Hi Sarah.
There are some choices here. If the 5 people need access to
the same material, it is best to have some sort of version control
implemented. This prevents two people from editing the same
documents at the same time. RH HTML has it's own inbuilt
application - RoboSource Control - for this that integrates pretty
well but there are other alternatives. We use Microsoft's Visual
SourceSafe. This is not integrated at all with RH but works like a
dream for our requirements.
If this seems like a sledgehammer to crack a nut approach,
you can just manually copy your project directory to a network
drive each night (or Windows has a utility that does this for you I
think). The version control route negates the need to backup as the
source is held in a central location and checked out/in as
required.
As far as RH itself is concerned, the style sheet contains
the styles to be used in your projects and it is worth getting this
exactly the way you want first. You can change it later but you'll
have to remember to copy it between the projects you have created.
There are also templates that can be used to control the general
look and feel (e.g. headers, footers, topic layout, etc.).
You will need to consider where the output you will create
(e.g. printed document, PDF, compiled HTML help, Webhelp, etc.).
There are considerations depending on this answer.
We have a blank project that is all set-up with the default
topics, style sheets, templates, etc. that we can get from our
version control application whenever we create a new
project.