OL98: How to Use Net Folders

ID: Q179509

The information in this article applies to:

SUMMARY

This article describes how to set up and use Net Folders with Microsoft Outlook 98. Net Folders is a means of sharing Outlook Folders with anyone you can send e-mail to.

This article discussess the following topics:

NOTE: Outlook 98 must be used by all parties and all messages must be sent with Rich Text Format (RTF) enabled. Net Folders is designed for use in a small office environment within a Local Area Network (LAN). It is best suited for the sharing of Contacts, Tasks, and simple e-mail discussions.


MORE INFORMATION

Net Folders is an additional component you must install after your original installation of Outlook.

To Add the Net Folders Component

To install the component in Outlook, follow these steps:
  1. Click Start, point to Settings, and then click Control Panel.


  2. Double-click the Add/Remove Programs icon.


  3. On the Install/Uninstall tab, click to select Microsoft Outlook 98, then click Add/Remove.


  4. In the Outlook 98 Active Setup dialog box, click Add New Components.


  5. Depending upon the source of your initial installation, click Install from Web or Install from CD.


    6. NOTE: If you use the CD-ROM for your installation, make sure Microsoft Internet Explorer is not in offline mode. on the File menu click Work Offline to clear it.

  6. Click Yes, to allow Active Setup to determine the Outlook components installed on your computer.


    7. You will see a list of components available for download. If a particular component is detected by Active Setup, the Status column on the right displays "Already Installed." If a particular component is not detected the Status column displays "Not Installed."

  7. To see more information about a component, click the arrow next to the item.


  8. To add a component, click to select the check box to its left.


  9. When you have finished selecting the components you want to add, Click Next.


  10. Click to select the CD or a Download Site, and then click Install Now.


  11. When the download is complete, quit all programs and restart your computer.


To use Net Folders, one person creates the master folder and sends subscriptions to others, giving them access to the folder. Those who receive the subscriptions must accept them, and then the master folder information is replicated to their computer automatically. Information on additions, deletions, and updates, including what permissions are assigned to users, is exchanged using hidden e-mail messages.

Net Folders is a means of sharing Outlook folders with anyone to whom you can send e-mail. The only folders you cannot share through Net Folders are your default Inbox folder, and any folders located on a Microsoft Exchange Server Mailbox.

When a folder is shared, an invitation message is sent to potential members and they must accept the invitation before any information will be sent to them. Once the person accepts the subscription, a shared folder will be created on the member's store with the name selected, and mail will be sent back to the owner.

Depending on the permission level given to the member, changes that the member makes will be sent back to the owner and then out to other members. The owner must resolve all conflicts. Changes made in the either the owner or subscriber's folder will be automatically sent as updates on the time schedule indicated on the sharing property page for the folder. However, a user can also force an update to be sent immediately by clicking Send Updates Now on the same page.

All updates from either the members or the owner are moved into a hidden folder when they are delivered, using Outlook Rules, and processed roughly every 30 seconds when Outlook is idle. When processed, messages are placed automatically into the shared folder. This is why it is possible to briefly see Net Folder messages blink through your Inbox.

When new or changed items are delivered into the shared folder, they are marked as unread, and the unread count goes up for that folder and its name is set to bold in the folder view.

To Use the Net Folder Wizard

To use the Net Folder Wizard, follow these steps:
  1. Click to select a folder to share.


  2. On the File menu, point to Share, and click This Folder.


  3. Click Next, and click Add to add people from your Contacts folder or Personal Address Book, or another source.


  4. With the new member selected, click Permissions and click to set the permission level of the selected member. Click OK and click Next.


  5. Add a description as appropriate. This will be sent to the new member you have just added. Click Next, click Finish, and click OK.


To Set Permissions for Members

  1. On the Folder List, select the folder for which you want to set member permissions.


  2. On the File menu, point to Share, and then click This Folder.


  3. If you want to stop sharing this folder, click Stop sharing this folder and click Yes. If you want to change permissions to this folder, click Next.


  4. Click to select the member permissions you want to change, click Permissions and click to select the permissions you want. Click OK and click Next.


  5. Change the description as appropriate. This will be sent to the new member you added in the previous section. Click Next, click Finish and click OK.


NOTE: If you want certain Outlook items to remain private, open the item, click to select the Private check box and then click Save and Close.

To Change the Schedule for Updating a Shared Folder

  1. Right-click the shared folder and click Properties on the shortcut menu.


  2. On the Sharing tab, click to select a new time interval for Update will be sent out every.


  3. To send the update immediately, click Send updates now.


Additional query words: remote access 


Keywords          : GnlFold CfgFold 
Version           : WINDOWS:
Platform          : WINDOWS 
Issue type        : kbhowto

Last Reviewed: June 21, 1999