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
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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”


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 TemplatesAt the end of this module, you will be able to:

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 TemplatesTeam 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

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 PermissionsTeam 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

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 PageThe 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

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
In addition to the Administration and Team folders that are common to all team
folder applications, each Team Folder Template contains folders that are
specific to the type of application that the template creates.
Team Project
The Team Project application contains a complete set of folders for a
collaborative project. All of the remaining team folder applications enable you
to create any of the subfolders of the Team Project application individually.
The Team Project application combines all of the following team folder
functions.
Team Contacts
By using the Team Contacts application, users can publish names, phone
numbers, addresses, and other information about customers, suppliers, partners,
or other people and organizations that are important to the team. You can view
contacts by displaying address cards, a list of all contacts, or a list of contacts
grouped by company, category, or city. You can also use an editable contacts
view.
Document Library
The Document Library application enables users to share documents by placing
them in a library available to all users. Users can view all documents or
documents grouped by author or category.
Team Tasks
By using the Team Tasks application, users can create a shared to-do list to help
team members coordinate their activities. Users can view their own tasks, all
tasks, or tasks grouped by owner or area.
Slide Objective
To list the Team Folder
Templates.
Lead-in






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 AddressesThe 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.

The kit consists of the following four components:

An invitation form and a utility for installing the form in the Organizational
Forms Library.

Microsoft ActiveX
®
controls and utility files to allow the controls to be
accessed from an organization’s intranet.

Team Folders Wizard Setup.

Supporting documentation.

Invitation Form
Once a user creates a team folder by using one of the Outlook 2000 Team
Folders Templates, the user can send a message to team members that tells
them about the team folder and provides a button they can click to add a
shortcut to the team folder on the Outlook Bar. To prevent users from receiving
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,

12 Module 9: Creating Team Folder Applications 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 ExtensionsTo support team folders created by the Team Folders Wizard, the following
server requirements should be met:

Exchange Server 5.0 or later. You must run Exchange Server version 5.0 or
later to run the Team Folders Wizard.

Public folders. Establish public folders with owner permissions for the users
who will be using the Team Folders Wizard.

A file, HTTP, or FTP server. You need to provide a server where users can


Meeting Team Folder Owner Requirements

Client Requirements

Outlook 2000 with CDO

Web Publishing Wizard

Internet Explorer 5.0 or laterBefore you install the Team Folders Wizard, verify that the following
applications and components are installed on the client computer:

Outlook 2000 with CDO. Collaboration Data Objects (CDO) is an optional
Outlook 2000 component available in the Office 2000 Setup program.

Web Publishing Wizard. This is only required if you plan to publish the
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.

Internet Explorer 5.0 or later. Microsoft Internet Explorer 5.0 is installed by
default by the Office 2000 installation program.

Slide Objective
To describe the client
requirement for using the

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.
Module 9: Creating Team Folder Applications 15
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

16 Module 9: Creating Team Folder Applications 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
regedit /s DefaultPaths.regIf 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

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
18 Module 9: Creating Team Folder Applications 



Installing the Team Folders Wizard

Pre-Installation Requirements

Template

Name

Location

Members

Running the Team Folders Wizard

In Outlook 2000, on the File menu, point to New, and
then click Team FolderOnce 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.

Template. Decide which type of team folder you want to create.

Name. Decide what you will name your application.


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.

Module 9: Creating Team Folder Applications 21 Choosing a Template and Naming the Application
Outlook Team Folders Wizard
Ch
oose the type of team folder you would like to create
N
ext >Cancel
F

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.