Home > Articles > Home & Office Computing > Microsoft Applications

  • Print
  • + Share This
This chapter is from the book

The Groove Client Possibilities

This part of the chapter focuses on the workspace world and how to manage some of the features. There is something to be said for each one of the tools at your disposal and how they work. The Groove help files are pretty thorough in their explanations. Logically, you would concur that the Chess tool is not going to be as helpful in business as the Meetings tool, but each tool expands possibilities for your communication and collaboration (some more so than others). Let's consider some of the more robust tools available.

Making Your Meetings Groovy

One of the more impressive Groove tools is the Meetings tool. This tool helps you organize, conduct, and even record meetings for workspace members.

Both managers and participants can create a meeting as follows:

  1. Select the Meetings tool.
  2. In the upper-left corner, select New Meeting to start the Meeting Wizard.
  3. Enter a subject and start and end times for the meeting.
  4. You can add a location, meeting details, and even attachments that may be necessary to read before or during the meeting.
  5. Click OK to create the meeting.

After the meeting has been established within your workspace tool, you can select that meeting and see five tabs that will help to make that meeting more "groovy," as follows:

  • Profile. Contains the start and end dates and time of the meeting, along with the location, attachments, and details.
  • Attendees. You can edit the attendees through this tab. By default, any attendee whose role is participant or higher can edit the tab. Just click the Edit button and make the changes you want. Attendees are only restricted to members of the workspace. From the Attendees tab, you can select who should attend the meeting, whether they are the chairperson or the minutes taker, and any notes you want to pass on to them.
  • Agenda. To construct the agenda for the meeting, click the New Topic button and specify the start and end times and the topic and presenter for that portion of the meeting.
  • Minutes. During the meeting, the person who is elected to take the minutes can actually use the Minutes tab to work with the agenda and type the notes directly into Groove. Just type the notes for each agenda item as you go. And then, you can save the notes for others to view.
  • Actions. Actions are essentially a list of items that must be handled as a result of the meeting. You can establish a priority for the actions and monitor their completion levels.

Integrate Groove with SharePoint

At times, envisioning ways to implement new technology is easy. Often, you have a need, and the software fills that need; so, it's a no-brainer. Other times, however, you might already have systems in place (workarounds, if you will) that now hinder your ability to visualize how the new software might benefit you. For example, although you might see the immediate benefit of Groove, especially in working with clients who are outside your corporate structure, you might not see where SharePoint and Groove can work together.

The best Groove site on the Internet these days is, hands down, the Groove Advisor (http://blogs.technet.com/groove/default.aspx), which is one of the MSDN blogs that Microsoft promotes. One scenario presented involves a situation in which a person uses Groove workspaces to communicate with 15 different partners. Essentially, he has 15 different workspaces, 1 for each partner. But, he wants to distribute the same document to all 15 partners. He could just use the workspaces to do this, posting the document to all 15. This would work, and probably is what most of us would do. (Again, it's hard to envision new uses.) But, a question arose: Is there a better, more efficient method?

The solution involves taking those 15 workspaces and connecting them to a single SharePoint document library. The Groove Advisor makes it clear that the partners are not connecting to the SharePoint library; that is your responsibility. "The library basically seeds/feeds the workspace with new documents/content." When changes appear within the workspace, Groove takes over and ensures that the documents are in sync with workspace members.

To accomplish this goal, you need to add the SharePoint files tool to your Groove workspaces and establish synchronization between the tool and the SharePoint library. (Logically, you need the SharePoint library, too.) The user doesn't have to update each client, and only has to keep the one document up-to-date on the SharePoint server.

To configure the SharePoint Files tool within your workspace, follow these steps:

  1. Select Add Tools, and choose the SharePoint Files tool.
  2. You will be taken to a welcome screen, as shown in Figure 6.8. It says "This tool allows teams to work together to produce and modify documents in SharePoint libraries. While your team works in Groove, the documents are easily be shared and stored in SharePoint through automatic integration." Click the Setup button.
    Figure 6.8

    Figure 6.8 Setting up your SharePoint Files tool.

  3. Either enter the URL or browse to locate the URL for the SharePoint site with the library or folder that you will synchronize.
  4. After you've located the library, select Open. You will now see the contents of that library from within the SharePoint Files tool.

After you have the connection made to your SharePoint library, you need to configure the synchronization schedule that will be automatically kept between the files and Groove. To set up a manual or an automatic schedule, follow these steps:

  1. Select the Calendar icon located in the synchronization bar.
  2. Choose Manually, if you want to manually synchronize your files, or Automatically, if you want the automatic route (which is easier for you). Then, choose the Every (so many number of time units).
  3. Then click OK.

Now, even if you have everything working off a scheduled synchronization, you might need to perform an immediate sync. No problem. Just choose Edit, and then select the Synchronize Now option. The files are immediately put in sync.

  • + Share This
  • 🔖 Save To Your Account

InformIT Promotional Mailings & Special Offers

I would like to receive exclusive offers and hear about products from InformIT and its family of brands. I can unsubscribe at any time.


Pearson Education, Inc., 221 River Street, Hoboken, New Jersey 07030, (Pearson) presents this site to provide information about products and services that can be purchased through this site.

This privacy notice provides an overview of our commitment to privacy and describes how we collect, protect, use and share personal information collected through this site. Please note that other Pearson websites and online products and services have their own separate privacy policies.

Collection and Use of Information

To conduct business and deliver products and services, Pearson collects and uses personal information in several ways in connection with this site, including:

Questions and Inquiries

For inquiries and questions, we collect the inquiry or question, together with name, contact details (email address, phone number and mailing address) and any other additional information voluntarily submitted to us through a Contact Us form or an email. We use this information to address the inquiry and respond to the question.

Online Store

For orders and purchases placed through our online store on this site, we collect order details, name, institution name and address (if applicable), email address, phone number, shipping and billing addresses, credit/debit card information, shipping options and any instructions. We use this information to complete transactions, fulfill orders, communicate with individuals placing orders or visiting the online store, and for related purposes.


Pearson may offer opportunities to provide feedback or participate in surveys, including surveys evaluating Pearson products, services or sites. Participation is voluntary. Pearson collects information requested in the survey questions and uses the information to evaluate, support, maintain and improve products, services or sites, develop new products and services, conduct educational research and for other purposes specified in the survey.

Contests and Drawings

Occasionally, we may sponsor a contest or drawing. Participation is optional. Pearson collects name, contact information and other information specified on the entry form for the contest or drawing to conduct the contest or drawing. Pearson may collect additional personal information from the winners of a contest or drawing in order to award the prize and for tax reporting purposes, as required by law.


If you have elected to receive email newsletters or promotional mailings and special offers but want to unsubscribe, simply email information@informit.com.

Service Announcements

On rare occasions it is necessary to send out a strictly service related announcement. For instance, if our service is temporarily suspended for maintenance we might send users an email. Generally, users may not opt-out of these communications, though they can deactivate their account information. However, these communications are not promotional in nature.

Customer Service

We communicate with users on a regular basis to provide requested services and in regard to issues relating to their account we reply via email or phone in accordance with the users' wishes when a user submits their information through our Contact Us form.

Other Collection and Use of Information

Application and System Logs

Pearson automatically collects log data to help ensure the delivery, availability and security of this site. Log data may include technical information about how a user or visitor connected to this site, such as browser type, type of computer/device, operating system, internet service provider and IP address. We use this information for support purposes and to monitor the health of the site, identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents and appropriately scale computing resources.

Web Analytics

Pearson may use third party web trend analytical services, including Google Analytics, to collect visitor information, such as IP addresses, browser types, referring pages, pages visited and time spent on a particular site. While these analytical services collect and report information on an anonymous basis, they may use cookies to gather web trend information. The information gathered may enable Pearson (but not the third party web trend services) to link information with application and system log data. Pearson uses this information for system administration and to identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents, appropriately scale computing resources and otherwise support and deliver this site and its services.

Cookies and Related Technologies

This site uses cookies and similar technologies to personalize content, measure traffic patterns, control security, track use and access of information on this site, and provide interest-based messages and advertising. Users can manage and block the use of cookies through their browser. Disabling or blocking certain cookies may limit the functionality of this site.

Do Not Track

This site currently does not respond to Do Not Track signals.


Pearson uses appropriate physical, administrative and technical security measures to protect personal information from unauthorized access, use and disclosure.


This site is not directed to children under the age of 13.


Pearson may send or direct marketing communications to users, provided that

  • Pearson will not use personal information collected or processed as a K-12 school service provider for the purpose of directed or targeted advertising.
  • Such marketing is consistent with applicable law and Pearson's legal obligations.
  • Pearson will not knowingly direct or send marketing communications to an individual who has expressed a preference not to receive marketing.
  • Where required by applicable law, express or implied consent to marketing exists and has not been withdrawn.

Pearson may provide personal information to a third party service provider on a restricted basis to provide marketing solely on behalf of Pearson or an affiliate or customer for whom Pearson is a service provider. Marketing preferences may be changed at any time.

Correcting/Updating Personal Information

If a user's personally identifiable information changes (such as your postal address or email address), we provide a way to correct or update that user's personal data provided to us. This can be done on the Account page. If a user no longer desires our service and desires to delete his or her account, please contact us at customer-service@informit.com and we will process the deletion of a user's account.


Users can always make an informed choice as to whether they should proceed with certain services offered by InformIT. If you choose to remove yourself from our mailing list(s) simply visit the following page and uncheck any communication you no longer want to receive: www.informit.com/u.aspx.

Sale of Personal Information

Pearson does not rent or sell personal information in exchange for any payment of money.

While Pearson does not sell personal information, as defined in Nevada law, Nevada residents may email a request for no sale of their personal information to NevadaDesignatedRequest@pearson.com.

Supplemental Privacy Statement for California Residents

California residents should read our Supplemental privacy statement for California residents in conjunction with this Privacy Notice. The Supplemental privacy statement for California residents explains Pearson's commitment to comply with California law and applies to personal information of California residents collected in connection with this site and the Services.

Sharing and Disclosure

Pearson may disclose personal information, as follows:

  • As required by law.
  • With the consent of the individual (or their parent, if the individual is a minor)
  • In response to a subpoena, court order or legal process, to the extent permitted or required by law
  • To protect the security and safety of individuals, data, assets and systems, consistent with applicable law
  • In connection the sale, joint venture or other transfer of some or all of its company or assets, subject to the provisions of this Privacy Notice
  • To investigate or address actual or suspected fraud or other illegal activities
  • To exercise its legal rights, including enforcement of the Terms of Use for this site or another contract
  • To affiliated Pearson companies and other companies and organizations who perform work for Pearson and are obligated to protect the privacy of personal information consistent with this Privacy Notice
  • To a school, organization, company or government agency, where Pearson collects or processes the personal information in a school setting or on behalf of such organization, company or government agency.


This web site contains links to other sites. Please be aware that we are not responsible for the privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of each and every web site that collects Personal Information. This privacy statement applies solely to information collected by this web site.

Requests and Contact

Please contact us about this Privacy Notice or if you have any requests or questions relating to the privacy of your personal information.

Changes to this Privacy Notice

We may revise this Privacy Notice through an updated posting. We will identify the effective date of the revision in the posting. Often, updates are made to provide greater clarity or to comply with changes in regulatory requirements. If the updates involve material changes to the collection, protection, use or disclosure of Personal Information, Pearson will provide notice of the change through a conspicuous notice on this site or other appropriate way. Continued use of the site after the effective date of a posted revision evidences acceptance. Please contact us if you have questions or concerns about the Privacy Notice or any objection to any revisions.

Last Update: November 17, 2020