Figure 1332: Team Lunch folder showing Food Preference column in .NET

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Figure 1332: Team Lunch folder showing Food Preference column
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Filling Out an InfoPath E-Mail Form Now that we have all the preliminary setup out of the way, let s see what happens when a user receives an InfoPath e-mail form in his or her Inbox and what the user has to do to ll it out When you receive an InfoPath e-mail form, you will notice a couple of things about the InfoPath e-mail item that differentiate it from other e-mail items First, the icon associated with the InfoPath e-mail item is not the normal envelope icon you are used to Instead, the icon looks like a small InfoPath form
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Figure 1333: InfoPath e-mail form in Outlook s reading pane
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Next, when you view the InfoPath e-mail form in Outlook s reading pane, it will look like that shown in Figure 1333 You will notice that the introduction you added when sending the InfoPath form is at the top of the body of the e-mail Below it is a view of the actual InfoPath form This is a simple static view of the form that cannot be changed You may be wondering how users will respond to your survey That s easy At the top of the e-mail item is a button with the title Open form (as you can see in Figure 1333) Clicking this button opens this e-mail item as an editable form, as shown in Figure 1334 This e-mail item may look like a normal e-mail but it is, in fact, an InfoPath form (You may notice that this e-mail
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Figure 1334: Filling out an InfoPath e-mail form
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13: Workflow
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item is actually an instance of the InfoPath application This is obvious the rst time you open one of the menus and notice that they are the same menus as in InfoPath) You can ll out this InfoPath form in the body of the e-mail the same way as you would when you have the form open in the InfoPath application Once you are nished, just click the Reply button to send the response to the publisher of the form template Or, better yet, if the publisher of the form template has set up e-mail submit (which we talked about in 8), you will then see a Submit button, which you can then click This will open the submit dialog shown in Figure 1335 Once you click the Send button, the InfoPath e-mail form
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Figure 1335: Submit dialog when submitting an InfoPath e-mail form
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will be sent to whomever is listed in the To eld (Note that, even though submitting through e-mail may be most advantageous for your scenario, InfoPath e-mail forms support the same types of submit options that are available to normal InfoPath forms) In addition to lling out the form yourself, you may wish to pass the form on to someone else or to simply reply to the initiator When you forward or reply to the e-mail, a new InfoPath e-mail form appears with the Mail Options task pane opened, as shown in Figure 1336 This task pane gives you the option of sending an editable copy of the form or a read-only snapshot (Note that, if you don t include the form template, the e-mail item will still be an InfoPath e-mail form when viewed in Outlook 2007 This
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Figure 1336: Mail Options task pane
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option affects only those who are receiving the InfoPath form les as attachments In general, you should send the form template when you aren t sure the recipients of your e-mail will have the form template already If your users do have access to the form template, there is no need to send it We will talk more about this later in this chapter when we talk about how to control these options when designing the form template)
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Sometimes you just want to reply to the sender of the form with a quick question without having to open the InfoPath e-mail form In that case, all you need to do is right-click on the e-mail item (in the list of e-mail items in the InfoPath form folder) and click the Reply with Message menu item
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Opening the InfoPath e-mail form by clicking on the Open form button in the Outlook reading pane is just one way to ll out an InfoPath form from within Outlook Let s say that you ve already responded to the survey but you ve changed your mind However, you ve already deleted the form from your Inbox and you can t recover it Luckily, there are other ways to ll out this form Of course, the form you originally sent may still be in your Sent Items folder in Outlook You could open that one and resend it Also, you could just open InfoPath itself and ll out the form As long as the form has been lled out once (and, therefore, cached on your local machine), the form will be available in the Getting Started dialog in InfoPath
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