This Is the hidden Approved response form for the Vacation Reguest form
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Protect form design:
I Send form definition with item Use form only for responses
Select this check box after you are sure-the Reply form is working correctly.
Figure 7.12 - The form description is changed for the Reply form.
■ When this check box is selected, the form is included with the item.
For more information on creating and modifying forms, see "Open the Form and Switch to Design Mode" in Chapter 5, "Forms."
For Reply forms to work correctly, they must be available on the user's system. Before you publish the forms, however, it's a good idea to make a backup copy. To make a backup copy of a form
1. With the form open, click Save As on the File menu.
2. In the Save In drop-down list box, select the default Outlook template folder, such as C:\Documents and Settings\ UserNam&Application Data\Microsoft\Templates.
3. In the File Name text box, type a name for the form.
4. In the Save As Type drop-down list box, select Outlook Template (.oft).
5. Click Save.
To open your backup copy of a form
1. Select New on the File menu, and then click Choose Form.
2. Click User Templates In File System in the Look In drop-down list box, and then click the form you'd like to open. After you make a backup copy of the form, you can publish it to one of the following forms libraries:
• Organizational Forms Library Publish the form in this library if you want the form to be available to all users in your organization.
• Personal Forms Library Publish the form in this library if you intend to use the form for personal use. The Personal Forms Library is also a good place to publish forms when you want to test them.
• The forms library of a folder Publish the form in the forms library of a folder if the form is integrated with the folder.
For more information about where to publish forms, see Chapter 13.
To publish a form
1. On the Tools menu, select Forms and then click Publish Form As.
2. Click the Look In drop-down list box, and select the forms library you want to publish in.
3. In the Display Name text box and the Form Name text box, type a name for the form and then click Publish.
After you publish the forms to a forms library, you should run the forms to make sure they work as expected. For example, here's how you publish and test the Vacation Request forms. To publish the Vacation Request forms
1. In the Vacation Request folder, click New Vacation Request on the Actions menu.
2. On the Tools menu, select Forms and then click Design This Form to switch to Design mode.
3. On the Tools menu, select Forms and then click Publish Form As.
4. Click the Look In drop-down list box, and then click Personal Forms Library.
5. Type a name for the form in the Display Name text box. The Form Name will be identical by default, but it can be changed if you want.
6. Click Publish.
7. Close the form.
8. On the Actions menu, click New Vacation Approved, and then repeat steps 2 through 7.
9. On the Actions menu, click New Vacation Denied, and then repeat steps 2 through 7. To test the Vacation Request forms
1. Select New on the File menu, and then click Choose Form.
2. In the Look In drop-down list box, select Personal Forms Library and click Vacation Request.
3. Address the form to yourself, and then click the Send button.
4. When the Vacation Request item arrives in your Inbox, double-click it to open it.
5. Click the Approve Vacation button.
6. Click Send.
7. When the Approved Vacation item arrives in your Inbox, double-click it to open it.
Remember to keep forms updated and synchronized with each other by performing the following forms maintenance:
• Keep fields uniform on both Compose and Read pages.
• If form names are changed, update the links between the action and the form. See the section "The Create Offering Action" later in this chapter.
After you publish and test the forms, you select the Hidden option for response forms so that the response forms can be opened only as a response to an item. For example, if the Hidden check box is selected for the Vacation Approved form and the form is published in the Personal Forms Library, the Vacation Approved form name does not appear in the forms list in the New Form dialog box. Users can only open the form when an associated Vacation Request item is selected in the Inbox or when the Vacation Request item is opened in Read mode.
To set the Hidden property for the Vacation Approved form and the Vacation Denied form, take the following steps.
1. On the Outlook Tools menu, click Options and then click the Other tab.
2. CI i ck th e Advan cedOptionsbutton.
3. Click the Custom Forms button.
4. Click the Manage Forms button.
5. Note that the right-hand Form Library text box is set to Personal Forms.
6. In the right-hand Library list box, click Vacation Approved and then click Properties.
7. Select the Hidden check box, and then click OK.
8. Repeat steps 6 and 7 for the Vacation Denied form.
9. Click Close and then click OK.
After forms are hidden, they are no longer visible in the following places:
• The Choose Form dialog box selected from New on the File menu
• The Actions menu for that folder
Custom Reply Forms for Users Not on Your Microsoft Exchange Server System
You may occasionally want to create forms that are used between your company and another company over the Internet. For example, let's assume you have a Legal Approval form and a Legal Approval Response form and you want to use the forms between your company and an attorney's office. Also assume that the attorney has Outlook but is not on your Microsoft Exchange Server system. For this scenario to work correctly, the attorney must have both the Legal Approval form and the Legal Approval Response form installed on his or her system—either in the Organizational Forms or Personal Forms
If the Reply form specified by an action is not available on the user's system, Outlook opens the standard Message form in its place.
For more information about where to publish forms, see Chapter 13. For information on sending forms to other people, see "Learn How Forms Work" in Chapter 5.
When creating applications with Post forms, you can create custom actions so users can reply to items in a folder using custom forms, rather than the standard Post form. In this section, we use the Training Management application for examples of how to implement Reply To Folder actions for Post forms.
• In the Folder List, expand the Building Microsoft Outlook 2002 Applications folder and then expand the Building Blocks folder. Then click the Training Management folder.
The Training Management application allows training personnel to create an entire course catalog in the Training Management folder. To create the catalog, administrators first post Course Catalog Entry items in the folder. Course Catalog Entry items contain a general description of the course. After Course Catalog Entry items have been posted, training administrators can post Course Offering items as responses to the Course Catalog Entry items, as shown in Figure 7-13. After students complete a course, they can post an Evaluation item as a response to the Course Offering item.
The Training Management application contains the following forms:
• Course Catalog Entry form This form allows the administrator to post an item that contains general information about a course, such as the Course ID, Cost, Name, Target Audience, and Course Description. The Read page of the form, shown in Figure 7-14, allows an administrator to view the course offering information and to open a Course Offering Response item.
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