When I used VSS (or similar), I have worked alone - but I will see whether I can help.

>1) How can each of us refresh our projects to get the new files that other developers have created? (I know we can get latest from source safe and then add them manually into the project, but maybe there's an automatic way).

AFAIK, there is no automatic way to do this.

The main difficulty I encountered was with new files - it seems they have to be added manually by each programmer. I do hope somebody can correct me, and point out the correct way to do this. But I didn't figure it out.

>2) What is the best setup when creating an executable to put into production?
>I have tought of maybe having a spare machine to compile. Basically all the developers check in their changes. Go to the spare computer, open the project and get latest files (if need to add new files manually then do that, related to question 1) create the executable and create a "label" on source safe to freeze the code for that version.

One option is to have one programmer responsible for compilation. You can also have a special folder for this purpose - I don't think you need a spare machine for this purpose. VSS has options specifically for this, but I don't have it here now. Nor do I know whether this will offer you any advantages over just compiling, say, on your machine.