Using Templates for Outlook messages

[Mike Smitson]

I am working with a Non-Profit organization who is trying to migrate from
paper to web based submission of their required data. Currently all data
input is manually done at the headquarters by the staff. This means the only
way to submit data changes is to snail mail them. I was thinking of using a
bunch of downloadable .oft forms for these secretaries to send to the
headquarters, their data in an e-mail format rather than hard copy.
Attachments are difficult for some to use and could contain a virus, so are
blocked.

While using Outlook12 Beta 2, I was able to make a Template without too much
a problem. I just need to know where and how these files can be stored on
the user's machine, so I can tell them how to find which template to use.

 

[B-Rock]

Hi Mike,

I also work for a NFP org and we use outlook forms to help streamline
workflow.

The way we went about it (and I'm not saying it's the correct way by any
means), was that I created the forms in outlook and published them to the
Organisational Forms Folder (setup on the Exchange Server).

People could then access the form by going Tools -> Forms -> Choose Form.

While this is fine for people who all receive mail via the same Exchange
server, there may be times when people from external sites need access to the
same forms.

To get around this, I save the files as an Outlook Template (File -> Save
As... when in design mode), and we place the file on our Intranet or a
central repository.

People then just needed to open the file, and there was the template. Any
updates to the form were easy to distrbiute as there was one central copy for
everyone to access.

There is a third way, which is to create a shortcut to outlook and open the
form by identifying the Message Class of the form. You can get more info on
this here:

http://www.outlookcode.com/d/launchform.htm

I Hope this helps.