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Purchase Order Request Form

Updated: April 6, 2004

End User Instructions

These instructions can be distributed to users to teach them how to complete, send, save, and store this form.

Sending a Purchase Order Request form

•	To open a form from the forms library
•	To complete the form
•	To reply to a Purchase Order Request

Saving and viewing a form

•	To move a completed form to a folder
•	To create a new folder
•	To create a custom view in a folder
•	To publish a form to the Personal Forms Library

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Sending a Purchase Order Request form

To open a form from the forms library

1.	Start Microsoft Outlook.
2.	On the File menu, click New, and then click Choose Form...
3.	In the Look in... drop-down list at the top of the dialog box, select the form library that contains the form. For example, most forms are stored in either the Personal Forms Library or the Organizational Forms Library. Note Contact your Exchange Administrator if you are unable to locate and access the appropriate forms library.
4.	Highlight the Purchase Order Request form, and then click Open. This should open a new form for you to complete. Note If the custom form does not open, contact the Exchange Administrator.

To complete the form

Complete the form by providing the requested information.

1.	In the textboxes, type the necessary information to complete the purchase order request.
2.	Click the To button to select a form recipient. This textbox may already have the appropriate address listed by default. Note Some fields may be completed by default. To change the information in any of these fields, highlight the information in the textbox, and then type the new information.
3.	When the purchase order request is complete, click the Send button on the Outlook toolbar to send the form.

To reply to a Purchase Order Request

If you receive a purchase order request, you may be responsible for approving or denying the request.
To approve or deny a request:

1.	Open the completed request. If the form was sent directly to you, it may be located in your Inbox folder. You should see a message at the bottom of the form regarding the status of the request.
2.	On the Outlook toolbar, click the Accept or Deny button.
3.	In the Microsoft Outlook dialog box, choose whether to edit the response before sending, or send the response.
4.	Click OK to send the response or open the message window for editing.

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Saving and viewing a form

To move a completed form to a folder

To save the completed form for your records or to edit the information in the form at a later date, you can save the Purchase Order Request form by moving it to a folder in Microsoft Outlook.
To move a form:

1.	With the form open, click on the File menu, and then select Move to Folder... Note If the form was sent to you, it may be located in your Inbox folder. If you sent the form to another person, the form may be in your Sent Items folder.
2.	Highlight the folder you want to save the form in and click OK. -Or- Click the New... button to create a new folder for the form.

To create a new folder

1.	In the Create New Folder dialog box, highlight the location for the new folder in the Select where to place the folder... box. Note To create a folder in the Public Folders location, you must have the appropriate permissions. Contact your Exchange Administrator for more information.
2.	Type the new folder name in the Name box, and then click Mail Items to create a new folder.
3.	In the Move Item to box, click OK to move the form to the new folder.

To create a custom view in a folder

Microsoft Outlook allows you to customize the information you see in a folder. Outlook selects a default view when a folder is created. This default view may not include information specific to the Purchase Order Request form. Creating custom views allows you to choose the most important information from the form and view it at a glance. The following procedure suggests only one of many ways to create a custom view for a folder.
To create a custom view:

Select the folder you created for the form.

Click on the View menu, highlight Current View, and then select Define Views.

In the Define Views for folder window, click the New... button.

In the Create a New View dialog box, complete the following information:

•	Type the view name in the Name of new view box.
•	Select the Type of view option you want to use (for example, Table).
•	Select one of the Can be used on options.

Click OK to close the Create a New View dialog box.

In the View Summary dialog box, click the Fields... button.

To customize the fields in the new view, click the Show Fields dialog box, highlight all the fields in the Show these fields... box, and then click the Remove button to delete the default fields.

In the Select available fields from drop-down list, select Forms...

In the Select Enterprise forms for this folder dialog box, select the appropriate forms library from the drop-down list, and then highlight the Purchase Order Request form.

Note Contact your Exchange Administrator if you are unable to locate the form or form library.

10.

Click the Add... button to include this form in the Selected Forms... box, and then click Close to return to the Show Fields dialog box.

11.

In the Show Fields dialog box, highlight the fields to be sorted in the Available Fields box, and then click the Add... button. The selected fields should appear in the Show these fields in this order box.

Note To change the order of the fields in the view, highlight a field in the Show these fields in this order box, and then click the Move Up or Move Down button.

12.

When finished with selecting the fields, click OK to close the Fields View dialog box.

13.

In the View Summary dialog box, click OK to close and save the new view.

14.

In the Define Views... dialog box, click Apply View to apply this new view to your folder.

To publish a form to the Personal Forms Library

To access the Purchase Order Request form while you are not connected to your Exchange server, you can publish the form to your Personal Forms Library.
To publish the form:

1.	Open the Purchase Order Request form, click on the Tools menu, choose Forms, and then select Publish Form As.
2.	Click on the drop-down list next to Look In and select Personal Forms Library.
3.	Type a new name in the Display name textbox.
4.	Click Publish to save the form in your Personal Forms Library.

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