HOW TO: Customize Search Templates in Exchange 2000 (319327)

SUMMARY

This step-by-step article describes how to customize the Find functionality in Microsoft Outlook. If you add addresses to the To box in a new message in Outlook, you can search for the addresses to where you want to send the message. Click Find to search for most of the common attributes, such as name, department, and office. You can configure the Find functionality to search for other attributes, such as employee number or another Exchange Server custom attribute.

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Requirements

The following items describe the recommended hardware, software, network infrastructure, skills and knowledge and service packs you will need.

• Microsoft Windows 2000 Server with Service Pack 2 (SP2)
• Active Directory
• Exchange Server 2000 with Service Pack 1 (SP1)

This article assumes that you are familiar with the following topics:

• Exchange System Manager
• Microsoft Outlook

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How to Plan the Terms That You Want to Search

If you create a customized search template for Outlook, plan to add terms that make it easier for your users to locate people in the directory. You can use the Find functionality to search for the following items:

• Display Name
• First Name
• Last Name
• Title
• Alias
• Company
• Department
• Office
• City

However, you can configure the Find functionality to search for the following additional items:

• Address
• Country
• E-mail address
• Employee Type
• Extension attributes 1 to 15
• Organizational Unit
• Post Code
• State or County

You can use the extension attributes 1 to 15 to add search items like employee number, social security number, former employers, contractual basis, and other items. You can add these fields into your Find form to help you search for a particular subset of people within your organization.

For additional information about how to use the extension attributes 1 to 15, click the article number below to view the article in the Microsoft Knowledge Base: back to the top

How to Customize the Search Form Template

1. Click Start, point to Programs, point to Microsoft Exchange, and then click System Manager.
2. In the left pane, expand Recipients, double-click Details Templates, and then click the language that you want to use to create the custom template.
3. In the right pane, double-click Search Dialog, and then click the Templates tab.
   
   NOTE: If you are customizing a search form for 16-bit clients, click the MS-DOS Templates tab.
4. Click Test to see how the Find dialog box is presently displayed.
   
   There is space at the bottom right section for two extra fields. Alternatively, you can add a page break to create a tab and another page for you to add more fields.
5. To add a new label to the Find dialog box, click Add, and then click Label.
6. Type 183 in the X box, type 90 in the Y box, and then type 60 in the Width box.
   
   If you do so, the new custom label is placed below the Department label.
7. Type a name for the label, and then click OK.
   
   NOTE: You can use the ampersand symbol (&) before a letter in the name to designate that the letter is a shortcut that you can use to select the associated field. However, make sure that you use a letter that is not already underlined in the Find dialog box. For example, name the new label "&Social Security No:".
8. Click Test to confirm that the new label is in the correct position.
9. Click Add, and then click Edit in the Select Control Type dialog box.
10. Type 254 in the X box, and then type 90 in the Y box.
    
    The new field is placed to the right of the label on the same line as the preceding field.
11. Specify the width that will be appropriate for the information that users will be searching for.
12. Click the appropriate field in the Select Control Type dialog box.
    
    The maximum field length varies according to the field that you selected. However, the form only displays the characters that fit the width that you configured.
13. To add a search field that has more than one line, click to select the Multiline check box.
    
    However, it is not recommended that you use a multiple-line field as a search field. If you use a multiple-line filed, increase the height value.
14. Click OK.
    
    The field that you just created is displayed in the list. Click Test to confirm that the field is lined up correctly and that it is the right size.
    
    If the field is not correct, click the label or the field that you just created, and then click Modify. Change the X, Y, height, and width values to move the label or edit box to the desired location.
15. To add tabs to the Find dialog box, add a page break control.
    
    Place this control at the bottom of the list (click the Move Down button if necessary), and then confirm that any controls that you want to be displayed on this second page are listed after the new page break item in the list.
16. If you are supporting 16-bit clients, click the MS-DOS Templates tab (described in step 3), and then repeat steps 4 through 15.
17. Click OK.

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How to Confirm That You Created the New Form Correctly

1. Log on as a user and start Outlook.
2. Point to New on the File menu, and then point to Mail Message.
3. Click To, click Find, type an appropriate value into the custom field that you just created, and then click OK.
4. Click Cancel.

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Troubleshooting

You may have difficulty placing the fields in the right place because there is not a graphical interface to help you place the fields. If add the fields in the wrong place, click Original in the Search Dialog properties. After you receive the message that prompts you to overwrite the template controls with the original template, click Yes to restore the search template to its original layout.

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