One thing to keep in mind, though, is that if you can use a form as-is, you're probably better off. Rather than modifying the internals of the forms, let's look at a simple process using Outlook's pre-existing resources.

Let's Create!
Let's take one of the built-in forms and demonstrate its practical convenience and usefulness. Our objective is to create a distribution list from a Contacts list, and then store that distribution list in the Contacts folder. Here goes...

Creating a Contacts distribution list is a two-step process. First, decide where to store the distribution list -- in your Contacts folder or Address Book. The second step is to add your contacts to the list.

First, let's define your distribution list. On the Tools menu, click Address Book to open your Address Book, as shown in Figure A.

FIGURE A

Here's an Address Book. Click picture for a larger image.

In the Show Names from the list drop-down, click Contacts. The Distribution List is stored here. On the File menu, click New Entry, or click the New Entry button on the toolbar. Under Select the entry type, click New Distribution List, as shown in Figure B.

FIGURE B

Choose the New Distribution List entry type. Click picture for a larger image.

Under Put this Entry, click In the Contacts. This selection determines where your new distribution list is saved. This is the default location. Click OK.

Your new distribution list is now set to be saved in the Contacts folder, and an untitled distribution list form opens. At this point, you can begin adding contacts to your new distribution list. So let's do that.

To add contacts to your new distribution list, in the Name box, type the name of your new distribution list. Click the Select Members button to add members from any of your Address Book entries or Contacts, as shown in Figure C.

FIGURE C

Populate your Distribution List from names in your Address Book. Click picture for a larger image.

Finally, Click OK to save the new distribution list.

The name of the distribution list appears bold as compared to the other entries in the contact folder. You can view the members of the list by opening the entry.

In this example, we were able to combine the functionality of a variety of internal Outlook forms to create a new solution. No programming was necessary.

Choose your form
Consider the following when deciding which type of Outlook form to use to accomplish your goal.

What problem are you trying to solve? If the form will be sent to someone else, then using an email message would be the most appropriate. To track information and store it in a folder, use an appointment, task, contact, or post form.

Which form provides the most needed functionality? You'll find that Outlook's default forms provide much of the standard and basic functionality you would need to accomplish a specific task. So, it would be prudent to choose the form requiring the least customization.

Which standard fields match your needs? Each Outlook form has a unique set of standard fields to keep track of information for those item types. Choose a form that most closely provides your needed functionality.

Finally, remember that all pages of Outlook forms are NOT customizable. Generally, you can customize up to five pages on a form. The exceptions are: email messages and posts, which allow you to customize a sixth page, the Message page and for contacts, you can customize the General page.

For more than 20 years, David Gewirtz, the author of Where Have All The Emails Gone? and The Flexible Enterprise, has analyzed current, historical, and emerging issues relating to technology, competitiveness, and policy. David is the Editor-in-Chief of the ZATZ magazines, is the Cyberterrorism Advisor for the International Association for Counterterrorism and Security Professionals, and is a member of the instructional faculty at the University of California, Berkeley extension. He can be reached at david@zatz.com.