Discussion Folder Usage
[ IT Home | Helpdesk | Search IT ]



Initial Setup
The system allows for the distributed management for all the discussion folders. As folders are setup, areas of the college will be responsible for their own management of the discussion groups. Initially, only the members of the defined discussion group will have access to the discussion folder. These members will have the ability to read and respond to a discussion topic and create a new discussion topic. They will only have the ability to delete their own discussion topics.

Each area is responsible for designating an individual who will be responsible for maintaining the discussion folder for that area. These responsibilities will include:
  • Adding new members to a folder
  • Creating a new discussion folder
  • Maintaining existing discussions
Top
Identifying the Responsible Person for Your Area

Each area must designate a responsible person for maintaining the discussions within the folder. This individual will have additional access privileges for exercising this responsibility. Information Technology will provide training on the maintenance of a Discussion Folder.

The responsibility list for Discussion Folders is located at the Outlook Public Folder Responsibility List. Please notify Information Technology if a change in the responsibility is desired.
Top
Requesting a New Discussion Folder
Only the designated person who is responsible for maintaining the Discussion Folder has the ability to add a new folder. To request a new Discussion Folder, follow these instructions:
  • Display the New Discussion Folder Request Form from the IT Website.
  • Enter the Requester Information and the New Discussion Folder Information sections of the form.
  • Print the form by using the print feature of the web browser.
  • Obtain the required signatures and submit it to the responsible person.
  • The responsible staff member will create the folder and let the requestor know when the folder has been created.
Top
Requesting Access to an Existing Discussion Folder
Only the designated person who is responsible for maintaining the Discussion folder has the ability to add new members to a discussion. To request access to a Discussion Folder, follow these instructions:
  • Display the Discussion Folder Access Request Form from the IT Website.
  • Enter the Requester Information and the Access Rationale sections of the form.
  • Print the form by using the print feature of the web browser.
  • Obtain the required signatures and submit it to the responsible person.
  • The responsible staff member will provide access and let the requestor know when the access is complete.
Top
Opening the Discussion Folder
The Discussion folder is located in the Public Folders of Outlook. The default view of Outlook displays only items from your personal Outlook folders. Public Folders must be accessed by making specific selections from your Outlook folder. You can access Discussion folders from Public Folders or from To display the Discussion Folder, follow these steps:
Accessing Discussion Folders From the Inbox --
  • Display Outlook on your computer. Make sure your Folder List is displayed. If not, select View/Folder List from the Menu Bar positioned at the top of your Outlook window.
  • Double click on Public Folders from the bottom of your folder list. Your folder List expands.
  • Double click on All Public Folders to display the entire list of Public Folders that are available.
  • Double click on the Discussions folder to expand it and display all of the available Discussion folders.
  • Continue to drill down until the Discussion you desire is displayed.
  • Select the Discussion to display it in the Information Viewer.

Accessing Discussion Folders From an Outlook Public Folder Link --
  • Click on the link icon . The following Discussion Folder View is displayed.


  • Position your cursor on the Discussions folder name that is located below the menu bar on left side of the screen.
  • Click your left mouse button one time. The list of Public Folders drops into view.
  • Click on the expand button to expand the Discussions folder and display all of the available Discussions.
  • Continue to drill down on the folders by selecting the expand button until the Discussion you desire is displayed.
  • Select the Discussion to display its contents in the Information Viewer.
Top
Navigating the Discussion Folder
Public Folders serve many purposes. As an electronic bulletin board, members of the folder can post topics for discussion. As each new topic is posted, an entry for that topic is displayed in the Information Viewer area of the Outlook window. The name of the topic is displayed on the topic bar. The following will provide direction for reading active discussions.

  • Display the Discussion Folder that contains the desired discussion.
  • Locate the discussion you would like to view.
  • Click on the Expansion Button that is located to the left of the desired topic. The conversation is expanded and the thread of the discussion is displayed.
  • Open the topic into a new window by double-clicking on the topic bar. The complete thread is displayed. You may read the comment and either close it by clicking on the Close Window or respond to it.
  • Click on the Collapse Button to collapse the threaded conversation and display only the conversation title bar.
Top
Creating a New Conversation Topic
Each topic is displayed as a "Conversation" within the Public Folder. The topic of information is stated within the Conversation bar of the folder. Anyone who has been granted rights within a folder may create new topics. Direction for creating a new conversation topic are stated below.
  • Select the Discussion Folder from the Folder List of Outlook. The contents of the selected folder are displayed in the Information Viewer.
  • Click on New from the toolbar to display the following screen. The Post To: option is the name of the Public Folder. The Conversation: option is blank. The Subject: option is blank and the cursor is positioned in the dialog box.
  • Type a brief description of the conversation to be discussed in this thread on the Subject line of the message. This is the line that will appear on the Conversation Bar in the Information Viewer and will become the Conversation Topic.
  • Position your cursor in the message area of the window.
  • Type the detailed information you would like to discuss in this conversation. NOTE: as you move into the message area, the items in the formatting toolbar become available to you. Also note that you may attach files to your topic.
  • Select Post from the toolbar to post your conversation topic into the Public Folder. The conversation topic will appear at the top of the Conversation List.
Top
Responding to a Discussion Topic
The most crucial component of on-line discussion is the ability to respond to a comment within context and not break the communication flow. Public folders supports this feature--you may respond to the entire conversation group, you may respond only to the originator of the comment via email, or you may also forward the message to another individual via email.
Posting a Response to a Topic
  • Open the topic to which you would like to respond.
  • Select the Post Reply icon to display the response window. The Public Folder name is displayed at the Posted to: prompt. The name of the conversation is posted at the Conversation: prompt. The Subject: line is blank and the cursor is positioned in the dialog box.
  • Type a Subject that best describes your response into the dialog box.
  • Position your cursor in the message area -- above the original message.
  • Type your response.
  • Select on the Post icon to post your response within the threaded conversation. Your message is posted and the original message is displayed on the screen.
  • Select the Close Window to close the original message.
Responding to the Originator via Email
  • Open the topic to which you would like to respond.
  • Select the Reply icon to display the response window. The window transforms into the standard reply email window. The email address of the originator of the message is in the To: dialog box. You may add other recipients to the To: and/or Cc: box. The topic name becomes the Subject:. The original message appears in the message box and the cursor is positioned within the response area of the message.
  • Select additional email recipients, if desired.
  • Type your response.
  • Select the Send icon to send your response to the recipients of the message.
Forwarding a Message via Email
  • Open the topic to which you would like to respond.
  • Select the Forward icon to display the response window. The window transforms into the standard reply email window. Add at least one recipient to the To: dialog box. You may also add recipients to the Cc: box. The topic name becomes the Subject:. The original message appears in the message box and the cursor is positioned within the response area of the message.
  • Select additional email recipients, if desired.
  • Type your response.
  • Select the Send icon to send your response to the recipients of the message.
Top
 Send comments to:  
webmarketing@cod.edu