HOW TO: Create Meeting Workspace with Outlook 2010 in SharePoint - Part 1

A Meeting Workspace is a SharePoint site that can be used as a collaboration/team area for meetings. You can setup one or more meetings and use a Meeting Workspace to coordinate as well as organise the entire meeting in one place.
When you create a Meeting Workspace in outlook, it adds the meeting date, time, location, attendee names and organiser from the meeting request to the Meeting Workspace site automatically. The Meeting Workspace is a great tool to use for reoccurring project meetings that have different dates, agenda and documents.


The first time you create a Meeting Workspace for a meeting, you must add the Meeting Workspace icon to the Quick Access Toolbar in Outlook 2010

a.       Open Outlook 2010

b.      Navigate to your New Items  and select Meeting on the Ribbon.

c.       On the meeting window, click the arrow (see the image) on the Quick Access Toolbar to customise the toolbar.    

d.      Choose More Commands

e.       In the Choose commands from box, select Popular Commands then click Meeting Workspace and Add.

f.        Click Ok


To Create a Meeting Workspace

a.       Click on New Meeting

b.      Add all the attendees, add a Subject and Location.

c.       Click the Meeting Workspaces icon, that’s on the Quick Access Toolbar.

d.      You get the following window.


e.      Click Change Settings (on your right, under Meeting Workspaces).

f.        On the resulting window, under Location select ..Other.

g.       Type the URL Address of the parent SharePoint site where you want to create the Meeting Workspace site. e.g http://Server/YourTeamsite/

h.      Click Ok

i.         And Click Ok again once it displays the correct SharePoint site name.

j.        Click Create on the new screen.

k.       You will get the following window.

In my next post, I will explain how to create a Meeting Workspace for reoccurring meetings.

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