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Net Folders Sharing Information Using Microsoft Outlook Chet Cannon Outlook Technical Lead PSS Messa

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Title: Net Folders Sharing Information Using Microsoft Outlook Chet Cannon Outlook Technical Lead PSS Messa


1
Net FoldersSharing Information Using Microsoft
Outlook Chet CannonOutlook Technical LeadPSS
MessagingMicrosoft Corporation
2
Net FoldersSharing Information Using Microsoft
Outlook
  • Net Folders is a feature (introduced in
    Microsoft Outlook 98) that allows you to share
    Outlook folders with anyone to whom you can send
    e-mail.
  • You use dialog and menu commands to specify the
    folder you want to share, the people you want to
    share the folder with, and permissions for those
    people.

3
Net Folders (2)Sharing Information Using
Microsoft Outlook
  • Each recipient is then sent a subscription form
    to accept, and after they accept it, a local copy
    of the shared folder is created on their machine.
  • Outlook then uses hidden e-mail messages to
    synchronize the contents of the shared folder
    back and forth.
  • Net Folders are a great way to share mail,
    calendar, contact, or task information for small
    groups of people.

4
Key Points Things to Know Before Implementing
Net Folders
  • Net Folders requires Outlook 98 or later.
  • Before using Net Folders, verify that you are
    able to send and receive Rich Text Messages. The
    folder owner and subscribers should be able to
    send and receive in Rich Text Format (RTF).


5
Key Points Things to Know Before Implementing
Net Folders (2)
  • Net Folders is intended to work with a small
    LAN-based or Internet Mail system. Net Folders
    will not work in the following configurations
  • Attempting to share folders on an Exchange
    Server.
  • Attempting to share folders on an IMAP store.


6
Key Points Things to Know Before Implementing
Net Folders (3)
  • Net Folders is designed to work for a group of up
    to 20 subscribers and will not scale well beyond
    that number. If you need to share information
    with more than 20 people, use another solution
    such as Microsoft BackOffice Small Business
    Server.
  • If your mail server (or ISP) does not allow auto
    replies to the Internet, Net Folders will not
    function properly.


7
Sharing Information Using Net Folders
  • You should first create Contact items for your
    folder subscribers. This will make the process
    of subscribing simpler. Also, think about what
    type of permission level you want these
    subscribers to have.
  • Subscriptions must first be sent out to the
    persons you intend to share with. To initiate
    this process, on the File menu, point to Share,
    and then select the folder you want to share in
    Outlook.


8
Sharing Information Using Net Folders (2)
  • After you have completed the steps in the Sharing
    a Folder Wizard, invitations will be sent out to
    potential members and they must accept the
    invitation before any data will be sent to them.
  • When the invitation is accepted, a local copy of
    the shared folder is created in the subscribers
    folder list and notification is sent back to the
    folder owner.


9
Sharing Information Using Net Folders (3)
  • After the subscription is accepted, the contents
    of the owners shared folder are sent to the
    consenting subscribers.
  • While the updates are being sent out, the
    subscribers may notice messages briefly flashing
    in and out of the Inbox. This is because the
    updates are being processed by the Rules Wizard
    in Outlook.


10
Sharing Information Using Net Folders (4)
  • The Rules Wizard intercepts these messages based
    on a specific text string found in the message
    subject.
  • When the updates are received, Net Folders works
    in the background to process the updates and
    populate the shared folder with the owners data.


11
Sharing Information Using Net Folders (5)
  • Processing these Net Folders update messages may
    be a timely process, only occurring during idle
    time in Microsoft Outlook.
  • Last in this process, the subscriber should begin
    to see updates appear in the shared folder.


12
Sharing Information Using Net Folders (6)
  • If their permissions allow it, the subscriber may
    add ,modify, or delete items in that folder.
    These updates will be processed accordingly, the
    folder owner and other subscribers will see the
    changes.
  • After the folder has been successfully shared,
    updates and changes will be processed. Changes
    are processed according to the Update settings on
    the Sharing tab of the shared folder.


13
Sharing Information Using Net Folders (7)
  • Updates can be also be forced by the subscriber
    or the owner by clicking the Send Updates Now
    button on the Sharing tab.
  • The maximum update size defaults to 1 MB.
    Microsoft recommends that the maximum update size
    be increased to the maximum setting of 2 MB. You
    can increase this setting by going to the
    properties of the shared folder and clicking the
    Sharing tab.


14
Sharing Information Using Net Folders (8)
  • After you have successfully shared the folder,
    you can adjust the update frequency by going to
    the properties of the folder.
  • This setting is incrementally adjustable from 5
    minutes to 1 day.


15
Sharing Information Using Net Folders (9)
  • Another property of the owners shared folder is
    the time value for the frequency of verifying
    contents of members folders.This property can
    be set to a value between 1 and 30 days. This
    feature can also be disabled by changing this
    folder setting to Never.


16
Sharing Information Using Net Folders (10)
  • The owner can stop sharing the Net Folder by
    clicking the Stop Sharing This Folder button on
    the folder properties page. This does not mean
    that the shared folder will be removed from the
    subscribers system. The former subscribers can
    still use this information, but will no longer
    receive any updates.


17
Troubleshooting Net Folders
  • Net Folders was designed as a solution for small
    LAN-based mail systems and for light use on the
    Internet. If you are using Net Folders beyond
    this scope or in a high volume manner, you may
    experience problems.


18
Troubleshooting Net Folders (2)
  • In the slides that follow, you can use the
    articles listed below for reference
  • Q229962 Troubleshooting Net Folders
  • Q240161 Net Folders was unable to mail New
    Subscription offers
  • Q241538 How Message Formats Affect Internet Mail


19
Troubleshooting Net Folders (3)
  • When you use Net Folders over the Internet, there
    are several factors which may influence its
    performance.
  • You must be able to send and receive in Rich Text
    Format.
  • Auto replies to the Internet must be enabled.


20
Troubleshooting Net Folders (4)
  • We will now discuss error conditions and cover
    troubleshooting steps which may resolve the
    following situations.


21
Troubleshooting Net Folders (5)
  • You may receive the following errors if you are
    using the Internet Mail Service with the
    Corporate Workgroup installation
  • After adding a subscriber to a folder, you may
    not see the subscriber added to the Subscribers
    list.


22
Troubleshooting Net Folders (6)
  • Subscribers initially receive the shared folder
    information, but the updates are never received.
    Updates for the shared Net Folder are never
    processed on the subscriber's computer or the
    recipient never receives updates from the
    subscriber.


23
Troubleshooting Net Folders (7)
  • Subscribers do not see the Accept or Decline
    buttons on the subscription message.


24
Troubleshooting Net Folders (8)
  • For the previous three error conditions, you can
    work through the following steps
  • Open one of the contacts that you intend to share
    with.
  • Double-click the e-mail address and click to
    select the Always send to this recipient in
    Microsoft Outlook Rich Text Format check box.


25
Troubleshooting Net Folders (9)
  • After you choose to send to all of your intended
    subscribers in Outlook Rich Text Format, try to
    send out your subscription notifications again.
  • If the above troubleshooting steps do not resolve
    the issue, one of the servers involved in the
    transport of the message may not support Rich
    Text Format.


26
Troubleshooting Net Folders (10)
  • You may receive the following error message while
    setting up or using Net Folders
  • Net Folders is unable to send out updates to
    your folders due to an error. One probable cause
    is that you have exceeded your server quota. If
    this continues to be a problem, please speak
    with your network administrator.


27
Troubleshooting Net Folders (11)
  • In this case, the folder that contains or
    receives the updates, has exceeded the 2 MB
    limit. You must reduce the size of the folder
    and attempt to resubscribe. Also, make sure
    that you have maximized your default update size
    as previously noted in these slides.


28
Troubleshooting Net Folders (12)
  • You may receive the following error message
    during the subscribing or sharing process of Net
    Folders
  • This task cannot be processed at this time.


29
Troubleshooting Net Folders (13)
  • Subscriptions will not process if the Personal
    Folder (PST) file is password protected. To
    resolves this problem, you can either remove the
    password from the PST file or create a new PST
    file as the delivery point.


30
Troubleshooting Net Folders (14)
  • You may receive the following error message while
    using Net Folders
  • Error The command is not available. See the
    program documentation about how to use this
    extension.


31
Troubleshooting Net Folders (15)
  • The Net Folders feature relies on two add-ins,
    Net Folders and Rules Wizard, to manage the
    subscription and update processes. You may want
    to open the Add-In Manager, clear and again
    select the add-ins to refresh them. To do this,
    on the Tools menu, click Options. Click the Other
    tab, and then click Add-In Manager.


32
Troubleshooting Net Folders (16)
  • You may also find that the binary file which
    stores the Outlook rules is damaged.
  • Locate the active Rules Wizard file which will be
    named according to the profile. (
    Name.rwz)
  • Change the .rwz extension to .old and then repeat
    the steps from the previous slide to refresh the
    Net Folders and Rules Wizard add-ins.


33
Troubleshooting Net Folders (17)
  • You may receive the following error message if
    one of the core Net Folders support files,
    Fldpub.dll, is damaged
  • Outlook has performed an invalid page fault in
    module Fldpub.dll at .
  • If you receive this error message please refer to
    the following Knowledge Base article
  • Q196109 ErrMsg Illegal Page Fault in Fldpub.dll


34
Troubleshooting Net Folders (18)
  • The next error condition occurs if auto replies
    to the Internet are disabled by an Internet
    Service Provider (ISP) or by the administrator of
    your Internet Mail Server.
  • The Net Folder, which is
    administered by is no longer
    sending you updates. If you have any questions,
    please contact the administrator of this Net
    Folder.


35
Troubleshooting Net Folders (19)
  • You can test auto replies to the Internet by
    requesting a read receipt from the intended
    subscriber, using these steps
  • Create a new mail message.
  • On the File menu, click Properties, and then
    click to select the Read Receipt Requested check
    box.
  • Click OK, and then send the message.


36
Troubleshooting Net Folders (20)
  • If you do not receive a message that the test
    message was read, auto replies to the Internet
    have likely been turned off by the ISP. You can
    try contacting the ISP to see if auto reply
    functionality can be enabled for your account.


37
Troubleshooting Net Folders (21)
  • You can use Nfclean.exe to reset Net Folders
    structure. This utility is installed if you opt
    to install Net Folders during Microsoft Outlook
    setup.
  • Net Folders uses hidden rules and folders to
    process the updates. Nfclean simply removes the
    information on the current Net Folders shares and
    allows you to start over.


38
Troubleshooting Net Folders (22)
  • Follow these steps to use the Nfclean utility
  • Locate the Nfclean utility.
  • Double-click Nfclean.exe to run the utility. Note
    that there is no user interface for Nfclean you
    may notice that an hourglass briefly appears.
  • Start Outlook and test Net Folders functionality.


39
Troubleshooting Net Folders (23)
  • When you attempt to set up a new Net Folders
    subscription, you may receive the following
    message when you click Finish in the Net Folders
    Wizard. This most often occurs because the
    Frmcache.dat file is corrupted or is the wrong
    version.
  • Net Folders was unable to mail new subscriptions
    offers to the following addressees.


40
Troubleshooting Net Folders (24)
  • To resolve this issue, locate and rename the
    Frmcache.dat file so that Outlook will rebuild
    the file.
  • Quit Outlook and locate the Frmcache.dat file.
  • Rename all instances of Frmcache.dat to
    Frmcache.old.
  • Restart Outlook.


41
Troubleshooting Net Folders (25)
  • For more information about Microsoft Outlook,
    please visit us on the Web at the following
    addresshttp//www. microsoft.com/outlook/.
  • For Microsoft Outlook updates, please go to the
    following address http//officeupdate.microsoft.c
    om/outlook/.


42
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