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Figure 3.2 - The Beta Contacts folder is created in the Design Environment personal folder (.pst) file
Figure 3.3 - The Beta Contacts folder with the Potential Beta Participants view selected

The Beta Contact form Finally you customize the form that comes with the Contacts module by adding a page to the form. You then add controls to the page and bind the controls to custom fields that you add to the Beta Contacts folder. Figure 3-5 shows the additional page you design for the Beta Contact form.

Figure 3.4 - The Beta Contacts folder with the Beta Participants view selected

■The Company Profile page ¡3 added to the Beta Contact torm

7 Current Customer

Figure 3.5 - The Beta Contact form with the Company Profile page selected

Create New Folders

To start, you create a new personal folder (.pst) file called Design Environment. This is the folder you use throughout this book for creating and testing folders. We recommend you start building your Outlook applications by creating forms and views in a personal folder (.pst) file. After you've tested the forms and views, you can then copy the folder to a public folder, if necessary.

Create the Design Environment Personal Folder (.pst) File

The Design Environment personal folder (.pst) file you create is a private folder, which means that only you can view its contents. This secure environment is ideal for building applications. A personal folder file can reside on either your local drive or a network drive. In either case, it is always best to back up your Design Environment personal folder file on a regular basis.

To create the Design Environment personal folder

1. Select Outlook Data File from the New menu, and then click OK in the New Outlook Data File dialog box.

2. In the Create Or Open Outlook Data File dialog box, select a location for the .pst file from the Save In folder drop-down list box or accept the default location. This is the folder in which the .pst file will be stored on the file system.

3. In the File Name text box, type Design Environment and then click OK. This is the name of the .pst file on the file system.

4. The Create Microsoft Personal Folders dialog box opens. In the Name text box, type Design Environment and then click OK. This is the name of the personal folder, as it appears on the Folder List in Outlook.

Create the Beta Contacts Folder

Now you create the Beta Contacts folder as a subfolder of the Design Environment folder. When you create the Beta Contacts folder, you specify that the folder contains Contact items, so the folder automatically inherits the properties and functionality of the built-in Contacts module.

To create the Beta Contacts folder

1. In the Folder List, right-click the Design Environment folder.

2. Click New Folder.

3. In the Name text box, type Beta Contacts.

4. In the Folder Contains drop-down list box, select Contact Items.

When you click Contact Items, the folder automatically takes on the characteristics of the Contacts module.

6. If a prompt appears, select your choice in the Add Shortcut To Outlook Bar dialog box.

7. Right-click the Beta Contacts folder, and then click Properties.

8. In the Description text box, type the following:

This folder contains beta program contacts. It also contains beta program status that shows whether the company is a beta customer, and whether they have returned their beta material.

9. Click OK to close the Properties window.

Create Custom Views

With Outlook, you can create custom views to organize and show information in the folder so users can easily find the information they want. For the Beta Contacts folder, you create two views:

• The Potential Beta Participants view Lets users keep track of those people who agree over the telephone to participate in the beta program.

• The Beta Participants view Lets users view only those contacts who have agreed to participate in the beta program. Create the Potential Beta Participants View

Let's assume that you and a few others in your workgroup are responsible for contacting a list of companies to see if they want to participate in the beta program. To keep track of who agrees to participate, you can create the Potential Beta Participants view. To create this view, you add user-defined fields to the Beta Contacts folder. Once you create these fields, you build a view with columns based on these fields.

To create the Potential Beta Participants view

1. In the Folder List, click the Beta Contacts folder in the Design Environment folder.

2. On the View menu, select Current View and then click Define Views.

3. In the Define Views For "Beta Contacts" dialog box, click By Company, and then click Copy In this case, you save time by creating the new view based on the existing By Company view.

4. In the Name Of New View text box, type Potential Beta Participants.

5. Click This Folder, Visible To Everyone, and then click OK.

6. In the View Summary box, click OK.

7. In the Define Views For "Beta Contacts" list box, click Apply View. Remove Fields

Many of the fields in the By Company view aren't necessary for the Potential Beta Participants view, so you can remove them by dragging them from the Column Heading row.

To remove fields

• Drag the following column headings away from the Column Heading row until an X appears through the column heading, and then release the mouse button.

• Attachment (shown as a paper clip in the column heading)

• Department

• Categories Add New Fields

Next you add the Wants To Participate, Does Not Want To Participate, and Primary Contact fields to the view. To add new fields

1. Right-click anywhere in the Column Heading row, click Field Chooser, and then click New.

2. In the Name text box, type Wants to Participate.

3. In the Type drop-down list box, click Yes/No and then click OK

5. In the Name text box, type Does Not Want to Participate.

6. In the Type drop-down list box, click Yes/No and then click OK.

7. Repeat steps 4, 5, and 6 to add the Primary Contact field, but In step 5, type Primary Contact in the Name text box. Make sure you choose a Yes/No type field.

8. Repeat steps 4 through 6 to add the Comments Or Issues field, but in step 5, type Comments or Issues In the Name box. Make sure you choose a Text type field.

Change the Order of the Company and Full Name Columns

With Outlook, you can change the order of column headings by dragging them to new locations. To drag the Company column heading

• Drag the Company column heading, as shown In Figure 3-6, until a red double-arrow marker appears over the border where you want to place the column.

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