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Collaboration using MS-Office and Network Shares

Accessing: We set up collaborative editing on a number of MS-Office files (Word, Excel, PowerPoint for starters) on network shares.

These files function like files on your computer’s C: or D: (cd) drive. C: (and H:, S:) you can write to, while D: (and M:) you can only read from. Details, including students’ access, below:

Mapped as for

Staff (including LLC staff) can

Student can

Language services use

NetworkPath

Staff

Student

read

write

read

write

 

 

H:\LLC

 

Yes

Yes

No

No

sensitive exam files; internal documentation & management (hallway.ppt, channel55.ppt, Sign_In_Sheet.xls)

\\adfileprod01\shared\LLC

M:

 

Yes

No (admin only)

Yes

No

LLC: (large) multimedia files (to be moved into Blackboard content system)

\\resman\media

S:

 

Yes

Yes

Yes

Yes

Student audio recordings

\\resman\Student Saved Work\

G:

G:

  Only current user

  Only current user

  Only current user

  Only current user

Personal home drive

\\adfileprod01\users\[yourusername]

If you do not see the M: and S: click drive , click , paste “\\resman\Student Saved Work\Admin\conf\ms.vbs”, click .

To access the files quickly, you can click , click , paste the path to the file, click . Alternatively, browse  to the folder with the file like to any other folder on your PC, starting from “My Computer”. Repeat access from the office computer is easiest if you create a shortcut to the file, by right-click-dragging the file onto your desktop (do not create a copy, it will get out of synch and be useless for collaboration).

You can also access the files from home if you follow the instructions here. I have not thoroughly tested this, but my installation on MS-Vista, after the initial setup, defaults to a web-interface view which allows reading the files, but, unlike VPN connections I have used, not editing.

Searching: Search files like you do on your computer.

Editing: Files are unlike those on your C: or D: drive insofar as other people can open them also. If somebody has a file open and thus locks you out of writing to it, simply come back later when she has closed it.

The Excel Sign_In_Sheet.xls is a “shared” spreadsheet, in the sense that you will not be locked out while lab assistants have it open (which is always during LLC opening hours). However, you may get conflict messages if you try to save edits (which you normally would do not need to do, just viewing), like demonstrated here: excel_shared.wmv.

If you use regular (non-shared Excel)  MS-Office Files, you may see such a warning message:

If you clicked “Notify”, you will eventually be prompted to open the file in read-write mode, and your changes will be saved, if you colleague did not update the file (otherwise you will have to save under a different file name and later can use tool “compare and merge” to merge changes). 

For PowerPoint, you may see this:

If you clicked “open” ”read-only”, you will see a reminder:

It is probably easier to close the file and try again later, to see whether your colleague is finished with it.

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