Chapter
Extension 2
Using Collaboration
Information Systems
Study Questions
Q1: Why use information systems for collaboration?
Q2: How can you use collaboration systems to improve
team communication?
Q3: How can you use collaboration systems to manage
content?
Q4: How can you use Microsoft SharePoint for team
projects?
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Q1: Why Use Information Systems
for Collaboration?
Make your
life and
teamwork
easier
•No need for face-to-face
meetings
•Won’t lose or misplace work
•Able to know who
contributes and who does not
Creates better results
Highly prized and marketable skill
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Q2: How Can You Use Collaboration
Systems to Improve Team
Communication?
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Videoconferencing
Google Talk, NetMeeting
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Discussion Forums
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Team Surveys
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Q3: How Can You Use Collaboration
Systems to Manage Content?
Three categories of content-management control
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Shared Content with No Control
Email attachments
FTP─File
Transfer
Protocol
• Storing on file server better than using
email attachments, especially for large
files
• Single storage location everyone may
access
• No version control
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Shared Content with Version Management
Version
Management
Wikis
•Shared knowledge management
•Repository of team knowledge
•Tracks who created entry, date of
creation, who modified entry, date
of change and other pertinent data
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Shared Content with Version Management
(cont’d)
Google Docs
&
Spreadsheets
•Free
•Save, edit files on Google server
•Users can access files at same time
•Google merges changes into single
document
•Keeps pre-change versions
•Records who made changes and when
•Tracks revisions with summary of changes
•Documents saved as Word, Excel, other
common formats
•Automatically notifies Google group
members by email that documents exist
with hyperlink to group account
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Types of Google Docs
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Sample Google Docs & Spreadsheet
Document Version
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Example Use of Word Web App
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Windows Live SkyDrive
Microsoft’s answer to Google Docs
Provides ability to store and share Office documents and other files
Offers 25 GB of free personal storage, with individual files limited
to 50 MB
License-free Web application versions of Word, Excel, PowerPoint,
and OneNote, called Office Web Apps
Desktop Office 2010 applications tightly integrated with SkyDrive
Need Windows Live ID. If you have either Hotmail or MSN email
account, that account is your Windows Live ID.
Can create a Windows Live ID with some other email account, or
create a new Hotmail account
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Windows Live SkyDrive (cont’d)
SkyDrive.com
• Share folders with others by entering their
Office Live IDs or their email account.
• Users who have an Office Live ID can view and
edit documents, users who have no Office Live
ID can only view documents.
• Only one user at a time can open SkyDrive
documents for editing.
• If document is busy, access is read-only. Can
have your changes merged with document
later when it is available.
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Shared Content with Version Control
Each team member is given an account with a
set of permissions
Permissions to shared directories (“Libraries”)
• Read only
• Read and edit
• Read, edit, delete
• No permission to see
Checking out documents prevents others from
editing that document until it is checked back in
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Saving a Word 2010 Document to a SkyDrive
Account
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SkyDrive Options When Opening a Document
Locked by Another User
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Checking Out a Document
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Document Version History
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Q4: How Can You Use Microsoft SharePoint
for Team Projects?
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Checking Out a SharePoint Document
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SharePoint Web Links Display
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SharePoint Document Actions
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SharePoint Document History
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SharePoint Calendar List
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SharePoint Tasks List
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SharePoint Survey
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Example SharePoint Wiki Library Page
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Example SharePoint Blog
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Potential Uses of SharePoint Features
• Figure CE2-21
(new)
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Active Review
Q1: Why use information systems for
collaboration?
Q2: How can you use collaboration systems to
improve team communication?
Q3: How can you use collaboration systems to
manage content?
Q4: How can you use Microsoft SharePoint for
team projects?
Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall
CE2-33
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Publishing as Prentice Hall