Groove 2007

Get Started
About Groove 2007
Microsoft Office Groove is a collaboration software program that enables teams of people to work together securely, even if team members work in different locations, time zones, or companies. Groove enables teams to collaborate over the Internet or in a corporate network, as if they were in the same physical location. Additionally, it manages changes to shared files even when users work offline. Topics in this guide include: Creating a Groove Workspace Inviting Groove Users to a Workspace Sharing Files in a Workspace 3 4 2 Running Groove for the First Time

Installing Groove
If you have installed Microsoft Office 2007 Enterprise Edition, then Groove should be installed on your computer. If it is not installed, check with your technical support contact to determine how you should install it.

Running Groove for the First Time

1 Click the Start button, click All Programs, click Microsoft Office, and then click Microsoft Office Groove 2007. In the Account Configuration Wizard, select Create a new Groove account, and then click Next. Follow the specific configuration instructions provided by your IT organization. Enter and confirm a password to complete the configuration. Groove will remember your password for later use if you select the Remember password check box. Click OK to exit Groove.

Groove and Microsoft Office

Work within Groove is organized into workspaces, and each workspace includes a range of tools to support project planning, file sharing, discussions, and meetings. After creating files with Microsoft Office applications, Groove is the ideal environment for file sharing, document reviews, and for team members to review and edit Office documents simultaneously.

When the configuration is finished, you may begin using Groove.

Upgrading to Groove 2007 RTM

Existing users of Groove 3.1 or the beta version of Groove 2007 should follow the steps below to save your Groove account, and then upgrade to Groove 2007.

More Work Smart Content: http://microsoft.com/itshowcase

This guide is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED, OR STATUTORY, AS TO THE INFORMATION IN THIS DOCUMENT.

1of8

2009 Microsoft Corporation. All rights reserved.

Groove 2007
Get Started
Caution
If you upgrade to Groove 2007 and create workspaces, they will not be available to users of earlier versions. However, Groove 2007 users can access previous Groove version workspaces. One exception is Groove Mobile Workspace for SharePoint, which no longer synchronizes with SharePoint after you upgrade to Groove 2007. Be sure to synchronize any Groove Mobile Workspaces with SharePoint before you upgrade. 1 To back up your current Groove account, open Groove 3.1. In the menu bar, click Options, and then click Preferences. In the Preferences window, select the Account tab, click Save Account as File, and then select a name and location for the file. In the menu bar, click File, and then click Exit. In the Exit Groove confirmation dialog box, click Yes.

Adding Groove as a Firewall Exception

Groove should configure automatically as a Windows Firewall exception. However, if you have difficulty launching the Groove application, it may be because Groove is not listed as an exception. To add Groove 2007 manually as a firewall exception, complete the following steps: 1 1 2 In Windows, click the Start button, click Control Panel, and then click Windows Firewall. Click Allow a Program, and then either select a program from the list, or click Add Program. Navigate to Program Files, expand Microsoft Office, expand Office 2007, and then double-click Groove.exe.

Note
If you do not already have Microsoft Office 2007 Enterprise Edition installed on your computer, see Installing Groove earlier in this guide. 2 To start Groove 2007, click the Start button, click All Programs, click Microsoft Office, and then click Microsoft Office Groove 2007. In the Account Configuration Wizard, click Use a Groove account you have already created, and then click Next. The configuration tool moves your data to the correct location, and you can now begin using Groove 2007.

Note
If you receive the error message, Groove cannot reach the activation server, your ISA client may not be up-to-date or you may need to use different LAN settings. Contact your Helpdesk for assistance.

Working with Others in Groove

If you want to work with people who are not using Groove, they first must install and configure Groove. After they configure their Groove accounts, you can follow this guides Inviting Groove Users to a Workspace topic.

More Work Smart Content: http://microsoft.com/itshowcase

This guide is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED, OR STATUTORY, AS TO THE INFORMATION IN THIS DOCUMENT.

2of8

2009 Microsoft Corporation. All rights reserved.

Groove 2007
Get Started
Note
To work with users outside of your company, you must invite them to use Groove. Refer to Inviting Groove Users to a Workspace later in this guide.

Groove Alerts
Groove alerts appear as blinking messages in the notification area, at the far right of the taskbar in the lower right corner of Windows. Check for Groove alerts by resting your pointer on the Groove icon in the notification area. Shown below is a sample Groove alert.

Launching Groove 2007

1 Double-click the Groove icon in the notification area, at the far right of the taskbar, or use the Windows Start menu to launch Groove.

These alerts notify you of any Groove updates, and your status in Groove, including when: Someone you invite to a workspace accepts the invitation. You are synchronizing with a workspaces information. A workspace has new files.

You can check for Groove alerts by resting your pointer on the Groove icon in the notification area.

Creating a Groove Workspace

You can use a Groove workspace to share files, exchange messages, and collaborate with a team. 1 1 1 In the Groove window, the Groove Launchbar contains two tabs: one for creating and managing Workspaces, and one for adding and managing Contacts. 2 In the Launchbar, on the File menu, point to New, and then click Workspace. In the Create New Workspace window, click Standard. Change the Name of Workspace to a name relevant to the work you will be doing, and then click OK.

More Work Smart Content: http://microsoft.com/itshowcase

This guide is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED, OR STATUTORY, AS TO THE INFORMATION IN THIS DOCUMENT.

3of8

2009 Microsoft Corporation. All rights reserved.

Groove 2007
Get Started
The new workspace is created, and opens in another window. To use the Files and Discussion tools that are included in the standard workspace, click the tab for each at the bottom of the window. 3 In the Find User window, type part of the users name, and then click Find.

Inviting Groove Users to a Workspace

You can invite other Groove 2007 users to share a workspace, even if they work remotely or for a different company. You will need to designate roles for each person you invite to your workspace. Designations include: Managers, who will be able to invite others, edit existing files, and delete files or the entire workspace. Participants, who will be able to edit and delete files. Guests, who will be able to view existing data but will not be able to make changes. 4 5 Select the users name from the list, click Add, and then click OK. In the Send Invitation window, choose a Role for the invitee, type a Message (optional) and then click Invite.

Note
Microsoft Information Security recommends that you select the Require acceptance confirmation check box in the Send Invitation window. This enables you to confirm the identity of individuals that you invite to your workspace. Otherwise, unauthorized individuals may obtain access to your workspace.

If you know that someone is a Groove user, follow these steps to invite them to a workspace: 1 1 2 Right-click the workspace in the Launchbar, and then click Invite to Workspace. In the Send Invitation window, click Add More. In the Add Recipients window, click Search for User.

Inviting Groove Users from Your Groove Menu

You can also invite people from other companies and external organizations to your Groove workspace by starting at your main Groove menu: 1 Select Options, and then Invite to Workspace.

More Work Smart Content: http://microsoft.com/itshowcase

This guide is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED, OR STATUTORY, AS TO THE INFORMATION IN THIS DOCUMENT.

4of8

2009 Microsoft Corporation. All rights reserved.

Groove 2007
Get Started
1 Enter the invitees e-mail address in the Send Invitation window. Invitees are directed to use a trial version of Groove from a public Web site. 1 1 2 3 From the Launchbar, double-click the workspace. At the bottom of the workspace window, click the Files tab. Click Add Files. Browse to and select the files you want to add, and then click Open.

Note
This method is for sending invitations to people external to your organization only.

The selected files appear in the file list in the workspace.

Tip
You can monitor all your Groove alerts to see if or when people accept your invitations.

Adding a Contact
You can add Groove users as Groove contacts, and then use Groove to send messages or to chat.

Sharing Files in a Workspace

The Files tool enables workspace members to share and collaborate on many different file types, including files from all Microsoft Office applications. To see what file types you cannot share within Groove, click Options, click Preferences, click Security, and then click View restricted types. All members of a workspace are able to open any files that appear in the Files tool. When a member changes a file and saves the changes in Groove, the file is updated automatically for all other workspace members. When several members work on a file at the same time, the first person to save changes will update the original file. If another member saves changes to the original version, a second copy of the file is created with the editors name in the title.

Note
You can add only Groove users as Groove contacts. 1 1 2 In the Launchbar, on the Contacts tab, click Add Contact. In the Find User window, type part of the users name, and then click Find. Select the users name from the list, and then click Add.

Note
Groove workspaces currently have a 2 gigabyte (GB) size limit. To share a file in a workspace:

More Work Smart Content: http://microsoft.com/itshowcase

This guide is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED, OR STATUTORY, AS TO THE INFORMATION IN THIS DOCUMENT.

5of8

2009 Microsoft Corporation. All rights reserved.

Groove 2007
Get Started
You can now chat and message with the Groove contact.

Check the Presence of a Contact

To see if one of your Groove contacts is online, look in the Launchbar workspace. The icon next to each contact denotes the contacts presence.

Within a Groove workspace, you also can see what tools your contacts are using. Files and Discussion tabs at the bottom of the workspace display the number of people who actively are using each tool. Pause on a tab to see the names of those currently using that tool.

Begin a Discussion
To post an announcement, news item, or other information for everyone sharing a Groove workspace, use the Discussion tool. A Discussion is an archived conversation thread that is stored in a standard workspace. 1 1 2 3 Double-click the workspace from the Launchbar. Click the Discussion tab at the bottom of the window. Click New, and then click Topic to open a new topic form. Type a Subject name, and then enter the first posting for the discussion in the box below. Click Save.

Tip
By default, your contacts are sorted in the Launchbar according to whether they are Online, Away, or Offline. If you want to change the order of this window, click Options, point to View Contacts By, and then select a different sorting method.

More Work Smart Content: http://microsoft.com/itshowcase

This guide is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED, OR STATUTORY, AS TO THE INFORMATION IN THIS DOCUMENT.

6of8

2009 Microsoft Corporation. All rights reserved.

Groove 2007
Get Started
The new discussion is displayed in the workspace. Other users can respond by double-clicking the discussion within the workspace. Each time you are online, Groove 2007 will synchronize the discussion so all workspace members can see new postings and topics.

Send a Message
Send messages to a Groove contact at any time, regardless of whether you or your contact are online. Groove will send the message as soon as you are both online. Groove alerts will notify you when the contact opens the message and when your contact replies. To send a message: 1 2 Right-click a contact in the Launchbar, and then click Send Message. In the Send Message window, type a message, and then click Send.

Tip
You can use a shortcut key to send Groove messages. Press SHIFT+ENTER to bring up a new instant message window or to bring up your next unread instant message from your inbox.

More Work Smart Content: http://microsoft.com/itshowcase

This guide is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED, OR STATUTORY, AS TO THE INFORMATION IN THIS DOCUMENT.

7of8

2009 Microsoft Corporation. All rights reserved.

Groove 2007
Get Started
2 Under Common Tasks, click Add Tools. In the More Tools window, select the check box for each tool you want to add, and then click OK. A button for each additional tool will appear at the bottom of the workspace.

Chat with Other Workspace Members

Each Groove workspace includes a Chat tool located on the right side of the workspace. The Chat tool posts messages that all online workspace users can view. You can chat by clicking in the blank box at the bottom of the tool. A Groove alert notifies you and other online workspace members when a new message is posted. Chat lists the number of users currently working in the tool, as do other Groove tools.

Tip
To reorganize the tool tabs at the bottom of a workspace, click and drag them to the left or right. To do this
Collect and view data Report on and track the status of issues and incidents Synchronize files on a workspace with those on a SharePoint site, document library, or folder

Select this tool

InfoPath Forms tool Issue Tracking tool

SharePoint Files tool

Note
If you are using Groove on a Tablet PC, the Chat window may open by default in Ink mode. Click Options, and then click Switch to Text Mode to type in the Chat window.

For More Information

Office Groove 2007 http://office.microsoft.com/enus/groove/FX100487641033.aspx

Add Other Tools to a Workspace

You can add additional Groove tools to a workspace to increase functionality. 1 Open the workspace from the Launchbar.

More Work Smart Content: http://microsoft.com/itshowcase

This guide is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED, OR STATUTORY, AS TO THE INFORMATION IN THIS DOCUMENT.

8of8

2009 Microsoft Corporation. All rights reserved.