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Oracle® WebCenter Content User's Guide for Desktop
11g Release 1 (11.1.1)

Part Number E10624-05
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12 Working with Managed E-mail

This section covers these topics:

Note:

See also Chapter 10, "Working with Managed Content Files in Windows Explorer."

12.1 About E-mail Client Integration

E-mail client integration enables you to check e-mail messages and their attachments in to a content server directly from Microsoft Outlook or Lotus Notes and share them with others in your organization. You can drag and drop e-mails directly into content folders on a server, or you can use a special content check-in form (Oracle WebCenter Content Server only). You can also attach managed content items from the server as well as links to them to your outgoing e-mails.

Checked-in e-mail messages are not intended to be checked out, modified, and checked back in. E-mail messages are checked in to a content server for the express purpose of preserving them exactly as they were received. You can open a checked-in e-mail message from a server to view it in your default e-mail application. You can even make changes if you want, but you cannot check it back in to the server. You can, however, send the message to other people or save a copy on your local computer.

See Chapter 5, "Integration into E-mail Clients" for details on how the Desktop client software integrates with your e-mail client application.

See Chapter 9, "Understanding Content Folders and Files" for general information about content folders and files.

12.2 E-mail Specific Metadata on Oracle WebCenter Content Server

With the Desktop components installed on an Oracle WebCenter Content Server instance, the content check-in form typically includes six e-mail specific metadata fields, providing they were enabled on the content server (see Table 12-1). These are all optional metadata fields, which means you do not need to provide values for them in order to check in an e-mail message. If used, these metadata fields are pre-populated with available values when you check an e-mail message or attachment in to the content server.

Table 12-1 E-mail Specific Metadata Fields

Field Label on Content Check-in Form Field Name in Content Server Description

Author Or Originator

EmailFrom

The sender of the e-mail message (that is, the name in the 'From' field).

Addressee(s)

EmailTo

The recipient or recipients of the e-mail message (that is, the name or names in the 'To' field).

Other Addressee(s)

EmailCC

The other recipients of the e-mail message (that is, that names in the 'Cc' field). Please note that any names in the 'Bcc' field are ignored.

Email Subject

EmailSubject

The subject line of the e-mail message.

Publication Date

PublicationDate

This is the date and time that the e-mail message was sent (as recorded in the message header).

Received Date

ReceiveDate

This is the date and time that the e-mail message was received (as recorded in the message header).


12.3 Default E-mail Metadata and File Names

Oracle WebCenter Content Server

Oracle WebCenter Content Server can store multiple files of the same name as separate content items. However, in the integration of Oracle WebCenter Content Server with your Windows desktop application, file names in content folders need to be unique (in the same way that a folder in Windows cannot contain two files of the same name). Because of this requirement, when you add an e-mail to a content folder that already contains an e-mail of the same name, it is automatically checked in as a new revision to the existing item on the server. For example, if Our discussion.msg is in a folder on the server and you add a second Our discussion.msg file to that same folder, then the second file becomes a new revision of the first file. If Our discussion.msg is in a folder and you add Our recent discussion.msg or Our discussion.eml to that folder, then they remain separate content items because they have different file names.

The file name that is displayed in the Name column in Windows Explorer or your e-mail application and in the Name field of the Content Properties dialog is the same as the original file name in the content server repository. When you rename content through the Windows Explorer integration, the original file name also changes to reflect the new name.

If Oracle WebCenter Content Server is set up to automatically generate content IDs, then the content IDs follow the established numbering convention. If this option is not enabled, checking in a new content item through Windows Explorer or an e-mail client generates a unique sequential content or message ID.

Oracle Content Database Servers and Other WebDAV Servers

Content folders on Oracle Content Database servers and other WebDAV servers behave exactly like Windows folders on your local computer. If you copy a file to a folder on the server that already contains a file of the same name, then the existing file is simply overwritten. (Contrary to Oracle WebCenter Content Server, there is no revisioning on these servers.)

12.4 Setting the E-mail Attachment Option

When you check e-mail messages with attachments in to the content server, you have the option of checking in an attachment separately from its e-mail message or checking in both as a single content item. You can set this to be handled automatically. If you prefer, you can, instead, be prompted to make the choice when you check each e-mail message with an attachment in to the server.

Note:

An "attachment" is any file formally attached to an e-mail.

To set how e-mail attachments are handled during check-ins:

  1. Open your e-mail application (Microsoft Outlook or Lotus Notes).

  2. Microsoft Outlook 2002, 2003, and 2007: Open the WebCenter Content menu and then select Email Integration Settings....

    Microsoft Outlook 2010: Open the WebCenter Content ribbon and then select Email Integration Settings.

    Lotus Notes: Open the Actions menu and then select Email Integration Settings....

    The Email Checkin Settings dialog opens (see Section A.22, "Email Checkin Settings Dialog").

  3. Select the appropriate option to specify how attachments to e-mail messages should be handled when checking e-mail messages with attachments in to the content server:

    • Separate Attachments: Each e-mail attachment is checked in to the content server as a separate item from the e-mail message, each with its own content ID. The body text of the checked-in e-mail message will include links to each of the checked-in attachments.

    • Keep Attachments: The attachment is embedded in the e-mail message and both are checked in as a single content item with a single content ID. The attachment is embedded in the e-mail message.

    • Ask: You are prompted to specify how each e-mail attachment should be handled every time you check in an e-mail message with one or more attachments.

    Please note that this setting only applies if you check in an e-mail using the Check In Mail Item feature in Microsoft Outlook or Lotus Notes, not if you drag and drop an e-mail into a content folder. In that case, e-mail is always checked in with its attachments embedded.

  4. Click OK to close the Email Checkin Settings dialog. The setting takes effect immediately.

12.5 Checking In E-mail

Once you have integrated your e-mail application with a content server and connected your computer to the server, you are ready to use the content server for storing e-mail messages and attachments and sharing them with others in your organization.

This section covers these topics:

12.5.1 Checking In E-mail Messages Using the Check In Mail Item Feature

You can check e-mail messages in to an Oracle WebCenter Content Server instance directly from your e-mail application (Microsoft Outlook or Lotus Notes). When you check an e-mail in to an Oracle WebCenter Content Server instance using the Check In Mail Item feature, the original e-mail is preserved in your e-mail application. This is different from the drag-and-drop method (see Section 12.5.2, "Checking In E-mail Messages By Dragging and Dropping"), which removes the item from your e-mail application (unless you hold the Ctrl key while dragging and dropping the item).

The file name of a checked-in e-mail message is based on its title in the check-in form (with characters not allowed in Windows file names replaced by spaces). By default, this title is the subject line of the e-mail message. However, your server administrator may have changed the configuration to use the e-mail message ID as the default title. You may change the title as needed before completing the check-in. Microsoft Outlook messages are checked in as .msg files, and Lotus Notes messages as .eml files.

When you check in an e-mail message with attachments, these attachments are handled in accordance with the metadata prompting setting (see Section 9.10, "Enabling Metadata Prompting for Content Folders"). Each attachment may automatically be checked in to the content server as a separate item from the e-mail message or together with (that is, embedded in) the e-mail. You may also be asked which of these two options you want to use.

Note:

Outlook VCard (.vcf) files are not checked in to the content server.

To check one or more e-mail messages in to an Oracle WebCenter Content Server instance using the Check In Mail Item feature:

  1. Open your e-mail application (Microsoft Outlook or Lotus Notes).

  2. Select the e-mail message or messages you want to check in to an Oracle WebCenter Content Server instance. You can select multiple messages if you want. Each message will be checked in as a separate content item on the server.

  3. Microsoft Outlook 2002, 2003, and 2007: Open the WebCenter Content menu and then select Check In Mail Item.... Alternatively, you can also click the Check In Mail Item button on the WebCenter Content toolbar. (If this toolbar is not visible, choose View, then Toolbars, and then WebCenter Content to enable it.)

    Microsoft Outlook 2010: Open the WebCenter Content ribbon and then select Check In Mail Item.

    Lotus Notes: Open the Actions menu and then select Check In Mail Item....

  4. If the e-mail message has any attachments, the Attachment Options dialog may be displayed, depending on your Desktop configuration (see Section A.26, "Attachment Options Dialog").

    The Attachment Options dialog lists all detected attachments to the current e-mail message. Select the check box next to an attachment if you want to embed the attachment into the e-mail message and check the attachment and message in to the content server as a single item. Clear the check box if you want to check in the attachment as a separate item with its own content D. The body of the checked-in e-mail message will then include links to each of the checked-in attachments.

  5. The Check In Content dialog opens (see Section A.12, "Check In Content Dialog (E-mail)"). (You may be prompted to enter your login credentials first.)

    Note:

    You check in one e-mail message or attachment at a time. If you selected multiple messages or if attachments will be checked in separately, the Check In Content dialog will reopen for each item to be checked in. Attachments are checked in before their associated e-mail message.

  6. In the Server list, select the Oracle WebCenter Content Server instance that you want to check the e-mail message or attachment in to. When you select a new server, you may be prompted to enter your login credentials first (depending on how the server has been set up).

    Please note that the list of available servers only includes Oracle WebCenter Content Server instances; it does not show any Oracle Content Database servers or other WebDAV servers. This is because this page uses standard Oracle WebCenter Content Server check-in functionality.

  7. In the Profile list, select the content profile that should be applied to the check-in form (providing any profiles are defined on the content server). Content profiles are used to limit the metadata fields shown on the check-in form (and also several other content server pages), depending on the type of content. For example, a "Sales" profile might show metadata fields for revenue numbers, sales forecasts, and the like, whereas a "Support" profile might show metadata fields for case number, status, and the like.

    Please note that profiles are available only if you are connecting to Oracle WebCenter Content Server 11gR1 or Oracle Content Server 11gR1. They are not available for Oracle Content Server 10gR3 servers.

  8. Complete the check-in form. The following defaults are used for some of the metadata fields:

    • Title: For e-mail messages, the title defaults to the subject line of the e-mail message (unless your server administrator changed the configuration to use the e-mail message ID as the content item title). For attachments, the title defaults to the file name. You can modify the title if you want.

    • Author or Originator: This is the sender of the e-mail message ('From' field), as retrieved from the e-mail header. (Please note that the Author field in the form shows the content server user who is checking in the e-mail message.)

    • Addressee(s): This is the recipients of the e-mail messages ('To' field), as retrieved from the e-mail header.

    • Other Addressee(s): These are the additional recipients of the e-mail message ('Cc' field), if any, as retrieved from the e-mail header. Please note that any names in the 'Bcc' field are ignored.

    • Email Subject: This is the subject line of the e-mail message, as retrieved from the e-mail header.

    Some of these metadata fields may not be visible depending on the content server configuration. Other metadata fields may also have default values if you set up Desktop to "remember" the metadata used for the last check-in of an e-mail or attachment. For more information, see Section 7.13, "Setting Metadata To Be Remembered for Form-Based Check-Ins."

    If you want the content item to show up in a content folder on the server, make sure that you specify the location in the Folder field.

    All mandatory metadata fields are marked with an asterisk (*). The e-mail message cannot be checked in if any of these fields is empty.

    You can use the Reset button at the bottom of the form to revert the form to its initial state (that is, remove any data that you entered on the form).

  9. Click OK to check the e-mail message or attachment in to the selected Oracle WebCenter Content Server instance. If there are multiple messages or separate attachments for check-in, the Check In Content dialog reopens and you can repeat the check-in process for each item.

Tip:

Attachments are always checked in first, followed by their associated e-mail message. You can check in an attachment by itself. After the attachment is checked in, simply cancel the content check-in form when it reappears for checking in the e-mail message.

12.5.2 Checking In E-mail Messages By Dragging and Dropping

As an alternative to checking in e-mail messages using the Check In Mail Item feature (see Section 12.5.1, "Checking In E-mail Messages Using the Check In Mail Item Feature"), you can also select the e-mail message or messages to be checked in and use your mouse to drag and drop them into the desired content folder on a server. When you drag and drop an e-mail into a content folder on a server, the original e-mail is removed from your e-mail application unless you hold the Ctrl key while dragging and dropping the item. This is different from the Check In Mail Item feature, which always preserves the original e-mail in your e-mail application.

By default, the file name of a checked-in e-mail message is its subject line (with characters not allowed in Windows file names replaced by spaces). If you drag and drop an e-mail message into a content folder that already has an e-mail with the same file name, then a sequence number in parentheses is added to the file name; for example, "Re Our Discussion (2).msg." Please note that your server administrator may have changed the configuration to use the e-mail message ID as the file name. Microsoft Outlook messages are checked in as .msg files, and Lotus Notes messages as .eml files.

When you drag and drop an e-mail message with attachments into a content folder on a server, these attachments are always checked in together with (that is, embedded in) the e-mail, regardless of the metadata prompting setting (see Section 9.10, "Enabling Metadata Prompting for Content Folders").

Note:

Outlook VCard (.vcf) files are not checked in to the content server.

When you drag and drop a new e-mail message into a content folder on an Oracle WebCenter Content Server instance, you may be asked to provide metadata for the message, depending on the settings for that content folder (see Section 9.10, "Enabling Metadata Prompting for Content Folders"). If you are not prompted to provide metadata, the file inherits the default metadata assigned to the content folder (see Section 9.4, "Content File Metadata").

To check one or more e-mail messages in to a content server by dragging and dropping:

  1. Open your e-mail application (Microsoft Outlook or Lotus Notes).

  2. Select the e-mail message or messages you want to check in to a content server. You can select multiple messages if you want. Each message will be checked in as a separate content item on the server.

  3. Use your mouse to drag and drop the selected e-mail message or messages to a content folder on a server in the mail folders pane.

  4. If you dragged and dropped the e-mail to an Oracle WebCenter Content Server instance and metadata prompting is enabled for the content folder, the Check In Content dialog opens (see Section A.13, "Check In Content Dialog (Metadata Prompt)"). If metadata prompting is disabled for the folder on Oracle WebCenter Content Server, or if you dragged and dropped the e-mail to an Oracle Content Database server or other WebDAV server, the file is checked in without any further prompting. You can then skip the remainder of this procedure.

  5. The Source File field in the Check In Content dialog shows the e-mail message file that will be checked in. It is located in a temporary location on your local computer. By default, the file name is the e-mail subject line (with characters not allowed in Windows file names replaced by spaces). However, your server administrator may have changed the configuration to use the e-mail message ID as the file name. Microsoft Outlook messages are checked in as .msg files, and Lotus Notes messages as .eml files.

  6. In the Profile list, select the content profile that should be applied to the check-in form (providing any profiles are defined on the content server). Content profiles are used to limit the metadata fields shown on the check-in form (and also several other content server pages), depending on the type of content. For example, a "Sales" profile might show metadata fields for revenue numbers, sales forecasts, and the like, whereas a "Support" profile might show metadata fields for case number, status, and the like.

    Please note that profiles are available only if you are connecting to Oracle WebCenter Content Server 11gR1 or Oracle Content Server 11gR1. They are not available for Oracle Content Server 10gR3 servers.

  7. Complete the check-in form. The following defaults are used for some of the metadata fields:

    • Title: This defaults to the subject line of the e-mail message (unless your server administrator changed the configuration to use the e-mail message ID as the content item title). You can modify the title if you want.

    • Author or Originator: This is the sender of the e-mail message ('From' field), as retrieved from the e-mail header. (Please note that the Author field in the form shows the content server user who is checking in the e-mail message.)

    • Addressee(s): This is the recipients of the e-mail messages ('To' field), as retrieved from the e-mail header.

    • Other Addressee(s): These are the additional recipients of the e-mail message ('Cc' field), if any, as retrieved from the e-mail header. Please note that any names in the 'Bcc' field are ignored.

    • Email Subject: This is the subject line of the e-mail message, as retrieved from the e-mail header.

    Some of these metadata fields may not be visible depending on the content server configuration. Other metadata fields may also have default values if you set up Desktop to "remember" the metadata used for the last check-in of an e-mail or attachment. For more information, see Section 7.13, "Setting Metadata To Be Remembered for Form-Based Check-Ins."

    If you want the content item to show up in a content folder on the server, make sure that you specify the location in the Folder field.

    All mandatory metadata fields are marked with an asterisk (*). The e-mail message cannot be checked in if any of these fields is empty.

    You can use the Reset button at the bottom of the form to revert the form to its initial state (that is, remove any data that you entered on the form).

  8. Click Finish to check the e-mail message in to the selected content folder. If you had selected multiple messages for check-in, the Check In Content dialog reopens and you can repeat the check-in process for each message.

12.5.3 Checking In E-mail Messages with Attachments

When you check in an e-mail message with one or more attachments, the way the attachments are handled depends on the check-in method and your configuration, as outlined in Table 12-2.

Table 12-2 Handling of E-mail Attachments

Check-in Method Check in to Oracle WebCenter Content Server Check in to Oracle Content DB or other WebDAV server

Check In Mail Item feature (see Section 12.5.1, "Checking In E-mail Messages Using the Check In Mail Item Feature")

Attachment are checked in according to the setting in the Email Checkin Settings dialog (see Section A.22, "Email Checkin Settings Dialog").

n/a

Dragging and dropping (see Section 12.5.2, "Checking In E-mail Messages By Dragging and Dropping")

Attachments are always checked in along with the e-mail messages (that is, embedded in them).

Attachments are always checked in along with the e-mail messages (that is, embedded in them).


If attachments are checked in to an Oracle WebCenter Content Server instance as separate content items, the content information page of their associated e-mail message will contain links to each of the checked-in attachments. These links point to the most recent revision of each attachment. However, if the server is using the RmaEmail component, the links will always point to the first revision, regardless of whether the content item has newer revisions. Also, Outlook VCard (.vcf) files are not checked in to the content server.

12.6 Inserting Links to Content Files on a Server into E-mail

You can insert links to content files on a server into an e-mail message. You can provide your own link text and also specify the link target file rendition.

Note:

If you use Microsoft Word as your e-mail editor in Outlook, you can right-click and insert links through the context menu.

To insert links to content items on a server into an e-mail:

  1. Open your e-mail application (Microsoft Outlook or Lotus Notes).

  2. Create or open an e-mail message.

  3. Microsoft Outlook 2002, 2003, and 2007: Open the Tools menu and then select Get Attachment.... Alternatively, you can also click the Get Attachment button on the WebCenter Content toolbar. (If this toolbar is not visible, choose View, then Toolbars, and then WebCenter Content to enable it.)

    Microsoft Outlook 2010: Open the Insert or Message ribbon and then select Get Attachment.

    Lotus Notes: Open the Actions menu and then select Get Attachment....

  4. The Get Attachment dialog opens (see Section A.27, "Get Attachment Dialog").

  5. Click Browse to open the Select Content dialog, where you can locate and select the file or files on the content server that you want to link to in the e-mail. Please note that the list of available servers includes only Oracle WebCenter Content Server instances, not Oracle Content Database or other WebDAV servers. See Section A.9, "Select Content Dialog" for more information.

    You can select multiple files at the same time. When searching for files, select the check box for each item in the search results list that you want to include. When browsing to files in content folders, hold the Shift key for consecutive selections and Ctrl for non-consecutive selections. Click OK when you are done.

    After you have selected the file or files you want to include in the e-mail, the Content Item field in the Insert Content Item dialog shows their content IDs. If you selected multiple files, the Content Item field shows the content ID of the first selected file, and you can use the dropdown list to go to a different file.

  6. In the Get Attachment dialog, select the Link panel.

  7. For each selected file, provide the link text for the hyperlink that will be inserted in the e-mail message. The default is the file name of the content item (without the file extension), but you can modify this as needed. The link is inserted into the e-mail message as "Specified_Link_Text: URL_To_Content_Item," for example:

    Latest Sales Report: http://server.example.com/cs/idcplg?IdcService=GET_FILE&dDocName=ID1003&RevisionSelectionMethod=LatestReleased

    If you specify no link text, only the URL is inserted.

  8. For each selected file, select the file rendition that the hyperlink should point to:

    • Native Rendition: This links to the native file; that is, the original file as created in its associated application (for example, .doc or .docx files for Microsoft Word documents).

    • Web-Viewable Rendition: This links to a version of the original file that can be viewed in a web browser. You may manually specify a file as the web-viewable rendition when checking a content item into the content server, but web-viewable renditions are often created automatically on the content server and checked in along with the native file (for example, a generated PDF version).

    • HTML Rendition: This links to an HTML version of the original file, as converted on the content server when the file is requested for viewing.

    • Content Information page: This links to the page on the content server that provides metadata information about the content item (title, author, and so on). This page also includes links to the various available renditions of the content item.

  9. For each selected file, specify whether the hyperlink should always point to the latest revision. If you select the check box, the link target will always be up to date. Otherwise, the hyperlink references a specific revision of the content item, which means it will point to an older revision of the file if that file is updated on the content server.

  10. Click OK to insert the hyperlink or hyperlinks into the e-mail message.

12.7 Attaching Content Files on a Server to E-Mail

You can attach one or more content files on a server to an e-mail message.

Note:

If you use Microsoft Word as your e-mail editor in Outlook, you will not be able to use the Desktop attachment feature. To use this feature, you need to use Outlook's own HTML or text editor.

To attach content items on a server to an e-mail:

  1. Open your e-mail application (Microsoft Outlook or Lotus Notes).

  2. Create or open an e-mail message.

  3. Microsoft Outlook 2002, 2003, and 2007: Open the Tools menu and then select Get Attachment.... Alternatively, you can also click the Get Attachment button on the WebCenter Content toolbar. (If this toolbar is not visible, choose View, then Toolbars, and then WebCenter Content to enable it.)

    Microsoft Outlook 2010: Open the Insert or Message ribbon and then select Get Attachment.

    Lotus Notes: Open the Actions menu and then select Get Attachment....

  4. The Get Attachment dialog opens (see Section A.27, "Get Attachment Dialog").

  5. Click Browse to open the Select Content dialog, where you can locate and select the file or files on the content server that you want to attach to the e-mail. Please note that the list of available servers includes only Oracle WebCenter Content Server instances, not Oracle Content Database or other WebDAV servers. For more information, see Section A.9, "Select Content Dialog."

    You can select multiple files at the same time. When searching for files, select the check box for each item in the search results list that you want to attach to the e-mail. When browsing to files in content folders, hold the Shift key for consecutive selections and Ctrl for non-consecutive selections. Click OK when you are done.

    After you have selected the file or files you want to attach to the e-mail, the Content Item field in the Insert Content Item dialog shows their content IDs. If you selected multiple files, the Content Item field shows the content ID of the first selected file, and you can use the dropdown list to go to a different file.

  6. In the Get Attachment dialog, select the File panel.

  7. For each selected file, select the file rendition that you want to attach to the e-mail:

    • Native Rendition: This links to the native file; that is, the original file as created in its associated application (for example, .doc or .docx files for Microsoft Word documents).

    • Web-Viewable Rendition: This links to a version of the original file that can be viewed in a web browser. You may manually specify a file as the web-viewable rendition when checking a content item into the content server, but web-viewable renditions are often created automatically on the content server and checked in along with the native file (for example, a generated PDF version).

  8. Click OK to attach the selected content item or items to the e-mail message.

12.8 Opening Checked-In E-mail Messages

You can open a checked-in e-mail message from a server to view it in your default e-mail application. You can even make changes if you want, but you cannot check it back in to the server. You can, however, send the message to other people or save a copy on your local computer. E-mail messages are checked in to a content server for the express purpose of preserving them exactly as they were received.

Microsoft Outlook or Lotus Notes

Browse the content folders on a server to find the e-mail message you want to view. E-mail messages are checked in as .msg files (Microsoft Outlook) or .eml files (Lotus Notes). To open an e-mail file, double-click the file or right-click it and choose View from the context menu.

Note:

Do not choose Open in the context menu of checked-in e-mail files. This will check out the file, but you cannot check it back in (just undo the check-out).

Windows Explorer

In Windows Explorer, you can also browse to e-mail files in content folders on a server, but you can also search for them (see Section 10.3, "Searching for Content Files"). Once you have located the e-mail message you want to view, right-click the file and choose View from the context menu.

12.9 Working with Distribution Lists

A distribution list is a collection of e-mail addresses grouped under a common name. Any message addressed to the group name is sent to everyone on the list. You can check distribution lists in to an Oracle WebCenter Content Server instance (providing it is running the RmaEmail component). Please note that you cannot check distribution lists in to Oracle Content DB server or other WebDAV servers.

You can check in distribution lists that already exist in a Microsoft Outlook address book or new ones that you create. Once the distribution list is checked in, you can edit it, as needed.

You work with distribution lists from the Distribution List Checkin dialog:

Note:

If you use Microsoft Word as your e-mail editor in Outlook, you will not be able to check in distribution lists. To use this feature, you need to use Outlook's own HTML or text editor.

The Distribution List Checkin dialog is used for the following:

12.9.1 Checking In a New Distribution List

You can create a new e-mail distribution list and then check that list in to an Oracle WebCenter Content Server instance. To do so, perform these steps:

  1. Open your e-mail application (Microsoft Outlook or Lotus Notes).

  2. Microsoft Outlook 2002, 2003, and 2007: Open the WebCenter Content menu and then select Check In Distribution List....

    Microsoft Outlook 2010: Open the WebCenter Content ribbon and then select Check In Distribution List.

    Lotus Notes: Open the Actions menu and then select Check In Distribution List....

  3. The Distribution List Checkin dialog opens (see Section A.23, "Distribution List Checkin Dialog"). (You may be prompted to enter your login credentials first.)

  4. Click Add.

    The Edit Distribution List dialog opens (see Section A.24, "Edit Distribution List Dialog").

  5. In the List name field, enter the name of the new distribution list that you are creating.

  6. In the Name field, enter the person's name as you would like it to display in the distribution list.

  7. In the Address field, enter that person's e-mail address.

  8. Click Add.

    Repeat steps 6 through 8 for each new member you want to add to the distribution list.

  9. When you are finished adding the names and addresses for the distribution list, click OK to open the distribution list check-in form.

  10. Specify the appropriate metadata for the distribution list and click Check In.

    The distribution list is checked in to the current Oracle WebCenter Content Server instance.

  11. Click OK to the check-in confirmation message and then click Close to close the Distribution List Checkin dialog.

Once the distribution list is checked in to the content server, it is included in the Distribution List Checkin dialog for that server.

12.9.2 Checking In a Distribution List From the Outlook Address Book

You can select an e-mail distribution list that already exists in your Microsoft Outlook address book and check that list in to an Oracle WebCenter Content Server instance. To do so, perform these steps:

  1. Open your e-mail application (Microsoft Outlook or Lotus Notes).

  2. Microsoft Outlook 2002, 2003, and 2007: Open the WebCenter Content menu and then select Check In Distribution List....

    Microsoft Outlook 2010: Open the WebCenter Content ribbon and then select Check In Distribution List.

    Lotus Notes: Open the Actions menu and then select Check In Distribution List....

  3. The Distribution List Checkin dialog opens (see Section A.23, "Distribution List Checkin Dialog"). (You may be prompted to enter your login credentials first.)

  4. Click Address Book.

    The Check In Distribution List From Address Book dialog opens (see Section A.25, "Check In Distribution List From Address Book Dialog").

  5. In the Show lists from list, select the group in Microsoft Outlook that contains the distribution list you are checking in to the content server.

  6. From that group, select the distribution list that you want to check in.

    If you want, click Details... to open the properties dialog for the distribution list, including the list of addressees. This dialog is the same one that displays in Microsoft Outlook for viewing the details of a distribution list. To modify the properties, follow the instructions in Microsoft Outlook Help.

  7. When you are ready to check in the distribution list, click Check in in the Check In Distribution List From Address Book dialog to open the distribution list check-in form.

  8. Specify the appropriate metadata for the distribution list and click Check In.

    The distribution list is checked in to the current Oracle WebCenter Content Server instance.

  9. Click OK to the check-in confirmation message and then click Close to close the Distribution List Checkin dialog.

Once the distribution list is checked in to the content server, it is included in the Distribution List Checkin dialog for that server.

If you use Microsoft Word as your e-mail editor in Outlook 2002 (XP), you are not able to check in a distribution list. To use this feature, you need to switch to Outlook's HTML or text editor.

12.9.3 Editing a Distribution List

Once you check a distribution list in to an Oracle WebCenter Content Server instance, you can modify the list by adding, changing, or removing information. Also, you can clear the information in the name and address fields by clicking Reset.

Important:

Changes you make to the list are reflected only in the version checked in to the content server. If the list is also used in Microsoft Outlook, that version remains unchanged. When you edit a distribution list that is checked in to the content server, you can create a new revision or a new content item when you save the list.

Adding a New Member to an Existing Distribution List

To add a new member to an existing distribution list:

  1. Open your e-mail application (Microsoft Outlook or Lotus Notes).

  2. Microsoft Outlook 2002, 2003, and 2007: Open the WebCenter Content menu and then select Check In Distribution List....

    Microsoft Outlook 2010: Open the WebCenter Content ribbon and then select Check In Distribution List.

    Lotus Notes: Open the Actions menu and then select Check In Distribution List....

  3. The Distribution List Checkin dialog opens (see Section A.23, "Distribution List Checkin Dialog"). (You may be prompted to enter your login credentials first.)

  4. Select the distribution list that you want to add a new member to.

  5. Click Edit.

    The Edit Distribution List dialog opens (see Section A.24, "Edit Distribution List Dialog").

  6. The List name field shows the name of the current distribution list. You cannot modify this information.

  7. To add a new list member, enter a new name in the Name and Address fields. When you first open the Edit Distribution List dialog, you see the name and address fields already populated with the details of the first member in the list. To add a new member, simply overwrite these values with the name and address of the new member. This will not remove the original first addressee in the list.

  8. Click Add to add the new member to the distribution list.

    Repeat steps 6 through 8 for each new member you want to add to the distribution list.

  9. When you are finished adding new members to the distribution list, click OK to close the Edit Distribution List dialog.

    A message appears, prompting you to either check in the distribution list as a new content item or as a revision to the existing item.

  10. To check in the distribution list as a new content item, choose New Content Item. Then, provide a new name for the distribution list and click OK to open the content check-in form.

    To check in the distribution list as a revision to the existing content item, choose New Revision to open the content check-in form.

  11. Provide or modify the appropriate metadata for the distribution list as needed, and click Check In.

    The distribution list is checked in to the current Oracle WebCenter Content Server instance.

  12. Click OK to the check-in confirmation message and then click Close to close the Distribution List Checkin dialog.

Changing the Name or Address of a Distribution List Member

To change the name or address of a member of a distribution list:

  1. Open your e-mail application (Microsoft Outlook or Lotus Notes).

  2. Microsoft Outlook 2002, 2003, and 2007: Open the WebCenter Content menu and then select Check In Distribution List....

    Microsoft Outlook 2010: Open the WebCenter Content ribbon and then select Check In Distribution List.

    Lotus Notes: Open the Actions menu and then select Check In Distribution List....

  3. The Distribution List Checkin dialog opens (see Section A.23, "Distribution List Checkin Dialog"). (You may be prompted to enter your login credentials first.)

  4. Select the distribution list which contains the member whose name or address you want to modify.

  5. Click Edit.

    The Edit Distribution List dialog opens (see Section A.24, "Edit Distribution List Dialog").

  6. The List name field shows the name of the current distribution list. You cannot modify this information.

  7. Select the list member whose name or address you want to modify.

  8. Update the Name and/or Address field as appropriate and click Modify to save the changes.

    Repeat steps 7 and 8 for each list member whose name and/or address you want to modify.

  9. When you are finished modifying list member information, click OK to close the Edit Distribution List dialog.

    A message appears, prompting you to either check in the distribution list as a new content item or as a revision to the existing item.

  10. To check in the distribution list as a new content item, choose New Content Item. Then, provide a new name for the distribution list and click OK to open the content check-in form.

    To check in the distribution list as a revision to the existing content item, choose New Revision to open the content check-in form.

  11. Provide or modify the appropriate metadata for the distribution list as needed, and click Check In.

    The distribution list is checked in to the current Oracle WebCenter Content Server instance.

  12. Click OK to the check-in confirmation message and then click Close to close the Distribution List Checkin dialog.

Deleting a Member from a Distribution List

To delete a member from a distribution list:

  1. Open your e-mail application (Microsoft Outlook or Lotus Notes).

  2. Microsoft Outlook 2002, 2003, and 2007: Open the WebCenter Content menu and then select Check In Distribution List....

    Microsoft Outlook 2010: Open the WebCenter Content ribbon and then select Check In Distribution List.

    Lotus Notes: Open the Actions menu and then select Check In Distribution List....

  3. The Distribution List Checkin dialog opens (see Section A.23, "Distribution List Checkin Dialog"). (You may be prompted to enter your login credentials first.)

  4. Select the distribution list which contains the member that you want to remove from the list.

  5. Click Edit.

    The Edit Distribution List dialog opens (see Section A.24, "Edit Distribution List Dialog").

  6. The List name field shows the name of the current distribution list. You cannot modify this information.

  7. Select the list member that you want to remove from the distribution list.

  8. Click Delete to remove the selected list member, and click Yes to confirm the operation.

    Repeat steps 7 and 8 for each member that you want to remove from the distribution list.

  9. When you are finished removing list member, click OK to close the Edit Distribution List dialog.

    A message appears, prompting you to either check in the distribution list as a new content item or as a revision to the existing item.

  10. To check in the distribution list as a new content item, choose New Content Item. Then, provide a new name for the distribution list and click OK to open the content check-in form.

    To check in the distribution list as a revision to the existing content item, choose New Revision to open the content check-in form.

  11. Provide or modify the appropriate metadata for the distribution list as needed, and click Check In.

    The distribution list is checked in to the current Oracle WebCenter Content Server instance.

  12. Click OK to the check-in confirmation message and then click Close to close the Distribution List Checkin dialog.

If you use Microsoft Word as your e-mail editor in Outlook 2002 (XP), you will not be able to check in a distribution list. To use this feature, you need to switch to Outlook's HTML or text editor.

12.9.4 Deleting a Distribution List

You can delete a distribution list from Oracle WebCenter Content Server. When you do so, all revisions of that distribution list will be removed. If the list is also used in Microsoft Outlook, it remains unchanged and is still available through Microsoft Outlook.

To delete a distribution list:

  1. Open your e-mail application (Microsoft Outlook or Lotus Notes).

  2. Microsoft Outlook 2002, 2003, and 2007: Open the WebCenter Content menu and then select Check In Distribution List....

    Microsoft Outlook 2010: Open the WebCenter Content ribbon and then select Check In Distribution List.

    Lotus Notes: Open the Actions menu and then select Check In Distribution List....

  3. The Distribution List Checkin dialog opens (see Section A.23, "Distribution List Checkin Dialog"). (You may be prompted to enter your login credentials first.)

  4. Select the distribution list that you want to remove from the content server.

  5. Click Delete to remove the selected distribution list, and click Yes to confirm the operation.

  6. Click Close to close the Distribution List Checkin dialog.