to this domain. Domain members gain access to domain licenses,
subject to domain policies, and are directed to domain relay servers (if registered on the
management server).
file conflict
An error condition in which two workspace members edit and save the same file. For example, if
two workspace members simultaneously edit and save the same file in a Files tool, this will result
in a file conflict. In this case, the member who attempts to save the file last is prompted to save
it in a new "conflict" version of the file.
firewall
A computer or application that prevents unauthorized access to private data (as on a company's
local area network or intranet) by outside computer users.
GDK
Groove Development Kit. A software development kit for the Groove client with various API's,
code samples, instructions, and other information for writing tools for the Groove platform.
Groove Manager
A Web-based application, available as a component of the Microsoft Office Groove Server or as a
service via Groove Enterprise Services, that provides a centralized environment for managing
Groove use in an enterprise. The application resides on an IIS server supported by a SQL server.
With an onsite Groove Manager, server administrators can install, configure, and monitor the
server, as well as manage Groove users, set user identity and device policies, assign Groove
Relay servers, and monitor Groove usage.
identity
A Groove identity is the "digital persona" by which other Groove users recognize and interact with
you.
invitation
The way you ask others to join a workspace and become a workspace member.
Known Groove contacts
The aggregate list of all people you interact with via Groove. This includes all Groove users you
have added to your contact list, plus all Groove users who are members of any of your
workspaces or with whom have sent or received any Groove message.
LAN (local area network)
A data communications network that is geographically limited (typically to a 1 km radius)
allowing easy interconnection of terminals, microprocessors, and computers within adjacent
buildings.
LAN DPP (local area network device presence protocol)
A UDP message broadcast on a LAN to establish awareness (announce presence). LAN DPP is
used when there are multiple Groove clients on the same subnet of a LAN. DPP determines the
presence or absence of clients on the network for making connections.
management domain
A management domain is the topmost manageable entity on a Groove Manager. Each
management domain contains a collection of member groups, identity policy templates, device
policy templates, and relay server sets. A Groove Manager may contain multiple management
domains, and an administrator may only have access to specific domains.
member
A Groove user who belongs to a workspace.
member pane
Pane in the Groove Workspace Explorer that lists all members of a workspace and their current
status.
multiple computers option
This option allows users to install and use their Groove account from more than one location
(device).
name conflict
Term used when two or more contacts have identical display names. Display names are
considered identical if they match exactly after removing all non-alphanumeric characters,
leading, trailing, and multiple embedded spaces, and converting the name to lowercase text.
one-to-all mode
A Groove audio-chat in which the current speaker has first broadcasting privileges. Workspace
members can start talking while another member talks, but their voice entries will be delayed
223
until the current speaker finishes. There is no menu option for One to all mode. This is the
standard audio-chat mode unless you enable Conference mode.
password
The word or (preferably) set of words you use to cryptographically protect your account file.
permissions
Permissions provide access to specific Groove features such as inviting contacts to a workspace,
adding or deleting tools to or from a workspace, as well as access to specific activities within
workspace tools.
policy
A rule applied to all managed identities in a domain or group, or to all managed devices in a
domain or group. Restricting publication of managed identity contact information is an example of
an identity policy. Restricting downloads of Groove components on managed devices to a specific
source (such as a specified onsite server) is an example of a device policy.
private key
One half of a key pair, kept private by the owner and used in conjunction with a matched public
key. This strictly private key is used to decrypt messages that have been encrypted by a public
key.
provisioning server
New Groove account identities for unmanaged users are automatically connected to a
provisioning server for the purpose of assigning a contact record and allowing the user to publish
this contact in a global directory. The provisioning server also automatically assigns other
network settings for the account identity such as a Relay Server URL.
public key
One half of a key pair, used to verify signatures created with a matched private key and to
encrypt messages which can only be decrypted using the matched private key. This publicly-
listed key is associated with a user or device and is available to other users and devices for
sending encrypted messages to the public key owner. The public key owner then uses a private
key to decrypt the message. A public key is usually stored in a certificate (.cer) file along with
other identifying information.
purge
The act of clearing the Groove "delta" log by suspending members of a workspace. You may need
to do this if one or more members do not log into their Groove accounts to receive updates for an
extended period of time, thus causing the delta log to exceed acceptable limits.
relay server
A relay server is the computer that provides the "store-and-forward" system described in the
next entry.
relay service
A "store-and-forward" system that manages the transmission of Groove-related content when
Groove users are not all online at the same time.
role
The assigned level of permissions a member has in a workspace. In Groove there are three roles:
Manager, Participant, and Guest.
spoofing
A technique used to gain unauthorized access to computers, where a person is able to fake
another's identity.
subnet
A portion of a network, which may be a physically independent network segment, and which
shares a network address with other portions of the network and is distinguished by a subnet
number.
suspended member
A workspace member for whom updates to workspace content are no longer being synchronized.
This member must receive and accept a new invitation to the workspace in order to resume
seeing synchronized content. See also "purge."
synchronization
Groove keeps workspace data synchronized among members by storing in a log file all changes
made by all members. Whenever members go online and use Groove, they receive all updates
via the log file, and the log file is cleared.
synchronization alert
A synchronization alert displays for a workspace if one or more members fail to synchronize
updated content for an extended period of time (typically, three weeks or longer). The
synchronization alert is intended to inform other members that a member has an increasingly
large amount of pending data updates, which may compromise the performance of data
synchronization in the workspace for all members.
tools
Tools are used in workspaces to perform tasks and share information.
toolset
224
Glossary
A collection of tools placed together in a workspace. A toolset may also be a pre-defined

combination of tools.
uninviting
The act of removing a member from a workspace.
unread marks
Icons that display in workspace tools to inform you about new or updated content.
user identity
A persona in Groove. Groove users create an initial default identity when they install Groove.
Some users may have more than one identity in a single account, if their device or management
policies allow it.
vCard
An electronic business card file (.vcg) created from the information that defines the identity. The
information you include in an vCard is the information other Groove members will see when you
list the card in Groove directories or send the card to specific members.
verification
Term used in security contexts to mean proof of a person’s identity. Verification usually involves
an objective party, such as an administrator, confirming the identity of a computer user, by
comparing user-submitted information with filed information, for example. Verification generally
takes place between people and involves identification through a digital fingerprint.
work offline
Groove users can "work offline" in two ways. They can disable communication with the Internet
directly from Groove (while continuing to stay connected for other purposes), or they can
disconnect from the Internet entirely but still access and work with their Groove data. Data
exchange and synchronization occurs when the user reenables Internet communication from
Groove, or reconnects to the Internet.
workspace
A place where people with common purposes and goals can share ideas and work together.
225
Index
A CSS Classes .............................................162
About this Tool............................................... D
Viewing information about a Forms tool Day pane, in Calendar .................................99

application .........................................136
Deleting........................................................
About this Tool .........................................193
appointments in Calendar .........................98
Accounts.......................................................
contacts ...............................................196
installing on multiple computers ..............211
Deleting ..................................................213
Alerts............................................................
Discussion tool...............................................
for file folders ....................................60, 67
attachments in ........................................84
for files .............................................61, 68
creating new response topics ....................83
Attachments ............................................164
creating new topics ..................................83
C
deleting topics .........................................84
Calendar tool.................................................
editing topics ..........................................84
editing appointments ...............................98
E
navigating in .........................................100
Exporting.......................................................
Configuration codes ......................................4
Discussion topics .....................................86
Contact field ............................................165
F
Contacts........................................................
Fields............................................................
aliasing ................................................199
deleting ................................................161
copying, exporting, sending ....................198
duplicating ............................................161
diagnostic information ............................202
groups .................................................155
idle .................................................39, 199
modifying .............................................154
sending your contact information .............198
new .....................................................154
viewing workspaces shared with ................42
File sharing workspaces...................................
Creating........................................................
chatting in ..............................................96
tools ....................................................138
downloading files in .................................55
226
Index
navigating to ..........................................54 default .................................................204
resolving edit conflicts in ..........................62 deleting ................................................206
setting alerts for ......................................60 exporting .......................................198, 206
starting activities with members in .............56 listing in directories ................................205
Files tool........................................................ Image field ..............................................168
adding files .............................................65 Importing......................................................
conflicts .................................................67 Calendar appointments ...........................101
copying files to folder ...............................66 Discussion topics .....................................86
creating new files ....................................65 Indicators ..................................................15
downloading new files and changes to files . 69 InfoPath Forms...............................................
opening files ...........................................65 importing forms into ..............................148
Folders.......................................................... modifying forms in .................................148
Files tool ................................................67 preparing InfoPath templates for .............145
Forms........................................................... replacing design in .................................150
default .................................................152 starting custom tools with .......................148
deleting ................................................153 Inheriting field values ...............................162
modifying the design of ..........................153 Invitations, workspace.....................................
Forms tool, see Custom tools .....................137 cancelling pending ...................................44
G other computers ......................................42
Glossary ..................................................222 K
Groove Workspace Explorer ...........................9 Keyboard shortcuts.........................................
H Calendar ...............................................102
Heading fields ..........................................168 SharePoint Files ......................................70
Horizontal Line field ..................................168 Known Groove contacts .............................197
I L
Identities....................................................... Launchbar ...................................................7
adding new ...........................................204 Layout ....................................................159
227
Limitations ................................................62 Outlook ..................................................35
Links............................................................. Moving..........................................................
in Calendar ...........................................100 file sharing workspace ..............................58
in Discussion ...........................................86 form fields ............................................160
in Files ...................................................66 Multiline text field .....................................170
in Forms ...............................................125 Multiple computers .....................................55
List field ..................................................168 N
Logging on to an account ..............................5 Name conflicts .........................................201
Lookups ..................................................175 Navigating together ....................................24
Lotus Notes ...............................................19 Network settings ......................................221
M New Line field ..........................................170
Meetings tool................................................. Notepad tool ............................................110
action items in ......................................107 Number fields ..........................................170
agenda items in .....................................107 O
attachments in ......................................108 Opening........................................................
creating new meetings ...........................106 messages ...............................................88
keyboard shortcuts ................................109 P
meeting attendees .................................107 Password field ..........................................172
navigating in .........................................108 Permissions...................................................
Messages....................................................... Calendar ...............................................101
alerts ...................................................220 Discussion ..............................................86
exchanged with contacts ..........................93 File Sharing Workspaces ...........................57
forwarding ..............................................90 folders in Files tool .............................54, 70
replying to ..............................................89 InfoPath Forms ......................................136
Messenger .................................................90 Meetings ...............................................109
Microsoft....................................................... SharePoint Files .................................70, 81
InfoPath ...............................................144 Preferences....................................................
228
Index
for alerts ..............................................213 attachments in ......................................124
Printing......................................................... copying ................................................123
Calendar appointments ...........................101 deleting ................................................124
Discussion topics .....................................86 editing .................................................123
Files tool files ..........................................69 exporting ..............................................129
Profile .....................................................204 importing ..............................................127
Properties...................................................... printing ................................................126
contact .................................................197 properties .............................................136
file sharing workspace ..............................61 reading ................................................123
files in Files tool ......................................68 run macros on .......................................132
folders in Files tool ..................................68 ways to dispay ......................................192
workspace ..............................................26 Records ...................................................122
workspace tools ......................................49 Renaming......................................................
Pushing field values to responses ................163 file sharing workspace ..............................59
R files in Files ............................................60
Radio button field .....................................171 Renaming ................................................211
Re-inviting ................................................37 Replacing a custom tool design ..................141
Re-opening instant messages ......................91 Required fields .........................................163
Read-only fields .......................................163 Response forms ........................................152
Reading......................................................... Response records...........................................
Calendar appointments ............................98 saving updated records as responses .......152
Discussion topics .....................................83 Response records .....................................151
messages ...............................................88 Restoring ................................................213
Recording audio messages ..........................87 Restricting.....................................................
Recording meeting minutes ........................107 access to forms .....................................153
Records......................................................... access to macros ...................................187
adding ..................................................122 users to creating one record ....................191
229
Rich Text field ..........................................173 SharePoint Files tool........................................
Roles............................................................ synchronizing data in ...............................76
changing ................................................37 SharePoint Files tool ...................................72
Roles ........................................................25 Showing........................................................
Row height ..............................................179 advanced design features in Forms or InfoPath

Forms ................................................191
S
hidden contacts .....................................202
Saving..........................................................
hidden fields .........................................162
contact as file ..................................41, 199
your online presence ..............................206
Groove account .....................................212
Sketchpad tool...............................................
workspace invitation as file .......................43
adding text ...........................................116
Script Button field .....................................173
copying and pasting drawn objects ...........116
Scripts..........................................................
keyboard shortcuts ................................117
macro ..................................................186
line color ..............................................115
programmatic alias .........................154, 182
managing pages in .................................117
Scripts ....................................................187
moving drawn objects ............................115
Searching......................................................
permissions ..........................................117
for Discussion topics ................................86
resizing drawn objects ............................116
for records in a custom tool .....................132
selecting drawn objects ..........................114
Section Heading field ................................174
summary of sketch tools .........................114
Security.........................................................
Smartcards ..............................................207
blocking file types ..................................215
Sorting..........................................................
password protection ...............................207
records in custom tools ...........................135
smartcard protection ..............................203
Spell checking ............................................21
Security ......................................................3
Starting Groove ...........................................5
SharePoint Document Library...........................
Static Text field ........................................174
checking out from ....................................75
Stored values ...........................................164
connecting to ..........................................74
Synchronization..............................................
230
Index
file sharing workspace options .................210 Verifying identities ..............................40, 200
stopping in file share workspace ................58 Views............................................................
suspended members and ..........................34 changing in a custom tool .......................125
Synchronizer task .......................................80 creating in a custom tool ........................177
System fields ...........................................155 default .................................................178
T Discussion tool ........................................84
Tab groups ..............................................157 enabling as the target of a lookup ............182
Technical support .........................................6 filters ...................................................180
Templates...................................................... gridlines in ............................................179
locking Form design in ............................192 restricting access to ...............................178
Templates ...............................................141 unread marks in ....................................179
Text field .................................................174 Views ......................................................176
Time field ................................................167 Virus scanning .........................................216
Tools............................................................. Visual Basic scripting ................................188
changing permissions for ..........................49 W
moving in a workspace .............................48 Walkie-talkie .............................................96
saving as template ...........................49, 137 What's new in this release .............................1
setting alerts for ......................................50 Windows Messenger ..................................209
U Workspaces...................................................
Unformatted Number field .........................175 adding new tools .....................................44
URLs .........................................................17 alert settings ..........................................28
V chatting in ..............................................94
Validated fields .........................................165 creating .................................................52
Verifying identities.......................................... creating from template .............................23
other contacts ..................................41, 196 deleting tools in .......................................47
setting policies for .................................214 duplicating ..............................................31
your contact identity ..............................214 fetching data for ......................................33
231
folders ...................................................32 responding to an invitation .......................53
invitations to ...........................................53 restoring ................................................30
linking to ................................................29 restricting .............................................215
links between tools ..................................48 saving as a template ................................29
marking read ..........................................33 saving as an archive ................................30
opening tools in a new window ..................49 selecting ................................................24
permissions ............................................28 shortcuts to ............................................32
removing from this computer ....................31 uninviting members .................................44
renaming ................................................32 Workspaces ...............................................22
renaming tools in ....................................47
232

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Microsoft Office Groove 2007

 2006 Microsoft Corporation. All rights reserved.

Lotus Notes is a registered trademark of IBM Corporation.

All other trademarks are property of their respective owners.

Groove 2007 User’s Guide Table Of Contents

Welcome to Microsoft Office Groove 2007......................................................................................1

What's new in this release of Microsoft Office Groove.......................................................................1

Groove SharePoint Files Tool.....................................................................................................1

Groove InfoPath Forms Tool......................................................................................................1

Groove Discussion Tool.............................................................................................................1

Groove Meetings Tool...............................................................................................................1

Features and tools no longer available in this release....................................................................2

About Groove security.................................................................................................................3

Chapter 2. Installation and Setup....................................................................................................4

Setting up a Groove account........................................................................................................4

Logging off from Groove...........................................................................................................5

Getting additional help................................................................................................................6

Viewing the Getting Started movie.............................................................................................6

Sending customer feedback.......................................................................................................6

Chapter 3. Basic Features...............................................................................................................7

About the Groove Launchbar........................................................................................................7

Ways to list workspaces...................................................................................................7

Ways to list contacts.......................................................................................................8

Organizing your contacts in folders....................................................................................9

Workspace communication status..............................................................................................9

Start messaging activities.........................................................................................................9

About the Groove Workspace Explorer...........................................................................................9

Workspaces menu or Workspace List........................................................................................10

Showing or hiding tools in the list....................................................................................10

Ways to list workspaces in the Workspace List..................................................................11

Ways to list workspace members.....................................................................................12

Starting activities with workspace members......................................................................13

Workspace communication status.............................................................................................14

Start messaging activities.......................................................................................................14

Closing Groove windows..........................................................................................................14

Sharing Files in Groove..............................................................................................................14

Workspace Member/Contact Presence Indicators........................................................................15

Unread Content Indicators.......................................................................................................15

Workspace Type and Status Indicators......................................................................................15

Groove Taskbar Icon Status.....................................................................................................16

Message History Indicators......................................................................................................16

Using rich text features in Groove...............................................................................................17

Adding images and files to text content.....................................................................................17

Automatically detecting Web addresses.....................................................................................17

Editing the text display for Groove hyperlinks...................................................................18

Editing the text display for Web URL hyperlinks.................................................................19

Creating a link to a Lotus Notes document....................................................................................19

Using spell checking..................................................................................................................21

Chapter 4. Managing Workspaces, Members, and Tools.....................................................................22

Learning more about workspaces................................................................................................22

Creating a new workspace..........................................................................................................23

Creating a new workspace from a template...............................................................................23

Going to a workspace or workspace tool.......................................................................................24

Navigating together in a workspace.............................................................................................24

Navigate Together characteristics.............................................................................................24

Navigating on your own while Navigate Together is turned on......................................................25

About workspace roles and permissions.......................................................................................25

Viewing or changing workspace properties....................................................................................26

Viewing or changing general workspace properties........................................................................27

Viewing workspace information................................................................................................27

Viewing or changing the Groove version requirement for a workspace...........................................27

Adding or editing a description of this workspace........................................................................27

Automatically downloading a workspace onto all computers.........................................................28