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Chapter 8. Sharing Office Documents > Secrets of the Office Masters: Tips for M...

Secrets of the Office Masters: Tips for Managing an Intranet Server

Are you responsible for managing an intranet server on which members of a busy workgroup constantly post documents, workbooks, and other Office files? Here are some tips that can make your life easier:

  • Make sure all users have shortcuts to the server. If necessary, create a shortcut on your desktop, and then e-mail that shortcut to other users. When they open the shortcut, Windows automatically creates a matching icon in the My Network Places folders on their computer.

  • Ask the server administrator to install and configure Windows SharePoint Services (on a Windows 2003 Web Server) or SharePoint Team Services (on earlier Windows-based Web servers). Although users will be able to post documents to the server by using the older FrontPage extensions, the SharePoint versions add significant new capabilities.

  • On a SharePoint server, set up e-mail alerts so that you can see changes to any discussions or documents you're tracking. If you use Web Discussions, use the Discussions toolbar to set up daily e-mail notifications so that you can see any changes to a folder. These alerts will let you know when a user has added a new document, modified an existing one, or deleted a file. Use these notifications to quickly check that the document opens properly and contains the right content and formatting.

  • Use Word or FrontPage to create a Web page that contains instructions for using the intranet. Make sure this link is prominent on the home page that users see when they connect to the site. On a SharePoint site, you can use the Announcements section to help people find their way around.


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