In Microsoft Office Outlook 2007, you can use a new type of folder, called an InfoPath Forms folder, to store collections of related Microsoft Office InfoPath e-mail forms.
The first time you receive an InfoPath e-mail form in your Inbox, you will be prompted to create an InfoPath Forms folder to store that form and any related forms that you receive.
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Use InfoPath Forms folders to display data
By storing collections of related InfoPath e-mail forms in InfoPath Forms folders in Office Outlook 2007, you can organize and review data easily. For example, if you collect status reports from your team as InfoPath e-mail forms, you can store the completed forms in an InfoPath Forms folder in your Inbox. Besides keeping all related InfoPath e-mail forms in one place, you can also show data from each form in columns in a custom view for that folder. This allows you to quickly group, filter, and sort data from multiple InfoPath e-mail forms.
Before you can display data from an InfoPath e-mail form in a view of an InfoPath Forms folder, the form template associated with that form must be configured to use property promotion. Property promotion enables fields in an InfoPath form to display values in InfoPath Forms folders in Office Outlook 2007 or on servers running Windows SharePoint Services 3.0 or InfoPath Forms Services. Only a form template designer can enable property promotion for a form template by using Microsoft Office InfoPath 2007.
To understand how property promotion works with InfoPath Forms folders in Office Outlook 2007, imagine that an InfoPath e-mail form used by your team contains a field called Dining, which is used to record the amount of money that your team spends at restaurants while traveling. If the form template designer enables property promotion for that field, and if you configure an InfoPath Forms folder to display the data from the expense report forms that you store in that folder, you can see the sum of every expense report's Dining field by looking at the folder view.
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Configure an InfoPath Forms folder to display data
To configure an InfoPath Forms folder in Office Outlook 2007 to display the data from InfoPath e-mail forms that use property promotion, do the following.
Note The first 10 fields in the form are shown automatically, but you can use the following procedure to add, remove, or change those fields.
In Office Outlook 2007, do the following:
- Click an InfoPath Forms folder.
If you don't have an InfoPath Forms folder, you can create one.
- On the File menu, point to New, and then click Folder.
- In the Name box, enter a name for the folder.
- In the Folder contains box, click InfoPath Form Items.
- In the Select where to place the folder list, click the location for the folder.
- Right-click the InfoPath Forms folder in the Folder List, and then click Promote Form Properties on the shortcut menu.
- Click the InfoPath Forms tab.
- Click Select Form.
- In the Choose InfoPath Form dialog box, click the form that you want to associate with the folder, and then click Select form.
- Verify that the Promote form properties and display the data as columns in a new view check box is selected, and then click OK.
- Right-click in the folder view, and then click Customize Current View on the shortcut menu.
- Click Fields.
- In the Select available fields from box, click InfoPath Form.
- In the Available fields list, click the field that you want, and then click Add.
Tip To select multiple items, hold down CTRL and select individual items, or hold down SHIFT and select a range of items.
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