Avoid displaying the CCL fields when you print an item
Posted: October 8,
Modified: February 6, 2004
Current CCL Version as of posting: 3.0.1093
Version 3 of Contact
Communications Logging adds a few user properties (custom fields)
to items. When you print an item processed by CCL, it may include fields
such as "CCL Logged" or "CCL Last Audited". They are
shown because Outlook, by default, includes any custom field that contains
that as of version 3.0.1093, most CCL fields were changed to "Extended
MAPI properties" (as opposed to "UserProperties"), and
as a result they do not show up on printouts (i.e. the workaround below
is not needed).
To avoid including
the CCL Logged field on a printout, you need to modify
the form for the item type you are printing. Steps are given below. If
you already have a hidden custom page, you can skip steps 1 through 4.
- Open the item.
- Choose Tools
| Forms | Design This Form.
- Click on an unused
tab, such as "(P.6)".
- Choose Form
| Display This Page to hide the page (so it doesn't
appear when a user opens this type of item).
- Choose Form
| Rename Page and rename it to something like "Hidden".
- If the Field Chooser
is not shown, choose Form | Field Chooser.
- In the Field Chooser,
click the drop-down and select "User Defined Fields in <folder>",
where <folder> is the name of the folder containing the item.
- Drag the fields
beginning with "CCL" onto the form.
- Right-click each
item you placed on the form and choose Properties,
click the Validation tab, and uncheck the Include
this field for Printing and Save As option. If the item has
a label and a data-input box, you need to right-click the input box
to see this option.
- Finally, choose
File | Save and then close the form.
If you are the administrator you may want to publish this form so that
it is implemented for all of your users.
You will need to perform
these steps every time you want to print an email. To make the change
universal, you will have to change the default IPM.Note form
for ALL messages.
An article at SlipStick
with more information on this topic is at http://www.slipstick.com/dev/newdefaultform.htm.
Steps derived from this article are listed below. Again, if you already
are using build 1093 or later, these steps should not be neccessary unless
you want to hide the CCL Logged field.
The following steps
have been tried successfully in our environment.
- Select Tools
| Forms | Public Form As...
- Select the Personal
Forms Library or Organizational Forms Library.
- Public the form,
with a name such as NoCCLPrint so that the full name
- Download and install
the following Forms Administrator tools from Microsoft:
Note the addresses may change. More information on these tools can be
found at http://www.microsoft.com/office/ork/2000/journ/OutToolsIntro.htm.
The first tool will be used to set the new custom form in place of the
usual IPM.Note form. The second tool will be used to change the item
type of existing items. Note it may seem the second tool shouldn't be
neccessary according to the documentation, but it was needed in our
- Install and run
the FormsAdmin tool (FormSwap.exe)
- Choose Mail
(IPM.Note), then under Read type in
IPM.Note.NoCCLPrint (substituting the full name created in
- Click Save.
If using Outlook 2002, you'll have to export the saved changes to a
.REG file, edit the file, replace all occurances of 9.0
to 10.0, and then save and merge the .reg file into
the registry. This is because the tool was designed for Outlook 2000.
- Now start Outlook.
Have a colleague send a test message to you, and open the message. You
should be using the custom form. (To check this, leave the (Hidden)
page visible until everything's working, otherwise you'll have to use
Tools | Forms | Design this form to see if the right
one is being used.
At this point, we've
fixed the problem for any NEW messages that arrive. The article suggests
this would also fix the problem for old messages (since they are of type
IPM.Note, for which our form is now the substitute),
but when we tried this the old messages were still using the old form.
If you want to update items in the Inbox (and possibly Sent Items folder)
to use the new form, you'll need to use the second tool (ChangeForms).