Module 1: Introduction to Outlook 2000 Team Folders

Module 1: Introduction to Outlook 2000 Team Folders Contents Overview Introducing Team Folder Applications Deploying the Team Folders Wizard 16 Using the Team Folders Wizard 28 Lab A: Installing Team Folders 40 Review 55 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 Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document Except as expressly provided in any written license agreement from Microsoft, the furnishing of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property  2000 Microsoft Corporation All rights reserved Microsoft, ActiveX, BackOffice, FrontPage, MSDN, MS-DOS, Outlook, PowerPoint, Visual Basic, Visual C++, Visual InterDev, Visual J++, Visual Studio, Windows, and Windows NT are either registered trademarks or trademarks of Microsoft Corporation in the U.S.A and/or other countries/regions Other product and company names mentioned herein may be the trademarks of their respective owners Project Advisor: Anne Bockman (Excell Data Corporation) Project Lead and Instructional Designer: Josh Barnhill (Volt Technical) Lead Program Manager: Colleena Carr Technical Contributor: Chris Lodwig Graphic Artist: Andrea Heuston (Artitudes Layout and Design) Editing Manager: Lynette Skinner Editor: Tom Blood (Volt Technical) Copy Editor: Kaarin Dolliver (S&T Consulting) Online Program Manager: Debbi Conger Online Publications Manager: Arlo Emerson (Aditi) Online Support: David Myka (S&T Consulting) Multimedia Development: Kelly Renner (Entex) Testing Leads: Sid Benavente, Keith Cotton Testing Developer: Greg Stemp (S&T OnSite) Production Support: Ed Casper (S&T Consulting) Manufacturing Manager: Rick Terek (S&T OnSite) Manufacturing Support: Laura King (S&T OnSite) Lead Product Manager, Development Services: Bo Galford Lead Product Manager: Janet Wilson Group Product Manager: Robert Stewart Module 1: Introduction to Outlook 2000 Team Folders iii Instructor Notes: Introduction to Outlook 2000 Team Folders Presentation: 45 Minutes This module provides students with an overview of Microsoft® Outlook® team folders Lab: 45 Minutes At the end of this module, students 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
Deploy the Team Folders Wizard
Create team folder applications by using the Team Folders Wizard, and then deploy the team folder applications to 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® 2018a_01.ppt
Module 1, “Introduction to Outlook 2000 Team Folders” Preparation To prepare for this module, you should:
Read all of the materials for this module
Read the instructor notes and margin notes for the module
Complete the lab iv Module 1: Introduction to Outlook 2000 Team Folders Module Strategy Use the following strategy to present this module:
Introducing Team Folder Applications Describe the benefits of creating team folder applications Explain the functional roles of each type of Team Folders Kit user Explain that team folder applications leverage the capabilities of folder home pages Describe the components common to team folder applications Describe the capabilities of the six custom Team Folder Templates Provide a demonstration of running the Team Folders Wizard and administering a team folder application
Deploying the Team Folders Wizard List and describe the components of the Team Folders Kit Explain how to ensure that server requirements are met before deploying the Team Folders Kit Explain the requirements of computers running the Team Folders Wizard and the requirements of computers running team folder applications Explain how to prepare network servers to handle team folder applications Explain how to customize the default installation locations for the wizard so that users are not required to type addresses manually Explain how to address common team folder application installation issues
Using the Team Folders Wizard Explain how to determine which team folder application a workgroup requires Show how to start the Team Folders Wizard, choose a template, name the application, choose a location for the application, choose team members, and administer the application Describe how to remove a team folder application Module 1: Introduction to Outlook 2000 Team Folders Overview 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 Microsoft Outlook 2000 By using the Team Folders Wizard, you can move beyond basic public folders to develop full-featured collaborative solutions for Outlook 2000
Introducing Team Folder Applications
Deploying the Team Folders Wizard
Using the Team Folders Wizard 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
Deploy the Team Folders Wizard
Create team folder applications by using the Team Folders Wizard and then deploy them to users Module 1: Introduction to Outlook 2000 Team Folders
Introducing Team Folder Applications Slide Objective To present the Web-style user interface of a team folder application Lead-in Team folder applications enable you to quickly build full-featured collaborative solutions, without requiring custom programming Team Project - Microsoft Outlook File Edit View Favorites Tools Actions Help New file://L:\testing\teamF Send/Receive Team Project - Team Folder Home Discussion Documents Team Calendar Team Tasks Team Contacts Team Folder Home Page Team Information Welcome Information Welcome Information Links Mission Statement Top News Goals Policies Unread Summary Send new message to team Done The Microsoft Outlook 2000 Team Folders Kit makes it easy for any user to create and manage a team collaboration application by using Microsoft Outlook 2000 and Microsoft Exchange Server public folders A team folder application combines the ease of use of a Web-style user interface with the powerful collaboration features of Outlook 2000 and Exchange Server Reinforce the point that Outlook 2000 team folder applications are not intended for certain administrative tasks (such as creating public folders) They are intended to be an end-user tool The Team Folders Wizard is included in the Team Folders Kit The 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 wizard requires no programming to create applications that can be used for discussion groups, issue tracking, calendar sharing, contact lists, and task tracking Team folder applications are based on folder home pages, a feature of Outlook 2000 that enables you to associate a Web page with a public folder The folder home pages that the wizard creates offer a great starting point for the customization of your own Web-style folder home pages Module 1: Introduction to Outlook 2000 Team Folders Benefits of Team Folder Applications Slide Objective To show the benefits of using team folder applications e Workgroup Workgroup Workgroup Workgroup Sharing Information Among Workgroups Lead-in Team folder applications created by using the Team Folders Wizard, Outlook 2000, and Exchange Server offer many benefits to teams within organizations User User Browsing a Web-like User Interface ! New New Application Application Notifying Users About New Applications Exchange Exchange Server Server User User Application Application Accessing Applications by Using Exchange Server User User Application Data Controlling Application Data and Permissions In many organizations, the potential of Outlook 2000 and Exchange Server public folders remains largely untapped This is often so because the departments or workgroups that need to use them to share information not have the people with the skills needed to develop solutions that use Outlook and public folders Although Information Technology (IT) departments often have people with the necessary skills, the cost of using these people to create collaboration applications for a small group can be high The Team Folders Kit gives IT departments a tool to distribute to Outlook 2000 users that gives them the ability to create their own collaboration applications that use Outlook 2000 and public folders This means that small workgroups and departments can create and maintain their own applications without relying on IT for development and management resources The role of the IT department is thereby limited to creating and administering the infrastructure on which solutions are built, rather than building the solutions themselves Team folder applications created by using the Team Folders Wizard, Outlook 2000, and Exchange Server provide the following specific benefits to teams within organizations Sharing Information Among Workgroups Because team folder applications exist within the Exchange Server public folder infrastructure, these applications and the associated information are automatically shared among users in a workgroup These applications can be replicated throughout an organization Administrators retain control over user access and level of permissions Browsing a Web User Interface Folder home pages provide a Web user interface (UI) to users for collaborative applications Folder home pages can provide user assistance, display summaries of application information, and provide an intuitive interface for application features and commands Module 1: Introduction to Outlook 2000 Team Folders Notifying Users About New Applications When you deploy a new team folder application, users can automatically be informed with an embedded hyperlink in an e-mail message This link can easily be added to the user’s Outlook Bar Users can then access applications by either clicking the shortcut in the Outlook Bar or by browsing the Outlook 2000 Folder List Accessing Team Folder Applications While Offline Users who are offline can access team folder applications through Exchange Server If a user changes information in the team folder application while offline, these changes are synchronized with Exchange Server when the user is online again With optional filtered synchronization, application information can be synchronized so that only desired information takes up space on the user’s local hard disk For example, a manager might see a summary of weekly sales figures while a salesperson might see detailed daily sales reports Controlling Application Data and Permissions Administrators control permissions for application data backup and application access by using Exchange Server administration tools Additionally, by using the team folder application interface, you can add new team members once and have the change propagate through all of the folders in the application Module 1: Introduction to Outlook 2000 Team Folders Defining Team Folder Roles Slide Objective To list and describe the functional roles of Team Folders Kit users Lead-in Different categories of users use team folder applications and the Team Folders Wizard in different ways
Team Members

Team Leaders

Exchange Server administrators who deploy, configure, and customize the Team Folders Wizard Application Developers
Clarify that an administrator is typically responsible for setting up the Team Folders Wizard for team leaders, and team leaders run the wizard to create team folder applications for team members Outlook 2000 users who use the Team Folders Wizard to create team folder applications for their workgroups System Administrators

Outlook 2000 users who use team folder applications created by their team leaders Developers who create custom applications that can be installed by team leaders by using the Team Folders Wizard The Team Folders Wizard provides an easy way for team leaders to create team folder applications without assistance from administrators Team leaders are those users within an organization who create individual team folder applications for their team members They create these applications by running the Team Folders Wizard in combination with Outlook 2000 and Exchange Server, and then specifying a Team Folder Template from a list templates available to the wizard Team Folder users are grouped into four different types: team members, team leaders, network administrators, and application developers For example, in the lab solution for course 2018A, Creating and Customizing Team Folders, Brad Sutton is the director of the Computer Services Department Brad is an example of a team leader Team Members Team members are the end users who use team folder applications that are created by their team leaders Team members are typical Outlook 2000 users who use Outlook 2000 and Outlook 2000–based applications to help get their day-to-day work completed Team Leaders Team leaders use the Team Folders Wizard to create team folder applications for their workgroup The team leader who creates a team folder application is the only person who can access the Administration folder for that application Like team members, team leaders are typical Outlook 2000 users, although team leaders are probably more experienced using and customizing Outlook 2000 However, not assume that team leaders have specialized development training or knowledge of the advanced features of Outlook 2000 or Exchange Server Module 1: Introduction to Outlook 2000 Team Folders System Administrators System administrators are responsible for distributing client software to network users and for instructing users how to use client software System administrators focus on ensuring a successful rollout of the Team Folders Wizard to the proper team leaders The focus of system administrators may also include customizing the Team Folders Wizard by adding or removing application templates, configuring wizard defaults, and modifying templates with organization-specific data System administrators may be experienced Exchange Server administrators or they may have more general networkmanagement responsibilities System administrators must have access to the Organizational Forms Library to publish the Invitation form, which enables team leaders to notify team members about new team folder applications Application Developers Application developers can develop custom applications that are deployed by the Team Folders Wizard Because components of the Team Folders Kit were designed to be easily modified, system administrators with Web development skills may function as application developers Application developers are experienced Web developers who may be applying their HTML (Hypertext Markup Language) and DHTML (dynamic HTML) skills to Outlook 2000 for the first time Although application developers can be assumed to be proficient in using HTML, scripts, ActiveX®, and other Webdevelopment technologies, they might be less knowledgeable about Outlook 2000 and Exchange Server ... click No Module 1: Introduction to Outlook 2000 Team Folders 12 In the Select Folder dialog box, click OK 13 14 Module 1: Introduction to Outlook 2000 Team Folders 13 On the Choose team folder... Page” in module 3, “Creating a Custom Team Folder Template” of course 2018A, Creating and Customizing Team Folders Module 1: Introduction to Outlook 2000 Team Folders Components Common to Team Folder... Manager: Robert Stewart Module 1: Introduction to Outlook 2000 Team Folders iii Instructor Notes: Introduction to Outlook 2000 Team Folders Presentation: 45 Minutes This module provides students