2.5 Adding Content to Your Workspace

For Julio and his team to accomplish their work, they must be able to quickly and easily add content to their team workspace.

2.5.1 Importing Files

Julio requested some figures from Green Energy’s finance department concerning how much money the company spends each month on paper. In response, Julio received an e-mail of last year’s office supply expenditures for each month. Julio wants to import the information into a Research folder that he recently created in the team workspace.

  1. Julio navigates to the Research file folder where he wants to import the documents.

  2. He clicks Add File entry.

  3. He clicks Browse, then browses to and selects the file that he wants to import.

  4. He adds a description of the file in the Description field, then clicks OK.

Julio realizes that importing each file individually will take too long. To save time, he uses Teaming drag-and-drop functionality:

  1. Julio clicks Add files to folder.

  2. This allows Julio to simply drag a file from one location, like his desktop, and drop it onto the folder icon in Teaming.

    This adds the document as a new file entry.

  3. If he wants to, he can click the file, and add a description in the Description section, then click OK.

Now Julio, and anyone else on the team, has access to these files wherever they have an Internet connection.

2.5.2 Adding Wiki Entries and Topics

Because Julio and Anne will be co-authoring each article, they want to set up a structure where they can both easily contribute, without tedious transitions. They decide that a wiki folder is a good framework for composing their articles.

Over the next several months, each issue of the company’s magazine will focus on a certain aspect of the initiative. Julio and Anne are responsible for writing several articles about the topic for that month. The first issue will focus on the financial implications of the initiative.

Adding Wiki Topics

In the team workspace, Julio has created a wiki called Article Composition.

Julio wants to add a new wiki topic for each month’s theme. A topic is essentially a folder inside of the wiki. By adding a topic for each theme, Julio and Anne stay more organized and are more productive.

  1. Julio navigates to the Article Composition wiki folder where he wants to create the new topic.

  2. He clicks New Wiki Topic.

  3. He specifies the topic title in the Folder title field. In this case, it’s the theme of this month’s magazine issue, “Financial Implications.”

  4. He clicks OK.

Adding Wiki Entries

Now, Julio wants to start composing an article.

  1. To add an entry to the wiki topic that he just created, Julio clicks the “Financial Implications” topic in the Wiki Topics section.

  2. He clicks Add Wiki entry.

  3. In the Title field, he provides the title for the team’s first article.

  4. In the Description field, Julio begins writing the article.

  5. He clicks OK.

Using a wiki, Julio has set up a structure where both he and Anne can easily contribute.

2.5.3 Adding Discussions and Discussion Entries

Now that Julio and Anne are working on their projects and the team is up and running, team members have been e-mailing Julio questions like, “What template are we using?” “When is the deadline for the “Office of the Future” article?” “At what point do the articles need to be edited?” and so on. Sometimes Julio has to answer the same question for multiple people. Or, when he doesn’t know the answer, he has to forward e-mail to members of the team who do.

Julio has created a Discussion folder in the team workspace where team members can ask and answer questions, knowledge holders can be quickly identified, and answers can be quickly provided. Julio has named this folder “Article Discussions.”

  1. Anne is wondering when the deadline for a certain article is. She navigates to the Article Discussion folder in the team workspace to post her question.

  2. She clicks Add Discussion entry.

  3. She provides a title for the new discussion, then types her question into the Description field.

  4. Then she clicks OK.

Now, the entire team has the opportunity to provide answers to Anne’s question.