Personal folders appearing on the Folder List are attached to personal folder (.pst) files saved on your hard disk drive. For more information on creating a personal folder (.pst) file, see "Create New Folders" in Chapter 3. "Customize Built-in Modules."
One way to design a folder is to create a new folder. After you create the folder, you can follow the design process outlined in this chapter, beginning with "Publish Forms in the Folder".
To create a folder
1. In the Folder List, right-click a personal folder in which you want to create a folder, and then click New Folder on the shortcut menu.
2. In the Name text box of the Create New Folder dialog box shown in Figure 8-2, enter a name for the folder.
3. In the Folder Contains A drop-down list box, do one of the following:
® Click Mail Items to create a folder that will contain items created with Message, Post, or Office Document forms.
® Click Appointment Items, Contact Items, Journal Items, Note Items, or Task Items to create a folder that will contain items of the associated type. For example, if you click Appointment Items, Outlook creates a Calendar folder.
4. Click OK to close. If a dialog box appears asking if you want to Add A Shortcut To Outlook Bar?, click No if you do not want to add a shortcut to the current group in your Outlook Bar. Otherwise, click Yes to add a shortcut to this folder in the currently selected group.
Directly Modify a Folder
It a folder is in public use, it's best to directly modify the folder only if the changes are minor and will not disrupt another user's work. Minor changes include adding permissions, adding a view, or changing a folder contact.
To make more significant changes—such as modifying forms or rules—copy the design of the folder to another folder, modify the design (as described in "Copy a Folder Design" later in this chapter), and then copy the modified design back to the original folder.
1. In the Folder List, right-click the folder, and then click Properties on the shortcut menu. You can also right-click the shortcut for the folder if it exists on your Outlook Bar.
2. In the Properties dialog box, make the changes, and then click OK.
To modify a folder, you must have owner permissions for the folder. To check your permissions for a folder, right-click the folder, and then click Properties on the shortcut menu. You can view your permissions on the Permissions page of a Mailbox or public folder. If you are viewing subfolders of your Exchange mailbox, you are the folder owner by default. If you cannot see the Permissions page of a public folder, you do not have permissions as a folder owner. If you need to acquire owner permissions, contact your Exchange administrator.
To create or modify a folder, you can copy the design of an existing folder to a new folder. You can then customize the design of the new folder. Copying a folder design involves copying design components, such as forms and views, from one folder to another. When a folder design is copied, the folder permissions and rules are always maintained, regardless of whether the folder design is copied to or from a folder in a personal or public folder.
When Outlook copies the design to a folder, it merges the design components of the source folder with design components of the destination folder. If two properties conflict—for example, the permissions for a user in the sourcefolder are different from the permissions in the destination folder—the properties in the source folder take precedence. All of the design components in the destination folder are overwritten.
1. In the Folder List, select the folder to which you want to copy the design. Remember that you are copying the folder design to the selected target folder from a source folder that you will specify in step 3.
2. On the File menu, point to Folder, and then click Copy Folder Design.
3. In the Copy Design From This Folder drop-down list box, select the folder you want to copy the design from.
4. Under Design Copy Of, select one or more of the following.
Permissions from the source folder
The rules associated with the source folder
The description of the source folder
Forms and views that are stored in the source folder
Forms & Views
Publish Forms in the Folder
Not all folders require custom forms. For those folders that do, however, you must first design the forms, and then publish them in an Outlook folder, such as a Mailbox folder, a public folder, or a personal folder. When you publish a form in a folder, you accomplish two things:
• You make the form available in the folder so that it can be opened by users to compose and view items in the folder.
• You expose the form properties, such as form name, description, and menu commands, in Outlook. To publish a form in an Outlook folder
1. With the form open, select Forms on the Tools menu, and then click Publish Form As. If you have already published your form to either the Personal or Organizational Forms Library, select the Tools menu, and then click the Select Form command to open the form in order to publish the form to your application folder.
If the form you wish to publish contains code in Microsoft Visual Basic Scripting Edition (VBScript), select the Tools menu, click the Choose Form command, select the form in the Choose Form dialog box, and hold down the Shift key in order to disable macros when the form opens. If you run macros and then publish the form, you might unintentionally create default values for some of the user-defined fields in the form.
2. In the Display Name text box, type the name of the form that will appear in the form caption, forms list, and menu command. In the Form Name text box, type the name reflected in Message Class, if different.
To change the location (library) where the form is published, click the Look In drop-down list box, and then select the folder where you want to publish the form.
3. Click Publish.
For more information about creating and publishing forms, see Chapter 5, "Forms."
With the Forms page of the folder's Propertiesdialog box, as shown in Figure 8-3, you can see the forms that are published in the forms library of the folder. In addition, you can specify the types of items that can be created in the folder. You can also use the Forms page to access the Forms Manager. With the Forms Manager, you can copy and delete forms, and view form properties.
1. In the Folder List, right-click the folder, and then click Properties on the shortcut menu.
You can also access the Forms Manager by clicking Options on the Outlook Tools menu. You then have access to all forms, not just those in the current folder. Click the Other tab, click the Advanced Options button, and then click the Custom Forms button. Finally, click the Manage Forms button to get to the Forms Manager.
In many folders, you might want to control the types of items that can be submitted. For example, in the Classified Ads folder, you want to prevent the user from submitting standard Post items to the folder because they are out of context and do not appear correctly in the custom views created for the folder.
To specify the types of items allowed in a public folder
• On the Forms page of the folder's Properties dialog box, under Allow These Forms In This Folder, click one of the following.
To Specify That
Only items created with the forms specified in the Forms Associated With This Folder drop-down list box can be submitted in the folder.
Only Forms Listed Above
Only items created with the forms specified in the Forms Associated With This Folder drop-down list box and standard Post and Message forms can be submitted in the folder.
Forms Listed Above And The Standard Forms
Any type of item can be created in the folder.
Copy and Delete Forms or Set the Hidden Property for a Form
You can use the Forms Manager, as shown in Figure 8-4, to copy and delete forms and to view form properties.
To open the Forms Manager
• On the Forms page of the folder's Properties box, click Manage.
If the form you want to use already exists in your organization and is published in a forms library, you can copy it to the forms library of the folder you're designing. By default, the left drop-down list box in the Forms Manager dialog box shows the contents of the Organizational Forms Library and the right list box shows the contents of the active folder's forms library. The left list box shows the source forms library from which you can copy forms. The right list box shows the destination forms library to which you copy the forms. You can easily change the libraries shown in these boxes.
To change the library in the left or right drop-down list box of the Forms Manager
1. Choose Set for the list box that contains the library you want to change.
2. Do one of the following:
• In the Forms Library drop-down list box, click the library you want.
In the Folder Forms Library drop-down list box, select the folder you want.
To copy a form to a folder
• In the left drop-down list box, click the form you want to copy, and then click Copy.
You can copy a form from one forms library to another. You can delete any form from either forms library. To delete a form
• In the left or right drop-down list box, click the form you want to delete, and then click Delete.
To synchronize a form with an updated version, select the one you wish to update. For the update process to work properly, the form must be visible in both forms libraries (in both the left and right drop-down list boxes).
To update forms published in different forms libraries
• In the right drop-down list box, click the form, and then click Update. Although you won't see an action, the forms will now be updated. View Form Properties or Set the Hidden Property for a Form
With the Properties dialog box, you can view a form's properties, and you can set the Hidden property for a form. When you select the Hidden property for a form, you specify that the form's associated menu command is not visible in the Outlook user interface, so users can only create response items with the form or view items with the form. In addition, forms published in the Personal Forms Library or the Organizational Forms Library with the Hidden property selected will not be visible to the user in the Choose Form dialog box. The Choose Form dialog box is available by selecting New on the File menu.
To view the properties of a form
• In the right list box of the Forms Manager dialog box, click the form whose properties you want to view, and then click Properties.
The Install and Save As buttons are not valid for Outlook forms. They are intended for use with forms created for Microsoft Exchange Client.
1. In the right drop-down list box of the Forms Manager dialog box, click the form that you want to set the Hidden property for, and then click Properties.
2. Select the Hidden check box, and then click OK.
To help users organize and manage the information stored in folders, you can create folder views. With views, users can organize and view the same information in different ways within the folder. With Outlook, you can create table, timeline, card, day/week/month, and icon view types. Outlook 2002 also provides the ability to create and modify views programmatically. For information on adding, changing, and deleting views program matically, see "The Views Collection Object" in Chapter 11, "Using Visual Basic, VBA, or VBScript with Outlook." The following list describes the features you can use with views.
• Columns As shown in Figure 8-5, columns show values for a particular field in an item under the column heading.
• Groups With groups, you can create categories of items that share a common field value. Items in the By Category view are grouped by the type of ad, as Figure 8-5 shows. Groups can be expanded or collapsed.
• Sort You can sort the items in a group based on the criteria you specify. For example, you can sort items by the date received, field values, or alphabetically.
• Filter With Outlook filters, you create criteria to specify the items to be shown in the folder. For example, in Figure 8-5, the filter applied to the folder specifies that only items created with the Classified Ad form are shown in the folder.
• Format With the Format dialog box, you can specify fonts, grid lines, and in-cell editing for a folder. With in-cell editing, users can change information in a cell in the folder.
The filter shows only-items created with the Classified Ad form
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■ The By Category' view in the Current View box is applied to the folder
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