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Groove Users Guide i

Table Of ContentsChapter 1. Introduction ..................................................................................................................1

What's new in this Groove release ................................................................................................. 1About Groove security .................................................................................................................2About the Groove Launchbar ........................................................................................................3About the Groove Workspace Explorer ...........................................................................................6Groove indicators ...................................................................................................................... 10Spell checking in Groove ............................................................................................................13Using rich text features in Groove ............................................................................................... 13

Chapter 2. Managing Workspaces, Members, and Tools ....................................................................17About Workspaces..................................................................................................................... 17Creating a new standard workspace ............................................................................................18Going to a workspace or workspace tool....................................................................................... 19About workspace roles and permissions .......................................................................................19Managing Workspaces ............................................................................................................... 20

Viewing or updating general workspace properties......................................................................20Viewing or changing workspace permissions ..............................................................................21Setting alerts for a selected workspace .....................................................................................22Saving a workspace as a template............................................................................................22Creating a link to a workspace ................................................................................................. 23Saving a workspace as an archive ............................................................................................23Opening a workspace archive ................................................................................................... 23Deleting a workspace .............................................................................................................. 24Duplicating a workspace .......................................................................................................... 24Renaming a workspace ...........................................................................................................25Placing a workspace shortcut on your Desktop ...........................................................................25Organizing your workspaces in folders ......................................................................................25Downloading workspace data from another computer or workspace member .................................25Navigating together in a workspace .......................................................................................... 26Marking workspaces read or unread.......................................................................................... 27Managing workspace synchronization problems..........................................................................27

Inviting someone to a workspace ................................................................................................ 28Changing member roles in a workspace .......................................................................................30Sending a "Come Here" invitation................................................................................................ 30Responding to a workspace invitation .......................................................................................... 31Setting contact or member alerts ................................................................................................ 32Authenticating contact identities ................................................................................................. 32Saving a workspace invitation as a file......................................................................................... 36Revoking membership to a workspace ......................................................................................... 37Managing Workspace Tools......................................................................................................... 37


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Creating new file folders .......................................................................................................... 57Setting alerts for file folders..................................................................................................... 58Setting alerts for files.............................................................................................................. 58Getting information about Files tool folders................................................................................ 58Getting information about files in a Files tool .............................................................................59Co-editing a Microsoft Word document ................................................................................... 59Running a Microsoft PowerPoint presentation with the Files tool.................................................60Printing files with the Files tool................................................................................................. 61Changing folder download properties ........................................................................................ 61Downloading files manually in the Files tool ...............................................................................62Setting Files tool permissions................................................................................................... 62Setting permissions for folders................................................................................................. 62Troubleshooting problems with the co-edit feature and Microsoft Word.......................................63Keyboard shortcuts for Files..................................................................................................... 63

Chapter 4. Discussions, Chats, and Messages.................................................................................. 65Exchanging Messages ................................................................................................................ 65

Starting a new message .......................................................................................................... 65Opening a message ................................................................................................................ 66Reading a message................................................................................................................. 67Replying to a message ............................................................................................................ 67Forwarding a message ............................................................................................................ 68Managing your messages ........................................................................................................ 68Sending messages to a workspace............................................................................................ 69Start Windows Messenger activities .......................................................................................... 71

Chatting in a standard workspace................................................................................................ 71

Creating a new text chat entry................................................................................................. 71Using rich-text features in the text chat editor ........................................................................... 71Using audio-chat .................................................................................................................... 72Getting status information about chatters..................................................................................73

Chatting in a chat workspace ...................................................................................................... 73Using a chat workspace ........................................................................................................... 74Saving a chat as standard workspace........................................................................................ 74

Adjusting your audio for use with Groove .....................................................................................74Groove Discussion Tool .............................................................................................................. 74

About Discussion tool features ................................................................................................. 75Creating a main topic in a Discussion........................................................................................75Creating a response topic in a Discussion .................................................................................. 75Deleting Discussion topics ....................................................................................................... 76Reading or editing Discussion topics ......................................................................................... 76Attaching files to Discussion topics ...........................................................................................76Creating links in a Discussion................................................................................................... 76


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Copying and pasting Discussion topics ......................................................................................77Importing Discussion topics .....................................................................................................77Exporting Discussion topics to a file ..........................................................................................77Searching in a Discussion ........................................................................................................ 78Printing a Discussion topic ....................................................................................................... 78Starting a discussion workspace from Microsoft Outlook ..............................................................78Starting a discussion workspace from a Lotus Notes database......................................................80Changing Discussion tool permissions .......................................................................................80Using the keyboard to do Discussion tasks................................................................................. 80

Chapter 5. Groove Calendar Tool ................................................................................................... 83Adding or deleting events ........................................................................................................... 83Editing events ........................................................................................................................... 83Viewing events ......................................................................................................................... 83Changing the Calendar display .................................................................................................... 84Navigating in the Calendar ......................................................................................................... 85Creating links to events ............................................................................................................. 85Exporting and importing events ..................................................................................................86Publishing events to Microsoft Outlook......................................................................................... 86Sending Outlook events to a Groove calendar...............................................................................86Changing Calendar permissions ..................................................................................................87Printing events.......................................................................................................................... 87Using the keyboard to do Calendar tasks...................................................................................... 87

Chapter 6. Collecting Data in Custom Forms.................................................................................... 89Working with Forms records ....................................................................................................... 89

Adding a new record in a Forms tool ......................................................................................... 89

Reading Forms tool records .....................................................................................................89Editing a record in a Groove Forms tool..................................................................................... 90Copying records in a Forms tool ............................................................................................... 90Working with file attachments in a form record .......................................................................... 90Deleting a record in a Forms tool.............................................................................................. 90Changing the data view in a Forms tool.....................................................................................91Creating links to Forms documents or views ..............................................................................91Printing records in a Forms tool................................................................................................ 91Importing records into a Forms tool.......................................................................................... 92Importing records from a 2.5 Forms tool into a 3.0 Forms tool.....................................................94Exporting records from a Forms tool ......................................................................................... 95Running a macro .................................................................................................................... 96Searching for records in a Forms tool........................................................................................ 96Sorting records in a Forms tool data view.................................................................................. 99Viewing information about a Forms tool application .................................................................. 100Viewing record properties ...................................................................................................... 100


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Creating a new Forms tool application........................................................................................ 100About Forms tool license restrictions....................................................................................... 100Saving a Forms tool as a template.......................................................................................... 100About replacing a Forms tool design ....................................................................................... 101Replacing a Forms tool design................................................................................................ 103Migrating from a 2.5 Forms tool to a 3.0 Forms tool ................................................................. 103Creating a new form ............................................................................................................. 104Setting a form to save updates as responses ........................................................................... 105Creating a response form ...................................................................................................... 106Setting a default form........................................................................................................... 106Modifying the design of a form............................................................................................... 106Restricting access to forms.................................................................................................... 106Deleting a form .................................................................................................................... 107Assigning a programmatic alias to a form or view..................................................................... 107Creating fields...................................................................................................................... 107Editing field properties .......................................................................................................... 107Adding system fields to a form............................................................................................... 108Creating a field group ........................................................................................................... 109Creating a tab group............................................................................................................. 111About Form Layout ............................................................................................................... 112Arranging fields on a form ..................................................................................................... 113Duplicating fields .................................................................................................................. 114Deleting form fields .............................................................................................................. 114Assigning a CSS class name to a field ..................................................................................... 114Hiding form fields ................................................................................................................. 115

Inheriting field values ........................................................................................................... 115Pushing updated values to response records ............................................................................ 115Making a field read-only........................................................................................................ 116Making a field required.......................................................................................................... 116Setting field properties.......................................................................................................... 116Using Lookup to find field values ............................................................................................ 126

Create and editing views.......................................................................................................... 127Creating a view that displays response records in a hierarchy .................................................... 127Modifying view column properties in a Forms tool ..................................................................... 128Restricting access to views .................................................................................................... 132Setting a default view ........................................................................................................... 132Showing unread markers in a selected view............................................................................. 132Showing or hiding grid lines in a view ..................................................................................... 133Setting row height in a view .................................................................................................. 133Creating view filters.............................................................................................................. 133Assigning a programmatic alias to a form or view..................................................................... 135


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Viewing the Personal tab in the Dashboard................................................................................. 154View the Project tab in the Dashboard..................................................................................... 154

Dashboard roles ...................................................................................................................... 155Viewing or changing status and views in the Dashboard ............................................................ 155Filtering Dashboard information by date range......................................................................... 155Filtering Dashboard information by status................................................................................ 155Filtering Dashboard information by participant ......................................................................... 155Show project status history ................................................................................................... 155Changing project status ........................................................................................................ 155

Chapter 10. Run a Document Review............................................................................................ 157About the document review process .......................................................................................... 157Starting a review cycle for a new document................................................................................ 157Adding a reviewer to a review cycle in progress .......................................................................... 158Revising documents based on reviewer comments ...................................................................... 158Starting a review cycle for a revised document ........................................................................... 159Navigating among revision cycles.............................................................................................. 160Opening a document for review ................................................................................................ 160Exporting markup copies .......................................................................................................... 160Adding comments during a document review .............................................................................. 161Using the keyboard to do Document Review tasks....................................................................... 161Troubleshooting ...................................................................................................................... 162

Chapter 11. Browsing the Web .................................................................................................... 163Visiting Web sites .................................................................................................................... 163Adding favorites...................................................................................................................... 163Creating links to favorites......................................................................................................... 164

Managing favorites .................................................................................................................. 164Browsing together ................................................................................................................... 164Keyboard shortcuts ................................................................................................................. 165

Chapter 12. Building Structured Outlines ...................................................................................... 167Adding rows ........................................................................................................................... 167Selecting rows ........................................................................................................................ 167Editing rows ........................................................................................................................... 167Copying or moving rows using the clipboard............................................................................... 168Moving rows up or down sequentially......................................................................................... 168Indenting or outdenting rows.................................................................................................... 168Sorting rows........................................................................................................................... 169Importing rows ....................................................................................................................... 169Exporting rows........................................................................................................................ 169Deleting rows ......................................................................................................................... 170Creating links to rows .............................................................................................................. 170Collapsing or expanding outline sections .................................................................................... 170


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Changing permissions .............................................................................................................. 171Using the keyboard to do Outliner tasks..................................................................................... 171

Chapter 13. Write in a Notepad.................................................................................................... 173Adding or viewing note pages ................................................................................................... 173Editing a note page ................................................................................................................. 173Renaming a note page ............................................................................................................. 174Deleting a note page ............................................................................................................... 174Exporting a note page.............................................................................................................. 174Searching for text in a note page .............................................................................................. 174Creating links to note pages ..................................................................................................... 175Printing a note page ................................................................................................................ 175Changing Notepad tool permissions........................................................................................... 175Keyboard shortcuts ................................................................................................................. 175

Chapter 14. Groove Text Tool...................................................................................................... 176Usage recommendations for the Text tool .................................................................................. 176Searching for text in the Text tool ............................................................................................. 176Printing from the Text tool ....................................................................................................... 176Changing Text tool permissions................................................................................................. 177Using the keyboard to do Text tool tasks.................................................................................... 177

Chapter 15. Share Images and Pictures ........................................................................................ 179Adding or viewing pictures ....................................................................................................... 179Editing pictures....................................................................................................................... 179Creating links to pictures in a Pictures tool ................................................................................. 180Exporting pictures ................................................................................................................... 180Copying pictures ..................................................................................................................... 180

Cutting or deleting pictures in the Pictures tool ........................................................................... 180Change picture tool permissions................................................................................................ 180Use the keyboard to do Picture tool tasks................................................................................... 180

Chapter 16. Sketch .................................................................................................................... 183Summary of the Sketchpad drawing tools .................................................................................. 183Selecting or deselecting drawn objects in the Sketchpad .............................................................. 184Setting or changing line or fill color in the Sketchpad................................................................... 184Moving drawn objects in the Sketchpad ..................................................................................... 185Cutting, copying, and pasting drawn objects in the Sketchpad ...................................................... 185Resizing drawn objects in the Sketchpad.................................................................................... 185Adding and editing text in sketches ........................................................................................... 185Managing sketchpad pages....................................................................................................... 186Changing Sketchpad permissions .............................................................................................. 186Using the keyboard to do Sketchpad tasks ................................................................................. 186

Chapter 17. Use a Welcome Page in a Workspace .......................................................................... 189Editing description information.................................................................................................. 189


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Adding or editing notes ............................................................................................................ 189Exporting notes....................................................................................................................... 189Printing notes ......................................................................................................................... 190

Chapter 18. Mobile Workspace for SharePointTM............................................................................ 191System Requirements........................................................................................................... 191

About creating and managing a Groove mobile workspace for Microsoft SharePoint ......................... 191Restrictions on SharePoint sites you can take into Groove ......................................................... 191About inviting contacts to a Groove mobile workspace .............................................................. 191About synchronization between a Groove mobile workspace and a SharePoint site ....................... 192How SharePoint site permissions may affect data updates and synchronization ............................ 193How a Groove mobile workspace compares to a Groove workspace ............................................ 193How tools match up between a SharePoint site and a Groove mobile workspace........................... 194About page and item labeling on the SharePoint site................................................................. 194Groove backup features and mobile workspaces....................................................................... 195

About data conflicts between Groove and SharePoint ................................................................... 195Creating a Mobile Workspace for SharePoint ............................................................................... 196Inviting people to a Mobile Workspace for SharePoint .................................................................. 197Managing a Mobile Workspace for SharePoint ............................................................................. 197

Restriction on Groove activities during synchronization ............................................................. 197Initiating manual synchronization........................................................................................... 197Switching between manual and scheduled synchronization ........................................................ 197About scheduled synchronization............................................................................................ 198Setting a new time interval for scheduled synchronization ......................................................... 198Checking status for a mobile workspace .................................................................................. 198

About the Mobile Workspace for SharePoint tool set .................................................................... 199

Using Groove Forms-based tools ............................................................................................ 199Using Groove Files-based tools............................................................................................... 199Adding or deleting tools in a mobile workspace ........................................................................ 200Renaming a mobile workspace or tools in a mobile workspace ................................................... 200Changing permissions for a mobile workspace or mobile workspace tools .................................... 200

Home tool in the Mobile Workspace for SharePoint tool set ........................................................... 200Overview of Home tool features ............................................................................................. 200

About InfoPath forms in Groove Mobile Workspace tools .............................................................. 201Using a Mobile Workspace tool that contains an Infopath form ................................................... 201

Frequently asked questions about Groove Mobile Workspace ........................................................ 202Chapter 19. Manage Contacts...................................................................................................... 205

Adding new contacts to a contact list ......................................................................................... 205Adding Groove contacts ........................................................................................................ 205Adding Outlook or MSN Messenger contacts............................................................................. 206Adding email or Jabber contacts............................................................................................. 206Importing contacts ............................................................................................................... 207


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About interacting with Jabber contacts in Groove ........................................................................ 207About using a Jabber account with Groove............................................................................... 208About sending messages or invitations to Jabber contacts ......................................................... 208About Groove/Jabber integration and security.......................................................................... 208

Deleting contacts .................................................................................................................... 208Viewing all available contacts.................................................................................................... 208Viewing contact properties ....................................................................................................... 209Sending your contact to other people ........................................................................................ 209Sending someone else's contact to other people ......................................................................... 209Saving your contact as a file ..................................................................................................... 210Setting contact or member alerts .............................................................................................. 210Saving a contact as a file ......................................................................................................... 210Sending Outlook contacts to a Groove contact list ....................................................................... 210Creating an alias for a contact .................................................................................................. 211Authenticating contact identities ............................................................................................... 211Resolving name conflicts .......................................................................................................... 213Hiding a contact ...................................................................................................................... 213Viewing diagnostic information about contacts ............................................................................ 213

Chapter 20. Setting Preferences .................................................................................................. 215About Groove accounts ......................................................................................................... 215About Groove identities......................................................................................................... 215

Managing Identities ................................................................................................................. 216Adding an identity to an account ............................................................................................ 216Setting a default identity ....................................................................................................... 216Setting up an identity to use with a Jabber account .................................................................. 216

Viewing or editing an identity................................................................................................. 218Listing your contact in directories ........................................................................................... 218Saving your contact as a file .................................................................................................. 219Deleting an identity .............................................................................................................. 219Setting security policies for an identity.................................................................................... 220

Manage your Account .............................................................................................................. 220Managing your account ......................................................................................................... 220About log-in passwords......................................................................................................... 220Changing or resetting a log-in password or smart card log-in certificate ...................................... 221Using your account on another computer ................................................................................ 223Managing a Groove account on multiple computers................................................................... 223Viewing your account license information ................................................................................ 225Saving a Groove account as a backup copy.............................................................................. 225Restoring a Groove account from a backup copy ...................................................................... 225Deleting a Groove account..................................................................................................... 225

Manage Alerts ......................................................................................................................... 226


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Setting preferences for alerts................................................................................................. 226Set Additional Options ............................................................................................................. 226

Setting additional account preferences.................................................................................... 226Setting preference for showing presence ................................................................................. 228Scanning files for viruses ....................................................................................................... 228Setting folder synchronization preferences............................................................................... 229

Manage Groove Communications ................................................................................................. 231Managing Groove communications ............................................................................................ 231

Viewing Groove communications ............................................................................................ 231Pausing communications ....................................................................................................... 232Working offline..................................................................................................................... 233

Responding to alerts ................................................................................................................ 233Suppressing alerts ................................................................................................................ 233

Viewing and modifying advanced network settings ...................................................................... 234Displaying your settings ........................................................................................................ 234Modifying your network address ............................................................................................. 234

Chapter 21. Installation and Setup............................................................................................... 235Setting up a new Groove account.............................................................................................. 235Starting Groove ...................................................................................................................... 236

Exiting Groove ..................................................................................................................... 236Logging on to Groove .............................................................................................................. 236

Logging off from Groove........................................................................................................ 236Upgrading your Groove account ................................................................................................ 237About Groove Virtual Office product options................................................................................ 237Creating additional Groove accounts.......................................................................................... 237

Getting additional help ............................................................................................................. 237

Reporting problems with the Groove software.......................................................................... 238Glossary ................................................................................................................................... 239Index ....................................................................................................................................... 245


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Groove Users Guide 1

Chapter 1. Introduction

Groove is Internet software for making direct connections with the people who are important to you.With Groove you can talk, chat, instant message, draw pictures, swap photos and files, play games andbrowse the Web together with friends, family and co-workers, at the same time or whenever one of youhas a moment. In Groove, having conversations with context is as easy as sending an email or accessing

the Web. Groove runs on Windows PCs and uses the Internet for communication.

What's new in this Groove release

Look for the following new features in this release of Groove Virtual Office.

Account Management updates

Enable (or disable) your account for automatic password reset. Set up an account identity for use with a Jabber account.

Editing updates

Edit hyperlink text. This feature has two facets: It's now simpler to edit the text that displays forlinks to Groove items; it's now possible to edit the text that displays for Web URLs.

Check spelling in all tool locations that support rich text.Messaging updates

Jabber messaging integration: Associate a Jabber account with your default Groove identity; addJabber contacts to your contact list; exchange messages with Jabber contacts; invite Jabbercontacts to Groove workspaces.

Note: Jabber messaging integration is supported only on Groove accounts that are governed bypolicies set on an Enterprise Management Server. For more information, see your Grooveadministrator.

Send messages from your Message History to a workspace.Files Tool and File Sharing Workspace updates

With download properties set to Manual, you can set any file to automatically download updateswhenever another member saves file updates.

Forms Tool updates

Updates for Forms tool designers

Designers can use a Replace Design process to update the design of a Forms tool applicationfrom another Forms tool.

Designers can add a Contact field to a form. This field type allows users to add a Groove contactto a record. A Contact field is generally used in combination with a Forms script that defines anaction to be executed with the selected contact.

Rich Text fields now include an action toolbar.


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An "Auto-resolve" feature assists Forms designers and users with lookups that derive values fromother workspaces.

Designers can lock the design of a Forms tool application. Designers can now set up a special form to be used specifically for printing records.

Updates for Forms tool users

Improvements to the process for importing files saved as .csv (for example, from Microsoft Excel)into a Forms tool.

Select a form for use when printing records.

About Groove security

One of Groove's cornerstone features is its security. Groove provides security via the following features:

Password or Smart Card log-in protection.You can secure your account either with a password or via a certificate stored on a Smart Card.

Passwords encrypt and integrity-protect your account. Groove automatically protects your datausing random keys stored in (or derivable from keys stored in) your account.

Contact authentication. Groove supports two contact authentication processes: Manual authentication, whereby you personally verify the digital fingerprints of contact

identities. You manage the manual authentication of your contacts.

Certification, whereby a digital certificate is assigned to a contact identity by a certificateauthority (such as those from VeriSign). Certification is administrator-managedauthentication.

Roles and permissions. Roles are assigned to workspace members and specific permissions, suchas reading or editing privileges.

Activation keys. Activation keys associate licenses with Groove accounts. Virus scanning. If you have a supported virus scanning program installed on your computer, you

can enable an account preference to scan all incoming and outgoing files for viruses. Forinformation on supported virus scanning programs, see Groove system requirements ongroove.net.

Communications "tagged" with your identity. All of your memberships in workspaces, as well asany message or invitation you send, is cryptographically "tagged" with your Groove identity.Invitation and message recipients can authenticate your identity based on this information.

Encrypted communications. All updates you make in a standard workspace are encrypted whenyou send them and then decrypted when they are received to ensure that only other members ofthe workspace will be able to read them. Instant messages are also encrypted and thendecrypted in the same manner. All information sent and received by Groove is confidentialityprotected.

Note: Security for file sharing workspaces depends on the security measures you have set foryour Windows operating system.

Encrypted temporarily stored data. Information you send may sometimes be stored temporarilyon a server (for example, if the intended recipient of the information is not currently online), butthat information is always encrypted using keys not known to the server.

Component authentication. Groove's component signing feature allows users to authenticate thetool publisher before installing a tool.


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Enterprise policies. Centrally administered policies that allow Groove administrators to configurepolicies that are then enforced at the client and end user level.

Groove privacy policy

Your privacy is important to us. You can read Groove's privacy policy on groove.net.

About the Groove Launchbar

The Groove Launchbar opens when you first start up Groove (unless you change your Groove start-upoptions). You can initiate all Groove activities from the Launchbar.

You can open the Launchbar by clicking the Groove taskbar icon and selecting Open Groove Launchbaror by double-clicking the Groove taskbar icon. If you're not logged into your account, Groove will promptyou to enter your password before opening the Launchbar.

The Launchbar contains two panels, one for creating and managing workspaces, and the other formanaging Groove contacts.

To switch the layout of the Launchbar between tabbed panels (the default layout) and stacked windows,select Options - Tabbed View.

The Launchbar includes a "Common Tasks" section, with options that change to correspond with yourcurrent activity or selection. For example, if you select a contact in the Contacts panel, you see options to

send a message or invitation to that contact.

Workspaces panel

The Workspaces panel displays a list of your workspaces. You can start activities from the Workspacespanel as follows:

Double-click any workspace to open it. The workspace opens into a viewer that corresponds withits workspace type. For example, standard workspaces open in the Groove Workspace Explorer;file sharing workspaces open in a special layout in Windows Explorer.

Right-click any workspace to see menu options for managing the workspace. For example, youcan open workspace properties, rename, pause, or delete the workspace, save a workspace as anarchive or template, and invite people as new members.

Click New Workspace to create a new workspace.Ways to list workspaces

There are several ways you can list your workspaces. Select Options - View Workspaces By, and anselect an option.

Contacts panel

The Contacts panel lists all people you've added to your personal list. These can include Groove, Jabber,and email contacts. You can start activities from the contacts panel as follows:

Double-click a Groove or Jabber contact to open the Groove send message window and create amessage.

Double-clicking an email contact opens a new message in your email program.

Drag a contact to a workspace in your Workspaces List to open a workspace invitation addressedto that contact.

Tip: You can drag contacts to a workspace even if Workspaces and Contacts are on separatetabs. Drag the contact to the Workspaces tab to display that tab and then select the workspace.

Right-click any contact name to see a menu of activity options. For example, you can send aninvitation to the contact; launch a Microsoft NetMeeting session with the contact; delete thecontact; set alerts; export the contact; and email your Groove contact information to the contact.


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Click Add Contact to search directories and add new contacts to your list. Select File - New - Non-Groove Contact to create and add an email or Jabber contact to your

list.

Ways to list contacts

There are several ways to list contacts. Select Options -View Contacts By, and select from thefollowing options:

Folders. Categorizes contacts by folder. Alphabetical. Lists all contacts alphabetically. Status. Categorizes contacts according to their current status. Status categories you may see

include the following:

Active. Lists contacts who are currently online and doing activities in a workspace in whichyou share membership.

To immediately go to the workspace, right-click the contact and select Go to ActiveWorkspace. If the selected member is active in several of your workspaces, a SelectWorkspace window opens a list.

Online. Lists contacts who are currently online.An idle indicator is appended to contacts who are online but who have not done activities attheir computer for at least the past 15 minutes. If you want, you can select an option in yourpreferences to segregate idle contacts to the bottom of the Online list.

Offline. Lists contacts who are currently offline. Email. Lists non-Groove contacts; that is, contacts with whom you can only communicate by

email.

Authentication. Categorizes members according to their contact authentication status. Organization. Categorizes contacts by the organization listed in their contact properties. If

contacts have no organization included in contact properties, they are listed under "UnknownOrganization."

Type. Categorizes contacts by contact type: Groove, Jabber, or Email.The picture below shows the variety of contacts you might have in your contact list, viewed alphabetically,and their current awareness status:


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Organizing your contacts in folders

You can organize your contacts in folders. You see categories by selecting the option to view folders.

1. Select Options - View Contacts By - Folders.2. Click the location in the Contacts list where you want to place a new folder.

Folders are created at the same level as the selected folder (if any). For example, if you select acontact that's already in a folder, the new folder will appear hierarchically within that folder.

3. Select File - New - Contacts Folder.4. Replace the "New Folder" text with a name that makes sense for the contacts intended for that

folder.

5. Drag and drop contacts into the new folder or add new contacts.Note: For Jabber contacts, the folder organization you use in Groove has no bearing on the folderorganization you might be using in a Jabber client. For example, if you move a Jabber contactinto a folder in your Groove contact list, this contact will not automatically move into the samefolder (if it exists) in your Jabber client.

Workspace communication status

Click in the status bar to pop up a list of your workspaces. Uncheck or check workspaces to pause orresume communication activities. Data counters report on the flow of incoming and outgoing data. To domore Communications Manager activities, click the Communications Manager link.

Start messaging activities

Click the envelope icon to open the Message History window.

Common Tasks

The Common Tasks pane lists options that are intended to correspond with your current activity orselections. For example, if you select a workspace in the Workspaces pane, common task options pertainto workspaces, such as sending invitations or showing workspace properties.


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Point at a workspace to display a status window that lists the last modified date, and members who arecurrently in the workspace.

Ways to list workspaces in the Workspace List

You can list your workspaces alphabetically, by status, by type, by folder, or by last unread time. SelectView - View Workspaces By, and choose a sorting option.

Workspace Members

Select View - Show/Hide - Members to show or hide the Workspace Members panel. WorkspaceMembers lists the names of all workspace members with indicators that inform you of their current status.

Indicator Meaning

In the workspace.

Online, but not currently in this workspace.

orThe addition of the clock indicator means that the member has not done anycomputer activities for at least 15 minutes. Point at the clock indicator to seethe exact period of time the member has been idle.

Not online.

Additionally, member names display in different colors depending on their authentication status.

Point at member names to display a status window about the member.


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Click the Expand and Collapse buttons ( ) to expand or collapse member categories, the Chat area, orthe Common Tasks area. Note that hiding Workspace Members also hides the chat and common tasksareas.

Drag the left border of the members pane to make it wider or narrower.

Ways to list workspace members

Right-click in the Workspace Members, select View Members By, and select from the following options:

Alphabetical. Lists all members alphabetically. Status. Categorizes members according to their current status. Status categories you may see

include the following:

InWorkspace. Indicates members who currently have the workspace open. NavigatingTogether. Indicates members who currently have the workspace open and

have enabled the Navigate together feature.

Online. Indicates members who are currently online, but who don't have this workspaceopen.

Idle. Lists members who are currently online but who have not done activities at theircomputer for at least the past 15 minutes.

Offline. Indicates members who are currently offline. Suspended. Indicates members whose workspace data is no longer being synchronized. For

more information, see Managing workspace synchronization problems.

Authentication. Categorizes members according to their contact authentication status. Role. Categorizes members according to their role in the workspace. Organization. Categorizes members by the organization listed in their contact properties. If

members have no organization listed in contact properties, they are listed under "UnknownOrganization."

Starting activities with workspace members

Regardless of their status, you can start new activities with people listed in Workspace Members. Do anyof the following:

Right-click a name and select Properties to open the selected member's Contact card, thenselect activity options.

Right-click one or more names to display a menu of Groove activities. For example, you canselect several members, right-click and select options to send a message or an invitation to anew workspace or chat.

Select from options in the Common Tasks pane.


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Toolbars

You can customize the look of the Groove Workspace Explorer tool bar by showing or hiding componentsor repositioning them.

To hide or show the "Back/Forward" navigation buttons, select View - Toolbars - Back and Forward.

To hide or show the explorer toolbar, which includes the navigation buttons and the Workspaces drop-down menu, select View - Toolbars - Explorer Toolbar.

To reset the toolbar to its default, locked state, select View - Toolbars - Restore Toolbars.

Repositioning toolbars

You can adjust the width and change the position of toolbar components.

1. Uncheck the "Lock Toolbars" option: Select View - Toolbars - Lock Toolbars.2. Do any of the following:

Click a toolbar separate line to minimize or maximize a component. Drag a toolbar separator line left or right to adjust the width of the component. Drag a toolbar separator line down or up to position a toolbar component below or above

other toolbar components.

Workspace communication status

Click in the status bar to pop up a list of your workspaces. Uncheck or check workspaces to pause orresume communication activities. Data counters report on the flow of incoming and outgoing data. To domore Communications Manager activities, click the Communications Manager link.

Start messaging activities

Click the envelope icon to open the Message History window.

Closing Groove windows

You can close the current Groove window by clicking the close box in the upper-right corner.

You can close all currently open Groove windows (including the Launchbar) at once. Click the Groovetaskbar icon and select Close All Windows.


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A workspace that does not yet contain content data. Youmust download data from another computer or workspacemember.

A workspace is no longer maintaining synchronized data forat least one other member. See Keeping workspace datasynchronized for more information.

You are no longer maintaining synchronized data for aworkspace. See Keeping workspace data synchronized formore information.

Groove Taskbar Icon Status

Indicator Meaning

Groove is running and logged in to at least one account.

Groove is running on this computer, but all accounts arelogged off. Click to select an account and log on.

Groove alerts are suppressed.

Your Groove account is offline.


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Chat Indicators

Indicator Meaning

Expand pane

Collapse pane

Microphone

Open in new window.

Message History Indicators

Indicator Meaning

A new message has arrived.

An invitation you've received, but not yet accepted ordeclined. Also, a sent invitation.

An unopened message.

An unopened voice message.

A previously opened voice message with attached file.

A previously opened message with attached file.

A previously opened message.

A previously opened voice message.

A sent message.


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Spell checking in Groove

Groove provides spell-checking features in all locations that support rich text. For example, you can checkspelling is a Discussion tool entry, a Notepad page, a rich-text field in a Forms tool record, a Groovemessage you're composing, or a chat entry.

You can open the spell checker only while you're editing the specific content.

Note: Groove uses the Spell Checking program created by Wintertree Software. You can learn about allspell checking features (for example, how to add or ignore words, how to add or change dictionaries, andso on) by clicking the Help button in the Check Spelling dialog box. This will open the Spelling CheckerDialog help created by Wintertree Software.

In most contexts, you can open the Check Spelling dialog box by selecting Edit - Check Spelling or bypressing Ctrl-F7. You can also right-click in any rich-text location and select Check Spelling.

In the Send Message and Chat windows, click the Spell icon:

Using rich text features in Groove

Groove supports rich text editing in most text entry fields. Right-click in any rich text editor window to seemenu options for changing the typeface, size, color, and emphasis of selected text, as well as options forchanging paragraph settings such as alignment, indents, and bullets. Use copy and paste or drag and dropto add images, hyperlinks and Web URLs to rich text fields.

Most tool provide a toolbar that contains formatting icons.

When selecting a text color, select Default to set the color to the default system color (which is usuallyblack), or More Colors to display a standard Windows Color dialog box in which you can choose from anunlimited number of colors.

If you want to do a variety of text formatting at once, select Font - More Fonts... to display a standardWindows Font dialog box.

Select paragraph options to align text left, right, or center, create bulleted items, and to increase or

decrease paragraph indents.

Adding images and files to text content

You can copy and paste images and files into rich text fields. Copy an image or file to the clipboard, right-click inside the rich text field and select Paste. You can also drag and drop an image or file into a rich textfield.

Images or files you paste into rich text fields may sometimes display as file attachments (instead of theactual image), depending on the image or file type and your operating system.

Right-click any image or attachment to see menu options. The options you see depend on the file type.

Note: Groove users running any Groove version prior to release 2.5 cannot see images or attachments inrich text fields and will instead see a question mark in its place. If you know you are communicating withcontacts running a version of Groove prior to release 2.5, use the Files tool to share this information.


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Automatically detecting Web addresses

By default, all rich text editing windows in Groove are set to automatically detect a Web address (URL)and format it as a live link that you and other members can click to open a Web browser and then openthe Web site. The following table shows syntax rules for entering a Web address for automatic detection:

URL Address Valid?

groove.net No

www.groove.net Yes

http://groove.net Yes

http://www.groove.net Yes

To enable or disable this feature, right-click in the editing window and select Detect URLs.

Editing the text display for Groove and Web URL hyperlinks

You can edit the text that displays for Groove links pasted into rich-text areas or fields as well as detected

URL links.

Editing the text display for hyperlinks to Groove tool items

When you paste a link from a Groove tool item (for example, a link to a Discussion topic, file in a Filestool, record in a Forms tool, page in a Notepad tool), the link displays with text that may include the nameof the item (depending on the tool) and the most current editor of the item. For example, a Forms toolrecord pasted into a rich text field displays with this format:

Forms Document Link [EditorName]

You may often want to use different text for the link, especially if the link is part of the running text insentence.

To edit the text display:

1.

Use the arrow keys to position the editor's insertion point to the immediate left or right of the linktext to place the insertion point.

Note: You cannot click within the link text to edit it because doing so will activate the link andnavigate to the link target.

2. Use the Shift and arrow keys to highlight the link text. Be careful not to include any leading ortrailing word spaces.

3. Select Edit - Hyperlink.4. In the Hyperlink dialog box, enter the desired text in the "Text to display" field.

Note: The Address field should contain the text "". If itdoes not (for example, if this field is empty), this means you do not have the link text highlightedcorrectly. Click Cancel and make sure you've selected ONLY the link text.

5. Click OK.The revised display text appears in the link.


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Editing the text display for Web URL hyperlinks

You can enter alternate text to display for Web URL hyperlinks that appear in rich text areas or fields. Youcan create an URL with alternate text from the editor's insertion point, or apply alternate text to anexisting URL.

1. Click where you want to insert the Web URL or select existing text or an existing Web URL.

Tip: To select an existing Web URL, click to the left or right of the URL and then use the Shift andarrow keys to highlight it.

2. Select Edit - Hyperlink.3. In the Hyperlink dialog box, enter the desired text in the "Text to display" field, and the Web URL

address (if necessary) in the "Address" field.

If you preselected a Web URL address, this address will automatically appear in both the "Text todisplay" and "Address" fields, and you simply need replace the content in the "Text to display"field with your desired text.

If you preselected text, the text automatically appears in the "Text to display" field. You mustadd a Web URL to the "Address" field, or select a Web URL from the Browsed Pages list, whichcontains a history of the most recently visited Web pages in your Web browser.

If you open the Hyperlink dialog box with no text selected, you must enter the desired text in the"Text to display" field and the associated Web URL in the "Address" field.

4. Click OK.The hyperlink text is inserted, or replaces the previous existing text, if any.

Removing a hyperlink

You can remove a hyperlink by simply deleting the hyperlink text (and then retyping it, if you still wantthe text). However, you can also remove a hyperlink and retain the text:

1. Select the hyperlink.2. Select Edit - Hyperlink.3. Delete the text in the "Text to display" field.4. Click OK.


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Chapter 2. Managing Workspaces, Members, and Tools

About Workspaces

A workspace is a place where people with common purposes and goals can share ideas and work together.A workspace begins with the person who creates it and then invites others to join. Workspace componentsinclude the application tools that members decide to add for their work activities and an area for chatting.

Workspaces allow members to work with a variety of specific application tools. For example, suppose youneed to review a document with team members. You could create a standard workspace, add a DocumentReview tool, run the review process, and then (optionally) remove or archive the workspace. Although aworkspace obviously can't replace the physical aspect of people meeting together, it can accommodatemany of the activities that take place.

Workspaces can also provide a structured and formal place for groups to work. Suppose you conduct aweekly meeting to discuss developing marketing materials. Activities might involve setting deadlines,assigning tasks, as well as reviewing completed work. To facilitate this meeting workspace members mightpost documents in a Files tool, discuss issues in a Discussion tool, and collaborate on meeting agendasusing a Meetings tool. All members currently online at the same time in the workspace could interactusing real-time chat, or even talk to each other using audio chat (if their computers have the required

audio components).

The Forms tool is notable among the collection of available workspace tools because, unlike all the othertools, this tool is intended for building customized applications. The complexity and features in a Forms-based application tools can vary widely, and depends mostly on the skills and vision of a Forms tooldesigner. Any designer should be able to build a simple application which consists of a variety of data-entry and input fields laid out on a form. More sophisticated designers can add features as needed byadding scripts, lookups, and so on.

The data in workspace tools is highly dynamic. All currently connected members see instantly any changeseither they or other members introduce. Optionally, members can use the "Navigate Together" feature,which allows a member to lead others in activities. As the leader navigates in a workspace, or in somecases, within a tool in a space, other members automatically go to the tool. Similarly, workspace memberscan lead a Microsoft PowerPoint presentation, or run a co-editing session focused on a Microsoft Word file.

Types of workspaces

The default "standard" workspace includes a Files tool and a Discussion tool. You can select workspacesthat were created from a workspace template, and are pre-set with tools intended for accomplishingspecific purposes. Some workspace templates contain customized Forms tools. The available workspacetypes are described briefly below. For a detailed description of any of these workspace templates, create aworkspace selecting the template you want, and select the "About" tool.

Note: In addition to the workspace types listed below, the Groove Rapid Solution Exchange on groove.netcontains a collection of more than 25 workspace template solutions, each targeted for a specific purpose.

Groove Folder Synchronization. This special workspace type allows you to share the contentsof a folder in your Windows file system across all computers on which you have your Grooveaccount, and with other Groove users by invitation. For more information, see About file sharingworkspaces.

Task & Meeting Management. A workspace for tracking, managing and discussing all facets ofa given project. Members can discuss and assign project tasks, conduct and manage meetings,and share and revise project files in real-time, or whenever is convenient. Includes a TaskManager, Meetings, Contact Manager, Files, Web Links, and Discussion tool, as well as aspecialized Dashboard tool, unique to this toolset, that coordinates information stored in the TaskManager and Meetings tools.

Customizable Discussion. A workspace for holding contextual discussion threads, the formatof which you can tailor to you and your team's communication requirements. Members can holda categorized discussion, and share files that may provide greater context for that discussion.The Discussion tool in this workspace is not a Groove Discussion tool, but rather a Forms toolapplication that any workspace manager can customize by adding or changing forms, fields within


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forms, or views. Includes a standard Files tool and a customized Forms tool designed forrecording discussion entries.

Document Review. Aworkspace for reviewing and discussing documents. The workspacemember who created the workspace can invite others to participate in document review sessionsto offer edits, comments and suggestions. Once a review cycle is complete, documents can bereturned to the Files tool for broader distribution among workspace members. Includes standardDiscussion, Files, and Document Review tools.

Issue Tracking. A workspace that provides a flexible and customizable process for facilitating anevolving team-based issue management process. Users who have the required privileges cancustomize the options in several "pick list" fields to meet specific requirements.

Issue Tracking is designed for managing all phases of issue reporting and response tracking.Users can create reports, assign ownership, and track status over time. Additionally, workspacemembers can have discussion threads that address high-priority, time-sensitive information.

Includes a standard Discussion tool and a customized Forms tool for tracking issues.

Mobile Workspace for SharePointTM. A special type of Groove workspace in which tool data issynchronized between the workspace and a specific SharePoint site. For more information, seeAbout Mobile Workspace for SharePoint.

Virtual Meeting. Ameeting management workspace for groups that may not be located in thesame physical office location. It handles attendee and agenda setting, recording and sharing ofmeeting minutes and supporting material, as well as recording and reporting status of actionitems. Includes standard Meetings and Files tools.

Workspace limitations

Although there are no specific size restrictions for workspaces, for optimal performance, we recommendlimiting the size of any workspace to 2 GB or less. You can view workspace properties to see the currentworkspace size.

Note: Groove cannot send a workspace that exceeds 2 GB to new invitees.

Creating a new standard workspace

You can create a variety of new workspaces using the Create New Workspace dialog box. You can alsocreate a new workspace from a template or create a new workspace from an archive.

Note: For detailed instructions on creating a file sharing workspace, see Creating a file sharing workspace.

To create a new workspace:

1. Select File - New - Workspace... from the Launchbar or the Groove Workspace Explorer.2. Name the workspace.3. Select a workspace type.

Read the description of the selected workspace type to see details about its contents andpurpose. The Templates drop-down list includes a variety of workspace templates, which areworkspaces that contain a collection of tools intended for a specific purpose.

You can also click Browse Templates to browse the groove.net Web site for more workspacetemplates.

4. To see additional workspace options, click Advanced. Groove version. Select the Groove version that all invitees must have to join this

workspace. You might select an earlier version if you know that at least one intendedinvitee is running the earlier version. Some workspace tools (for example, Groove FilesTool), require members to be running at least a certain Groove version.

Identity in this workspace. If you have more than one identity in your Grooveaccount, select the identity you want to use in this workspace.


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5. Click OK.Groove creates the workspace and lists you as the initial member with the role of Manager. You can nowcustomize the workspace components and send workspace invitations.

Creating a new workspace from a template

If you've saved an existing workspace as a template or have access to workspace templates created byothers, you can use these as the basis for new workspaces. If the workspace template is stored in theGroove Workspace Templates folder in My Documents (the default location), the template will display inthe Create New Workspace dialog box in the Workspace Type drop-down menu.

If the workspace template is stored in a different folder, you can select it to create a new workspace asfollows:

1. Select File - New - Workspace from - Template...2. In the Browse dialog box, select the workspace template file you want and click Open.

Going to a workspace or workspace tool

To go to a workspace do any of the following:

In the Groove Launchbar or Workspace Manager, double-click the workspace title.You can select multiple workspaces in either tool using Ctrl-Click or Shift-Click. You might do thisto perform administrative tasks such as deleting workspaces or pausing communications inselected workspaces.

In the Workspace List in the Groove Workspace Explorer, click the workspace title.To select a workspace tool, do any of the following:

Click the tool tab in the workspace. In the Workspace List in the Groove Workspace Explorer, select View - Show/Hide- Tools in

Workspace List and then click the tool you want.

About workspace roles and permissions

Every member of a workspace is assigned one of the following roles:

Manager Participant Guest

Each role type is granted specific "permissions." Permissions determine the extent to which members canmake changes in a workspace. For example, certain roles may be granted (or disallowed) the permissionto add new workspace tools or invite new members.

If you create a new workspace, you're automatically assigned the role of manager, and therefore have allpermissions. Other members are assigned roles as they're invited to the workspace. Only members withthe role of manager can change other members' roles.

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By default, members assigned the role of Participant have permission to add new workspace tools andinvite new members. Guests, however, are not granted any permissions.

To view or change the permissions assigned to roles in a workspace, select File - Properties -Workspace, and select the Permissions tab in the Properties dialog box.

Tool permissions

Most tools within a workspace have their own set of permissions. Tool permissions determine what actionsa manager, participant, or guest can perform in the tool. For example, the Calendar tool has permissionsfor adding, editing, or deleting entries. Members assigned the role of manager can update toolpermissions per role.

To view or change permissions assigned to roles for a selected workspace tool, select File - Properties -Tool, and select the Permissions tab in the Properties dialog box.

Managing Workspaces

Select Options - Manage Workspaces to open the Workspaces window, which lists all of yourworkspaces on all your computers, and shows workspace status information, including the last time aworkspace had unread information. You can do any of the following:

Double-click a workspace to open it. Right-click in the header to select or deselect options for the information displayed in the

workspace list. For example, to add a column that lists file sizes, right-click anywhere in theheader and select Size.

Select multiple workspaces using Ctrl-Click or Shift-Click.You might do this to perform administrative tasks such as deleting workspaces or pausingcommunications in selected workspaces.

Right-click any workspace (or a multiple workspace selection) to see a menu with workspacemanagement options.

Right-click in the Workspaces window to display a menu with options to switch the Workspacesview between List and Details.

In the Details view, click the column headers to sort the list.

Viewing or updating general workspace properties

Select File - Properties - Workspace (or File - Workspace Properties in the Launchbar) and click theGeneral tab to do all of the following activities:

View information about the selected workspace View or change the Groove version requirements for the workspace Add or edit a description of the workspace Enable or disable automatically downloading the workspace on all computers


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Viewing workspace information

You can view all of the following information about the selected workspace:

Version: The version of Groove in which the workspace was created. Size: The current size of the workspace on disk. Template: The workspace template version number. Created by: Name of the person who created the workspace. Created on: Date the workspace was created. Requirements: The minimum version of Groove required for access to the all workspace and

tool features.

File sharing properties: For file sharing workspaces, the Properties dialog box includes a Morelink that displays additional information, such as the path of the root folder currently beingsynchronized, excluded files and file extensions, and the current synchronization status.

Viewing or changing the Groove version requirement for a workspace

To change the version requirement for a workspace, select the version you want from the drop-downmenu.

Every workspace has a Groove version requirement for tools, which is initially set when the workspace iscreated. For example, if you create a workspace and select "Groove 3.0" as the Groove version (thedefault option), this means all tools that you or any other member adds to the workspace are supportedfor all members running Groove 3.0 or later. Members running an earlier version of Groove will getprompted to update if they select tools added to the workspace that require the later version. Additionally,invitees to the space who are running an earlier version may be required to update Groove beforeaccepting the invitation.

Workspace managers can change the Groove version number so that members can add newer versions oftools to the workspace. However, note the following details about changing version requirements:

You can only increase the version requirement for a workspace. This also means that once youincrease the version requirement, you cannot set it back to an earlier version.

Members running an earlier version of Groove may get prompted to upgrade Groove when laterversions of tools are added.Adding or editing a description of this workspace

Workspace managers can add or edit text in the Description text box. Note that this text box is sharedwith the description text box in any Welcome Page tool in the workspace. That is, any edits made in theworkspace properties appear in the Welcome Page tool, and vice versa.

Automatically downloading a workspace onto all computers

If you log into your Groove accoun