Discussion Folder Maintenance
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Discussion Maintenance Guidelines
Discussions must be maintained to minimize the clutter within the folder. The designated responsible person will perform routine maintenance on the discussion folder by following these guidelines:
  • Creating new discussions as requested.
  • Assigning permissions to others for specific discussions.
  • Delete discussions that appear to have become exhausted (the owner of the discussion must agree to the deletion of discussion).
  • Delete discussions that exceed one quarter in length (the owner of the discussion must agree to the deletion of the discussion).
  • Delete discussions that appear to have been created in error.
  • Archive discussions before they are removed.
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Create a Discussion
  • Open the Discussion Folder where the new discussion is to be created.
  • Select the Top Level discussion.
  • Select the New button from the toolbar. The Untitled Discussion window is displayed.


  • Position your cursor in the Subject: dialog box.
  • Type a name for the discussion. Note: This is the name that will appear on the disucssion topic bar and be the name of the discussion from this point forward.
  • Position your cursor in the message area.
  • Type the message.
  • Select the Post button to post the discussion topic to the discussion board.
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Deleting a Discussion
  • Position the mouse on the Discussion to be removed.
  • Press the Delete key from the keyboard. A confirmation screen is displayed.
  • Select Yes to delete the selected Discussion.
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Assigning Discussion Folder Permissions
Permissions are the rights an individual has to a discussion. These include such items a create, edit, delete, etc. Only the person who "owns" the discussion can grant permissions to others.

To Access the Permissions List
  • Select the top-level folder and right click to display the pop-up menu.
  • Select Properties from the pop-up menu.
  • Select the Permissions Tab from the properties screen.

  • The list of those with current permissions is displayed in the top dialog box. Available permissions are listed on the bottom of the screen.

To Add a Person to the Permissions List
  • Display the Permissions List for the selected Discussion.
  • Select the Add button from the right of the current permissions list. The Add Users dialog box is displayed. This is the Global Address Book.
  • Select the name of the person to whom you are granting permissions from the list on the left.
  • Select the Add button in the center of the boxes. The name of the selected person is displayed in the dialog box on the right. Continue to add names from the left box to the right to add multiple names.
  • Select OK when all names are selected. The Permissions dialog box is displayed.
  • Select the name of the person to whom you are granting permissions from the Name/Role list. It is important that the name be highlighted before continuing to the next step.
  • Select the items in the Permissions area that you are granting to the selected individual. Continue to add permissions to each selected name from the top list.
  • Select OK when all permissions are granted.
To Change the Permissions of an Individual
  • Display the Permissions List for the selected Discussion.
  • Select the name of the person to whom you are changing permissions from the list on the top.
  • Select or deselect items in the Permissions area.
  • Select OK when all permissions are complete.
To Remove the Permissions of an Individual
  • Display the Permissions List for the selected Discussion.
  • Select the name of the person to whom you are removing the permissions from the list on the top.
  • Select the Remove button to delete the individual's name fromthe permission list.
  • Select OK when complete.
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Archiving Discussion Folders
Before a Discussion Folder is deleted, it is a good idea to archive, or copy, the contentes of the folder for future reference. It is not possible to archive a single discussion. If archiving a single discussion is desired, simply archive the entire folder. Follw these instructions for archiving a Discussion Folder.
  • Select the Discussion Folder to be archived.
  • Select File/Archive from the menu. The Archive dialog box is displayed.


  • Select the Archive this folder and all subfolders radio button.
  • Select the correct folder from the folder list that is displayed in the center of the screen.
  • Select an Archive Date if desired.
  • Type the entire Archive file: in the dialog box--this includes the file path. Note: you can also Browse for the exact file.
  • Select OK to perform the archive task. When complete, you are returned to the Discussion Folders.
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