Managing documents in a Documents tool in SharePoint Workspace 2010

In general, you can manage documents in a 2010 Documents tool just as you would in Windows Explorer. Note that some file management tasks, such as renaming or deleting files, may be governed by SharePoint site permissions or by tool permissions assigned to your role (if the Documents tool is in a Groove workspace). Depending on permissions, you may be able to manage documents as follows:

What do you want to do?

Copy or move documents

Delete documents

Rename documents

Change the current view

Sort documents

View document properties

Create new document folders

Troubleshoot downloading problems

Copy or move documents

To copy a document to another folder (either within a Documents tool or to a folder in Windows Explorer), use Copy and Paste commands on the right-click menu, or CTRL-DRAG the file. To move a document to another folder, use drag and drop.

The table below describes drag and drop behavior.

To

Do the following

Copy a document to another folder in the same Documents tool.

CTRL-DRAG the document or use Copy and Paste.

Copy a document to a folder in another Documents tool or to a Windows folder outside of SharePoint Workspace

Drag and drop the document or use Copy and Paste.

Move a document to a subfolder in the same Documents tool

Use Cut and Paste.

Move a document to a folder in another Documents tool or to a Windows folder outside of SharePoint Workspace.

Use Cut and Paste.

Tip: If you drag a document to Microsoft Outlook, this will automatically start a new Outlook message with the document listed as an attachment.

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Delete documents

To delete a document, right-click it and then click Delete. Click Yes to confirm that you really want to delete the document. If the document is in a SharePoint document library, a message displays to remind you that deleting the document will also delete it on the SharePoint server.

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Rename documents

To rename a document, right-click it and then click Rename.

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Change the current view

In a SharePoint workspace, the available views correspond to the views defined on the SharePoint site. You can change views to show different sets of items, depending on the filters set up for a selected view.

  1. Click the View tab.

  2. Click the Current View menu, and the click the view you want.

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Sort documents

  1. Select the folder in which you want to sort documents.

  2. In a SharePoint workspace, on the View tab, click the Sort Documents menu, and then click a sorting option.

    To see sorting options, you may need to set the current view to "Workspace Default". On the View tab, click the Current View menu, and then click Workspace Default.

  3. In a Groove workspace, on the View tab, click the Sort Documents menu, and then click a sorting option.

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View document properties

  1. Select the document.

  2. On the Home tab, click Properties.

    If the document is in a SharePoint workspace, a Properties window opens from the SharePoint site.

    If the document is in a Groove workspace, a SharePoint Workspace Properties dialog box opens.

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Create new document folders

You can create and arrange document folders in a tree-like structure, just as you would in Windows Explorer. All Documents tools initally contain a "Root Folder", 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 the "Root Folder."

Creating a new folder

New folders are always placed hierarchically below the selected folder.

  1. Select the folder in which you would like to place a new folder.

  2. On the Home tab, click New Folder.

    If you are creating a new folder in a document library in a SharePoint workspace, a New Folder window opens, derived from the SharePoint site. Type a name for the new folder and then click Save & Close.

    If you are creating a new folder in a Documents tool in a Groove workspace, a New Folder dialog box opens. Type a name for the new folder and press ENTER.

Renaming a folder

  1. Right-click the folder and then click Rename.

  2. Type a new name for the new folder and press ENTER.

Viewing folder properties

  1. Click the folder.

  2. On the Home tab, click Properties.

    If the folder is in a SharePoint workspace, a Properties window opens from the SharePoint site.

    If the folder is in a Groove workspace, a SharePoint Workspace Properties dialog box opens.

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Troubleshoot downloading problems

When other workspace members add new documents to a Documents tool, these documents are automatically downloaded to your copy of the workspace. A sync icon is appended to any document that is still in the process of downloading. For example:

Document contents need to be synchronized to this workspace

If you attempt to open a document that is still showing a sync icon, a “Contents not available” message appears to inform you that the contents of the document have not been downloaded or have not finished downloading.

In some cases, you may simply need to wait a minute or two for the document to finish downloading. For example, very large documents might take some time to finish downloading. However, you might also have this problem if the workspace member who added the document goes offline before the document finishes transmitting to your computer. If that is the case, you will need to wait until this person goes online again in order to receive the document.

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