"Running Microsoft Outlook 2000" is a reference that takes readers through the most used tasks and functions of Microsoft's powerful e-mail and groupware application. The series is designed to be easy to use, with a friendly, open design, featuring copious screen shots, call-outs, cross-references, and tips. This new-generation Running series is more in-depth than ever before!
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Chapter 22: Designing and Using Forms
Microsoft Outlook uses forms to organize and present information. If you have composed and read messages, recorded appointment or meeting times, specified task details, sent task requests and responses, recorded journal entries and notes, or composed postings, you've used standard forms. Standard forms are those that are used by default when you create or edit an Outlook item. For much of what you do in Outlook, you'll rely on standard forms.
You're not restricted to using only the standard forms, however. You can create and use custom forms for special types of items, and you can even customize the standard forms to suit your own taste. Your organization, for example, might appoint someone to act as an electronic forms designer to create standard forms that all members of your organization can use to report information and to order goods and services. These forms are usually referred to as organization forms.
Note: Whenever you create or read a folder item that uses a nonstandard form, Outlook installs the form on your computer and then opens it (while displaying a message telling you what's going on).
Creating a Custom Form
You can design a custom form based either on a built-in form (by beginning with a copy of the form) or on a Microsoft Office file:
- Base a custom form on an existing built-in form to include the features of the built-in form. You can include the components of the standard form and then modify the fields to match your needs. The fields are the categories of information that you can display or enter onto a form, such as acontact's name, the date of a meeting, or an e-mail recipient's address.
- Base a custom form on a Microsoft Office file to use the tools from another office program such as Microsoft Excel or Microsoft Word. Anyone who shares the form with you must have Office installed on his or her system of network.
Note: You can't use Outlook forms in Microsoft Visual Basic or in Microsoft Exchange. In Outlook, however, you can use forms created with the Microsoft Exchange Forms Designer.
To customize a form, you can add or delete fields, options, tabs, and controls. To help you design and set up your form, Outlook provides a number of menu commands as well as a set of visual tools, The form design tools, all of which are discussed in this chapter, appear in three
You'll see the term control throughout this chapter, and in any book about form design. Don't let the term scare you A control is really just an object that you place an a form to perform some function. For example, a text control is used on most forms. It is nothing more than a box in which you can display or enter text information A check box control is a check box that you can select or clear.
All of the objects that you see in Windows dialog boxes, such as lists and option buttons, are controls that you can add to your own forms in Outlook.
locations: the Field Chooser, the Control Toolbox, and the Form Design toolbar in Outlook's design mode. After you've finished your custom form, you can save it in an Outlook folder to be used in that folder, in a forms library so that others can access the form, or as a file to be used as a template or as a form in another application.
Creating a Custom Form from a Built-in Form
You can create a new form based on an existing form. It is easiest if you start by opening the form that you -ant to use as the basis for the new form, but it is not absolutely necessary.
To create a new four based on an open built-in Outlook form in, follow these steps:
- 1 Open an item that uses the form you -ant to base the new form upon. For example, to create a new e-mail form, open an e-mail item from either the Inbox, Drafts, Outbox, or Sent Items folders.
- 2 Point to Forms on the open item's Tools menu, and then choose Design This Form from the submenu.
To create a new form from within any open folder or item, follow these steps instead:
1 Point to Forms on the Tools menu of the currently open folder or item, and then choose Design A Form from the submenu to display the Design Form dialog box.
Outlook switches to design mode, displaying the form you've selected, ready for customization, as shown in Figure 22-1, on page 597.
Note: You can't create a new form based on a note.
Starting from design mode, you work through the following stages to create custom forms:
- 1 Customize the form, which will consist of one or more pages (tabs).
- 2 Hide or show the form's pages.
- 3 Set the form's properties on the Properties page.
- 4 Create custom actions for the form.
- 5 Test the form.
- 6 Save and publish the form.
- 2 Hide or show the form's pages.
The remainder of this chapter covers the process of creating custom forms in detail.
Choosing the Compose or Read Page
You can create different forms for sending messages and for reading messages. These two forms are the Compose and Read pages, respectively. To create separate Compose and Read pages, choose Separate Read Layout from the Form menu of a message form opened in design mode, and then choose which page you want to edit first. as follows
- To edit the contents of the Read page, choose Edit Read Page from the Form menu or click the Edit Read Page button on the Form Design toolbar.
- To edit the contents of the Compose page, choose Edit Compose Page from the Form menu or click the Edit Compose Page button on the Form Design toolbar.
You can easily tell which page you are editing by seeing which of those two buttons appear pressed down- You can deselect Separate Read Layout on the Form menu again to use synchronized Compose and Read pages. The current page you are designing, either the Compose or Read page, will become the design for both pages, and any changes you've made to the other page will be lost, A message will warn you of that and give you a chance to cancel the operation. . .
Table of Contents
- Introduction ..... xxiii
- Chapter 1: Preparing for Outlook ..... 3
Chapter 2: Discovering Outlook ..... 25
Chapter 3: Setting Outlook Options ..... 65
- Part II: Working with Electronic Mail ..... 111
- Chapter 4: Using Address Books ..... 113
Chapter 5: Sending and Receiving Messages ..... 127
Chapter 6: Sending and Receiving Faxes ..... 177
Chapter 7: Using Outlook Express ..... 197
Chapter 8: Communicating with Newsgroups ..... 253
Chapter 9: Using Outlook Remotely and Offline ..... 273
- Part III: Scheduling Your Time and Tasks ..... 301
- Chapter 10: Scheduling Appointments ..... 303
Chapter 11: Scheduling Meetings ..... 335
Chapter 12: Managing Your Tasks ..... 367
- Part IV: Keeping Track of People and Things ..... 397
- Chapter 13: Organizing Your Contacts ..... 399
Chapter 14: Keeping a Journal ..... 431
Chapter 15: Making Notes ..... 443
- Part V: Bending Folders to Your Will ..... 453
- Chapter 16: Managing Folder Contents ..... 455
Chapter 17: Printing Folder Items ..... 483
Chapter 18: Archiving Folder Items ..... 505
Chapter 19: Managing Folders ..... 515
Chapter 20: Organizing Folder Items ..... 543
Chapter 21: Setting Up Views ..... 573
- Part VI: Working with Forms ..... 591
- Chapter 22: Designing and Using Forms ..... 593
Chapter 23: Programming with Forms ..... 635
- Part VII: Appendixes ..... 649
- Appendix A: Using Outlook for the Internet Only ..... 651
Appendix B: Backing Up, Exporting, and Importing Information ..... 667
- Index ..... 679
Part I: Getting Started ..... 1