Student Attendance Form

Start Outlook 2000.

On the File menu, point to Open, and then click Personal Folders File (.pst).

In the Open Personal Folders dialog box, navigate to the folder that you wrote down during installation. (For example, if you installed the files to c:\, in the Look in list, click (C:).)

Click StudentAttendance.pst, and then click OK. The Microsoft Education Forms folder appears in your folder list.

Microsoft Exchange Server 5.5 or later installed on your network.

Network access to the Organizational Forms Library in Exchange.

Permission to publish forms in the Organizational Forms folder.

Outlook set up with the Corporate or Workgroup configuration. (To check the configuration, open Outlook, and then on the Help menu, click About Microsoft Outlook. The second line of text should read Corporate or Workgroup.)

Click the new Outlook folder named Microsoft Education Forms. (If Folder List does not appear in the Outlook window, on the View menu, click Folder List.)

Double-click the message that appears in the window on the right to open it.

Note The message also includes these directions.

Double-click the attachment inside the message to open it.

In the Select Folder dialog box, click any folder, and then click OK.

Click Enable Macros to open a custom installation form.

Click Install to copy the Student Attendance form in the Organizational Forms Library. Click Disable Macros each time you are prompted to enable or disable macros. (Disabling the macros prevents the built-in macro code from running during installation.) Your files are copied, and the install form and message window automatically close.

After installation is complete, right-click the Microsoft Education Forms folder, and then click Close.

Right-click the Attendance folder, and then click Properties.

Click the Permissions tab.

To set permissions that apply to everyone who can use the folder, click Default in the Name list.

On the Permissions tab, in the Roles drop-down list, select Contributor.

Click to clear the Folder visible check box. This prevents default users from seeing the folder.

Click OK to save the new folder permissions, and then close the Properties dialog box.

On the File menu, point to New, and then click Folder.

In the Name box, type a name for the folder. In this case, name the folder Student Attendance Reporting.

In the Folder contains box, click the type of folder you want to create. For the Total Attendance form, click Mail Items.

In the Select where to place the folder dialog box, click the plus sign (+) next to Public Folders, and then click All Public Folders.

Click OK. The new folder appears in the All Public Folders folder.

Right-click the Student Attendance Reporting folder, and then click Properties.

Click the Permissions tab.

To set permissions that apply to everyone who can use the folder, click Default in the Name list.

On the Permissions tab, in the Roles drop-down list, select the role you want to assign to everyone. In this case, select None so that not everyone will be able to add to or change this folder.

Note To prevent default users from seeing the folder, clear the Folder visible check box.

Repeat steps 3 and 4 for the name Anonymous.

To give permission to a specific user (for example a principal or superintendent), click Add.

In the Type Name or Select from List box, type the name of the user whose permission level you want to change. Click Add, and then click OK.

In the Names box, click the name you added.

In the Roles drop-down list, click the role you want to assign to that user. In this case, it is recommended that you select a distribution list that includes everyone who might be involved in tracking student attendance. Once you have selected the user or distribution list, assign the role of Author. This allows the user or distribution list members to see the folder and to create and read items in the folder.

Click OK to save the new folder permissions, and then close the Properties dialog box.

Right-click on the Student Attendance Reporting folder, and then click Properties.

On the Forms tab, click Manage.

In the Forms Manager dialog box, click Set to set the forms library to the Organizational Forms Library.

In the Set Library to dialog box, click Organizational Forms Library, and then click OK.

In the Forms Manager dialog box, click the TotalAttendance form, click Copy, and then click Close.

In Outlook, on the Tools menu, click Options.

In the Options dialog box, click the Other tab.

Click Advanced Options to open the Advanced Options dialog box.

Click Custom Forms to open the Options dialog box, and then click Manage Forms.

In the Forms Manager dialog box, make sure that the appropriate forms library is showing. If not, click Set. In the Forms Library list, click the Organizational Forms Library.

Click TotalAttendance, and then click Delete. This removes the Total Attendance form from the list of available forms in the Organizational Forms Library.

Note The form still exists in the folder forms library for the Attendance Reporting folder.

Open Microsoft Exchange Administrator:

Click the plus sign (+ ) next to Folders.

Click the plus sign (+ ) next to the System folder.

Click the plus sign (+ ) next to the Event Root folder.

Select the Event Config _name of server folder.

On the File menu, click Properties.

On the General tab, click Client Permissions.

In the Client Permissions dialog box, click Add to add the person who created the folder.

In the Add Users dialog box, select the user name from the list, click Add, and then click OK.

In the Client Permissions dialog box, select the user name, and then in the Roles drop-down list, click Editor. Click OK.

Click OK to close the Properties dialog box.

Note You will only need to create client permissions for each user once in the Event Config_name of server folder. You have now activated Event Scripting on the server. You will next use your Outlook client to set up the actual script that will run when the form is sent to the public folder. You do not need to repeat these steps on each users machine.

In Outlook, on the Tools menu, click Options. Under the Other tab, click Advanced Options.

In the Advanced Options dialog box, click Add-In Manager.

In the Add-In Manager dialog box, click to select Server Scripting.

Click OK to close all open dialog boxes.

In Outlook, double-click Public Folders and then double-click All Public Folders.

Right click on the Attendance folder and choose Properties.

Under the Agents tab, click New, and enter a name in the Agent Name text box.

Note If Server Scripting was not installed correctly, you will not see the Agents tab. You may need to close and re-launch Outlook to see the Agents tab.

Under When the following event(s) occur: click to select A new item is posted in this folder. Under Run the following action: click to select Script.

Click Edit Script. This will open Notepad and display the default script code (*.asp file).

In Notepad, delete all the text from this .asp file.

Open the AttendanceScript.txt file from the directory you specified during installation.

Copy and paste the text from the AttendanceScript.txt to the default .asp file.

Close AttendanceScript.txt.

Save and close the default .asp file. Click OK to close all open dialog boxes.

On the Start menu, click Programs, click Microsoft Exchange, and then click Microsoft Exchange Administrator.

In Microsoft Exchange Administrator, click Folders, click Public Folders, and then click Attendance.

On the File menu, click Properties.

On the Advanced tab, click to clear the Hide from address book checkbox.

Click OK and close Microsoft Exchange Administrator.

Restart Microsoft Exchange Server.

-Or-

Stop and restart certain Microsoft Exchange Services.

Note Performing either of these actions may temporarily prevent your users from accessing their E-mail. It is recommended to plan this outage carefully.

On the Microsoft Exchange Server, click the Start menu, click Settings, and then click Control Panel.

In the Control Panel window, double-click Services.

In the Services dialog box, click Microsoft Exchange Information Store and then click Stop.

The Stopping dialog box will appear. Under The following services will also be stopped:, you will see a list of what services will be stopped. Make note of which services will be stopped so you can restart them in a couple steps.

Click OK.

The following message will appear "Attempting to stop the Microsoft Exchange Information Store service on server_name."

After the services are shut down, you will need to restart each service individually.

In the Services dialog box, select one of the services that was stopped and click Start.

The following message should appear "Attempting to start the first_service_you_selected service on server_name."

Repeat steps 1-3 for the remaining stopped services.

When all the services are restarted, close the Services dialog box.

Close Control Panel.

From the Start menu, click Settings and then click Control Panel.

Note If you are using Windows 2000, in the Control Panel window, double-click Administrative Tools.

Select ODBC Data Sources.

In the ODBC Data Source Administrator dialog box, click Add.

In the Create New Data Source dialog box, click Microsoft Access Driver (*.mdb) from the list and click Finish.

In the ODBC Microsoft Access Setu p dialog box, under Data Source Name, type StudentInformation.

Note Make sure you enter the DSN as StudentInformation, or the code that connects the form's folder to the database will not work.

Click Select, browse to the database location and then click StudentInformation.mdb, click OK.

Note If you have already installed the Microsoft Lunch Count or Grades Education forms you may get the error "The data source named 'StudentInformation' already exists. Replace it with this definition?" Select No as these three education forms share this same database.

Click OK to close any open dialog boxes, and then close Control Panel.

In Design view, right click the text box next to Folder Location: 

Click Properties, click the Value tab, and then under Initial Value, click to select Set the initial value of this field to: and inside of quotations type the email address in the box below. (For example "StudentAttendance@anyschool.edu").

Note The exact address for the folder can be found in Exchange Administrator With Exchange Administrator open, click Folders, click Public Folders, and then click StudentAttendance. On the File menu, click Properties. On the Email Addresses tab, under SMTP Address, you will find the Attendance Public Folder address.

Click Apply.

Click OK.

When done, click the Tools menu, click Forms and Publish Form to publish your updated form.

On the Start menu, click Settings, click Control Panel, and then double-click Services.

In the Services dialog, double-click Microsoft Exchange Event Service.

In the Services dialog, under Startup Type, make sure Automatic is selected.

Under Log On As, select This Account, and choose the Windows NT account that the Event Service runs under.

Note Before changing the Windows NT account for the Event Service, make sure that the account you specify for the Event Service has permission set in the User Manager to Log On As A Service For Domains, and follow these instructions.

Click OK, and then click Close.

Close Control Panel.

Select the Microsoft Education Forms public folder from in your folder list under All Public Folders.

Click the plus sign (+) next to the folder.

Click the folder named dbPathLocation 

In the screen to the right double click the task with StudentInformation in the Subject line.

In the notes area of the task ensure that the path and file name point to the correct location for the file StudentInformation.mdb.

Save and close the item and open the form again to verify that the drop down boxes populate with information from the database.

In Outlook, on the Tools menu, click Options.

In the Options dialog box, click the Other tab.

Click Advanced Options to open the Advanced Options dialog box.

Click Custom Forms to open the Options dialog box, and then click Manage Forms.

In the Forms Manager dialog box, make sure that the appropriate forms library is showing. If not, click Set. In the Forms Library list, click the appropriate library.

Click StudentAttendance, and then click Delete. Repeat for the TotalAttendance form. This removes the Student Attendance and Total Attendance forms from the list of available forms in the library.

From the Outlook Folder List view, right-click on the Attendance folder.

Select Delete " Attendance " to remove the folder and form from the Public folder hierarchy. Repeat for the Student Attendance Reporting folder.