Adding Folders to Users' Frequently Used Lists

When end users display the set of contact types, marketing lists, marketing lists (withsponsorship), and working lists in the Web Client, they have the option to limit the set of lists to those marked frequently used. These essentially work like Favorites for users. Since an organization might have a very large number of these folders (for example, a contact type for each department or practice group), displaying all available ones would clutter the screen and make finding information more difficult.

The first example illustrates the Contact Types page when the Show My Frequently Used Lists option is selected. The second is the same page, but with Show All Lists chosen instead.

Viewing the Frequently Used Contact Types in the Web Client

[A] The Show My Frequently Used Lists is selected, so only the user’s most important contact types are displayed.

Viewing All Contact Types in the Web Client

[A] The Show All Lists option is selected, so all contact types are displayed.

You can “push” a folder to the users’ frequently used list from the Windows Client. You normally do this when creating a new folder. The three list pages in the Web Client always default the Show option to the frequently used lists option, so a user who never manually chooses to view all lists may never notice a new list.

For example, if you were creating a contact type for a specific department, you would probably add the new folder to the frequently used list for all users in that department. In contrast, you might add a new organization-wide marketing list to all users’ favorites.

When adding a folder to the frequently used lists, you can choose Everyone, a specific user, or a specific group.

Setting	Result
Everyone	The folder is added to the frequently used lists for all users.
Specific User	The folder is added to the selected user’s set of frequently used lists.
Specific Group	The folder is added to the set of frequently used list for each user in that group.

Note that end users have ultimate control over their frequently used lists. They can add and remove any folders they wish. You can only add folders to the lists.

In general, you should only push a folder out to users’ frequently used lists when either creating a new user or when creating a new list. If a user has removed a folder from his or her list, it may be annoying if the same folder comes back to the list.

Add an Existing Folder to Users' Frequently Used Lists

1. Log on to the Windows Client as a user with administrator access to the folder you want to “push out” to the users’ favorites.
2. Navigate to the folder in the folder list.

3. Right-click the folder and choose Add to Others' Frequently Used Lists to open the Add to Other User’s Favorites dialog box.

   

4. From the Frequently Used By drop-down list, select either Everyone or the name of a specific group. You can also browse for a specific user.
   • Choose the Lookup button ( ).
   • Enter the user’s last name and choose Search.
   • Select the user from the list of results and choose OK. The user’s name is selected in the Frequently Used By list.

5. Choose OK to update the selected users’ lists.

   Note that the Add to Others' Favorites dialog box is just a way to “push” folders out to end users’ frequently used lists. Only the end users themselves can maintain their own lists.