Tài liệu Module 9: Creating Team Folder Applications pptx

Contents Overview 1 Introduction to Outlook 2000 Team Deploying the Team Folders Wizard 9 Using the Team Folders Wizard 18 Customizing Team Folder Templates 28 Lab A: Using the Team

Contents

Overview 1

Introduction to Outlook 2000 Team

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

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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

Instructor Notes Module 9: Creating Team Folder

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

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

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

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

Introduction to Outlook 2000 Team Folder

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)

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

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

Components Common to Team Folder Applications

Team Folder Administration Page

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:

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

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

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:

browser window The user can click the links to display the folder home page for each folder within the application

the folder You can use these views or create your own custom views

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

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

Team Folder Templates

all collaborative applications

can be built by using one of

the six Team Folder

Templates

Delivery Tip

As you discuss each of the

Team Folder Templates,

show students how the

resulting team folder

application will appear by

showing a previously

created team folder

application

Team Calendar

By using the Team Calendar application, users can publish meetings and events

of interest to the team and send invitations to other team members so they can add the meetings and events to their personal Outlook 2000 calendars Users can schedule appointments or team meetings and view the calendar for a single day, a work week, a full week, or a full month

Discussion Forum

The Discussion Forum application enables user to post messages that are linked together as conversational threads Users can post a message or reply to a message They can also view messages grouped by conversation or by sender, all messages, unread messages, or unread messages grouped by conversation

Deploying the Team Folders Wizard

Components of the Team Folders Kit

Meeting Server Requirements

Meeting Team Folder Owner Requirements

Preparing the Network Servers

Customizing the Default Installation Addresses

The Team Folders Kit contains all of the files necessary to deploy and use the Team Folders Wizard By deploying the Team Folders Wizard within your organization, you can enable any user with appropriate access privileges to create team folder applications

Deploying the Team Folders Wizard is not difficult, but it does require some advance planning and preparation To successfully deploy Team Folders in your organization, you must perform each of the following steps:

1 Ensure that the network server is ready

2 Ensure that team folders owner requirements are met

3 Prepare the network servers This involves publishing the invitation form in the Organizational Forms Library and making Team Folders Wizard Setup and supporting files available to users

4 Customize the default installation addresses for 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

Invitation Form

ActiveX Controls

Outlook view control

Outlook Permissions Control

Team Folders Wizard Setup

a warning about macros in the invitation message, the form must be published

in the Microsoft Exchange Server Organizational Forms Library The Team Folders Kit includes a personal folders file (Invite.pst) containing the form and

a utility (Vbinvite.exe) that a Microsoft Exchange Server administrator can run

to publish the form automatically

Slide Objective

To list the components of

the Team Folders Kit

Lead-in

The Team Folders Kit

contains an invitation form,

ActiveX controls, the Team

Folders Wizard Setup file,

and supporting

documentation

ActiveX Controls

The folder home pages of the Team Folders Templates use two ActiveX controls, the Outlook view control and the Outlook 2000 Permissions Control

By default, the folder home pages download these controls from the Microsoft

Web site at http://activex.microsoft.com/activex/controls/office/control name

by means of an internal algorithm within Internet Explorer However, organizations in which users do not have access to the Internet can configure the folder home pages to download the controls from a server on the

organization’s local area network The Team Folders Kit includes cab files containing the controls and utility files (Codebase.bat and Codebase.ini) that are used to specify the location of the source files

Team Folders Wizard Setup

Before a team folder can be created, the user must install the Team Folders Wizard and the Team Folders Templates Team Folders Wizard Setup is a self-contained executable file (Oltfwiz.exe) that a user can run from a network share

or receive as an e-mail attachment

Supporting Documentation

Documentation includes the Team Folders Deployment and Customization Guide, the Microsoft Outlook View Control Programmer’s Reference, and the Microsoft Outlook Permissions Control Programmer’s Reference This documentation is located in the Docs folder of the Team Folders Kit installation directory The installation folder also contains a Readme file, which includes information that was developed too late to be included in the guide

Meeting Server Requirements

Server Requirements

Exchange Server 5.0 or later

Public folders with owner permissions for the users who will be using the Team Folders Wizard

A file, HTTP, or FTP server where users can create folders and files

Web publishing support FrontPage Server Extensions Office 2000 Server Extensions

To support team folders created by the Team Folders Wizard, the following server requirements should be met:

later to run the Team Folders Wizard

who will be using the Team Folders Wizard

create folders and files File Transfer Protocol (FTP) servers must have Hypertext Transfer Protocol (HTTP) addresses mapped to the FTP addresses where users will publish files The following is recommended when using HTTP or FTP servers:

• Microsoft Internet Information Server version 4.0 or later with Microsoft FrontPage® 98 (or later) Server Extensions

• Other servers require FrontPage 98 (or later) Server Extensions or Microsoft Office 2000 Web Server Extensions

• FrontPage Server Extensions Microsoft FrontPage Server Extensions

are available when you install FrontPage or the Office 2000 Server Extensions

• Office 2000 Server Extensions These extensions are installed by default

with Office 2000 Standard, Professional, and Premium

Slide Objective

To list the server

requirements of the Team

Folders Wizard

Lead-in

The first step in deploying

the Team Folders Wizard to

users is to ensure that the

server requirements are

met

Meeting Team Folder Owner Requirements

Client Requirements

Outlook 2000 with CDO

Web Publishing Wizard

Internet Explorer 5.0 or later

Before you install the Team Folders Wizard, verify that the following applications and components are installed on the client computer:

Outlook 2000 component available in the Office 2000 Setup program

team folder home pages on a HTTP server without Microsoft FrontPage Server Extensions, or on an FTP server This is a standard component installed with the default Microsoft Internet Explorer 5.0 installation available in Office 2000

default by the Office 2000 installation program

Slide Objective

To describe the client

requirement for using the

Team Folders Wizard

Lead-in

To use the Team Folders

Wizard, you must have a

number of products and

technologies installed on

your computer

Preparing the Network Servers

Publishing the Invitation Form

Making Team Folders Wizard Setup Files Available to Users

Running the Team Folders Wizard Setup Without User Intervention

To prepare the network servers to support Team Folder Wizard deployment and use by users, you must make the invitation form, Team Folders Wizard Setup files, and other supporting files available on these servers

Publishing the Invitation Form

When users create a team folder application, they can send out an Invitation form to team members This form tells the members about the team folder and provides a button to click to add a shortcut to the Outlook Bar To make this form available in the Organizational Forms Library, run the Vbinvite.exe file

Making Team Folders Wizard Setup Files Available to Users

The location where users typically download components determines where you should place the Team Folders Wizard Setup and supporting files If your network users can download software from the Internet, no special steps are required, and any Outlook 2000 user should be able to use the team folders created by the Team Folders Wizard When a user visits a team folder for the first time, the folder home page downloads the ActiveX control it requires directly from the Microsoft Web site at

http://activex.microsoft.com/activex/controls/office/control name

If the users who will run Team Folders Wizard cannot download ActiveX controls from the Internet, you must make the controls required by team folders available on your intranet

Slide Objective

To describe the steps

required to prepare the

network servers for

deploying and using the

Team Folders Wizard

Lead-in

Preparing the network

servers involves publishing

the invitation form in the

Organization Forms Library

and making Team Folders

Wizard Setup and

supporting files available to

users

To make files required by the Team Folders Wizard available on an intranet:

1 Copy the following files from the folder created by Team Folders Kit Setup

to a shared folder on your network:

2 Using a text editor such as Notepad, open the file Codebase.inf in the shared

folder and change the string that follows ControlsURL= to the fully

qualified network path or Uniform Resource Locator (URL) of the shared folder

For example, if you placed these files in a shared directory named Downloads on a computer running Microsoft Windows NT® Server named

\\Toolsrvr, you would change the statement to the following:

ControlsURL = "\\Toolsrvr\Downloads\"

3 Instruct those users you want to be able to create team folders projects how

to run Codebase.bat from the shared location For example, you could send interested users an e-mail message containing a shortcut to the shared file When users run Codebase.bat, it installs the Team Folders Wizard and configures folder home pages that load their controls from your intranet location

Running the Team Folders Wizard Setup Without User Intervention

You can instruct the Team Folders Wizard Setup to run without requiring intervention by the user Using a text editor such as Notepad, open the file Codebase.bat in the shared folder and add the /q switch to the line that runs the Team Folders Wizard Setup application, as shown in the following example Oltfwiz.exe /q

Customizing the Default Installation Addresses

Creating a Registry Entry File

Using the Codebase.bat File to Import reg File Entries

REGEDIT4[HKEY_CURRENT_USER\Software\Microsoft\Office\Outlook

\Addins\Microsoft.OLTeamFolderWizard]

"DefaultTargetFolder"="\\\\Public Folders\\All Public Folders\\Users\\Team Folders"

"DefaultTargetURL"="http://TeamFolderServer"

REGEDIT4[HKEY_CURRENT_USER\Software\Microsoft\Office\Outlook

\Addins\Microsoft.OLTeamFolderWizard]

"DefaultTargetFolder"="\\\\Public Folders\\All Public Folders\\Users\\Team Folders"

"DefaultTargetURL"="http://TeamFolderServer"

regedit /s DefaultPaths.reg

If you set aside a specific Microsoft Exchange Server public folder or Web server folder for creating team folders, you can easily provide the addresses of those locations as the default addresses in the Team Folders Wizard This will help prevent users from specifying invalid paths for these locations You set these default paths in the wizard by setting entries in the registry

If you are using the Custom Installation Wizard (CIW) to install the Team Folders Wizard as part of an Office 2000 or Outlook 2000 rollout, you can use the CIW to set these registry entries Otherwise, you can create a registry entry (.reg) file that you can distribute to users

Creating a Registry Entry File

The registry settings for the default file locations are located at

HKEY_CURRENT_USER\Software\Microsoft\Office\Outlook\Addins\ Microsoft.OLTeamFolderWizard

To designate the default public folder, specify the path of the public folder as a

string value named DefaultTargetFolder To designate the default Web server, specify the URL of the server as a string value named DefaultTargetURL

Slide Objective

To show how to use a

registry entry file to

customize the default

installation address for the

Team Folders Wizard

Lead-in

You can use registry entries

to set the path for default

addresses in the Team

Folders Wizard

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 Public Folders\\Users\\Team Folders"

"DefaultTargetURL"="http://TeamFolderServer"

The backslash character (\) is used as an escape character by the Registry Editor; consequently, to be interpreted properly, it must be doubled when it appears inside string values in the reg file

Using the Codebase.bat File to Import reg File Entries

If you are using Codebase.bat to set the location from which the team folders ActiveX controls are to be downloaded, you can add a line to the beginning of Codebase.bat to import the settings of the reg file before running Team Folders Wizard Setup (Oltfwiz.exe) To import settings from a reg file to the registry, use a command line in the batch file as shown in the following example:

regedit /s DefaultPaths.reg

Note

Using the Team Folders Wizard

Installing the Team Folders Wizard

Choosing a Template and Naming the Application

Choosing the Location of the 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

Slide Objective

To outline this topic

Lead-in

The Team Folders Wizard

guides you through the

process of creating a Team

Folder application by

requesting information, such

as the template type, where

the application files will be

located, and the members of

the team

Installing the Team Folders Wizard

Running the Team Folders Wizard

In Outlook 2000, on the File menu, point to New, and then click Team Folder

Once the Team Folders Wizard has been installed on a user’s computer, they can then use it to create new team folder applications for their workgroup

Pre-Installation Requirements

Before running the wizard, it is important to decide what sort of application you want to create, where the application will reside, and who will use it

pages

To successfully accomplish these steps you must know:

must give you permission to create a public folder

or Web administrator must give you permission to use the server Each member of your team must have sufficient access rights to the Web server

or to a folder in a shared directory on a file server

Slide Objective

To list the decisions users

should make before running

the Team Folders Wizard

Lead-in

It is important to put some

thought into the type of team

folder application you want

to create, who will use it,

and where it will reside,

before running the Team

Folders Wizard

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 listed on the File menu, it either has not

been installed or has been removed from the list of available COM add-ins for Outlook 2000

Adding the Team Folders Wizard to the List of Available COM Add-ins

To add the Team Folders Wizard to the list of available COM add-ins:

1 On the Tools menu, click Options

2 In the Options dialog box, click the Other tab

3 Click Advanced Options

4 In the Advanced Options dialog box, click COM Add-ins

5 Select Outlook 2000 Team Folders Wizard from the list of available COM add-ins and then click OK three times

Choosing a Template and Naming the Application

Outlook Team Folders Wizard

Choose the type of team folder you would like to create

Next >

Team Project Frequently Asked Questions Team Contacts Document Library Team Tasks Team Calendar Description Select one of the team folder templates above to see its description here.

Outlook Team Folder Wizard 1.3028.1 < Back

Outlook Team Folders Wizard

Enter the title of your team folder

Next, the wizard will prompt you to name your application

Slide Objective

To show the first two steps

of the Team Folders Wizard

Lead-in

In the first two steps of the

Team Folders Wizard, you

will be prompted to select a

template type and to name

your application

Choosing the Location of the Application

Outlook Team Folders Wizard

Click “Choose Folder” to select the public folder where you want the “My Team Project”

sub-folder to be created You must already have permission to create a folder in the public folder you select.

Choosing a Public Folder for the Team Folder

Click Choose Folder to select the public folder that will contain your team

folder This public folder will contain the items that users work with as they interact with your application You must have permission to create a folder in the public folder that you choose

By default, the Outlook 2000 user who is logged on and who 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 Web Page

The Team Folder Web page will contain the Welcome page, the Home page, the Administration page, Help and documentation pages, and the other pages and components that form the interface and navigational structure of the team folder application You must have permission to create a folder on the Web site that you specify as the location for the team folder Web page Consult your network or Web administrator if you do not have sufficient permissions

Slide Objective

To show the next step in the

Team Folders Wizard

Lead-in

In the next step of the

wizard, you choose the

folder that will contain the

team folder and the Web

site that will contain the

supporting Web pages