Publish the Form

When you finish designing a form, you publish it to a forms library. Optionally, you can make a backup copy of the form, although it is not required.

® When you publish a form, you register the form in a forms library and expose the form to the Outlook user interface. For example, after the form is published, the form menu commands and form name are visible in the Outlook user interface.

® When you make a backup copy of the form, you save the form definition as an Outlook Form Template or .oft file.

Outlook forms are interpreted, not compiled. Therefore, there's no source code to worry about. Since only the form definition is saved, rather than the form and all of its associated controls, the message size for forms where the form definition is not saved with the item averages 1 KB per item. If your custom form contains one or more file attachments, the message size will increase accordingly.

Make a Backup Copy of the Form

Before you publish the form, you may want to make a backup copy of the form on your hard disk or on your organization's server. When you make a copy of the form, you save it as an .oft file in much the same manner as you would save a Microsoft Word template.

To make a backup copy of a form

1. Wth 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.

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 on the form you'd like to open.

Publish the Form

When you publish a form, you accomplish three things:

® You make the form available to be run in Outlook.

® You register the form in the designated form library.

® You expose the form's properties, such as form name, description, and menu commands in Outlook. About the Form Name and Message Class

When you click the Publish Form button on the Form Designtoolbar and type a name in the Display nametext box, Outlook adds the name to the Form Name text box and sets the message class for the form by appending the form name to IPM. For example, if the form is a Message form and you type Business Card Request in the Form Name text box, Outlook constructs the message class for the form by appending the form name to IPM.Note. Thus, the message class would become IPM.Note.Business Card Request. The message class is the internal identifier of the form and is used to locate and activate a form when an item associated with the form is created or opened.

This document was created by an unregistered ChmMagic, please go to http://www.bisenter.com to register it. Thanks To specify the form name

1. On the Form Design toolbar, click Publish Form.

2. Type a name in the Display Name text box. To change the message class

® In the Form Name text box, change the name of the form. The Message class is automatically updated. Publish to a Forms Library

When you publish a form, you publish it to a forms library. After the form is published in a library, you can then open the form to compose, submit, and read items in a folder. Where you publish the form determines how the form will be available to other users. The following table provides a description of the forms libraries where you can publish forms.

When publishing and naming forms, the form names should be unique, or unpredictable results may occur. Also, if the form is published in more than one forms library and you make changes to the form, the form must be updated in all the forms libraries in which it is published unless the form definition is sent with the item. To update forms libraries, use the Forms Manager. For more information, see "Manage Forms" in Chapter 13.

Location Advantage Description

Organizational Forms Library

A public container of forms that is located on an Exchange Server. It is not connected with a specific application folder.

Allows forms to be used by anyone who has access to the Exchange Server.

Personal Forms Library

A private container of forms. It is not connected with a specific application folder.

Allows forms to be available for personal use. Also handy for designing and testing forms.

Public Folder Forms Library

A public container of forms. Each public application folder has its own forms library. The container exists in the folder in a Public Information Store on an Exchange Server.

Allows forms to be used by anyone with access to the Exchange Server and whoever has permission to use the application folder.

Personal Folders Forms Library (in a .pst file)

A private container of forms. Each application folder has its own attached forms library located on a local or network hard disk drive. Can be opened only by one user at a time.

Allows forms to be organized in a personal folder. Also allows designers to distribute a large number of forms and folders by using a .pst personal folder or file.

Offline Folder Forms Library (in an .ost file)

A private container of forms that is associated with the security context of a mailbox account, located on a local hard disk drive. Each folder has its own attached forms library. Synchronized manually or programmatically with an Exchange Server.

Allows forms to be organized in an offline store folder. Users in remote locations can use forms as if they were connected directly to the server. Folders can then be synchronized between the local hard disk and the server.

For more information on updating or synchronizing forms published in multiple locations, see 'Make the Folder Available for Offline Use" in Chapter 8. For more information on publishing and distributing forms, see "Manage Forms" in Chapter 13.

This document was created by an unregistered ChmMagic, please go to http://www.bisenter.com to register it. Thanks To publish a form

1. In Design mode, select Forms on the Tools menu, and then click Publish Form As.

2. In the Display Name text box and Form Name text box, type the name for the form.

3. To change the location (library) where the form is stored, click Look In, and then do one of the following:

® To publish a form in the Organizational Forms Library, click Organizational Forms Library in the Look In drop-down list box, and then click OK.

® To publish a form in the Personal Forms Library, click Personal Forms Library in the Look In drop-down list box, and then click OK.

® To publish a form in a public or personal folder, choose Outlook Folders, click the Browse button, select the folder in the Look In drop-down list box, and then click OK.

4. Click Publish.

5. In the message box, choose No for most cases where users have access to the same libraries as you. Choose Yes if this form will be sent to someone outside your system who needs the definition to view the form.

For more information about how to make forms available to users, see Chapter 13.

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