Outlook 2010 Advanced – Lesson 22 – Utilising Forms

A form is a fill-in-the-blank item that helps you enter and view information in an orderly way. You are already familiar with Outlook forms because you have used Message windows, Contact windows, Task windows, Appointment windows, Outlook templates, dialog boxes, and so forth.

Microsoft provides several additional sample Outlook forms in the ValuPack included on the Office 2010 CD-ROM. You can install and use these forms to streamline such office functions as submitting vacation requests, purchasing items from classified ads, and signing up for courses.

Outlook has three types of forms. The first is a message form, such as the Vacation Request or the While You Were Out form, that you use to send information to others. The second is a post form, such as the Classified Ad, that you display in a public folder on the network. Post forms are similar to message forms in that they provide an area in which the viewer can respond to the originator. The third is a Microsoft Office 2010 document form. In such a form you can enter information as a text document, as a spreadsheet, or even as a presentation.

Installing Sample Forms

Outlook gives you some sample forms in the ValuPack included in the Office 2010 CD-ROM. In addition, from time to time, Microsoft provides more forms on its Free Stuff page on the World Wide Web. You can access this page directly from the Help menu.

Form Purpose
Classified Ads Employees post classified ads for distribution on the network. Provides response area.
Sales Tracking Sales representatives file data on new accounts that Outlook files in the Sales Tracking folder.
Training Management Instructors present and post course offerings. Students sign up for courses.
Vacation Request Employees request vacation and sick time. Supervisors respond.

To install sample forms:

CD-ROM method

1. Place the Office 2010 CD-ROM disk in your CD-ROM drive.

2. In the CD-ROM drive window, double-click ValuPack.

3. In the VALUPACK window, double-click Valupk8.hlp.

4. In the Windows Help window, click the button for Microsoft Office templates, forms, and wizards.

5. In the next Help window, click the For information about how to install and use Outlook templates and forms button.

6. In the next Help window, click the button for your operating system.

7. In the Outlook Sample Forms window, read the license agreement, and then choose Yes.

8. In the next Outlook Sample Forms window, accept the path designated or choose Browse to select a different path.

9. Choose OK.

10. Close all open windows.

11. In Outlook, from the File menu, choose Open Special Folder.

12. From the Special Folder submenu, choose Personal Folder.

13. In the Connect to Personal Folders dialog box, in the Look in list, select the path and folder to which you installed Forms.pst, select Forms.pst, and then choose OK.

Menu method

1. From the Help menu, choose Microsoft office online.

2. From the Microsoft on the Web submenu, choose Templates

3. Follow the instructions provided on the web page.

In the following exercise, you will install sample forms.

1. Exit from Outlook
2. Place the Office 2010 CD-ROM disk in your CD-ROM drive The CD-ROM drive window appears.
3. Double-click ValuPack The VALUPACK window appears.
4. Double-click Valupk8.hlp. The Windows Help window appears.
5. Click the button for Microsoft Office templates, forms, and wizards Another Help window appears.
6. Click the For information about how to install and use Outlook templates and forms button Another Help window appears.
7. Click the button for your operating system The Outlook Sample Forms window containing the license agreement appears.
8. Read the license agreement, and then choose Yes Another Outlook Sample Forms window appears.
9. Accept the designated path
10. Choose OK A message box might appear.
11. If necessary, choose OK
12. Close all open windows
13. Open Outlook
14. In Outlook, from the File menu, choose Open, Outlook Data File The Outlook Data File dialog box opens.
15. Choose All Files from dropdown
16. Select the path and folder in which you installed Forms.pst, select Forms.pst, and then choose OK A second Outlook window opens displaying the Sample Forms folder in the information viewer.
17. Close the first Outlook window

Using a Form

Once you have installed the ValuPack forms on your workstation, you can open them. To use company forms from your network, the network administrator must make them available. Such forms as the Vacation Request form and the While You Were Out form, shown in Figure 52, are ready to use as is; but other forms, such as the Classified Ads form, just let you see how you can use a form. You cannot send them to your network workgroup unless you have administrator privileges to put them into the Organization Forms Library. This library is where your network administrator makes forms available for network-wide use.

When you receive a form, you see it as a form only if you have the same form loaded in your Outlook folder. Otherwise, the form arrives as an ordinary message.

To use a form:

Folder list method

1. Display the folder list, and then expand the Sample Forms folder.

2. Select the form.

3. From the Compose menu, choose New [Sample Form].

4. In the New [Sample Form] window, enter the information.

5. If necessary, on the toolbar, click the Send button.

Menu method

1. From the Home tab, choose New Item.

2. From the New submenu, choose More Items, then choose Choose Form.

3. In the New Form dialog box, from the drop-down list box, make sure Personal Forms is selected.

4. From the list box, select the form, and then choose OK.

5. In the New [Sample Form] window, enter the information.

6. If necessary, on the toolbar, click the Send button.

In the following exercise, you will use a form.

1. Display the folder list, and then expand the Sample Forms folder
2. Select While You Were Out The Read Me file appears in the message list.
3. From the Compose menu, choose New While You Were Out The You received a Phone Call.- While You Were Out form appears.
4. In the To text box, address the form to your mail partner
5. In the You received: area, select the a Delivery option button The title in the title bar changes to You received a Delivery.-While You Were Out.
6. In the Please Contact: text box, type your name
7. In the message area, type Pasta Plenty dropped off a sample pack.
8. Send the message
9. Hide the folder list

Creating a Form

After you work extensively with forms, you might want to restructure or enhance an existing form or create a new form from scratch to meet your office needs. You can modify an existing form and save it as a file or design a form in another Microsoft Office 20102007 program and save it as an Outlook form.

Modifying an Existing Form

The simplest way to create your own form is to modify an existing form. You can add custom pages, choosing the fields you want on each page. Outlook’s AutoLayout feature automatically sizes each field. You add controls to the page using the Toolbox, shown in Figure 53, which you access by clicking the Control Toolbox button on the Form toolbar, shown in Figure 54. A control is a graphical object within a form that lets you enter or view data or accomplish a task, such as running a macro. Outlook uses controls as the basis for building forms.

Figure 53: The Toolbox

Figure 54: The Control Toolbox Button

Tool button Tool name Function
Select Objects Selects, sizes, moves, and edits controls.
Label Creates an unattached text label
TextBox Creates a text box control.
ComboBox Creates a combo box control in which you can select from a list of values or enter a value.
ListBox Creates a list box control in which you can select from a list of values.
CheckBox Creates a check box control.
OptionButton Creates an option button control.
ToggleButton Creates a toggle button control by which a yes/no value can be selected.
Frame Creates a functional and visual control group.
CommandButton Creates a command button that you can use to activate a macro or module.
TabStrip Groups related controls.
MultiPage Presents multiple pages as a single set.
ScrollBar Sets the value of another control based on the position of the scroll box.
SpinButton Creates a command button that lets you increase or decrease a number.
Image Creates a frame in which you can display an unchanging image.

Table 52: Toolbox Tool Functions

To add pages to an existing form:

1. From the File menu, choose Options, Customise Ribbon

2. Check Developer tab and OK

3. On the Designer tab choose Design a Form.

4. From the Design Form dialog box in the Look in: drop down list select the folder you want to look in

5. Select the template you want and choose Open

6. Choose Publish.

7. The Publish Page dialog box will appear

8. In the Publish Page dialog box, in the Page name text box, type a page name, and then choose OK.

To add fields to a new page:

1. From the Field Chooser dialog box, drag a field onto the new page.
or

1. In the Field Chooser dialog box, choose New, and in the New Field dialog box, fill in the text boxes and then choose OK. Then drag the field onto the new page

To add controls to a new page:

1. On the Developer Ribbon, click the Control Toolbox button, the control tool box will appear, and then, from the Toolbox, drag a control and its label area to the page.

2. Click a label area and then click it again; then type the label into the label area.

To hide a page:

  1. Select the page dropdown arrow, and then click on Display this Page to deselect the check

To set properties for the form:

  1. Select the Advanced Properties button. As dialog box appears. Type a name for the form; to be able to send a copy of the form in e-mail, select the Send form definition with item check box; and then select the other options you want.

Note: the send form definition with item is not recommended practice and a message alert appears.

In the following exercise, you will modify an existing form.

1. Open the Contacts folder
2. Open a New Contact window
3. From the Developer tab, choose Design a Form The Design Form dialog box appears.
4. Select the template you will be using Select Open
5. Select the (P.2) tab (P.2), including the Field Chooser dialog box, appears.
6. From the Field Chooser dialog box, drag Assistant’s Phone onto the upper left part of the page The label and a text box are placed on the page. The parentheses disappear from the page name, and the page becomes a visible part of the form.
7. From the Field Chooser dialog box, drag Pager to a position just below Assistant’s Phone The label and a text box are placed on the page.
8. From the ribbon choose the Publish button and in the dialog box select Rename Page The Rename Page dialog box appears.
8. In the Page text box, type Additional Info and then choose OK The page name appears on the tab.
9. Click the Control Toolbox button The Toolbox appears.
10. Drag the Toolbox to the lower left corner of the screen
11. Drag the option button onto the grid twice Two option buttons with label areas appear.
12. Drag the option buttons and their label areas to the left to align them with the other items on the page
13. Click the first option button label area, and then click it again An area in which you can type a label appears.
14. Type Always call assistant before using pager number Part of your typing is hidden because it is too long for the label area.
15. Position the mouse pointer over the center right selection handle, and, when the pointer becomes a double-headed arrow, drag the label area to the right about halfway across the page Your typing fits into the label area.
16. Click the second option button label area, and then click it again An area in which you can type a label appears.
17. Type Call pager number before calling assistant and then adjust the label area so that all the text appears
18. Select the Advanced Properties tab The Properties page appears.
19. In the Form Caption text box, type New Contact Form

 

Publishing and Saving a New Form

Before you can use a modified or a new form, you must publish it. Outlook automatically saves the forms in your Personal Forms Library, where you store forms you are not sharing. If you have authorization to store forms on the server, you may store them in the Organization Forms Library. On the toolbar, the Publish Form As button, shown in Figure 56, lets you access the Publish Forms As dialog box, in which you name the form and publish it.

After you create and publish your own form, you can save it in the open file folder, in a folder for the program in which you created the form, or in the Outlook Templates folder as a template. When you save a form as an Outlook template, you can easily open it from the Templates folder.

To publish a new form:

1. In the new form, on the toolbar, click the Publish and select Publish Form As option.

2. In the Publish Form As dialog box, in the Form Name box, type the form name.

3. Make sure the Look in: option you’ve selected Personal Forms

4. Choose Publish button

To save a form in the open file folder:

1. From File choose Save.

To save a form as a file or as a template:

1. From File, choose Save As.

2. In the Save As dialog box, in the Save in box, select the folder.

3. In the File name combo box, enter a name.

4. From the Save as type drop-down list, select a file type.

5. Choose Save.

In the following exercise, you will publish and save a new form.

1. Make sure the form you modified is open
2. On the ribbon, click the Publish button and select Publish Form As The Publish Form As dialog box appears.
3. Make sure the name New Contact Form appears in the Form name text box. Select the Personal Forms Library Folder from the look in: drop down list
4. Choose Publish
5. From the File menu, choose Save As The Save As dialog box appears.
6. In the Save in combo box, select the drive and path of your Outlook templates
7. Make sure the File name combo box displays New Contact Form
8. Make sure the Save as type drop-down list displays Outlook Template (*.oft)
9. Choose Save The form is saved in your contact list.
10. Close the form

Creating a Form from Another Program

You can create an Outlook form that is a Microsoft Word 2010, Microsoft PowerPoint 2010, or Microsoft Excel 2010 document or a message that includes such a document. For example, suppose you have advertised a job position on the World Wide Web, and someone has responded to it via your builtin email response mechanism. You could send a message back to the applicant that includes a job application—a Word 2010 document—as a form built into your message. The applicant can then fill out the application and return it to you. This document is not an attachment to the form but an integral part of it. Remember, you must be in an Outlook folder to create such a form.

You use the New Office Document dialog box, shown in Figure 57, to select the type of document from which to generate your form. Next, you designate whether the form is a message in the Outlook message box, shown in Figure 58. Then you enter the information you want your form to include, as in the Microsoft Word document form shown in Figure 59.

The Message Box That Designates Whether to Prepare the Document as a Message

The Microsoft Word Document Form as a Message

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