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Chapter 20. Customizing Outlook Forms > Creating a Simple Custom Form

Creating a Simple Custom Form

The disclaimer form is a standard e-mail form that is customized with a disclaimer message. To create this form, do the following:

Make sure you have disabled Word as your e-mail editor, as described in the preceding section, and select the Inbox as your current folder in the Navigation Pane.

Select Actions, New Mail Message to open a new Outlook e-mail form.

Click in the text area of the e-mail message and press Enter twice to create two blank lines in the message.

Enter your disclaimer text or the following text in the text area of the e-mail message:

								This email may contain confidential material.
								If you were not an intended recipient, please notify
								the sender and delete all copies.

If you want a dividing line before the disclaimer text, create the dividing line now. The custom form should look something like the one shown in Figure 20.1.

Figure 20.1. The custom disclaimer form enables you to open an e-mail with your disclaimer text already entered.

Select Tools, Forms, Design This Form to open the form in design mode. The form should now look like the one in Figure 20.2. Close the Field Chooser window; you don't need it for this form, and it gets in the way of viewing the form.

Figure 20.2. Design mode enables you to add controls and create new tabs that are shown as part of the customized forms.

Select the Properties tab of the form.

In the Version field, enter 1.0 as the version, and enter a form number for this form, if you want.

All custom forms show the icon of a Post form unless you change the form icon. To change the large icon for the form, select Change Large Icon. In the File Open dialog, navigate to the C:\Program Files\Microsoft Office\OFFICE11\FORMS\1033\folder and select NOTEL.ICO. If you are not using U.S. English as your Office language, some number other than 1033 will be used as the name for your language folder. Select Open to use the large e-mail icon for the custom form.

Select Change Small Icon, navigate to the same folder as in step 8, select NOTES.ICO, and then click Open to select the small e-mail icon. The Properties tab of the form should now look like the one shown in Figure 20.3.

Figure 20.3. The Properties tab enables you to set the form's version, icons, and other properties and to password-protect the design of the form.

Select Tools, Forms, Publish Form to open the Publish Form As dialog.

In the Look In drop-down, select Inbox to make the form available from the Actions menu in the Inbox.

Type Disclaimer in the Display Name field and select Publish to publish the form. The form name is now IPM.Note.Disclaimer.

Select No in the publishing dialog to prevent the Save Form Definition checkbox from being checked.


When you send the form definition with the form, the form becomes much larger in size due to the inclusion of the form definition with the item. In addition, existing instances of the form will not be changed if you revise the form because the existing forms contain the earlier form definition. This condition is known as a one-offed form and should be avoided wherever possible.

Close the form and select No in the dialog asking you to save changes.



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