Contents Overview 1 Introduction to Outlook 2000 Team Folder Applications 2 Deploying the Team Folders Wizard 9 Using the Team Folders Wizard 18 Customizing Team Folder Templates 28 Lab A: Using the Team Folders Wizard 35 Review 46 Module 9: Creating Team Folder Applications Information in this document is subject to change without notice. The names of companies, products, people, characters, and/or data mentioned herein are fictitious and are in no way intended to represent any real individual, company, product, or event, unless otherwise noted. Complying with all applicable copyright laws is the responsibility of the user. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Microsoft Corporation. If, however, your only means of access is electronic, permission to print one copy is hereby granted. 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The names of companies, products, people, characters, and/or data mentioned herein are fictitious and are in no way intended to represent any real individual, company, product, or event, unless otherwise noted. Other product and company names mentioned herein may be the trademarks of their respective owners. Project Advisor: Janet Wilson Project Lead and Instructional Designer: Anne Bockman (Excell Data Corporation) Instructional Designers: Josh Barnhill (Volt Technical) and Jo Berry (Exchange) Lead Program Manager: Greg Bott Program Managers: Colleena Carr and Chris Boar (Intl Vendor) Graphic Artist: Andrea Heuston (Artitudes Layout and Design) Editing Manager: Lynette Skinner Editor: Jennifer Kerns (S&T Onsite) Copy Editor: Shari G. Smith (R & S Consulting) Online Program Manager: Arlo Emerson (Aditi) Production Support: Irene Barnett (Barnett Communications) Manufacturing Manager: Bo Galford Manufacturing Support: Mimi Dukes (S&T Onsite) Development Services: Kimber Dodge Lead Product Manager: Mary Larson Group Product Manager: Robert Stewart Module 9: Creating Team Folder Applications iii Instructor Notes Module 9: Creating Team Folder Applications This module provides students with an introduction to Microsoft ® Outlook ® team folders. At the end of this module, students will be able to describe how team folders can be used in a collaborative solution. They will also be able to use the Team Folders Wizard and deploy this tool to other users. Materials and Preparation This section provides you with the materials and preparation needed to teach this module. Materials To teach this module, you need the following materials:  Microsoft PowerPoint ® file 1593a_09.ppt  Module 9, “Creating Team Folder Applications” Preparation To prepare for this module, you should:  Read all the materials for this module.  Read the instructor notes and margin notes for the module.  Complete the lab. Presentation: 45 Minutes Lab: 30 Minutes iv Module 9: Creating Team Folder Applications Module Strategy Use the following strategy to present this module:  Introduction to Outlook 2000 Team Folder Applications Describe the benefits of creating team folder applications. Define the Team Folders Wizard, the tool used to create team folder applications. Describe the different types of applications that students can create and list the common features found in all team folder applications.  Deploying the Team Folders Wizard Describe the steps students should following when deploying the Team Folders Wizard to users. Steps include ensuring that network and user requirements are met, preparing the network server by making sure that all of the files that are required by the user to use the Team Folders Wizard are available, and customizing the default installation addresses for the wizard so that users are not required to type them manually.  Using the Team Folders Wizard Cover each step of the Team Folders Wizard and explain the options that are available. Describe the issues relating to the location of the team folder application and the Web site where files are posted to support the application. Show how to invite members to use a team folder application and describe what is required to deploy team folders to users.  Customizing Team Folder Templates Explain how to deploy an application as a Team Folder Wizard custom template and register the template. Module 9: Creating Team Folder Applications 1 Overview  Introduction to Outlook 2000 Team Folder Applications  Deploying the Team Folders Wizard  Using the Team Folders Wizard  Customizing Team Folder Templates At the end of this module, you will be able to:  Describe the capabilities of Microsoft ® Outlook ® 2000 team folders and define the various applications that you can create by using the Team Folders Wizard.  Perform the steps required to deploy the Team Folders Wizard to users.  Create team folder applications by using the Team Folders Wizard and then deploy them.  Distribute custom Outlook 2000 solutions by creating a custom Team Folder Template. Slide Objective To provide an overview of the module topics and objectives. Lead-in In this module, you will learn about developing team folder applications for Outlook 2000. By using the Team Folders Wizard, you can move beyond basic public folders to develop full- featured collaborative solutions for Outlook 2000. 2 Module 9: Creating Team Folder Applications    Introduction to Outlook 2000 Team Folder Applications  Benefits of Team Folder Applications  Components Common to Team Folder Applications  Team Folder Templates Team folder applications are customized, collaborative applications that can manage workgroup and enterprise information. Team folders provide a Web- style user interface, combined with the collaborative features of Outlook 2000 and Microsoft Exchange Server. You can create team folder applications by using the Team Folders Wizard, in combination with Outlook 2000 and Exchange Server. The Team Folders Wizard is an extensible Component Object Model (COM) add-in for Outlook 2000 that provides a simple user interface and set of collaborative applications. The Team Folders Wizard requires no programming to create applications for discussion groups, issue tracking, calendar sharing, and contact and task tracking. In addition, the folder home pages created by the wizard offer a great starting point for the customization of your own folder home pages. Using the Team Folders Wizard is an easy way for users to create collaborative applications without administrative assistance. Slide Objective To outline this topic. Lead-in Team Folder applications enable you to quickly build full-featured collaborative solutions, without requiring custom programming. Delivery Tip Reinforce the point that Outlook 2000 team folder applications are not intended for some administrative tasks (such as creating public folders). They are intended to be an end-user tool. Clarify that the administrator is typically responsible for setting up the Team Folders Wizard for use by team leader(s). Module 9: Creating Team Folder Applications 3 Benefits of Team Folder Applications  Sharing Information Among Workgroups  Browsing a Web-like User Interface  Notifying Users About New Applications  Accessing Applications by Using Exchange Server  Controlling Application Data and Permissions Team folder applications created by using the Team Folders Wizard, Outlook 2000, and Exchange Server provide the benefits as listed in the following text. Sharing Information Among Workgroups Because Team Folder applications exist within the Exchange Server public folder infrastructure, these applications and the information they manage are automatically shared among users in a workgroup or are replicated throughout an enterprise. Administrators retain control over user access and level of permissions. Browsing a Web-like User Interface Folder home pages provide users with a Web-like interface to collaborative applications. Folder home pages can provide user assistance and display summaries of application information. In addition, folder home pages provide an intuitive interface to application features and commands. Notifying Users About New Applications Users can automatically be informed of a newly deployed application by an embedded hyperlink in an e-mail message. This link can easily be added to their Outlook Bar. Users can access applications by clicking the shortcut in the Outlook Bar or from the Outlook 2000 folder list. They can also access applications by using Microsoft Internet Explorer. Accessing Applications by Using Exchange Server Users can access applications when they are offline by using Exchange Server. Any changes made to information while offline is synchronized with Exchange Server when the user goes back online. Application information can be synchronized online in the background with optional filtered synchronization, so that only relevant information takes up space on the user’s local hard disk. Slide Objective To describe the benefits of developing team folder applications. Lead-in Team folder applications created by using Team Folders Wizard, Outlook 2000, and Exchange Server offer many benefits to developers. 4 Module 9: Creating Team Folder Applications Controlling Application Data and Permissions Administrators have control of application data backup and application access permissions by using comprehensive Exchange Server administration tools. Additionally, by using the team folder application interface, you can add new team members only once and have the change propagate through all of the folders in the application. Module 9: Creating Team Folder Applications 5 Components Common to Team Folder Applications  Team Folder Administration Page  Team folder  Administration folder  Team Folder Home Pages  Navigation links  Show Me  Find  Commands for creating new items  Other application-specific commands  Welcome Page The Team Folders Wizard can be used to create seven different types of team folder applications, with a template provided for each application. All of the Team Folder templates share a set of features that provide a common application infrastructure, such as an Administration page, folder home pages, and a Welcome page. Team Folder Administration Page In each application, the following two template subfolders maintain administrative information:  Team folder. This folder contains an Outlook 2000 contact item for each member of the team using the application. The home page for this folder enables the administrator to add new team members, send a mail message to all of the team members, categorize team members, and so on.  Administration folder. This folder contains forms used to send messages or to manage text displayed by the application home page. The folder home page of the Administration folder is a wizard-like tool that the application’s administrator (usually the user who created the team folder) uses to manage the application. Slide Objective To list and describe the common components in the Team Folder template applications. Lead-in The Team Folder template applications automatically provide the infrastructure to help users navigate through and use a team folder application. 6 Module 9: Creating Team Folder Applications Team Folder Home Pages A folder home page guides users through the functions of the application and provides easy access to Help and other resources. The top-level folder of a team folder application contains a folder home page that functions as the home page for the entire application. Additionally, each folder within the team folder application contains its own folder home page with information that is specific to the type of item that is contained there. Each folder home page contains:  Navigation links. The folder home page displays links at the top of the browser window. The user can click the links to display the folder home page for each folder within the application.  Show Me. The Show Me area lists a set of views for the items contained in the folder. You can use these views or create your own custom views.  Find. You can use this feature to locate specific items within the folder.  Commands for creating new items. Each application enables users to create three types of items: • Default item for that application (for example, in the Team Tasks application, create an Outlook 2000 task item). • E-mail item to the application administrator. • E-mail item to all team members.  Other application-specific commands. The folder home page displays commands that are specific to the type of item stored in the folder. For example, in the Team Calendar application, you can click Go to Today to display the calendar for the current day. The home page uses the Outlook view control to provide folder views and access to the items in the subfolders. This control is available for use in other Web pages as well as in Microsoft Visual Basic ® or Microsoft Visual Basic for Applications forms. Welcome Page The Welcome page contains a message that welcomes users to the application and can also provide a general overview of the team folder. You can use the Top News area to keep users up-to-date on the team’s activities or to provide other current information. This page also contains links to general information about the application and a list of resources where users can find more information about the application. When you access the top-level folder of a Team Project application, the Welcome page displays. When you access the top-level folder of any other application, the folder home page displays. You can access the Welcome page for these applications by clicking Home on the folder home page. [...]... Web server or to a folder in a shared directory on a file server 20 Module 9: Creating Team Folder Applications Running the Team Folders Wizard The Team Folders Wizard guides you through the process of creating a team folder Starting the Team Folders Wizard To start the Team Folders Wizard: • In Outlook 2000, on the File menu, point to New, and then click Team Folder If the Team Folder command is not... Outlook 2000 Team Folders Help Module 9: Creating Team Folder Applications 29 Creating a Custom Team Folder Template Slide Objective To list the steps involved in creating a Team Folder Wizard custom template Lead-in You must perform several steps to deploy an Outlook 2000 application as a Team Folder Wizard custom template Creating a Custom Template Creating a Personal Folders File Creating a Folder Home... your Folder List for the folder 5 Select any other options you want, and then click OK After creating the personal folders file, you must create the subfolder that will be the root folder of the team folder application The Team Folders Wizard copies this root folder and its contents to the public folder when creating the team folder application Creating the Team Folder Root To create the team folder. .. Application Choosing Team Members Inviting Team Members to Use the Application Removing a Team Folder Application Once the Team Folders Wizard has been deployed, you can begin using it to build team folder applications Module 9: Creating Team Folder Applications 19 Installing the Team Folders Wizard Slide Objective To list the decisions users should make before running the Team Folders Wizard Lead-in.. .Module 9: Creating Team Folder Applications 7 Team Folder Templates Slide Objective To list the Team Folder Templates Lead-in Approximately 75 percent of all collaborative applications can be built by using one of the six Team Folder Templates Team Project Team Contacts Document Library Team Tasks Team Calendar Discussion Forum In addition to the Administration and Team folders that are... in a subfolder named WebView The Sample folder in the Team Folders Kit installation folder (by default, C:\Tfkit) contains a sample template you can copy and use as a starting point for your own template 30 Module 9: Creating Team Folder Applications Creating a Personal Folders File A team folder is fundamentally a public folder with an associated folder home page The contents of the public folder. .. unread messages grouped by conversation Module 9: Creating Team Folder Applications Deploying the Team Folders Wizard Slide Objective To outline this topic Lead-in Any user in your organization who has access to public folders can use the Team Folders Wizard to create team folder applications Components of the Team Folders Kit Meeting Server Requirements Meeting Team Folder Owner Requirements Preparing... DefaultTargetURL Module 9: Creating Team Folder Applications 17 For example, a reg file that sets the default public folder to \\Public Folders\ All Public Folders\Users \Team Folders and the default Web server to http://TeamFolderServer would contain the following lines: REGEDIT4 [HKEY_CURRENT_USER\Software\Microsoft\Office\Outlook\Addins \Microsoft.OLTeamFolderWizard] "DefaultTargetFolder"="\\\\Public Folders\\All... the Team Folders Wizard first creates the application, you can return to the Administration page at any time to do so Module 9: Creating Team Folder Applications 27 Removing a Team Folder Application Slide Objective To present an outline of this topic Lead-in Deleting a team folder application is as simple as deleting the folder in which it is contained Deleting a Team Folder Application or Subfolder... runs the Team Folders Wizard becomes Owner of the Team Folder application folder and its subfolders You can temporarily place the team folder in a personal folders file (.pst) so you can work on it before moving it to a public folder If you put the team folder in a personal folders file, you cannot set its access permissions until you move it to a public folder Choosing the Location of the Team Folder . public folders can use the Team Folders Wizard to create team folder applications. 10 Module 9: Creating Team Folder Applications Components of the Team Folders. application. Module 9: Creating Team Folder Applications 5 Components Common to Team Folder Applications  Team Folder Administration Page  Team folder 