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® In the Folder List, expand the Building Microsoft Outlook 2002 Applications folder, expand the Building Blocks folder, and then click the Classified Ads folder.
To create folders that meet the needs of your users, it is essential to plan them first. If you dive headfirst into creating a folder hierarchy and its contents, you might have to redesign both your folder structure and the custom forms contained in those folders if business rules change or design requirements are overlooked. Careful planning avoids expensive, time-consuming redesigns. Your motto when you approach folder design should be to plan, plan, and plan again. Although planning processes differ with each organization and application, there are general steps you should follow when planning a public folder:
• Determine who will plan, design, and implement the folder.
• When you identify folder users and their needs, evaluate their requirements in terms of public folder roles and permissions. For example, what is the default permission on the application folder? Can your users modify the folder items created by other users? Create a list of user groups that will have access to your folder and determine whether they have permission to create, edit, or delete folder items. You also need to consider which forms will be available in your folders and which users can modify those forms.
• Be aware that folder users do not have to correspond to individual mailbox accounts. Exchange Distribution Lists provide a convenient way for you to manage the users who have been assigned to a public folder permissions role such as editor or author.
• Create a design plan that identifies the problems to be solved and how the folder will solve them. The design plan should include preliminary graphics of form windows or views to be created.
Create or Select a Folder
With Outlook, you can design a folder by using one of three methods.
Create a new folder from scratch. You cannot find an existing folder in your organization that closely matches the folder you want to create. In this case, it's quicker to start from scratch.
Modify an existing folder that is in public use. You want to make minor changes to a folder, such as adding permissions or a view.
Copy the design of an existing folder to a You want to create a new folder based on the design of an existing folder, or you new folder, and then modify the new folder. want to make changes to an existing folder and those changes will disrupt users'
If the method of folder design you choose requires that you create a new folder, you can create the folder in Public Folders, your Outlook Mailbox, or Personal Folders. The location determines whether the folder is public or private and determines the design properties you can set for the folder.
Designing new folders in a personal folder is recommended for most public folder application designs. After you have tested and refined your application, you can copy the private folders to Public Folders on an Exchange Server. At this point you should set permissions and go through another round of testing before you publish your application.
In a personal folder (.pst), you can create forms and design views, and then test them to make sure they work as expected. After you create forms and design views, you or the administrator can copy the folder to Public Folders, where you can complete the design of the folder by setting permissions and administration properties. At this point you will also publish your custom forms, if any, to an application folder or to the organizational forms registry.
You should be aware that many organizations require that you deploy your public folder application on a test Exchange Server before you move your application to a production server in your Exchange site. If you use Exchange Server 5.5 scripting agents or Exchange Server 2000 event sinks with your application, it is essential to run your application in a test environment before you move the application to a production server.
The following table shows the attributes that you can set in each folder location.
In a Personal Folder
In a Mailbox Folder
In a Public Folder
Activities tab and Outlook Address Book tab on Contact Folders only
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