How to let everyone see the custom fields/setup in a shared task?

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Guest

I've set up a shared task and added a number of custom fields. I've added
permission for several people to view/edit it in a public folder. In viewing
one of the people I gave access to the task, I noticed that they are not
seeing the same view, or custom fields, that I am and they are seeing a
default view. How can I make sure they are seeing the same view I am? Note,
we also have a lot of custom ordering, filter, etc. I realize I can go
through each person to have them set up their view properly, but there are
just too many people.
 
I'm having a little trouble following what you did. By "shared task" do you mean that you created a new tasks folder in the Public Folders hierarchy?

To force users to see a custom view when they open a public folder:

-- Create the custom view, choosing the "On this folder, visible to everyone" option

-- On the Properties dialog for the folder, on the Administration tab, select your view as the initial view on the folder.

-- Choose View | Current View | Define Views, and at the bottom of that dialog, check the box for "Only show views created for this folder."

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers
 
I'm having a little trouble following what you did. By "shared task" do you
mean
that you created a new tasks folder in the Public Folders hierarchy?
Correct.

To force users to see a custom view when they open a public folder:

-- Create the custom view, choosing the "On this folder, visible to everyone" option
Done.

-- On the Properties dialog for the folder, on the Administration tab, select your
view as the initial view on the folder.
Click to expand...

I get the options of: Normal, Group by From, Group by Subject, Group by
Conversation Topic, Unread by conversation, Detailed list.

Didn't see an option for my view to be used, "Normal" perhaps?
-- Choose View | Current View | Define Views, and at the bottom of that dialog,
check the box for "Only show views created for this folder."
Click to expand...

Done.

Outlook 2003. Using another user's computer, I can see and access the
shared task, but the view is still some sort of default view and my custom
fields are not shown.
 
If you look on the View | Arrange By | Current View menu, what view is currently selected?

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers
 
Sue Mosher said:
If you look on the View | Arrange By | Current View menu, what view is currently selected?
Click to expand...

It says "Simple List". I think I see where you are going with this. I
navigated to the Define view option and noticed that Simple List was
selected, although the <Current View Settings> was selected (highlighted). I
used the Copy button to copy the current view to a new Named view name and
set it as the view for this task and made it visable to others. I went to a
user on my permission list, navigated to the public folder and selected the
shared task. I got the Simple List view by default, however now my Named
view was available for them to choose. I'm a lot happier now, but is there a
way to automatically have the Named view be selected/implimented upon the
first time someone clicked on the shared task?

Thanks for the help!
 
In View | Arrange By | Current View | Define Views, there is an option for "only show views created for this folder." If that is selected, your new named view will be available, but not Simple list and the other default views.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers
 
Sue Mosher said:
In View | Arrange By | Current View | Define Views, there is an option for "only show views created for this folder." If that is selected, your new named view will be available, but not Simple list and the other default views.
Click to expand...

Awesome. Thanks!!!!
 
Hi Sue

I've currently got a discussion going with you regarding sharing tasks in
sub folders which isn't working on my environment. The sharing of "current
view" is also not working even though I have followed your posts here. Could
this be something to do with the way we are using Outlook in the company
(large organisation 60,000+ worldwide?)

br Trevor
 
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