OL98: Journal Entries Unavailable on Shared Contacts

ID: Q182357

The information in this article applies to:

SYMPTOMS

When you share a Contacts folder between two or more Microsoft Outlook users, Journal entries listed on a contact's Journal page are only viewable by the primary owner of the Contacts folder. Those who are guest users of the folder, regardless of permissions assigned, cannot see entries on a contact's Journal page.


CAUSE

Journal entries are not stored in the contact record, but rather in the Journal folder of the user owning the Contacts folder. When you view the Journal page of a contact, Outlook searches the local Journal folder for entries belonging to that contact and lists them on the Journal page. If a guest user views the contact's Journal page, Outlook searches their local Journal folder for entries, and will not find any to list.

Automatic Journaling does not work with shared public folders.


RESOLUTION

As an alternative to viewing the contact's Journal page, you can share the Journal folder on the computer sharing the Contacts folder. Guest users can then view the journal entries by contact in a tabular format and see the same information available on the contact's Journal Page.

In order for guest users to add entries to the shared journal they can manually create the journal entry within the contact and then move or copy it to the shared Journal folder. If the guest user copies the entry, they end up with a copy in the shared Journal and the guest user's Journal. If they move the entry, they end up with an entry in the shared Journal.


MORE INFORMATION

To Share the Journal Folder

  1. On the computer sharing the Journal folder, right-click the folder in the Folder List, and on the shortcut menu, click Properties.


  2. On the Permissions tab, add the name of the users to whom you want to grant access, or click Default.


  3. Set the desired permissions and click OK.


To View the Shared Journal Folder by Contact

  1. On the guest user's computer, in the shared Journal folder, click "Define Views" on the View menu.


  2. In the "Define Views for Journal" dialog box, click New. Type a name for the new view.


  3. In the Type Of View dialog box, click Table and then click OK.


  4. In the View Summary dialog box, click Fields to adjust the fields you want to see, click Group By to group the entries by Contact, and then click OK.


  5. Click Apply View to view the journal entries by contact.


How a Guest User Creates a Contact Journal Entry in the Shared Journal

  1. Open a Contact from the shared Contact folder.


  2. On the Journal tab, click New Journal Entry.


  3. Enter the appropriate information in the Journal Entry form.


  4. On the File menu, click Move to Folder or Copy to Folder, and then click to specify the shared Journal folder.


  5. Click OK.



REFERENCES

For more information about opening someone else's folder, please see the following article in the Microsoft Knowledge Base:

Q182642 OL98: How to Open Someone Else's Calendar or Other Folder

Additional query words: 


Keywords          : kbdta GnlCont GnlJrnl 
Version           : WINDOWS:
Platform          : WINDOWS 
Issue type        : kbprb

Last Reviewed: August 3, 1999