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WorkgroupShare gives your organization the ability for its staff to share Outlook information without the unnecessary expense of Exchange Server. It consists of a server program that is installed on one computer and an Outlook extension program that is installed on each computer that runs Outlook. It will work with all versions of Outlook from Outlook 2000 through to Outlook 2003. It can even share data between different versions of Outlook. When a user is » Lees meer... |
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WorkgroupShare gives your organization the ability for its staff to share Outlook information without the unnecessary expense of Exchange Server. It consists of a server program that is installed on one computer and an Outlook extension program that is installed on each computer that runs Outlook.
It will work with all versions of Outlook from Outlook 2000 through to Outlook 2003. It can even share data between different versions of Outlook.
When a user is given access to other users' information or to public folders, a hierarchy of folders is created under a Shared Information folder, which is created alongside the other Outlook folders. If the user is given at least read access to one or more of John Doe's folders, then John Doe will appear as a folder under the Shared Information folder, with the relevant folders listed as sub folders of the John Doe folder.
Periodically, Outlook will communicate with the WorkgroupShare server at defined intervals in order to synchronize itself. It performs the synchronization using standard Internet protocols. This means that it is not only possible to synchronize Outlook with other users' information over the LAN, but also from a remote location, over the Internet.
The synchronization process happens in the background allowing the user to continue working uninterrupted during this time. WorkgroupShare gives an administrator full control over the information that specific members of staff have access to. For example, you could give one person full access to another person's calendar and you could give read-only access to the same calendar for the rest of the organization. Additionally, you could create a public contacts folder, which you could give every member of staff access to.
Every person who wishes to share Outlook data must be added as a user into the WorkgroupShare administrator. Users can be added to one or more groups, and thus take on the security profile of that group, much like the way NTFS access permissions are set. This makes it very easy to add a holiday calendar, for example, and give all staff read-only access to it by making only one security setting change.
Sharing Outlook Calendars, Contacts, Tasks and Notes is now possible by using WorkgroupShare. When installed on a user's computer, Outlook synchronizes it's data with the WorkgroupShare server. The Outlook user's folders, such as their calendar, their contacts list, their tasks and their notes then become available to an administrator, via the WorkgroupShare administrator program.
Initially, other users do not have access to these folders. In order for another user to access the information stored in one of these folders, the administrator must give such users at least read access to the folder.
Once this access is granted, then the next time the granted user's Outlook synchronizes with WorkgroupShare, a folder will appear in the user's folder list showing this new information. The picture to the right shows how this information would typically be represented inside Outlook.
WorkgroupShare also lets an administrator create public folders and then assign the appropriate access rights to these folders. For example, if you wanted to create a shared contact list, which was available to all staff from within Outlook, this would be easily done by creating a public folder in the WorkgroupShare administrator and granting the appropriate access rights to the relevant people. If one member of staff adds a contact to this folder, then provided he or she has sufficient access to do this, the contact will appear in that folder within all participating Outlooks.
The WorkgroupShare administrator lets you grant access in several different ways:
You can grant access for:
- a user to a folder
- a user to another user
- a user to a group of users
- a group of users to a folder
- a group of users to a user
- a group of users to a group of users
The WorkgroupShare administrator provides you with a very clear picture of what access a particular user has to other folders and also which users have access to a particular folder. The picture to the left shows a screenshot of the WorkgroupShare administrator with a user selected in the left-hand list. The right-hand window describes fully this users access to other folders.
Full access control is made available through the WorkgroupShare administrator. It makes it very easy to specify which people should have access to certain data within your organization. It lets you grant access in several different ways:
You can grant access for:
- a user to a folder
- a user to another user
- a user to a group of users
- a group of users to a folder
- a group of users to a user
- a group of users to a group of users
There are several different levels of access that may be granted. These are as follows:
- No access
- Read access
- Read/Create access
- Read/Create/Edit access
- Read/Create/Edit/Delete access
Granting access to a folder is very simple. When you select a folder in the left-hand list of the administrator, the details of that folder are shown in the right hand window. Pressing the Grant other users access to this folder will display an Access property sheet for that folder, allowing you to grant or deny access to the folder appropriately.
However, if you have many users, granting access for everyone to everyone else's folders could be a very laborious task, if it was done this way. For this reason, the WorkgroupShare administrator lets you grant access for a group of users to a particular folder, or even for a group of users to a particular user (giving the same access to all the user's folders). Granting access for everyone to everyone else's folders can be achieved with a single access setting, i.e. by creating a group, containing all users, and granting access for the group to the same group.
The WorkgroupShare administrator lets you control how and to whom data is shared within your organization. It lets you define users, groups and public folders. It is also the tool that you use in order to grant users access to specific folders.
Once you have added a user, using the administrator, and that user has installed the client software and synchronized, their personal folders will appear under the user entry in the left-hand list of the administrator. You can then select any of the folders and grant access to that folder to any other defined users.
The administrator lets you add groups of users. These make it much more convenient when assigning access rights.
You can also use the administrator program to add public folders, such as a shared contact list, or a meeting room calendar.
WorkgroupShare
- Server platform: Windows 2000 / XP / 2003 / Vista / 2008 / 7 / 2008 R2
- Client platform: Windows 2000 / XP / 2003 / Vista / 2008 / 7 / 2008 R2
- Outlook versions: Outlook 2000 / 2002 / XP / 2003 / 2007