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Automatically delete items matching a speci c date
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Outlook 2007 can automatically remove items in a folder that match a speci ed date. If Outlook 2007 is con gured to empty the Deleted Items folder on a certain date or whenever you quit the program, however, you might lose important items that you accidentally or prematurely sent to that folder. To see the deletion date of a folder, rightclick the folder, and then choose Properties. On the AutoArchive tab, if the Archive This Folder Using These Settings option is selected, look to see whether the Permanently Delete Old Items option is also selected. If it is, the time in the Clean Out Old Items Older Than option speci es how much time you have to retrieve an item from that folder. Don t assume that the folder you deleted last year will still be around today.
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Setting Folder Properties
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Folders have several properties that control the way they appear and function, as well as others that control archiving, administration, and other activities. To view or set these properties, open the Folder List, right-click the folder, and then choose Properties to open a Properties dialog box for the folder. The following sections explain the options on each of the tabs in the Properties dialog box.
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Managing Outlook Folders and Data
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Con guring General Folder Properties
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You can use the General tab, shown in Figure 30-8, to locate information about a folder, name the folder, add a descriptive comment, and set other properties.
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Figure 30-8. Use the General tab of a folder s Properties dialog box to view information about the folder and set a few general properties.
The options on the General tab are described in the following list:
Name In the top box, specify the name for the folder as you want it to appear in
Outlook 2007.
Type This read-only property speci es the type of content the folder contains. Location This read-only property speci es the location in the folder hierarchy for
the selected folder.
Description Use this box to type an optional description of the folder. The description appears only in the folder s Properties dialog box. Show Number Of Unread Items Use this option with message folders to cause Outlook 2007 to display, in the Folder List and favorite folders pane, the number of unread messages in the folder. Outlook 2007 displays the folder name in bold if the item contains unread messages and includes the number of unread items in parentheses to the right of the folder name. Show Total Number Of Items Use this option with all folder types to show the total number of items in the folder. Outlook 2007 shows the folder name in bold if it contains items and displays the total number of items in parentheses to the right of the folder name. This option can be particularly useful with search folders to show the total number of items that match the search folder s criteria.
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Using and Managing Folders
When Posting To This Folder, Use This drop-down list includes two selections. One is the default type of item you can store in the folder, such as Contacts for a contacts folder. The other is Forms. If you select Forms in the list, Outlook 2007 opens the Choose Form dialog box, shown in Figure 30-9. Here you can select the form that the folder should use for new items added to the folder. For example, you might want to use a custom appointment form for a calendar folder.
Figure 30-9. Specify the type of form to be used by the folder.
Automatically Generate Microsoft Exchange Views Select this check box to have Outlook 2007 create views of public folders so that Microsoft Exchange Server users can view the folders. Folder Size Click this button to view information about the amount of space a
folder and its subfolders use.
Clear Of ine Items The Clear Of ine Items button removes all items from your
of ine store.
TROUBLESHOOTING OU S OO G
Assigning a form to a folder fails
The option to select Forms in the When Posting To This Folder, Use This drop-down list enables you to select a custom designed form (of the correct type) to control entry of items into the folder. There is a constraint, however what you select when you choose Forms and then select a form type from the Standard Forms Library or Personal Forms Library has to match the object type of the folder. If you create a new mail folder, for example, the form selected has to also be of the IPM.Post type. Likewise, if you create a calendar folder, the form selected has to be of the IPM.Appointment type. If the type doesn t match, you get an error message stating, You cannot create an item of this type in this folder.
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