When you first open Microsoft Office Live Workspace beta, you'll notice that your site is organized into five top-level workspaces on the left navigation bar. Each of these workspaces can help you organize your documents, notes, spreadsheets, presentations, and lists — any information that is important to your business, friends, or family.

Read on to learn how to arrange your documents and workspaces to better meet your needs.

Choose a workspace

Office Live Workspace provides the following workspaces:

• My Workspaces Create workspaces that contain collections of documents with a common theme. You can create a workspace containing promotional materials that your sales team can access from any computer with an Internet connection. Or you may create a workspace containing a trip itinerary, packing lists, and other documents that can help you and your friends or family plan for an upcoming vacation.

Note :  You can share the entire workspace and all of its contents with the people you choose. If you need to share only a single document from a workspace, you must first move the document to the Documents workspace before sharing it.

To move documents between folders/workspaces:

1. Click the checkbox to the left of workspace document to move and click the Cut button above the folder.
2. Next choose the Documents workspace on the left navigation bar by clicking the name.
3. Finally, click the Paste button at the top of the Documents folder.

• Documents Quickly store important documents to a location that offers easy access to you and the people you select. For easier viewing, you can sort your documents by title, by last revision date, or by size. Hovering your cursor over the name of each document launches a handy menu that lists commands giving you one-click management of your documents.

• Shared with Me When you accept an invitation from another Office Live Workspace owner to share a workspace, that workspace name appears on the left navigation bar, beneath Shared with Me.

• Documents When you accept an invitation to share an individual document, such as an Office Word document, a note, or a list, from another Office Live Workspace owner, that document name appears on the left navigation bar beneath Documents.

The Shared with Me and Documents workspaces make it easy for you to see the at-a-glance status of your shared workspaces and documents.

• Deleted Items It's easy to delete workspaces and documents that no longer serve a purpose. But if you delete anything from your workspaces and later change your mind, you can easily restore anything that you deleted from the Deleted Items workspace. Deleted items can be restored for 30 days before they are permanently removed from your site. For more information, see Create, delete, or restore a workspace.

Create folders to organize workspaces and documents

Over time, your list of workspaces and documents may become extensive. One way to keep your workspaces organized is to use folders. You can create a folder to organize workspaces with a similar theme, or you can create folders within a workspace to organize your documents.

Note : You cannot create a list in a folder or move a list from a workspace to a folder.

To create a new folder, on the actions bar, click New . Then click Folder.

Office Live Workspace lets you create up to six levels of folders. To help you navigate through your folders, use the handy breadcrumbs at the top of the workspace.

Cut, copy, and paste documents

You can move or copy documents into another workspace or folder.

Notes :

•   In a shared workspace, the Cut, Copy, and Paste buttons are not available unless you are the Owner of the workspace.

•  You cannot move or copy a list to a folder.

1. In a workspace or folder, select the check box next to the document name, then do one of the following:

   • To move the document to another location, on the actions bar, click Cut.

   • To copy the document to another location, on the actions bar, click Copy .

2. Open the workspace or folder where you want to move or copy the document. On the actions bar, click Paste.

Use one-click options

When you place your cursor over the name of a document or workspace, a menu appears that identifies the owner and sharing status. The menu also provides one-click commands to make it easier to manage your content.

When you hover your cursor over a workspace name, a menu appears with the following options:

• Open Launch a workspace.

• Share Allow others to review or change your workspace.

• Rename Change the name of your workspace.

• Hide Remove the workspace from view on the left navigation bar. For more information, see Hide a workspace from view in this article.

• Delete Send the contents of the workspace to the Deleted Items workspace, where it remains for 30 days until it is permanently deleted.



Hovering your cursor over a document name opens a menu with the following options:

• View Read a document in a Web-page format.

• Open in... Open your document in Office Excel, Word, or PowerPoint.

• Rename Change the name of your document.

Hide a workspace from view

By default, when you create a new workspace, it automatically appears on the left navigation bar under My Workspaces. When you accept an invitation to share a workspace from another owner, the shared workspace automatically appears under Shared with Me on the left navigation bar.

Keep your list of workspaces manageable by using the Hide feature so that only your most important workspaces appear on the left navigation bar.

To remove a workspace from view:

1. On the left navigation bar, place your cursor over the workspace that you want to remove from view on the left navigation bar.

2. In the menu that appears, click Hide. The workspace no longer appears on the left navigation bar.

Keep in mind that this action only removes the workspace from view, it does not delete it. If you chose to hide an item under My Workspaces, you can still access it by clicking My Workspaces on the left navigation bar. Likewise, if your item was under Shared with Me, you can click Shared with Me on the left navigation bar to view the item.

To restore a workspace to the left navigation bar:

1. On the left navigation bar, click My Workspaces or Shared with Me.

2. Select the check box next to the workspace that you want to make visible.

3. On the toolbar, click Show.

The workspace appears on the left navigation bar.

Track your workspace activity

Another way to stay organized is to track changes made to your workspaces or documents. To view all activity on a workspace or document, including when revisions are made or when someone adds a comment, open a workspace or document. The Activity pane appears on the right, listing the date and time of each type of change made to the workspace or document. For more information, see Manage your workspaces with the Activity pane.