Outlook 2007 Export Automatic Formatting Rules


J

JayR

I have a user who has spent several hours creating automatic formatting rules
for her calendar. Her other peers in her department want and would benefit
from having the same formatting rules for their calendars as well. Is there a
way to export those rules so that the other users can import them into their
calendar?

Environment:
Outlook 2007
Exchange 2007
 
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D

Diane Poremsky [MVP]

There isn't an Export views options, unfortunately. So while it can be done,
its painstaking. I suppose you are using Exchange server? This is one time
a PST would be easier - make a copy, delete her mail etc then give everyone
a copy of the pst - the views are stored in it.

Exchange has File, Folder, Copy folder designs which will make it easier -
but she needs to do it on every folder and I'm not sure if it will keep
custom views the others might have created. It may overwrite them so test it
to be sure. It may not include 'all folders' views either. (I forget.)

Another method needs to make views for 'this folder, everyone' then everyone
opens the folder or gets a copy of the folder in a pst. They save the views
for "all folders" so it gets written to their message store. This method
works well if users just want one view or the views are all in one folder
and they have permission to view the folder its on - ie, its on the inbox
and they have permission her inbox. The open the inbox, open their Define
views dialog and copy it as 'all folders, me only'



--

Diane Poremsky [MVP - Outlook]

Outlook & Exchange Solutions Center: http://www.slipstick.com/

Outlook Tips by email:
mailto:[email protected]

EMO - a weekly newsletter about Outlook and Exchange:
mailto:[email protected]
 
J

JayR

Thanks for your reply.
I don't think the .pst option would work because the automatic formatting
that "User 1" has created would need to be placed on "User 2's" main calendar
that is already in use.

Diane Poremsky said:
There isn't an Export views options, unfortunately. So while it can be done,
its painstaking. I suppose you are using Exchange server? This is one time
a PST would be easier - make a copy, delete her mail etc then give everyone
a copy of the pst - the views are stored in it.

Exchange has File, Folder, Copy folder designs which will make it easier -
but she needs to do it on every folder and I'm not sure if it will keep
custom views the others might have created. It may overwrite them so test it
to be sure. It may not include 'all folders' views either. (I forget.)

Another method needs to make views for 'this folder, everyone' then everyone
opens the folder or gets a copy of the folder in a pst. They save the views
for "all folders" so it gets written to their message store. This method
works well if users just want one view or the views are all in one folder
and they have permission to view the folder its on - ie, its on the inbox
and they have permission her inbox. The open the inbox, open their Define
views dialog and copy it as 'all folders, me only'



--

Diane Poremsky [MVP - Outlook]

Outlook & Exchange Solutions Center: http://www.slipstick.com/

Outlook Tips by email:
mailto:[email protected]

EMO - a weekly newsletter about Outlook and Exchange:
mailto:[email protected]

JayR said:
I have a user who has spent several hours creating automatic formatting
rules
for her calendar. Her other peers in her department want and would benefit
from having the same formatting rules for their calendars as well. Is
there a
way to export those rules so that the other users can import them into
their
calendar?

Environment:
Outlook 2007
Exchange 2007
 
D

Diane Poremsky [MVP]

it would - user 2 opens the pst, looks at the views and saves copies using
the option for 'all folders'. It's really convoluted. :) If you have
exchange, copy folder views is a little less convoluted.

--
Diane Poremsky [MVP - Outlook]

Outlook & Exchange Solutions Center: http://www.slipstick.com/

Outlook Tips by email:
mailto:[email protected]

EMO - a weekly newsletter about Outlook and Exchange:
mailto:[email protected]

Do you keep Outlook open 24/7? Vote in our poll:
http://forums.slipstick.com/showthread.php?t=22205

JayR said:
Thanks for your reply.
I don't think the .pst option would work because the automatic formatting
that "User 1" has created would need to be placed on "User 2's" main
calendar
that is already in use.

Diane Poremsky said:
There isn't an Export views options, unfortunately. So while it can be
done,
its painstaking. I suppose you are using Exchange server? This is one
time
a PST would be easier - make a copy, delete her mail etc then give
everyone
a copy of the pst - the views are stored in it.

Exchange has File, Folder, Copy folder designs which will make it
easier -
but she needs to do it on every folder and I'm not sure if it will keep
custom views the others might have created. It may overwrite them so test
it
to be sure. It may not include 'all folders' views either. (I forget.)

Another method needs to make views for 'this folder, everyone' then
everyone
opens the folder or gets a copy of the folder in a pst. They save the
views
for "all folders" so it gets written to their message store. This method
works well if users just want one view or the views are all in one folder
and they have permission to view the folder its on - ie, its on the inbox
and they have permission her inbox. The open the inbox, open their Define
views dialog and copy it as 'all folders, me only'



--

Diane Poremsky [MVP - Outlook]

Outlook & Exchange Solutions Center: http://www.slipstick.com/

Outlook Tips by email:
mailto:[email protected]

EMO - a weekly newsletter about Outlook and Exchange:
mailto:[email protected]

JayR said:
I have a user who has spent several hours creating automatic formatting
rules
for her calendar. Her other peers in her department want and would
benefit
from having the same formatting rules for their calendars as well. Is
there a
way to export those rules so that the other users can import them into
their
calendar?

Environment:
Outlook 2007
Exchange 2007
 
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Jun 26, 2012
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I have a user who has spent several hours creating automatic formatting rules
for her calendar. Her other peers in her department want and would benefit
from having the same formatting rules for their calendars as well. Is there a
way to export those rules so that the other users can import them into their
calendar?

Environment:
Outlook 2007
Exchange 2007

The previous poster said that it would be complicated, but their site has a tutorial, which may help:
http://www.outlook-tips.net/how-to/copy-outlook-custom-views
 
Last edited:

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