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How to change default form in specified folders in Outlook?

By default, you can apply a custom form with clicking the Home > New Items > More Items > Choose Form, and then specifying the custom form from the Choose Form dialog box. Sound too many steps? If you need to apply the custom form all the time, it does be a little tedious. Here I will introduce a way to change the default form with custom form in a specified folder in Microsoft Outlook.

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Before changing default form, you should have created your own custom form. And In this article, I will take an example of changing the default form of a calendar folder in Outlook.

Step 1: In the Navigation Pane, right click the folder whose default form you will change, and select the Properties from the right-clicking menu.

Step 2: In the Calendar Properties dialog box, click the When posting to this folder, use: box, and specify the Forms from the drop down list on the General tab. See screen shot below:

Step 3: Now you get into the Choose Form dialog box,

(1) Click the Look in box, and select the right library where your custom form is stored in. Most of time, custom forms stay in the Personal Forms Library.

(2) Click to highlight the custom form that you will change to the default form.

(3) Click the Open button.

From now on, when you open the specified calendar folder and create a new appointment, it will apply the custom form automatically. What’ more, the first tab changes from Appointment to the name of your custom form in the Appointment window.

Note: You can’t change the default form for mail folders in Microsoft Outlook.


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    Tony Kosturi · 4 years ago
    This works fine but the unintended consequence seems to be that after changing the default to the custom form that launches a meeting request with out responses, now when clicking on New Appointment launches a meeting request instead of an appointment window which usually comes with a "Save and Close" button and no attendee box (just Subject and Location). Before changing the default form, the "New Appointment" button launches an appointment window and the New Meeting button launches a meeting window. The difference between the two is that the latter has a "To:" box to enter attendees and a "Send" button replacing the "Save and Close" button. Why would changing the default form in the way described in this article also changes an appointment into a meeting request? It does not seem like the right approach to solve the issue with making the "no response" meeting request the default for meeting requests.