The linked parent Company item is shown in the Contacts edit box

■ Enter details ab meeting. In this NetMeeting is b scheduled,

Figure 12.10 - A shared appointment for a Company item. A User Sends Shared E-Mail

Unlike the other shared items, a shared e-mail message will be saved by default in the personal Sent Items folder of the user who issues the e-mail. The workaround for this is to send a blind carbon copy (bcc) of the message to the Shared Mail public folder when a user sends a shared message. The message is linked to the company or contact you send it to. You can track shared messages to a company or company contact on the Shared Activities page of the item. In order for shared e-mail to work correctly, you must expose the address of the Shared Mail folder in the Exchange Global Address List (GAL).

Setting Up the Application

Before you can run the North wind Contact Management application, you need to copy the North wind Contact Management application folder to your Exchange public folders. If you are not connected to an Exchange server, you can run most features of the Northwind Contact Management application from the Building Microsoft Outlook 2002 Applications personal folder (.pst) file with the exception of Shared Mail, which requires an addressable public folder. If you use the application in this manner, you won't be able to use the workgroup features that allow multiple users to share contacts, appointments, tasks, journals, and e-mail. Exchange Server is required to track and share activities for multiple users. This section explains how to install the Northwind Contact Management application in your Exchange public

Reminders in Public Folders

Exchange and Outlook do not support reminders for appointment and task items in public folders. If you attempt to set a reminder on an appointment or task item in a public folder, you will see an alert box informing you that reminders cannot be set on public folder items. However, you can circumvent this limitation. After you set a reminder on the public folder item, you can do one of the following:

• Answer Yes to the Create Personal Copy Of Item? prompt. A copy of the item with the reminder set will be created in your personal Calendar or Task folder.

• Invite yourself to the appointment. You cannot assign a task to yourself. You can also create a distribution list item that contains members of your team (including yourself) and invite members of the team, if appropriate. You will see an alert box that informs you that meeting responses will not be tallied for appointments stored in a public folder.

• Create an Exchange 5.5 scripting agent or an Exchange 2000 event sink that synchronizes public folder appointments with a user's personal calendar. This solution is complex and beyond the scope of this chapter. If you'd like additional information on this technique, see the discussion "Maintaining a Group Calendar in Outlook" at h ttp:/Mww. slipstick. com/ca lendar/scheduleall. htm.

If you do not initially set a reminder on the item in the public folder, none of these strategies will work to set the reminder. Instead, you will have to manually set the reminder when the meeting or task item is copied to your personal folder.

Copying the Application Folders to Public Folders

These instructions assume that you have added the Building Microsoft Outlook 2002 Applications personal folder (.pst) file to your user profile. If you haven't, see the section "Add the Personal Folder (.pst) File to Outlook" in the introduction of this book.

To make it possible for a variety of people to easily record activities with company contacts, you must make the Companies folder and its subfolders publicly available. Copy the application root folder from the Building Microsoft Outlook 2002 Applications personal folder (.pst) to Public Folders.

If you don't have permission to copy the folder to Public Folders, contact your Exchange administrator. The user that copies the files in the .pst file to Public Folders must have the ability to create Public Folders under All Public Folders or a subfolder of All Public Folders. The Exchange user that copies the folders in the .pst file to Public Folders will become the owner of the Northwind Contact Management Application Public Folders. Some organizations require that you log on to Exchange to create Public Folders with an account that has an unlimited lifetime. Atypical mailbox name for a permanent recipient might be ExchAdmin. This mailbox should never be deleted. If you use the account of an individual employee who winds up leaving the company and thus has his Exchange mailbox deleted, the ownership of the public folder can be compromised and you will have to reset folder permissions.

Let's assume that you will create the Northwind Contact Management Application folder as a subfolder of All Public Folders. Your Exchange administrator might require that you create the root application folder in a subfolder of All Public Folders—for example, Test Applications. If you cannot create a subfolder of All Public Folders, adjust the target folder accordingly.

To copy the Northwind Contact Management Application folder

1. Log on to Outlook with the user profile that will assume ownership of the application folders.

2. In the Folder List, open the Building Microsoft Outlook 2002 Applications folder.

3. Open the 6. Sample Applications folder.

4. Right-click the Northwind Contact Management Application folder, and then click Copy Northwind Contact Management Application on the shortcut menu.

5. In the Copy Folder dialog box, open the Public Folders folder, select the target folder, and click OK. All the subfolders of the root application folder will also be copied to the folder you have selected. Restricting Access to the Application Folders

To prevent users from opening the folder while you test or modify it, you need to restrict access to it. You can restrict access to the Northwind Contact Management Application folder and its subfolders in one of two ways. You can restrict access on a folder-by-folder basis with Outlook, or the Exchange administrator can apply permissions to the root application folder and propagate the permissions to all its subfolders. If you have to apply permissions to an extensive hierarchy of subfolders, it's more efficient if your Exchange administrator propagates permissions to subfolders. To propagate permissions with the Exchange Administrator program, see the section "Set Permissions for Subfolders" in Chapter 8, "Folders."

To restrict access to the application folder and its subfolders by using Outlook

1. In the Folder List, right-click the Northwind Contact Management Application folder you just added to Public Folders, and then click Properties on the shortcut menu.

2. Click the Administration page depicted in Figure 12-11.

3. Click Owners Only, and then click OK.

4. Repeat this process for each subfolder of the Northwind Contact Management Application folder.

Northwind Contact Management Application Properti

Figure 12.11 - The Administration page.

Adding the Shared Mail Folder to the Global Address List

Your Exchange administrator will also need to expose the Shared Mail public folder to the Exchange Global Address List. Public folders can serve as recipients for mail as well as individual recipient accounts. The Shared Mail folder is added as a bcc recipient when a user clicks the Shared Mail button on the Create Shared Items toolbar.

To add the Shared Mail folder to the Global Address List

1. Launch the Exchange Administrator (Exchange 5.5) application or the System Manager (Exchange 2000) application.

2. In the Folder List, select the Shared Mail folder under the Northwind Contact Management Application folder under Public Folders.

3. Click the Properties button on the toolbar.

4. If you are using Exchange 5.5, clear the Hide From Address Book box on the Advanced page. If you are using Exchange 2000, clear the Hide From Exchange Address Lists box on the Exchange Advanced page.

Setting the Folder Home Page for the Root Folder

To establish a folder home page for the application folder

1. Right-click the Northwind Contact Management Application folder, and select the Properties command.

2. Click the Home Folder tab on the Folder Properties dialog box.

3. Check the Show Home Page By Default For This Folder check box, as shown in Figure 12-12.

4. Enter the URL for the Analyze Sales folder home page in the Address edit box. For the purposes of this example, you enter the URL for your server in the format Mp:/feervern am e/virtu a Iwebn am e/Analyze%20 Sales, htm.

Creating Items in Public Folders from the Shared Database

Company items in the .pst Companies folder are linked to company contact items in the Shared Contacts folder. If you copy the Companies folder and its subfolders to All Public Folders, the links between Company items and Company Contact items will still point to the items in the .pst folders. Follow the next procedure to re-create the Company and Company Contact items in your public folders.

Figure 12.12 - Setting the foider home page for the Northwind Contact Management Application public folder.

To re-create the items in the Companies and Shared Contacts folders

1. Navigate to the Readme and Support folder under the Northwind Contact Management Application folder.

2. Double-click LoadSample.zip. If you do not have a Zip utility, obtain WinZip at http://www.winzip.com.

3. Double-click LoadSample.exe in the Zip file LoadSample.zip. If you prefer, you can extract LoadSample.zip, save it into an empty folder, and then open the LoadSample Visual Basic project.

4. Click the Load Sample Companies And Contacts From Northwind DB button on the form that appears.

5. Select Northwind.mdb in the Open Northwind Database dialog box. You can select the version of Northwind installed on your local drive or on a network share point.

6. Select the Companies folder to which you want to save the re-created items. If you have installed the Northwind Contact Management application into public folders, select the Companies folder under the Northwind Contact Management Application folder.

Exposing the Shared Contacts Folder as an Outlook Address Book

Because you will be storing shared contacts in the Shared Contacts subfolder of the Companies folder, you can expose the Shared Contacts folder as an Outlook Address Book. (See Figure 12-13.) This means that users will be able to share e-mail addresses for Company Contact items stored in the Shared Contacts folder. This approach avoids the redundancy of each user storing company contact e-mail addresses in their personal Contacts folder. However, a folder owner cannot make this setting for all users simultaneously. Each user that wants to expose the Shared Contacts folder as an Outlook Address Book must do so individually.

Figure 12.13 - Exposing shared contacts as an Outlook Address Book.

Rather than using individual settings to establish the Shared Contacts folder as an Outlook Address Book, you can modify the Outlook Shared Activities COM Add-in so that it establishes the Shared Contacts folder as an Outlook Address Book program matically. Outlook 2002 introduces a new ShowAsOutlookAB property for the MAP I Folder object. In the I nit Handler event of the COM Add-in, write code to set the ShowAsOutlookAB property for the Shared Contacts folder. COM Add-in s are an essential component for making your project work in the context of the entire Outlook application. While Visual Basic Scripting Edition (VBScript) behind forms enables you to program custom forms, COM Add-ins provide event-driven features that are not available from VBScript behind forms.

To expose the Shared Contacts folder as an Outlook Address Book

1. Select the Shared Contacts folder under the Companies folder in the Folder List.

2. Right-click the Shared Contacts folder, and select the Properties command from the shortcut menu.

3. Click the Outlook Address Book page on the Folder Properties dialog box.

4. Check the Show This Folder As An E-Mail Address Book check box.

Setting the Initial View on the Customers and Shared Contacts Folders

Views are an essential component of Exchange application design. As the application designer, you'll want every user that navigates to the Companies and Shared Contacts folders to initially see a specific default view. The following procedure will ensure that every user sees the correct initial view when they navigate to either of these folders. Figure 12-14 shows the procedure.

shared Contacts Properties

General Activities

Home Page Administration

Company Contacts

Initial view on folder: Drag/Drop posting is a: jMove/Copy Add folder address to: Personal Address Eook lA x]

Outlook Address ïïook Forms | Permissions

0 0

Post a comment