Microsoft KB Archive/179509

= OL98: How to Use Net Folders =

Article ID: 179509

Article Last Modified on 7/30/2001

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APPLIES TO


 * Microsoft Outlook 98 Standard Edition

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This article was previously published under Q179509





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 discusses the following topics:
 * Add the Net Folders Component
 * Share a Folder
 * Set Permissions for Members
 * Change the Schedule for Updating a Shared Folder

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 that you must install after your original installation of Outlook.

Add the Net Folders Component
To add the component to Outlook:
 * 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.NOTE: If you use the CD-ROM for your installation, make sure that Microsoft Internet Explorer is not in offline mode. To do so, on the File menu, click to clear the Work Offline check box.


 * 1) Click Yes to allow Active Setup to determine the Outlook components to be installed on your computer.

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."
 * 1) To see more information about a component, click the arrow next to the item.
 * 2) To add a component, click to select the check box to its left.
 * 3) When you have finished selecting the components that you want to add, click Next.
 * 4) Click to select the CD or Download Site check boxes, depending on the source of your initial installation, and then click Install Now.
 * 5) When the download is complete, quit all programs, and then 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 by hidden e-mail messages.

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

Share a Folder
When a folder is shared, an invitation message is sent to potential members and they must accept the invitation before any information is sent to them. After the person accepts the subscription, a shared folder is created on the member's store with the name selected, and mail is sent back to the owner. To share a folder:
 * 1) In Outlook, 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, Personal Address Book, or another source.
 * 4) With the new member selected, click Permissions, and then click to set the permission level of the selected member. Click OK, and then 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 then click OK.

Set Permissions for Members
Depending on the permission level given to the member, changes that the member makes are 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 are automatically sent as updates on the time schedule that is 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.
 * 1) In Outlook, in 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 then 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 then click to select the permissions that you want. Click OK, and then 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 then click OK.

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

Change the Schedule for Updating a Shared Folder

 * 1) In Outlook, right-click the shared folder, and then click Properties.
 * 2) On the Sharing tab, click to select a new time interval for the Update will be sent out every option.
 * 3) To send the update immediately, click Send updates now.

For additional information on troubleshooting issues, click the article number below to view the article in the Microsoft Knowledge Base:

196297 Troubleshooting Net Folders

Additional query words: remote access 98

Keywords: kbhowto kbusage KB179509

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