How to set up and use Net Folders in Outlook 2000

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INTRODUCTION

This article describes how to set up and to use Net Folders by using Microsoft Outlook 2000. When you use Net Folders, you can share Outlook folders with anyone to whom you can send e-mail. This article also discusses the types of folders that you cannot share.

Notes
  • To use Net Folders, all users must use Outlook 2000 or Microsoft Outlook 98.
  • All messages that are sent must have Rich Text Format (RTF) enabled.
  • The Net Folders feature is designed for use in a small office environment within a Local Area Network (LAN).
  • The Net Folders feature is best suited to share contacts, tasks, and simple e-mail discussions.
  • Net Folders work with Outlook when Outlook is installed with either the "Internet Mail Only" (IMO) or the "Corporate or Workgroup" (CW) Setup option enabled.

MORE INFORMATION

About the Net Folders feature

To use Net Folders, one person (the owner) creates the master folder, and then sends subscription invitations to other users who are potential members. To become members, the other users accept the subscription invitation. Then, the master folder information is replicated automatically to the members' computers. This process gives the members access to the folder.

A shared folder that has the same name as the master folder is created on the member's store, and then an e-mail message is sent to the owner. After this occurs, updates are sent to the member. These updates are moved to a hidden folder by using Outlook rules when the updates are delivered. The updates are processed approximately every 30 seconds when Outlook is idle. When the updates are processed, messages are sent automatically to the correct folder.

Note This process is the reason that you only briefly see Net Folders messages in the Inbox before the messages are moved.

Information about additions, deletions, and updates is exchanged by hidden e-mail messages. This information includes which permissions the users have to modify the data. When new or changed items are delivered to the shared folder, the items are marked as "unread." The "unread" count increases for that folder. Additionally, the count appears in bold in the folder view.

Depending on the permissions level that is assigned to the member, changes that the member makes are sent to the owner and to the rest of the members. All conflicts are resolved by the owner. Changes that are made in the owner's folder or in the member's folder are identified. Updates are sent automatically at the time that is indicated in the Sharing dialog box for the folder.

Note A member can force an update to be sent immediately by clicking Send Updates Now in the Sharing dialog box.

How to use the Net Folders feature

To use the Net Folders feature, you must add the Net Folders component, share the required folders, and then assign the required permissions to members.

How to add the Net Folders component

To add the component to Outlook, follow these steps:
  1. Click Start, point to Settings, and then click Control Panel.
  2. Double-click Add/Remove Programs.
  3. Click Microsoft Office 2000, and then click Add/Remove.
  4. Click Add or Remove Features.
  5. Expand Microsoft Outlook for Windows.
  6. Click the icon next to Net Folders, and then click Run From My Computer.
  7. Click Update Now, and then click OK when the Setup program is finished.

How to share a folder

To share a folder, follow these steps:
  1. In Outlook, click to select a folder to share.
  2. On the File menu, point to Share, and then click This Folder.
  3. Click Next, and then click Add to add one or more members from your Contacts, from your Personal Address Book, or from another source.
  4. Select each new member, click Permissions, and then click to set the permission level that you want. Click OK, and then click Next.
  5. Add a description as appropriate. This description will be sent to the new member or members whom you have just added. Click Next, click Finish, and then click OK.

How to assign the required permissions for members

To assign the required permissions for members, follow these steps:
  1. In Outlook, in the folder list, select the folder for which you want to assign 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 on this folder, click Next.
  4. Select the member permissions that you want to change, click Permissions, and then select the permissions that you want. Click OK, and then click Next.
  5. Change the description as appropriate. This description will be sent to the member whose permissions you just changed. Click Next, click Finish, and then click OK.

Folders that you cannot share

You cannot use the Net Folders feature to share the default Inbox folder for a Microsoft Exchange Server mailbox. You also cannot share any folders that are located on the computer that is running Exchange Server.

If you share the Inbox folder or a folder that is located on the Exchange Server computer, you may experience the following symptoms:
  • Mail is stuck in the Local Delivery Queue.
  • Outgoing mail to the Internet is delivered. Incoming mail and internal mail are not delivered. However, no non-delivery report (NDR) messages are generated.
  • The Store.exe process uses 50% or more of CPU resources.
Additionally, the following events may be logged in the Application log:

Event ID: 1033
Event Source: MSExchangeIS Mailbox
Description: The rule (#NET FOLDERS#) with sequence number 0 is being ignored because it is disabled. The distinguished name of the owning mailbox is User_Name. Database "First Storage Group\Mailbox Store (Server_Name)".

Event ID: 8206
Event Source: EXCDO
Description: Calendaring agent failed with error code 0x80150856 while saving appointment.

REFERENCES

For more information about how to troubleshoot Net Folders errors, click the following article number to view the article in the Microsoft Knowledge Base:
229962 Description of troubleshooting Net Folders errors in Outlook 2000

Properties

Article ID: 195867 - Last Review: May 7, 2007 - Revision: 4.1
APPLIES TO
  • Microsoft Outlook 2000 Standard Edition
Keywords: 
kbfunctions kbsetup kbhowto kbusage KB195867

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