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Unleash the Power of Outlook
by Stephen J. Link
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Holy Macro! Books 13386 Judy Ave. NW Uniontown, Ohio, USA, 44685
Unleash the Power of Outlook Copyright © 2005 by Stephen J. Link All rights reserved. No part of this book may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or by any information storage retrieval system without written permission from the publisher. No patent liability assumed with respect to the use of the information contain herein. Although every precaution has been taken in the preparation of this book, the publisher and author assume no responsibility for errors or omissions. Nor is any liability assumed for damages resulting from the use of the information contained herein. Publisher: Bill Jelen Book Designer: Linda DeLonais Technical Editor: Anne Troy Indexer: Linda DeLonais Cover Designer: Shannon Mattiza International Standard Book Number: 1-932802-01-0 Library of Congress Control Number: 2004101507 Printed in Hong Kong First Printing: August 2004 Reprinted with Revisions: August 2005
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Trademarks All brand names and product names used in this book are trade names, service marks, trademarks, or registered trademarks of their respective owners. Holy Macro! Books is not associated with any product or vendor mentioned in this book.
About the Author Steve Link is the owner of Link Em Up, a computer consulting company located in North Carolina in the small town of Lucama, located about fifty miles from the capital city of Raleigh. Mr. Link has been utilizing and supporting computers for over fifteen years and has collected a few “dinosaurs” throughout that time. In his “computer museum” is an original IBM PC-XT with original monochrome monitor, plus a whopping 640k of memory and a ten-megabyte hard drive, along with a daisy wheel printer—basically a typewriter connected to a computer. The most important thoughts gained and used throughout the years of providing user support are “Save often” and “Don’t be afraid, it doesn’t bite.” Steve is an active contributor of the Experts Exchange web site and ranks among the top five in their Outlook section, along with impressive rankings in other sections. He holds Microsoft’s A+ certification and the Microsoft Office Specialist certification for Outlook™ 2002. Link Em Up (www.linkemup.us) specializes in PC hardware troubleshooting and custom database programming using Visual Foxpro™. One program written by Link Em Up is called Booking Agent. Although a database program by nature—matching referees to sports games—it thoroughly utilizes the open nature of the Microsoft Office suite and uses Outlook and Outlook Express for e-mailing assignments along with Microsoft Excel spreadsheets to send data to end users.
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Steve enjoys spending time with family. With two children in school, something is always happening, whether it is a soccer game, baseball game, cub scouts, etc. Without family support this book could not have been written.
Acknowledgements I would like to thank the following for their support throughout the writing of this book. Whether through moral support or providing macro code to be included in the automation section, those mentioned here provided much needed support. God (“With Him all things are possible”) and my church Anne Troy—Thanks for the opportunity, encouragement, and support Tonia Link—my wife. Thanks for being there for me through everything in life. Stephane Friggeri—for providing the automation code for Custom E-mail from Excel and Exploding E-mail) Bill Jelen of www.MrExcel.com SnagIt from www.TechSmith.com Craig Kirby for writing a great Foreword All of the users at www.ExpertsExchange.com for the experience and capabilities gained through their help site (I hope I was able to give as much or more than I gained).
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The many teachers I have had in my life. We consider our teachers to be those we learned from while in school. We learn new things every day. I learn from my children on a regular basis.
Table of Contents
Table of Contents Foreword .............................................................................. a 1. Discussion on Outlook.................................................... 1-1 Popular Features ...............................................................................................1-1 Great Features.............................................................................................1-2 Version-specific Features ............................................................................1-2 Groans And Moans ............................................................................................1-3 Praises for Outlook 2003 .............................................................................1-3
2. Exchange Server 2003 ................................................... 2-1 Retention Policies ..............................................................................................2-2 Distribution Lists ..............................................................................................2-2
3. Installing Outlook .......................................................... 3-1 Types of Installations ........................................................................................3-1 Setting up POP3 Accounts ..........................................................................3-1 Setting up HTTP Accounts..........................................................................3-3 IMAP Accounts ............................................................................................3-4 Exchange Server Accounts ..........................................................................3-4 Setting up Different Address Books on the Same Account........................3-5 Installing an Upgrade .......................................................................................3-6 Activating Outlook.......................................................................................3-7 Compatible Versions....................................................................................3-7
4. Outlook Menu Overview .................................................. 4-1 File Menu...........................................................................................................4-1 Edit Menu ..........................................................................................................4-3 View Menu .........................................................................................................4-4 Go Menu.............................................................................................................4-5 Tools Menu.........................................................................................................4-5 Actions Menu .....................................................................................................4-6 Help Menu .........................................................................................................4-8
5. Settings......................................................................... 5-1 General Settings ................................................................................................5-1
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Customizing Toolbars and Menus ....................................................................5-2 Creating and Customizing a Toolbar ..........................................................5-2 Customizing a Menu....................................................................................5-4
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Table of Contents Recommended Settings .....................................................................................5-5 Basic E-mail Options ...................................................................................5-5 Advanced E-mail Options............................................................................5-6 Tracking Options .........................................................................................5-7 Junk E-mail Options....................................................................................5-8 Calendar Options.........................................................................................5-8 Mail Setup....................................................................................................5-9 E-mail Format..............................................................................................5-9 Configuring Views ...........................................................................................5-18 View Definitions.........................................................................................5-18 Preview Messages ......................................................................................5-20 Three-pane View ........................................................................................5-21 Favorite Folders.........................................................................................5-22 Grouping Messages....................................................................................5-23 Customizing Settings.................................................................................5-24 Setting Sort Order .....................................................................................5-28 Customizing Views ....................................................................................5-30 Setting E-mail Options....................................................................................5-35 Setting Junk E-mail Options ....................................................................5-35 Setting E-mail Options ..............................................................................5-38 Creating a Custom Print Style .......................................................................5-41
6. Using Outlook 2003 ....................................................... 6-1 Starting Out.......................................................................................................6-1 Outlook Today....................................................................................................6-2 Configuring the “Classic” Interface ..................................................................6-2 Regaining the “Classic” Interface .....................................................................6-2 Configuring Mail Grouping .........................................................................6-3 Making Outlook the Default E-mail Client......................................................6-3 Making Outlook the Default E-mail Client – Again ..................................6-4
7. Organizing Outlook ........................................................ 7-1 Rules ..................................................................................................................7-1 Creating a New Rule ...................................................................................7-1 Changing a Rule’s Processing Order.........................................................7-14 Deleting a Rule ..........................................................................................7-14 Rule Options Button ..................................................................................7-14 Using Find .......................................................................................................7-15 Making a Simple Search............................................................................7-15 Making an Advanced Search.....................................................................7-16 Filtering ...........................................................................................................7-19
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Using Organize ................................................................................................7-22 ii
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8. Outlook Folders ............................................................. 8-1 Using Subfolders..........................................................................................8-1 Calendar Folder.................................................................................................8-4 Organizing Your Calendar ..........................................................................8-4 Setting Up the Microsoft Free/Busy Service ..............................................8-5 Resource Scheduling....................................................................................8-8 Time Zone Settings ......................................................................................8-9 Adding Holidays.........................................................................................8-11 Setting Planner Options............................................................................8-12 Calendar Right-click Menu .......................................................................8-12 Using Taskpad ...........................................................................................8-14 Sending Meeting Requests ........................................................................8-15 Forward Your Calendar as iCalendar.......................................................8-16 Setting Calendar Options..........................................................................8-17 Contacts Folder................................................................................................8-24 Adding a Contact .......................................................................................8-24 Viewing Contacts .......................................................................................8-27 Viewing Contact Records...........................................................................8-29 Using the Details Tab................................................................................8-32 Using the Activities Tab ............................................................................8-33 Using the Certificates Tab ........................................................................8-33 Using the All Fields Tab............................................................................8-33 Using the Toolbar ......................................................................................8-34 Right-click Menu........................................................................................8-36 Distribution Lists.......................................................................................8-36 New Contact from Same Company ...........................................................8-38 Calling a Contact .......................................................................................8-38 Creating a vCard from a Contact..............................................................8-39 Forwarding as a vCard ..............................................................................8-41 Address Books............................................................................................8-42 Deleted Items Folder .......................................................................................8-43 Deleting Items............................................................................................8-45 Drafts Folder....................................................................................................8-46 Inbox Folder.....................................................................................................8-47 Delivery Options ........................................................................................8-47 Right-click E-mail Menu Options..............................................................8-48 Using Search Folders.................................................................................8-50 Journal Folder .................................................................................................8-53 Viewing Journal Entries ...........................................................................8-56 Notes Folder.....................................................................................................8-60 Left-click Options.......................................................................................8-62
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Outbox Folder ..................................................................................................8-64 Unleash the Power of Outlook
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Table of Contents Mail Options...............................................................................................8-65 Sent Items Folder ............................................................................................8-66 Resend This Message.................................................................................8-68 Recall This Message ..................................................................................8-68 Tasks Folder ....................................................................................................8-69 Viewing Tasks............................................................................................8-70 Task Recurrence ........................................................................................8-72 Turning An E-mail Into a Task.................................................................8-73
9. Special Features ............................................................ 9-1 Designing Forms and Templates ......................................................................9-1 Changing Contact Forms.............................................................................9-1 Creating E-mail Templates .........................................................................9-3 Mapping an Address..........................................................................................9-5 Flag For Follow Up............................................................................................9-6 Business Contact Manager ...............................................................................9-7 Installing Business Contact Manager ........................................................9-8 Mail Merging with Word ...................................................................................9-9 Archiving Strategies........................................................................................9-10 Performing Send/Receive ................................................................................9-12 Sharing Outlook Objects .................................................................................9-14 Creating a Public Folder ...........................................................................9-14 Sharing Calendars and Contacts ..............................................................9-16 Using Shortcut Panes......................................................................................9-19 Sending Internet Faxes...................................................................................9-20 Using Smart Tags............................................................................................9-21 Importing Data ................................................................................................9-22 Exporting Data ................................................................................................9-26 Using the Mailbox Cleanup Wizard..........................................................9-28 Using Research ................................................................................................9-30
10. Help with Using Outlook ............................................. 10-1 Using the Office Assistant ..............................................................................10-3
11. Macros: Automating Outlook ...................................... 11-1 Creating a New Contact from Word ...............................................................11-1 Creating E-mail Merges ..................................................................................11-3 Merging to a Form Letter..........................................................................11-5 Merging to E-mail ......................................................................................11-7 Merging Custom E-mail from Excel ...............................................................11-8
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Automatically Saving Attachments..............................................................11-16 iv
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Table of Contents Exploding an E-mail......................................................................................11-17
12. Safe E-mailing ........................................................... 12-1 Protecting Against Spam and Viruses............................................................12-1 Blocking External HTML................................................................................12-2 Parental Controls ............................................................................................12-3 Digital Certificates ..........................................................................................12-4 Backing up and Restoring Data......................................................................12-5 Password Protecting Your Mailbox ................................................................12-6
13. Troubleshooting Outlook ............................................ 13-1 Detect and Repair............................................................................................13-1 Command Line Switches.................................................................................13-1 Inbox Repair Tool ............................................................................................13-7 Troubleshooting and Managing Outlook Views .............................................13-8 Missing Buttons .........................................................................................13-8 Disappearing Items ...................................................................................13-8 Can’t Edit Items.........................................................................................13-9 Text Displays Incorrectly ........................................................................13-10 Missing Shortcuts ....................................................................................13-10 Problems with Views ...............................................................................13-10 Can’t Copy Information Because Field Is Not Displayed ......................13-11 Multi-line Layout Doesn’t Make Sense...................................................13-12
14. Talking to Outlook ..................................................... 14-1 Giving Your Computer a Voice .......................................................................14-1 Training the Speech Module ...........................................................................14-2
15. Instant Messaging...................................................... 15-1 Saving a Conversation...............................................................................15-3 The More Button........................................................................................15-3
16. Using Newsgroups ...................................................... 16-1 Posting to a Newsgroup...................................................................................16-3
17. Are You Certifiable? ................................................... 17-1 Outlook Specialist............................................................................................17-1 Expert ..............................................................................................................17-1
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Master ..............................................................................................................17-2 Answers......................................................................................................17-4
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Appendix A ........................................................................ A-1 Keyboard Shortcuts .......................................................................................... A-1 Shortcuts for the Help Pane ....................................................................... A-1 Shortcuts for the Help Window.................................................................. A-1 Shortcuts for General Menu and Toolbar .................................................. A-2 Shortcuts for Basic Outlook Navigation .................................................... A-2 Shortcuts for Item Creation and Manipulation......................................... A-3 Shortcuts for E-mail ................................................................................... A-4 Shortcuts for Appointment and Tasks....................................................... A-5 Shortcuts for Contacts ................................................................................ A-5 Shortcuts for Formatting Text ................................................................... A-5 Shortcuts for Working with Table Views................................................... A-6 Shortcuts for Working With Day/Week/Month Views .............................. A-6 Shortcuts for Address Card Views ............................................................. A-7
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Index .................................................................................. I-1
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Forward
Foreword Communication is the outgrowth of humankind’s need and desire to interact. From the sharing of ideas and data to expressions of personal and emotional thought, we have developed many means to communicate with others. Ancient man made crude drawings on cave walls and developed primitive languages. Succeeding generations refined verbal and written communication, but the basic structure of communication has remained constant for most of known history. The only thing that changes over time is the method used to transmit information. The dawning of the 21st Century finds mankind communicating more prolifically than any time in history, through the use of E-mail. E-mail applications, such as Outlook, are all about communication. The US government began the development of a network-based system of communication in the early seventies, transmitting the first e-mail message over ARPANET in 1971. It was the personal computer (PC) that enabled this new technology to be used by the masses, and new devices such as laptops and hand-held PCs have made “e-mail” the simplest and most efficient way in history to communicate. Outlook is the most widely used e-mail application today. Its ease of use and adaptability enables millions of people to share ideas, thoughts and data with a few keystrokes, and it takes place instantly. So fire up that PC, and communicate!
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Craig Kirby July 2004
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Forward
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Discussion on Outlook
1. Discussion on Outlook Outlook is the most versatile e-mail program available from Microsoft. It is quite capable of scheduling your day, keeping up with your Rolodex®, and handling both basic and advanced e-mail jobs and has been since the '97 version. Outlook goes well beyond this basic functionality in also allowing you to send meeting requests that can be accepted, declined, or have alternate times proposed. Other items that you can schedule include meeting rooms and other resources. Another great feature is the ability to create recurring items. Using this, you could schedule an employee meeting on a specific day of every month. You could even schedule one for the fourth Thursday of every month! Notes are another handy feature in Outlook. Some people have the monitor littered with “sticky notes”. Instead of this cluttered desk space, they could be using Notes within Outlook. The journal is a useful part of Outlook, too. You can use it to track phone calls, e-mails, documents, and many other events related to a contact. The timer is quite handy for billing support call time. While the calendar is helpful in planning your day, tasks help you to track your “honey-do” lists and any other assignments you may have. You can add anything you want and give it a specific due date with a reminder date and time.
Popular Features In this section we’ll briefly discuss some of the features offered by Outlook. These features are the driving reasons behind the popularity of Personal Information Managers (PIMs). A basic e-mail job is something that everyone uses. You compose an email, address it, and send it.
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An advanced e-mail job might be something that is automatically generated from a program or it could be a carefully formatted “composition.” We’ll cover both of these scenarios in later chapters (see Basic E-mail Options on page 5-5 and Advanced E-mail Options on page 5-6).
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Discussion on Outlook
Sending/Receiving e-mail is only a part of the e-mail side of Outlook. Management of your e-mail is a large portion of the duties that Outlook handles. One handy management tool is the implementation of rules and alerts.
Great Features The Favorites Folder in Outlook 2003 greatly helps you to manage large volumes of e-mail. You can create special folders and have rules in place to automatically separate the incoming e-mail into these folders based on title, recipient, and so forth. The Favorite Folders display in their own section together. Something else that is quite helpful in the management of your e-mail is the ability to customize the commands and features you see in the toolbars. The Mailbox Cleanup Wizard is another useful function. It helps you to utilize your mailbox space as efficiently as possible. Later, we’ll go through cleaning up, archiving, and deleting of items (see Using the Mailbox Cleanup Wizard on page 9-28).
Version-specific Features Outlook 2000 had the following features:
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Most Recently Used (MRU) List—under the File menu selection; this list provides quick access to the folders open with the File–Open menu item Improved appearance and functionality of the printed calendar Resting the mouse pointer over an appointment in the daily or workweek view displays the entire text of that appointment (when you can’t see the whole thing in the regular display area) Option of using Microsoft Word™ as the e-mail editor; provides many formatting options not previously available Save the calendar as a web page to be viewed by others Create groups of contacts called Personal Distribution Lists; allows you to send a message to many people at once by selecting a group instead of individuals Mail merge to Word—provides capability to merge an e-mail just like you would merge a form letter
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Discussion on Outlook
Outlook 2002 (also called XP or version 11) added some more features: Much better Preview Pane AutoSuggest addresses makes addressing e-mail much easier Improved integration of WordMail (using MSWord as the editor) Outlook 2003 (version 12) added even more helpful features: Major user interface changes and improvements Easier to use Rules Wizard Safe and Block lists for spam control Increased Speed for e-mail sending and receiving Meeting Workplace for scheduling meetings View contact’s picture in their record
Gro an s An d Moa n s Vulnerability to viruses Outlook’s popularity has caused it to be the target of most virus writers. Many attempts have been made to clamp down on the spread of viruses through e-mail. The implementation of security features has gotten to the point that it stands in the way of real productivity. User awareness and updated virus-scanning software are the best means to prevent the virus infections that seem to be so common and widespread. Autoformatting needs to be improved Outlook coming to the forefront of your computer and interrupting whatever you are doing when new mail is received Junk Mail handling capabilities are greatly lacking Spell check should look at the subject line in addition to the e-mail itself. Some of these issues have been addressed in the 2003 version of Outlook.
Praises for Outlook 2003 Some of these features were also available in previous versions.
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Ease of use; beginners can jump right in and create contacts and emails
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Discussion on Outlook
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Different types of help available—Via the web and through the Office Assistants (the paperclip, Einstein, or whomever else you may choose) Ability to import from and export to other e-mail programs (Microsoft and Non-Microsoft) Easy to program from Visual Basic™, Visual Foxpro™, Microsoft™ Word, and other Microsoft products Autoformatting can be customized to fit the user’s writing style Junk mail handling capabilities are improved due to the ability to set safe senders and recipients
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Exchange Server 2003
2. Exchange Server 2003 When an Exchange Server is used, mail comes into a common server (computer) and is distributed to client users using Exchange Server software. Exchange Servers are generally handled by Mail Administrators. However, you should be aware of some Exchange Server settings that commonly affect users. Note: Client-side generally refers to the user’s PC when the user is at work and an Exchange Server is in use. In this book, it may also refer to your PC as the user of Outlook. Server-side means the Exchange Server, not Outlook running on a PC.
Here are just a few of the settings that can be made or changed by your Mail Server administrator. Maximum amount of mailbox storage space. Many companies restrict the amount to a default value—for instance, 20 Meg. You may receive huge attachment files regularly and require more space. Proper disk usage management allows specific users to have more space based on specific requirements. Out of Office Assistant (OOA). Some companies do not allow the use of this feature. The OOA is only available in Outlook when an Exchange Server is present; it is not dependent on your PC receiving mail. If your company does not allow OOA usage, there should be a policy that requires employees’ PCs to be running to execute any rules and enable automated replies. A feature that prevents sending an OOA message if the TO or CC line is not filled in. The main purpose of this new feature of Outlook 2003 is to keep you from replying to news lists and other automated mailing lists. The Internet Mail Wizard greatly simplifies the configuration of Internet Mail Connectivity compared to previous versions of Exchange Server.
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Outlook Web Access (discussed in later chapters, see Exchange Server Accounts on page 3-4 and Sharing Outlook Objects on page 9-14) allows for remote usage of the Exchange Server features. The user could be in Australia and access the company calendar, contacts, and e-mail just as if he or she were doing it from the office at work.
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Exchange Server 2003
Retention Policies Retention Policies determine the ways in which an Exchange Server can be set to retain deleted items for a specific number of days. When items are removed from the Deleted Items folder, they are still available for recall during that specified period—generally one to three weeks. Your Exchange Server administrator sets the appropriate policies. A question asked repeatedly in support groups is how to recover items that have been emptied from the Deleted Items folder. The answer is that it cannot be done without the Exchange Server present and Retention Policies in use. Keep this in mind whenever emptying the Deleted Items folder.
D i str i b uti o n L ists A Distribution List is a group of recipients that have something in common. For instance, in a company of five hundred people, there may be twenty-five in the marketing department. If you wanted to send correspondence to everyone in that department, you could group all of their e-mail addresses together in a Distribution List named Marketing. Suppose you want to send to ALMOST everyone in that list. Outlook 2003 provides a method of doing this; however, it requires a registry edit. WARNING! Careless editing of the registry can render your operating system useless. Registry editing should be performed with extreme caution.
The Expand List feature allows you to display the recipients in a Distribution List directly in the recipient boxes (the To, the CC, and the BCC boxes). After expanding the Distribution List, the recipient box of your e-mail message displays the resolved names of all members. When you expand a Distribution List, Outlook displays the following message is: If you expand the list, Outlook will replace the list with its members. You will not be able to collapse it again.
The Expand List dialog box is controlled by the following registry key: HKEY_CURRENT_USER\Software\Microsoft\Office\11.0\ Outlook\Options\General
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Setting the PONT_STRING value to 13 hides the Expand List dialog box. Changing the PONT_STRING value to something other than 13 causes 2-2
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Exchange Server 2003
the Expand List dialog box to appear. The PONT_STRING value resides in the registry key noted above it. The default REG_SZ string value for the PONT_STRING value is “32,”. Note that the default value includes the comma. Keep the following in mind when expanding a Distribution List: Most mail servers limit the maximum number of recipients that an email message can contain. Exceeding this limit causes a non-delivery receipt and failure in sending the message. Once you expand a Distribution List, you cannot collapse it again. There are no client-side configuration options or limits available for the Expand List feature. If an Exchange Server is not configured for Expand List in Outlook, this feature is not available. Client-side Distribution List expansion cannot be turned off, but it can be regulated by the mail server’s Max Recipients configuration. Exchange 2000 and Exchange 2003 Servers have the default Max Recipients value set at 5000. Most consumer ISPs have a limit of 10 recipients set. Your mail administrator can configure this option in the Exchange System Manager (ESM) properties of Message Delivery (global settings). Whenever Outlook 2003 expands a large Distribution List, its performance may decline as it extracts the addresses and populates the individual recipients. The speed and memory of the computer greatly determines how fast this process is performed.
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Tip: Pay special attention to the warnings about editing the registry and the fact that expanded lists will no longer display the list name only.
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Exchange Server 2003
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Installing Outlook
3. Installing Outlook Types of Installations Now we’ll cover the different types of Outlook installation. The most popular personal configuration for Outlook uses the POP3 (Post Office Protocol) and/or HTTP (Hyper-Text Transfer Protocol) accounts. IMAP (Internet Mail Access Protocol) could be used for business or personal application, though the use of that type of account is slowly fading out. Most mid-size and large businesses use Microsoft Exchange Server. Exchange Server allows for efficient management and sharing of all aspects of the Outlook program.
Setting up POP3 Accounts If you install Outlook for home use, you would use a POP3-type server to connect to your Internet Service Provider’s (ISP) mail server. Click on Tools–E-mail Accounts–Add a new account; a dialog appears from which you can choose the server type options mentioned above.
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Figure 3-1 Selecting Server Type Unleash the Power of Outlook
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Installing Outlook
A mail server is simply a computer that stores mail. As already stated, POP3 is the method your computer uses to connect to your ISP’s mail server. Your ISP should provide a user name, password, and incoming and outgoing server names. The SMTP (Simple Mail Transfer Protocol) server name is the server that is used to SEND your e-mail, while the POP3 server is used to RECEIVE your mail. Many ISPs use the same server address for both sending and receiving.
More Settings button
Figure 3-2 POP3 E-mail Settings
You also have a More Settings button (see above). This allows you to set up additional options on your account, such as organization, reply address, default account, and others. These settings are useful in providing more information to the receiver, but are not required. You can add a directory or address book by following basically the same procedure used for e-mail accounts:
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Tools–E-mail Accounts–Add a new directory or address book
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Installing Outlook
This dialog provides for the addition of an LDAP (Lightweight Directory Access Protocol) or an additional address book. LDAP is basically an Internet address directory that may be provided by your ISP or network administrator.
Figure 3-3 HTTP E-mail Settings
Setting up HTTP Accounts Another type of personal e-mail account is HTTP. This is used for the web-based e-mail services such as Hotmail™, Yahoo™, and MSN™. When adding an HTTP service, select an HTTP Service Provider. If you are using Hotmail or MSN, the Server URL is already properly configured. You need to provide your name, e-mail address, user name, and password. If you choose Other, you must also provide the correct Server URL address. An example is:
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http://services.msn.com/svcs/hotmail/httpmail.asp
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Installing Outlook
IMAP Accounts All e-mail in an IMAP account is stored on the server and only the headers (From, To, Subject) are downloaded. After viewing the header information, the user can then choose to download the entire message. One big advantage to this method is that spam mail can be left on the server and deleted from there without actually downloading it. After all, you can identify most spam by the subject—You have won a free vacation, Meet people in your area, and so forth. Another advantage is that messages are always available and you can access them from anywhere because they remain on the server.
Exchange Server Accounts Another type of account was referred to as Corporate/Workgroup in previous versions of Outlook. It is more clearly referred to as an Exchange Server account in Outlook 2003. To set up an Exchange Server account, access it from the Mail icon in your Control Panel. Selecting Add a new Exchange Server brings up the screen shown below.
Check Name
More Settings
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Figure 3-4 Exchange Server Settings 3-4
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Installing Outlook
In the Exchange Server text box, insert the name of the Exchange Server on your network. User Name goes in the second box. Clicking on Check Name causes Outlook to connect to the server and verify that the name exists as an account on the Exchange server. The More Settings button brings up a standard Exchange Server properties box. This section explained how to set up a public folder in Exchange Server. Keep in mind that some things vary from version to version. The version we used here was Exchange 2003.
Setting up Different Address Books on the Same Account Perhaps you want to share your computer and e-mail account with another family member, but you both want different address books. The following figure is the dialog for adding another PST address book to your account.
Figure 3-5 Personal Address Book Settings
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These settings are relatively self-explanatory. An address book can be named anything you choose, but be sure to give each one a unique name so it can be easily distinguished from the others. Address books can also reside in different directories. The default location shown in the Path box is recommended to make sure that all address books are located in the same place. Unleash the Power of Outlook
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Installing Outlook
Notice the two options for displaying contact names. The default selection sorts by first name, but some users may prefer to have the address book sorted by last name instead. The Notes tab has an area where you can type anything you wish to describe this address book and distinguish it from any others.
In s t a l l i ng an U p gra d e The most likely installation you’ll have is an upgrade. Since most users purchase the entire Office suite, we will cover the steps for upgrading the current version of Office to the new Office 2003. After inserting the CD, the installation files are automatically copied to the hard drive and the install wizard begins. 1. Enter the 25-character product key. It is generally located on the inside or back of the CD case. Click Next. 2. Enter your name, initials, and organization (if for a business). It is important to enter the initials in this step because they are used in some of the Office programs for document properties. Click Next. 3. Read the license agreement and signify that you accept the terms and conditions by checking the appropriate box. By paying close attention to the license and the specifications on the box, you may discover that the software can be installed on multiple computers under certain conditions. Click Next. 4. Now you must make some choices. The default (and most common) setting is a Typical Install. It installs the most common components of Office. Office tools (such as spell checker, grammar and thesaurus proofing tools) are included with the typical install. Keep in mind that any additional necessary components will be requested, as they are required.
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The Minimal Install is not recommended. It generally works well if hard drive space is severely limited, but with today’s multi-gigabyte hard drives, this should not be a problem. The final selection is Complete Install. This option (as the name implies) installs every component in the Office suite. It even installs all converters and tools. If there may ever be a need to have quick access to every feature and function of Office, this type of installation is more suitable. If you choose one of the other two options and a component is needed later, the opportunity to install it will be presented at that time.
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Installing Outlook
You should be familiar with the software packages available (depending on the specific edition): Word, Excel™, PowerPoint™, Outlook, Access™, Publisher™, FrontPage™, InfoPath™, OneNote™, Project™, and Visio™. Some of the tools and converters available are: Analysis Toolpak™, Lookup Wizard™, Solver™, Lotus Organizer™ converter, various stationery, clip organizer, document update utilities, and many more.
Activating Outlook After completing the installation, it is necessary to activate your software. This can be accomplished by clicking first on the Help menu and then on Activate Product. It is important that the product be activated with Microsoft because there is a limit to the number of times the application can be used before requiring activation.
Compatible Versions Note that two versions of Outlook (one being Outlook 2003) cannot successfully run on one PC, even though other applications can successfully run with multiple versions installed.
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Outlook 2003 is also incompatible with older versions of Word. Use careful consideration before purchasing a stand-alone version of Outlook 2003. When choosing Word as your e-mail editor in Outlook 2003, remember that you can only successfully use the 2003 version of Word.
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Outlook Menu Overview
4. Outlook Menu Overview Office menu systems are, by default, designed to move the most often used menu items to the top of the dropdown menu list. The usual way to display all menu items is to leave the mouse cursor over one of the menu items for a few seconds or click on the double arrows at the bottom of the menu. Either action expands the menu to show all menu items. To always view all of the items under the menus, go to Tools-Customize and choose Options. Make sure “Always show full menus” is checked.
File Menu There are many file management options under the File menu. We’ll only discuss those that are not self-explanatory.
Figure 4-1 File Menu
New
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Open
Expands out to create a new item, which could be an email, contact, or even an Internet fax Expands out to include items such as Selected Items, Other User’s Folder, and Outlook Data File
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Outlook Menu Overview
Save As
Folder
Allows saving of the selected item in a specified format (such as Text Only, Outlook Template, Outlook Message Format) Expands out to add a folder, rename a folder, or view the properties of a folder Brings up the Outlook Data Files screen you see below
Data File Management On this screen, you can create, add, and modify mailbox files. If you have an Outlook PST file from a friend to add into your Outlook, you can add it here. Separate mail folders are displayed in the All Mail Folders display area.
Figure 4-2 Data File Management Screen
Import and Export Archive
Allows import from or export to other formats Allows manual archiving of data in selected folders
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The archive option brings up the Archive screen shown on the following page. This screen gives you the ability to specify the archive settings. Choose the folder, date, and location, and click OK. To access the ability to permanently delete archived items, you must go to the Properties of the folder by right-clicking it.
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Outlook Menu Overview
Figure 4-3 Archive Screen
Edit Menu You will find the standard Windows editing functionality, such as copy, paste, delete, undo, and move, under the Edit menu (see the Figure on the following page). In addition, you’ll find these Outlook-specific functions.
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Mark As Read and Mark As Unread Categories
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Changes the status of the message(s) selected Described in detail in the Contacts section See Categories on page 8-30.
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Outlook Menu Overview
Figure 4-4 Edit Menu
View Menu
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The View menu gives you many options for arranging your data. The View menu is shown on the following page.
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Arrange By
Allows modification of the sort, filter, and group settings
Navigation Pane Reading Pane
Toggle on or off by clicking on menu item Expands out to set the Pane to right, bottom, or off
AutoPreview Expand/Collapse Groups
Toggle on or off by clicking on menu item Expand or collapses groups in the current folder
Reminders Window Toolbars
Displays any upcoming appointments Expands out to choose which toolbars are displayed
Status Bar
Toggle on or off by clicking on menu item
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Outlook Menu Overview
Figure 4-5 View Menu
Go Menu Go provides another method for opening folders. If the Navigation Pane is displayed, you can select a folder, such as Mail, Calendar, or Contacts, simply by clicking on it.
Figure 4-6 Go Menu
Tools Menu Tools is the most powerful menu in Outlook. See the Figure on the following page.
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Send/receive
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Choose sending and receiving options on specific mailboxes
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Outlook Menu Overview
The rest of the features available in the Tools menu are explained in more detail throughout this book. Briefly, however, the Tools menu allows you to change the appearance and handling of Outlook’s folders (such as E-mail and Junk E-mail, Calendar and Journal, Tasks, Contacts, and Notes). It lets you design and configure Forms and Macros, customize your Outlook application, and access your Address Book. Conduit Manager may be on your system if you have a Personal Digital Assistant such as an IPAQ or Palm connected with and synchronized to Outlook. The Tools menu helps you to organize Outlook using folders, colors, and views, automatically add holidays to your calendar, schedule resources, and even set up spell check options. Click around on the various screens under Tools. You’ll be glad you familiarized yourself with its options.
Figure 4-7 Tools Menu
A c t i o n s Me n u The Actions menu provides many options that are also available from the toolbars or from right-click menus (also called Context menus).
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The Actions menu changes, based on the type of folder you have chosen. In this example, I selected the Mail folder.
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Outlook Menu Overview
Figure 4-8 Actions Menu with Mail folder Selected
New Mail Message New Mail Message Using
Creates a new, blank e-mail Shows the many options you have for creating a new message For example, a new message created with the Microsoft Excel Worksheet selection is actually a blank Excel spreadsheet with e-mail recipient information above it. You get to create the Excel spreadsheet, just as you would within the program.
Figure 4-9 New Mail Message Using Menu
Follow Up
Sets or modifies the follow-up flag on the selected item
Junk E-mail
Allows the addition of the selected e-mail address (or domain) to the junk e-mail list Replies to the selected e-mail
Reply
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Reply to All Forward
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Replies to all addresses in the selected e-mail Forward the selected e-mail to one or more recipients
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Outlook Menu Overview
He l p Me n u The final menu is Help. Outlook follows the Windows standard of attaching Help to the F1 key.
Figure 4-10 Help Menu
Office Assistant is used by default If you don’t like the Office Assistant, you can hide it. See Using the Office Assistant on page 10-3. Microsoft Office Online Connects to the MSOffice web site using your web browser Contact Us Brings up Microsoft’s Contact Us web page Check For Updates Connects to Microsoft’s web and verifies that your program has the latest patches and updates Detect and Repair Runs a program that repairs and fixes problems with your Outlook installation. It may require the insertion of your installation disks
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Office Assistant
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Settings
5. Settings This section takes you through some of the myriad settings you can use to control Outlook’s appearance and operation.
General Settings To configure general settings, click on Tools–Customize. Now click the Options tab. You can perform the following actions: Select between always show full menus and show full menus after a short delay Reset menu and toolbar usage data Clears out the items automatically listed at the top of the menus. These items are placed at the top based on their usage. Toggle large icons on or off Show font names in their actual font Show screen tips on toolbars Show shortcut keys in screen tips Change menu animations The screen tips are really helpful. If the actual function of an icon is unknown, hovering the mouse cursor over it brings up a screen tip that displays the button’s function. Changing menu animations could be necessary if the system running Outlook is performing poorly. From any other Office 2003 application, choose Tools–Customize–Options tab, and you can change the menu animation settings. Click on the Toolbars tab to select which toolbars are displayed. Checking the box displays a toolbar, and un-checking the box hides it. The two that should be most useful to everyone are Menu bar (which can’t be hidden) and the Standard toolbar.
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The Advanced and Web toolbars can also be displayed. The Advanced toolbar allows quick access to some of the more heavily used options such as AutoPreview, Rules and Alerts, and Reading Pane.
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Settings
Customizing Toolbars and Menus There may be additional custom toolbars on your computer that can be hidden or displayed. On my system, there is a toolbar called SnagIt®. It is present because of the SnagIt screen capture program I used for this book. Like SnagIt, some programs install their own toolbars into your applications.
Creating and Customizing a Toolbar Now we are going to create a custom toolbar and add the most frequently used buttons to it. You are welcome to follow the same procedures to customize this toolbar to be more suitable for your own uses. 1. Click on the New button, name the toolbar, and click OK. Note the new empty toolbar. We plan on using it as the only toolbar, so it will have New and some other heavily used commands. 2. Click the Commands tab. Select the File category and the New command and drag it onto the new toolbar. 3. Now scroll down these options and choose other options that are useful. Keep in mind that every type of item is listed under New, so it is not necessary to add each individual item to the toolbar. After adding four items from the File category, the menu looks like this:
Figure 5-1 Custom Toolbar with File Menu Items
4. Now, on to the Edit category. The most useful commands here are delete and undo, so that is all we’ll add from here. Drag them in. Now the toolbar looks like this:
Figure 5-2 Custom Toolbar with File and Edit Menu Items
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5. After going through these two categories, you should have the basic idea. I’ll leave you on your own to add as many as you want. The custom toolbar I created for this book is broken into two pieces for ease of reading and looks like this:
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Settings
Figure 5-3 Custom Toolbar with All Menu Items
This toolbar contains the following functions, starting from the left: 1. New E-mail 3. Reply to all 5. New Contact
2. Reply 4. Forward 6. Choose Form (used for sending a new e-mail based on a template that has already been set up – more on how to create this later)
7. Delete 9. Choose Current View 11. Filter
8. Undo 10. Sort 12. Group
13. Go to inbox 15. Send/Receive 17. Organize
14. Go to calendar 16. Find 18. Rules and alerts
19. Speech (Yes, you can talk to your Outlook!)
20. Junk E-mail
21. Check For Updates (it is important to keep Outlook current)
22. Follow Up
23. Arrange By Note the vertical dots on the left side of the menu in the top screen shot. Grabbing these with the mouse allows you to move the menu around. It can also be undocked—placed anywhere on the screen instead of staying at the top. Notice the two dots with the down arrow at the far right of the menu (bottom menu screen shot). Clicking here allows modification of the buttons shown on the menu and displays a screen similar to the screen shot below.
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Figure 5-4 Modifying Buttons
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Settings
Customizing a Menu You can customize menus in the same fashion as toolbars. Find a command you want to add to a menu and drag it to the menu. Hold it there briefly; the menu opens up so the command can now be placed in the desired position on that menu. You can modify the order of items in a menu or toolbar by clicking on the Rearrange Command button (located below the Categories and Commands windows on the customize screen). That screen is shown below.
Figure 5-5 Rearrange Commands Screen
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On the Rearrange Commands screen, you can move items on menu bars and toolbars up or down; you can also add or delete the items. The Modify Selection button allows many modifications to the currently selected item. These are listed below:
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Reset
Default Style
Delete Name
Text Only, Image and Text Begin a Group Unleash the Power of Outlook
Settings
Copy, paste, reset, edit, and change button image
Assign Hyperlink
The first three options in the list (Reset, Delete, and Name) are the only options available for menu items. The whole list applies to toolbar items. You can change the button image, add hyperlinks to web pages, and even create new command groups. The only limit to the customization of menus and toolbars is your imagination.
Recommended Settings This section takes you through various configuration options and explains which ones you should choose in order to get the most out of Outlook with the least trouble. Select Tools–Options–E-mail Options.
Basic E-mail Options Close original message on Reply or Forward (unchecked) Save copies of messages in Sent Items folder (checked) Automatically save unsent messages (unchecked)
This option leaves the message on the screen when replying or forwarding instead of automatically closing it. You will probably find yourself looking through this folder many times to verify what you sent in a message to a client. If your practice is to create an e-mail just to see how a font would appear or to show a friend what neat stuff you gained from your favorite new book, this should be unchecked. With it checked, every message exited without being sent is automatically saved in the Drafts folder. Clearing this checkbox causes a prompt to display every time you close an unsent message.
Choose this option to make sure that the emails are properly formatted when they are displayed in the Reading Pane and when they are opened. Read all standard mail With this option checked, incoming e-mail in plain text will not be seen exactly as it was composed. (unchecked) When Replying (and Include original message text. This keeps the Forwarding) a message message text with the reply or forward. B5A379D2-86FC-4168-A87A-2D8A07E30702
Remove extra line breaks in plain text messages (checked)
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Settings
Mark my comments with (unchecked)
One useful example is for the recipient to be able to review a question you are answering. Comments get quite bothersome when you receive a message that has been forwarded five times. The indents and > characters make it basically unreadable. Avoid the “Prefix each line with” option LIKE THE PLAGUE!!!!
Advanced E-mail Options Save Unsent items in Drafts
Saving in Drafts is the best choice because these e-mails can be easily deleted when they are no longer useful.
Autosave unsent every xx minutes (checked)
Autosave is always a good thing to have in case of a power outage or unavoidable computer problem. The default of three minutes is a safe interval. Use this option to save replies in folders other than the Inbox
Save replies with original message (unchecked) Save forwarded messages (checked)
For historical and review purposes, this is a good option to have checked. Set the Sent Items folder to autoarchive every couple of weeks to remove the extra e-mails accumulated there.
When new items arrive Play a sound, if checked, alerts you that a new in my inbox (check all) e-mail has arrived even though you are working on something away from the computer. Briefly change the mouse cursor provides a brief visual reminder that e-mail has arrived.
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Show an envelope icon in the notification area is quite handy in case you were away from your desk. The envelope acts as a reminder when you return. Display a desktop mail alert (default inbox only) is quite handy because a preview is displayed briefly just above your taskbar in the right corner. The desktop alert settings determine how long the preview displays and sets the transparency level. 5-6
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Settings
Set Importance (and Sensitivity) to Normal
Messages expire after xx days (unchecked)
Allow comma as address separator (checked) Automatic name checking (checked) Delete meeting request from inbox when responding (checked) Suggest names while completing To, CC, and BCC fields (checked) Add properties to attachments to enable reply with changes (unchecked)
Everyone has heard the story of the boy who cried wolf. Setting these to something other than Normal is quite similar. If every message someone receives from a particular sender is high importance, that setting will eventually be ignored. When a truly important message arrives, it will not receive the urgency it deserves. This gives you control over messages after they are received. Note that this option requires Exchange Server by both the sender and the receiver This option, combined with Automatic name checking and Suggest names, sure makes entering e-mail addresses easy. Compares typed portion to contact addresses and sent-e-mail addresses and automatically fills in the first match found. A meeting request is no longer needed once you have accepted or denied it. Helps tremendously when entering previously used e-mail addresses. Keep option unchecked (default) to protect your personal information. Checking it allows personal information (such as the name of the person editing the attached document) to be included in Office attachments sent through email.
Tracking Options Process requests and responses on arrival (checked)
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Process receipts on arrival (checked)
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This option gives lets you automatically process a meeting request (saving time and keystrokes). Microsoft recommends turning this off if you are a delegate of someone else’s calendar. This is checked by default. It also saves time.
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Settings
After Processing move The default is unchecked. This option could receipts to (unchecked) save you quite a bit of time if you have request delivery and read receipts moved automatically. Delete blank voting Another time saver if you are in an office and meeting responses environment and utilize Outlook for requesting after processing and scheduling meetings. (checked) For all messages I send It is only good to have these checked if you are request read / delivery troubleshooting e-mail sending problems; receipt otherwise, the many receipts you get back (both unchecked) become quite irritating. Use this option to Always send, Never send, and Ask before decide how to respond sending are the three choices here. If you are a to requests for read really private person, choose never send. For receipts the cases where you may actually want to allow sending a read receipt, the best option is ask before sending.
Junk E-mail Options Set these options depending on how bothered you are by junk e-mail (affectionately known as spam).
The default setting is Low. It should work well for most people.
If spam is a real problem, you can select safe lists only. This will reject all e-mail that is not from a domain or address you have verified as safe. The Safe Senders, Safe The Safe Senders, Safe Recipients, and Recipients, and Blocked Blocked Senders settings are used to crack Senders tabs are used down on the amount of spam received. You can to set up the safe lists. take spam protection to the point where you only receive e-mail from someone on the Safe Senders and/or Safe Recipients list.
Calendar Options
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Check the days of the week to view in the workweek view of the calendar
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The default is to leave the weekends out (normally Saturday and Sunday).
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Settings
Show week numbers in This is the default setting. Showing week the Date Navigator numbers adds extra clutter to the view. (unchecked) Allow attendees to propose new times for meetings you organize (checked) Planner Options
This is a nice option to utilize. If you propose a meeting time that is unavailable for a few attendees, they can respond with a suggested time that is better for them. Allows you to select how the planner works in scheduling meetings and group schedules.
Add Holidays is extremely useful. The Time Zone settings are of extreme importance.
Adds the standard holidays (based on the country you choose) to your calendar. If the time zone is set improperly, it will throw off e-mail sending/receiving times and will make it impossible to schedule meetings accurately. There is also an option to use Daylight Savings Time.
Mail Setup Send/Receive immediately when connected (checked)
This adds to the efficiency of your e-mail experience. With this option checked, your new e-mails should be sent immediately (or almost immediately if you are using a dial-up Internet connection).
E-mail Format There are many formats that can be used for new e-mails. If you have Word 2003 installed, you can use it as the e-mail editor. This is the default setting. The standard Outlook Editor has many new features compared to previous versions, but it is not as feature-rich as Word 2003. This section also covers the different types of e-mail formatting – HTML, Rich Text, and plain text. Word as the E-mail Editor
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You have an option to use Word2003 as the e-mail-editing program (if Word 2003 is installed). Note the two checkboxes in the following Figure.
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Settings
Checkboxes
Figure 5-6 Mail Format Options
Using Word as the e-mail editor gives you all of the formatting options that are available in Microsoft Word. You can even choose Styles and Themes to create a “desktop publisher-quality” e-mail.
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See the following page for a beautifully formatted newsletter e-mail we are using to introduce this book.
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Settings
Figure 5-7 Publisher Quality E-mail
The main problem you might encounter when using this format would be with the recipient’s setup. Below you see this e-mail as it might actually display on a recipient’s computer.
Figure 5-8 Plain Text E-mail
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Notice that it looks nothing like the “publisher-quality” original. The reason for the poor appearance is that this e-mail is displayed in Plain Text format. The point behind this illustration is to remind you that you can’t control the format of your recipients’ computers. They may have their program set to receive all e-mail in plain text format. In this case, the time spent on formatting the e-mail is wasted.
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Settings
Another potential problem that could arise with publisher-quality e-mail is that the recipient might not have the same fonts that you used to compose it. The e-mail might still look good, but it would not appear exactly as you originally formatted it. Even if you’re not using Word as the editor, there are still quite a few formatting options available, though nowhere near as many as you have with WordMail.
Figure 5-9 Non-WordMail E-mail
Although some of the snazzy formatting is missing, the basics are still there. You also still have to take the same precautions – you can’t control the fonts and layout of the recipient’s e-mail software, so your hard work may not be seen by all of the people who receive it. Adding a Signature
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In most e-mail programs, you have something known as a signature. A signature consists of text and/or graphics placed at the end of every e-mail you send. You’ll find an example signature on the following page.
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Settings
Figure 5-10 E-mail Signature
You can select and create a signature through the Tools–Options menu selections and then the Mail Format tab. The Signatures section is located at the bottom of that screen, as shown below.
Figure 5-11 Selecting a Signature
You can create as many signatures as you want and assign separate signatures to each account you install.
Signatures button
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Figure 5-12 Selecting Multiple Signatures
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Settings
If you click on the Signatures button (shown on the previous page), you will see the Create Signature screen. From here you can edit and remove signatures. Click the New button to create a new signature.
Figure 5-13 Create Signature Screen
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The Create New Signature screen is shown on the following page. You can name the new signature and select how to begin. In addition to starting with a “blank screen”, you can also base the new signature on an existing signature or template.
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Settings
Figure 5-14 Creating a New Signature
As you can see, there are many different ways for you to format your signature.
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Figure 5-15 Editing a Signature
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Settings
Your can send your signature as a vCard attachment with each outgoing e-mail (see Figure 5-15 on the previous page). A vCard is an attachment of the contact information associated with the selected contact record. Creating and saving a vCard is explained in the Contacts section under Creating a vCard from a Contact on page 8-39. HTML Format The best and most common e-mail format to use is HTML. If recipients are able to receive HTML e-mail, it will appear on their screens just as you designed it. Below you see the previous advertisement designed with WordMail and sent and received in HTML format.
Figure 5-16 HTML E-mail
Outlook Rich Text Format
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It is possible that the recipient cannot receive HTML-formatted e-mail but can receive the RTF format. On the following page you’ll see the same e-mail sent and received in Outlook Rich Text format.
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Settings
Figure 5-17 RTF E-mail
Plain Text Format One hideous possibility is that a recipient can only receive plain text. In that case, no matter how hard you work on the e-mail, that person will not be able to see anything other than plain, boring text. The publisherquality newsletter is pictured below in plain text.
Figure 5-18 Plain Text E-mail
Here’s a “rule of thumb” you should always keep in mind when replying to an e-mail:
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Always reply in the same format as the message was received
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Settings
By following this rule, you’ll know that the recipient will always be able to receive and view the e-mail as formatted. If you receive a message in HTML format, you know that the sender can view in HTML, so do not change the reply e-mail from that format. Compose in this message format – HTML
Use Microsoft Word 2003 to edit e-mail messages (checked)
This is the best selection to be sure the e-mail recipient sees the e-mail as you composed it. Using this format, you can be quite elaborate in your e-mail formatting and rest assured that it will look the same on the recipient’s screen as it does on yours. This is another good option to select. It will help in formatting e-mails.
Configuring Views These are some of the View options and the recommended settings for them. There are many others available. The premise to remember when changing Outlook settings is that you can’t actually break it. If you don’t like the effect of checking a box, just uncheck it.
View Definitions View
Views give you different ways to look at the same information in a folder by putting it in different arrangements and formats. There are standard views for each folder. (You can also create custom views.)
Navigation Pane
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Item
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This is the column on the left side of the Outlook window that includes panes such as Shortcuts or Mail and the shortcuts or folders within each pane. Click a folder to show the items in the folder. An item is the basic element that holds information in Outlook (similar to a file in other programs). Items include e-mail messages, appointments, contacts, tasks, journal entries, notes, posted items, and documents.
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Settings
Status bar
A horizontal bar at the bottom of the screen that displays information about the current condition of the program, such as the status of items in the window, the progress of the current task, or information about the selected item.
Offline Folder files (.ost)
The file on your hard disk that contains offline folders. The offline folder file has an .ost extension. You can create it automatically when you set up Outlook or when you first make a folder available offline.
Fields
An element of a table that contains a specific item of information, such as a last name. A salutation field might contain “Mr.” or “Ms.” Databases such as Microsoft SQL Server refer to fields as columns. In simple terms, a field is a column heading.
View type
The basic structure of a view. When you create a view, you must first select one of five view types (table, timeline, day/week/month, card, or icon) to determine how information will be arranged and formatted in your new view. Person, inside or outside of your organization, about whom you can save several types of information, such as street and e-mail addresses, telephone and fax numbers, and Web page URLs.
Contact
Table
A view type that displays a list of items (rows) and their attributes (columns). Use this view to display details about items. Table is the default view type for Inbox and Tasks.
Shortcut group
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Submenu
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One of the groups of shortcuts to folders that can be displayed in the Shortcuts Pane. A menu that appears when a user points to a command on a higher-level menu.
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Column headings
The horizontal bar at the top of one column in a table. There are multiple column headings in the column-heading row. Other programs might call this a field name.
Preview Messages AutoPreview can be turned on or off. The views previously displayed have had AutoPreview turned off. The following image shows a view with it turned on.
Figure 5-19 Inbox with AutoPreview Turned on
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The default view is for the Reading Pane (called the Preview Pane in previous versions) to be visible. With the Reading Pane turned on, there is no need to use AutoPreview. The Reading Pane is greatly improved over the Preview Pane in prior versions of Outlook. Instead of the 5-20
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preview displaying below the message, it can be read in a larger view to the right of the Inbox. If you prefer the Reading Pane to be at the bottom, it can be easily moved. The Reading Pane may cause security concerns for some. If you are worried about a virus being sent through an email message and activated by the Reading Pane there is another option. Turn off the Reading Pane through the View menu (View – Reading Pane-Off). If you would still like to use the Reading Pane but isolate your system from viruses as far as possible, the following changes can be made to Outlook: 1. Click on the Tools menu and then Options, Preferences tab, Email Options. Check Read All Standard Mail In Plain Text. 2. Click on the Tools menu and then Options, Security tab, Zone Settings (click OK on the message displayed). Change the Default Level to HIGH.
Three-pane View A big improvement in Outlook 2003 over previous versions is the new three-pane view, shown below.
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Figure 5-20 Three-pane View Unleash the Power of Outlook
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As you can see, the amount of information seen in this view is quite extensive. “Upgraders” appreciate the visual improvements provided by the “pane” structure, and the ease of use: The Outlook Bar that used to run along the left side of the window has been replaced with the Navigation Pane. It combines the functionality of the old Outlook Bar with the old Folder List. The center pane is called the Inbox Pane. It displays all e-mails (with various sorting options) for the mailbox selected in the Navigation Pane. The right side of the graphic displays the Reading Pane. It is a tremendous improvement over the previously used Preview Pane.
Favorite Folders One major improvement in Outlook 2003 is the Favorite Folders presentation. You can assign any folder to be included in your Favorite Folders listing.
Figure 5-21 Favorite Folders Listing
This view is now quite customized with the addition of four folders and the removal of many others, including Deleted Items. Notice the “Inbox in Slinky” and “Inbox in leuOL2003” entries. These are for Hotmail accounts. Yes, you can have multiple Hotmail accounts in Outlook 2003 (only one was permitted in the 2002 version).
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Here is the complete Mail Folders tree. Notice that the Deleted Items folder is bolded and has a (1) beside it. This means that there is one message in the Deleted Items folder that has not been opened/read.
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Figure 5-22 Mail Folders Tree
Grouping Messages The sorting and grouping of messages is another nicely presented feature of Outlook 2003.
Figure 5-23 Sorting Messages by Date
You can view what came in for the past seven days (on a daily basis) and what is older. In the Figure above, there are three lines displayed with the size of the e-mail shown on the third line. These views are completely customizable. The default types of e-mail groupings are: Date
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Conversation Unleash the Power of Outlook
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From To Folder Size (including attachment size) Subject Type Flag Attachments E-mail account Importance Categories Choosing the option to display the messages in groups causes them to display according to the settings you create.
Customizing Settings Customize the settings by right-clicking on the space below the last email and selecting Customize Current View. You can also access this screen by clicking on View–Arrange By–Custom. The following dialog displays.
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Figure 5-24 Customize Current View Screen
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Field Settings You can set whether the fields are displayed or hidden, how messages are grouped, sorted, filtered, along with other settings. Clicking on Fields displays the dialog box shown on the following page. This dialog allows you to choose which fields are shown and the order in which they are listed. To add a field to the view, choose that field in the left-hand column and click the Add button. To move that field up in the view order, choose it from the right column and click the Move Up button. Each click moves the field one level higher. Clicking on the Move Down button moves the selected field down one level. The levels actually appear from left to right when viewing message folders.
Move Up and Move Down Buttons
Figure 5-25 Show Fields Screen
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At the top of this screen you’ll see a setting for the maximum number of lines in the view. This controls the number of lines viewed in the folder view. The following graphic shows a two-line mode.
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Figure 5-26 Inbox in Two-line Mode
This graphic displays a three-line mode:
Figure 5-27 Inbox in Three-line Mode
Group Settings
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Grouping order is another customizable view option. Automatically group according to arrangement is the grouping method used in the dialog shown on the following page.
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Figure 5-28 Automatic Grouping
You can also choose to use custom grouping. For instance, the graphic below shows Group items by To, Then by Subject. Notice that the Show Field In View option is unchecked for the To field. That is to say, you can use a field for grouping purposes even though you don’t display it.
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Figure 5-29 Custom Grouping Unleash the Power of Outlook
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The messages in this grouping order display as follows:
Figure 5-30 Message Displayed in Grouping Order
Setting Sort Order The default sort order on the Inbox is received date.
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Figure 5-31 Default Sort Order 5-28
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You can change the sort order to any field you choose.
Figure 5-32 Changing Sort Order
The graphic below displays the Inbox sorted by Subject.
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Figure 5-33 Inbox Sorted by Subject
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Customizing Views There are five basic types of views: Table Timeline Day/Week/Month Card Icon All views (standard or custom) are built on one of these five views. In this section, we are going to customize a standard view and also create our own view from scratch. The first exercise is performed in the Calendar using the Active Appointments view. The default for this view appears as shown below.
Figure 5-34 Default Calendar View
Customizing an Existing View Now let’s customize that view to show only those items that occur in the next week and are not in the Holiday category.
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1. Right-click on an empty space in the calendar and left click on Customize Current View. The following screen appears.
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Figure 5-35 Customizing the Current View
2. Click on the Filter button and then the Advanced tab. 3. Remove the default selection and create one for Start in the next 7 days. Set Categories to “doesn’t contain Holiday”. The screen should now look like the one shown below.
Figure 5-36 Filter, Advanced Tab Screen
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4. Click OK. Unleash the Power of Outlook
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The calendar now displays only those items that start in the next week and that exclude holidays. That was quite easy. Customizing a View from Scratch Now for the custom view from scratch. We are going use E-mail for this view and it have it display only those items received in the last three weeks that are flagged with the red or blue flags. We will also group by flags. 1. Click View–Arrange By–Current View–Define Views. The Custom View Organizer screen appears.
Figure 5-37 Custom View Organizer Screen
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2. Click New and the following screen displays. Note the basic five view types we mentioned previously.
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Figure 5-38 Creating a New View
3. We want to base the new view on the Table type and name it “Two week flagged”. Click OK. The Customize View screen displays, as shown in Figure 5-35. 4. Click Filter. The Filter screen you see below comes up. Add the three filters shown in the Advanced tab.
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Figure 5-39 Filter, Advanced Tab Screen
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5. Click OK and you are back to the Customize View screen. The next step is to apply the grouping specification. 6. Click on the Group By button, uncheck Automatically group… and choose Flag Status from the Group items by dropdown.
Figure 5-40 Group By Screen
7. Click OK. Notice in the following Figure that when this custom view is applied, only e-mail fitting the specified criteria is listed. Also notice the words “Filter Applied” in parentheses at the top right of this screen. It is now much easier to see when a filter is active.
Filter Applied indicator
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Figure 5-41 Inbox with Filter Applied
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Setting E-mail Options You can set up different E-mail options by clicking on the Tools–Options– Preferences menu option. See below for a partial screen shot.
Figure 5-42 Setting Preferences under Tools
Setting Junk E-mail Options Clicking on the Junk E-Mail button displays the Junk E-Mail Options screen below. The greatly improved junk e-mail filtering in this version of Outlook could stand alone as the reason for upgrading! You may want change the settings here to increase the amount of spam handled automatically. If you can’t narrow down the list of safe senders for maximum spam protection, consider setting this option to High. You can retrieve any “false positives” with a quick review of the Junk E-mail folder.
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Figure 5-43 Setting Junk E-mail Options Unleash the Power of Outlook
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Selecting Safe Senders, Safe Recipients, and Blocked Senders Your settings can be as liberal as no automatic filtering at all (the top option) to only allowing mail from specific senders. You can define those specific senders by using the Safe Senders or Safe Recipients tab. Safe Senders appears below.
Figure 5-44 Selecting Safe Senders Tip: You can automatically accept e-mail from anyone on your contacts list. Just click the bottom checkbox!
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The Safe Recipients list appears and functions quite similar to this. On either of these you can import from file and export to file. This makes it easy to share your lists with coworkers. See the Figure on the next page.
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Figure 5-45 Selecting Safe Recipients
The Blocked Senders list is a nice feature for filtering junk e-mail. This list can contain either a specific address or an entire domain name. For instance, if you put @xyz.com in the list, all e-mail from that domain will be classified as junk e-mail.
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Figure 5-46 Selecting Blocked Senders Unleash the Power of Outlook
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Setting E-mail Options The E-mail Options screen is shown below.
Mark my comments with checkbox
Figure 5-47 Setting E-mail Options
Most options are self-explanatory. The Mark my comments with: checkbox option provides a nice option to set apart text included in replies and forwards. Setting Advanced E-mail Options
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The Advanced E-Mail Options appear on the following page. These options let you tell Outlook which actions to take when new e-mail arrives.
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Figure 5-48 Setting Advanced E-mail Options
The default Display a New Mail Desktop Alert setting is another handy feature. The configuration screen for that is shown on the following page. A semi-transparent message appears on the upper right of your start bar and displays the title of the incoming e-mail. Message desktop alerts only display for new, unread messages coming into the default account. They are triggered only during a normally scheduled send/receive and do not occur when a manual send/receive happens or during the initial synchronization when Outlook starts. Also note that rules can interfere with the desktop alert functionality. Message Expiration settings and Suggesting names while typing the recipients are also a couple of interesting sending options you can use. Suggest Names can save you a lot of time when you address e-mail messages.
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Let’s set up a scenario where Message Expiration might be handy. You are planning a meeting at 11:00 tomorrow morning and are inviting Unleash the Power of Outlook
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twenty people. The message text indicates that they should respond by 10:30 a.m. so you will know how many to expect. In this case, a 10:30 expire time on the email would be helpful. If the message is received or not responded to after that time, a header will display to indicate that the message has expired.
Figure 5-49 Desktop Alert Settings
Setting Tracking Options Let’s take a quick look at the tracking options for a message.
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A read receipt and delivery receipt can be requested for every e-mail you send out along with choosing how you handle them on your incoming email. If you never want to send responses, you can handle that by choosing the Never send a response button near the bottom of this screen.
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Figure 5-50 Setting Tracking Options
Creating a Custom Print Style In this section we are going to create a custom print style. We will base it on the Table style and name it Table2. 1. Click File and then Print. 2. Click on the Table style and Define Styles. 3. Now click on the Copy button and name the new style Table2.
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You can customize the format, fonts, header, footer, paper layout, and many other aspects. The average user will not generally need custom print styles, so we only mention it briefly here.
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Using Outlook 2003
6. Using Outlook 2003 Starting Out Outlook 2003 offers many improvements and new features over the previous versions. Below you see the “introduction” e-mail you receive after installing Outlook 2003.
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Figure 6-1 Outlook 2003 Introductory Message
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Ou t l o o k To d a y The first thing you see when starting the program is the new and improved Outlook Today. Customize Outlook Today Link
Figure 6-2 Outlook Today Screen
You can customize Outlook using the Customize Outlook Today link in the upper right-hand corner (it could be located elsewhere, depending on the theme and format chosen). The aspects that you can customize in Outlook Today include which message folders to display, how many days of the calendar to display, which tasks to display, and the layout and style.
Configuring the “Classic” Interface Let’s suppose you dislike the “new and improved” appearance of Outlook 2003, but still enjoy the functionality it provides. Do you have to learn to live with the new interface? No. In this section we will go through retrieving the old “look and feel” of the classic interface. Follow the steps below and you will come quite close to the old appearance.
Regaining the “Classic” Interface 1. Choose View–Arrange View–Current View–Define Views. 2. Select Messages, click Modify, and then click Other Settings. 3. Uncheck Show Items in groups.
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4. Under Reading Pane, choose Bottom. 6-2
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To make the Reading Pane take even less space, you can check Hide Header Information. Another option is to turn Reading Pane off completely and use Auto Preview instead. 5. Uncheck Use multi-line layout … and check Always use single-line layout. 6. Click OK, make any desired changes to fields or other View settings, and click Apply View. Unless views have been customized in other folders, this is the view you should see in all mail folders. One advantage of the new Reading Pane layout being at the right side of the screen is that it allows for up to 40% more text to be shown, making scrolling less necessary.
Configuring Mail Grouping Another advantage of the new interface is mail grouping. This makes viewing similar e-mails much easier. If the view is by date, the groups will be Today along with a daily listing back as far as a week. After that, the groups are two weeks, three weeks, one month, two months, and so on. Groups include the following: Date Conversation
Type Flag
From To Size
Attachments E-mail Account Importance
Folder Subject
Categories
Making Outlook the Default E-mail Client
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When you install Outlook, set it to be the default e-mail client. This means that whenever you click an e-mail link on a web page link or choose Read Mail while browsing the web, Windows assigns Outlook to handle the task.
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Making Outlook the Default E-mail Client – Again The installation of certain programs can change the default e-mail client setting. Here, we’ll cover how to change the setting for the default e-mail client back to Outlook. 1. Click on the Tools menu and then Options. 2. Click on the Other tab. The following dialog box displays.
Figure 6-3 Making Outlook the Default E-mail Program
This is the General section and is at the top of that screen.
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3. Make sure that the “Make Outlook the default program for E-mail, Contacts, and Calendar” option is checked.
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Organizing Outlook
7. Organizing Outlook Rules You can use the rules in Outlook 2003 for spam filtering, automatic mail sorting, automatic mail forwarding, and many other things you may think of. In this section we will create a rule for automatically moving an incoming e-mail to a folder set up especially for it and create a rule that deletes all e-mail from a specific e-mail address.
Creating a New Rule Both methods of creating a new rule (from a template and from a blank rule) are quite similar in procedure. We will cover the template approach here. Moving Incoming E-mail to a Specified Folder First, let’s create that new folder. 1. Right-click on your Inbox and left-click on New Folder (see below).
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Figure 7-1 Selecting New Folder from the Inbox
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2. Name the new folder EBay. It will contain Mail and Post Items and will have e-mail from eBay® automatically directed to it.
Figure 7-2 Naming a New Folder
3. Now click on the Tools menu item and Rules and Alerts.
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Figure 7-3 Selecting Rules and Alerts
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4. Next, click on New Rule. We are going to create a rule to move an eBay incoming message to the folder we previously created.
Figure 7-4 Creating a New E-mail Rule
5. Left-click on Move messages with specific words..., and then click Next.
Figure 7-5 Rules Wizard Start up Screen
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6. The Rules Wizard Set up screen displays. Notice that the option you want is already checked in the top box because of the selection you made in Step 5 above. Unleash the Power of Outlook
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7. Now you need to left-click on the “specific words” link under Step 2: Edit the rule description to bring up the Search Text box.
Specific Words link
Figure 7-6 Rules Wizard Set up Screen
8. Enter EBay (see next page) and click the Add button. This results in moving any new e-mail containing the word “eBay” to the specified folder. This is a broad rule, but you can make it as specific as you want. You could create multiple folders, let’s say eBay Questions, eBay Sold, and eBay Purchased, and use different rules to automatically move incoming messages into the appropriate folder.
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Tip: It’s a good idea to include possible variations in spelling or capitalization of the word that you are looking for.
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Figure 7-7 Specifying Text for Search
9. The next step is to click on the “specified folder” link, also under Step 2. The Rules and Alerts screen displays, similar to the one below.
Figure 7-8 Choosing a Folder
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10. Left-click on the eBay folder and click on the OK button. Now the box in Step 2 looks like the screen following screen. Click on Next twice.
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Figure 7-9 Editing the Rule Description
11. This is the point where you can add exceptions if you want to. Exceptions allow you to greatly customize this rule in the hopes that you have “covered all of the bases.” We will save exceptions for later. Click Next.
Figure 7-10 Selecting Exceptions
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12. In the final step, you get to name the rule, select whether to run it now, select whether to turn it on, and do a final review and edit of the rule itself. Click Finish when you’re done. You have now created a rule from a template.
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Figure 7-11 Finishing Rule Setup
Deleting a Message from a Specific Address Next, we are going to create a second rule, one that deletes a message from a specific address. Let’s say that you want to delete all e-mail from
[email protected]. Our new rule will handle that.
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1. Start by clicking on Tools and then Rules and Alerts. The same Rules Wizard screen you saw previously displays. Click New Rule, then Start creating a rule from a template.
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Figure 7-12 Rules Wizard Start up Screen
2. The first selection here is Move messages from someone to a folder. That is the template we’ll use for this application. Click Next.
Figure 7-13 Rules Wizard Set up Screen
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3. As before, the proper option is already selected. Now you’ll enter the e-mail address to be used. Click on the “people or distribution list” link (underlined in blue in Step 2 above) so you can enter the contacts. 4. You can select an address from the contacts list or enter it manually. This is a spammer’s address, so you will need to enter it manually. 7-8
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Locate the From field at the bottom of this screen and type the address there. Click OK and then Next.
Figure 7-14 Entering the “From” Address
Notice that the proper action is selected again.
Figure 7-15 Rules Wizard Set up Screen
5. Now you need to select the folder to which the e-mails will be moved. Click on the specified link (underlined in blue in Step 2) and select Deleted Items from the folder tree. Click OK and then Next.
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6. The next step is to set up exceptions. If this rule was set to delete all messages from @mrspam.edu, but you knew Bob at that location and still wanted to receive his e-mail, you could put his address in as an Unleash the Power of Outlook
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Exception. Since this is only a single e-mail address, there are no exceptions to set. Click Next. 7. The final step is to name the rule and decide when it will be run, turned on, and so forth. You can also review the rule and make any modifications you may have forgotten when you were breezing through the wizard. Click on any of the links to make these changes. Click Finish when the rule has been verified. You’re done!
Figure 7-16 Rules Wizard, Finishing Rule Setup
Applying Exceptions Let’s create a third rule and add exceptions to this one. Here is the scenario – you own ten different stocks and get twenty e-mails per day (mid-day and closing) from your stockbroker updating the status of your stocks. Some contain UP in the header and some contain DOWN. You want to move the UP e-mails to one folder and the DOWN to another. Using this method, you get a quick overview of how your stocks are doing. We will assume that the UP and DOWN folders have already been created. This function requires two rules – one to move messages into the UP folder and another to move them into the DOWN folder.
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1. As you did before, click on Tools and Rules and Alerts. You will see the beginning rules screen. We will also create this rule from a template.
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2. Click on the New Rule button. Verify that the Start creating a rule from a template button is selected and click on the Move messages with specific words in the subject to a folder selection. Click Next. 3. In this rule we are selecting two conditions to work with – e-mail from a specific address and e-mail containing specific words in the subject. Both of these boxes should be checked as illustrated below.
Figure 7-17 Rules Wizard Set up Screen
4. Under Step 2, click on the “specific words” link, and then type UP. Click Add and then OK. 5. Click on the people or distribution list link and type
[email protected] in the FROM field as illustrated below. Click OK and then Next.
Figure 7-18 Rules Wizard, Entering “From” Address
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6. Now verify that the Move it to a specified folder selection is checked and click on the specified link under Step 2 of this section. Select the UP folder from the folder list and click on the OK button. Click Next. 7. Now we are at the Exceptions screen. You also receive new stock tips from Bob. Since you are not really interested in new stocks, these messages should be deleted. Check the Except if the subject contains specific words selection and then click on the specific words link in Step 2 of this section. 8. In the Search Text screen, type in New Stock. Click Add and then OK. Click Next to proceed to naming the rule.
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9. Name the rule “Stock Up” and review it on this screen. The rule created here should appear as it does in the following screen.
Figure 7-19 Rules Wizard, Finishing Rule Set up
10. After verifying the rule procedures, click Finish. Making a Copy As you know, we want two rules that perform almost the exact same functionality (Stock Up and Stock Down). Therefore, we need to create another rule. We can either go through the steps to create a new rule or we can use the Copy Rule button to simplify the process. 1. The main rule screen should now be displayed with the rules listed. Select the rule you just created and named Stock Up (it should be on top) and click on the Copy Rule button (third from left) as illustrated below.
Copy Rule button
Figure 7-20 Copying a Rule
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2. Select the destination for the rule. Most people will have only one Inbox and that will automatically be selected. Click OK. 3. Now a rule appears at the bottom of the list called Copy of Stock Up. Click that and click the Change Rule button. The Change Rule menu is illustrated in the following Figure.
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Figure 7-21 Changing a Rule
4. First we want to rename the rule to Stock Down. Click on Rename Rule; type in Stock Down and click OK. 5. Click on Change Rule once more and then on Edit Rule Settings. You will see the rule settings laid out in the Step 2 box as before. We only need to make two changes, both in this section. 6. Click on the first UP link (as shown in the Step 3 box in Figure 7-19). Click the word Up in the box and click the Remove button. Type in Down and click the Add button. 7. Next click the Up folder link and select Down from the folder list that displays. Click OK. Verify that the rule appears as shown below and click Finish to complete the process.
Figure 7-22 Editing a Rule Description
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8. The final step in this process is to turn the rule on. You may also want to move it up in the order of processing. To activate the rule, make sure that box on the left side of it is checked.
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Changing a Rule’s Processing Order You may also want to move the rule up or down in the order of processing. You can do this using the Up and Down arrows above the rules listing. Select a rule and click on the appropriate arrow to move that rule to the desired position.
Up and Down arrows
Figure 7-23 Changing a Rule’s Processing Order
In this section we have created several rules. It is important to note that you can create as many rules as you desire. Keep in mind, though, that the more rules being processed for every message means a longer time before you receive your messages. The order of rules is also quite important. Of course, the specific order of rules depends on each individual circumstance; there is no “set in stone” order for rules. Another point to keep in mind is junk e-mail rules. These are also processed for each incoming e-mail. There are a couple more buttons that need to be mentioned here.
Deleting a Rule To delete a rule, select the rule you want to delete and then click the Delete button above the rules listing. This permanently removes the rule. If you want to keep the rule around to possibly turn it on later, you can uncheck the rule. If you uncheck a rule, it will not run but you can still turn it on later if want to without the bother of recreating it.
Uncheck to disable rule
Delete button
Options button
Figure 7-24 Deleting a Rule
Rule Options Button
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This button is also above the rules listing (see Figure above). Clicking on it displays the Options screen. 7-14
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Upgrade Now button
Figure 7-25 Rules Options
Using this, you can easily export rules to other computers or import them from other systems. You can also upgrade your rules. The Upgrade Now button will not be available if Outlook 2003 was installed fresh or if there were no rules in the version from which it was upgraded. Import and Export Rules are quite basic in functionality in so far as there are no safety prompts. It is very easy to inadvertently double up on the rules by clicking on Import and choosing to load a second set of rules. Tip: Be sure to exercise caution when deleting rules. When a rule is deleted, the selector bar moves to the rule above it. If you are deleting a second set of rules, start at the bottom rule and work up to the first “extra” rule.
Using Find The Find option under the Tools menu allows you to search through your e-mail, contacts, appointments, and so forth. You type in the text to search for, choose where to search, and then select other options.
Making a Simple Search Follow the steps below to make a simple text search within a folder.
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1. Select Tools–Find–Find. The Find bar displays. See the Figure on the following page.
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Figure 7-26 Find Bar
2. Type the string to search for in the Look for box. 3. Select the location where you want to search using the Search In dropdown box.
Figure 7-27 Search In Drop Down Box
4. Click Find Now.
Making an Advanced Search Notice that there is an Options box on the far right of the Find bar (see Figure 7-26 above). Click on it to select Advanced Find. As you can see in Figure 7-28, Advanced Find gives you many more options for searching through your Outlook items. You can set these options to progressively narrow your search. In the Look For dropdown, you have the following options: Any type of Outlook item Appointments and Meetings Contacts Files Journal Entries Messages Notes Tasks
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To look for text anywhere within Outlook, choose any type of Outlook item. To narrow the search area, you can choose a specific type of item, such as Messages in the following Figure.
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Messages Tab Under the Messages tab, enter the words or phrase you want to search for along with the field in which to search. Use the Browse button to select the desired location. You can also select a location from the Find bar (see Figure 7-26). These are the fields you can choose from to narrow the search: Subject field only Subject field and message body Frequently used text fields
Figure 7-28 Advanced Find, Messages Tab
The section below that, which has From and Sent To, lets you narrow the search tremendously. By choosing whom the message is from, to whom it was sent, and/or choosing Where I am (your e-mail address will be in the To or CC field), you can narrow the search field to only a few messages.
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If you know when the message was sent, received, expired, etc., you can use the Time option to narrow the search field even more. The selections for Time are none, received, sent, due expires, created, and modified. The selections for the anytime field are yesterday, today, in the last seven days, last week, this week, last month, and this month.
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More Choices Tab On the More Choices tab (center tab), you have these additional choices for finding items. Specific categories for the retrieved item Only items that are either read or unread Only items with no attachments or one or more attachments Items whose importance is Normal, High, or Low Only items which have no flag or a specific color flag Match case A size that is equal to, between, less than, or greater than entered values
Figure 7-29 Advanced Find, More Choices Tab
Advanced Tab On the Advanced tab, you have an opportunity to specify which field(s) contain, don’t contain, or are equal to the value entered. The other two options here are “is empty” and “is not empty”. When you have selected the criteria in this tab, click Add To List.
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Although there is no limit to the number of criteria that you can enter for a Find, restraint still has to be exercised in their use. Too many criteria can so finely restrict the Find that nothing will display!
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Figure 7-30 Advanced Find, Advanced Tab
Filtering Filtering is an extremely useful—and bothersome, at times—option. The reason filtering can be highly bothersome is that we can easily forget that a filter is in place. This seems to be the cause for the mysterious disappearance of e-mail messages for many users. Clearing the filter settings clears up the problem. To access Filtering, right-click on the space below the last e-mail and select Customize Current view and then select Filter from the Customize View: Messages screen.
Filter Button
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Figure 7-31 Customize Current View Screen Unleash the Power of Outlook
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Messages Tab If you have an Inbox with hundreds of e-mails and want to view ONLY the mail from a certain person, you would use filtering. The Filter screen’s Message tab is nearly identical to that of the Advanced Find screen (see Figure 7-28). On the Messages tab, you can filter for specific word(s) in a particular location. You can further filter based on who sent a message (From), To whom it was sent, Where your address appears, and the Time.
Figure 7-32 Filter, Messages Tab
Advanced Tab Filtering provides even more selective filtering specifications through the Advanced tab. 1. Click on the Advanced tab, and then click the Field dropdown. Select “Importance” and “exists” in the Condition column. 2. Click on the Field dropdown again and select “Received” and “last month” from the Condition column. 3. Select “Message, contains” in the Condition column, and type “Howdy” in the Value column.
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The resulting filter displays only those items that have an Importance flag, were received last month, and contain Howdy in the message.
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Field dropdown Condition column
Figure 7-33 Configuring an Advanced Filter
There are many fields from which to choose in the Field dropdown. Format Columns, the last item on the Customize View screen (shown in Figure 7-31, also has many options and settings. See the following Figure.
Figure 7-34 Filter, Format Columns
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Note that only the From, Subject, Received, and Size fields allow the selection of Label, Width, and Alignment (grayed out above). The other two tabs – More Choices and SQL – are only mentioned briefly here because their functionality is duplicated in the Advanced tab.
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More Choices gives you a limited, but simpler, method of setting filters drop down boxes and checkboxes to make selections. On the other end of the difficulty spectrum, we have the SQL tab, which allows you to use SQL commands to perform the filtering. The SQL tab for the preceding filter appears below.
Figure 7-35 - SQL Tab
Tip: If the layout gets too weird looking, simply click on Reset Current View on the Customize Current View: Messages screen (see Figure 7-31) and the view will go back to the default settings.
Using Organize The Organize option uses folders, colors, views, and categories to group and/or move Outlook items. It is selected from the Tools menu. This feature is available for all areas within Outlook, but different types of items will only use certain methods of organization.
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For instance, the organize option in mail uses folders, colors, and views, but only categories and views are available for organizing the calendar items. See the following page for an explanation of the main Organize screens.
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Figure 7-36 Organize Screen – Using Folders
These are the options that you can use to organize your e-mail. First, select the e-mail(s) to which these settings will be applied. Your three options are explained below. Using Folders Selected message(s) are moved to the chosen folder
Using Colors
Using Views
This is a one-time procedure and does not affect any messages that arrive later. Applies a chosen color to messages to or from a specific address You can also show messages sent ONLY TO ME in a specific color. As with Using Folders, Using Colors applies only to messages currently in the inbox and does not affect future arrivals. Lets you choose different views (last seven days, sent to, message timeline, and others). This affects only the way messages are viewed.
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These three options only affect the mail already received. To change the behavior of e-mail arriving in the future, you would use Rules and Alerts. Rules will automatically delete, move, or color (or just about any other action you can imagine) an incoming message. Rules are explained in great detail in Chapter 7, Organizing Outlook, Rules section on page 7-1.
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8. Outlook Folders This section discusses the folders available to you in Outlook. These include the Calendar, Research, Contacts, Deleted Items, Drafts, Journal, Notes, Outbox, Sent Items, and Tasks. This is a lot of information to cover, so take a deep breath. Don’t be afraid – it doesn’t bite.
Using Subfolders Before we get deeply into Outlook’s folders, let’s take a quick look at how to use its subfolders. As illustrated below, any Outlook folder can be organized with sub-folders. These sub-folders contain the same type of objects as the parent folder (here SLINK is a sub-folder of the Inbox folder, so it contains Mail items).
Figure 8-1 All Mail Folders with Subfolders
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To create a sub-folder, right-click on the folder under which you want your sub-folder and then select New Folder from the drop-down menu.
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Figure 8-2 Right-click Folder Options
The screen to create a new folder is displayed below.
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Figure 8-3 Create New Folder Screen
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Type in the name of the new folder; select which type of items it contains and where the folder resides. Below is the list of possible item contents for the new folder.
Figure 8-4 List of Item Contents for New Folder
If you are creating a new Inbox subfolder, it will contain Mail and Post items. A Contacts sub-folder contains Contact items. The Inbox examples show five sub-folders. You can manually move messages into these subfolders after you review them or have them moved automatically (based on sender, subject, etc.) using rules. There is a thorough explanation of rules in Chapter 7, Organizing Outlook, in the Rules section on page 7-1. The depth of subfolders is virtually unlimited. For example, you could have a folder structure similar to the one illustrated below.
Figure 8-5 Subfolder Levels
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There are seven levels below the Deleted Items folder. The chance of properly utilizing levels this deep is quite slim. Exercise caution when Unleash the Power of Outlook
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creating subfolders. A couple of levels deep can be easily used and helpful in maintaining proper organization. More than that (as illustrated here) could cause confusion. An effective visualization is to compare a four-drawer desk with a typical roll top desk. Your desk at work may be a little cramped on space, but it is organized and you know the location of everything because there are only four drawers to hold it all. A roll top desk provides many more opportunities for classification and organization, but it also provides many more places for your stuff to get lost without an effective system. Here’s another reason for caution drawn from the previous example. Let’s say that you are out sick one day and your boss needs to find something in your desk. Which of these methods will be easier for him to use and more convenient—fifty drawers or four neatly organized drawers? Four, of course.
Calendar Folder Organizing Your Calendar
Figure 8-6 Ways to Organize a Calendar
Outlook provides two basic options you can use to organize your calendar. These options are explained below. First, select the appointment(s) to which these settings will be applied. Using Categories Adds the chosen category to all selected appointments
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This method is quite handy if you imported some contacts from another address book. Select all of those contacts and use Organize to assign a category to them.
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Using Views
Changes the way the items are viewed but does not change any aspect of the entry itself This method has the same functionality in all of the different items.
Although the organize functionality is available in all of the other items, the four basic tasks (mail, calendar, contacts, and items) are the same as already explained. Because of this, you are left to explore these on your own.
Setting Up the Microsoft Free/Busy Service You will need a “.Net” account in order to use this service. The .Net account is free and so is the service, so follow the procedures below and enjoy! The screen shot shown below lists the various Free/Busy options along with selections for setting up your own Free/Busy access page. 1. Click Tools–Options–Calendar Options, and then click Free/busy Options. 2. Check the Publish and search … box and then click on Manage to set up your Free/Busy account. You will be prompted to set up a .Net account if you do not have one already. Tip: If necessary, type in name of the server where you will store your free/busy information in the Publish at this URL box. Publishing free/busy information at your own server would make it necessary to type in a URL. Also, if you are using the standard free/busy service, it is unnecessary to type anything because the location is already known. You can specify a default server in the Search at this URL box. You may need to contact your ISP provider for this information. The file extension for free/busy files is .vfb.
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3. The default web browser starts up with the .Net login page. Login properly and click OK. The screen you use to invite members to view your calendar is shown on the following page. It appears as soon as you log in.
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Figure 8-7 Authorizing Access to Your Calendar
4. Click OK to invite the member(s) listed. The Free/Busy options are shown in the following screen.
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Select Publish At My Location if your own server will be hosting the free/busy info. Request free/busy tells Outlook to ask for authorization to view a user’s calendar (when scheduling a meeting) if that authorization has not already been granted. Use Search Location to tell Outlook where to look for other user’s free/busy information if you are publishing to a user-specified location.
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Publish and search checkbox
Figure 8-8 Free/Busy Options
5. Indicate how often you want Outlook to update your free/busy information on the server and how many months of your data you want available. 6. After signing up for a .NET account and checking the Publish and search checkbox shown above, click OK. 7. To initiate the publishing procedure, you need to click on Tools– Send/Receive–Free/Busy Information. This publishes your calendar on the Free/Busy server, making it available for viewing by those to whom you granted access. Busy times from the Free/Busy service appear similar to the screen shot below. Overview Person 1 Person 2
Figure 8-9 Free/Busy Chart
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Notice that an eight-hour time slot is shown. This cannot be changed in the Free/Busy service (of course, using Exchange Server or one of the Unleash the Power of Outlook
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other calendar sharing programs or services allows access to this and many other customized features). Also notice that there are three different schedules displayed above (the e-mail addresses were left off to protect the identities). The top section is an overview of all the schedules listed while the bottom two show each individual’s schedule. Although only two are used for testing purposes, many more than two can be displayed together. As the legend at the bottom left indicates, the purple blocks show busy times while gray blocks indicate Unknown. Gray will generally show if the specified individual is not set up correctly for the Free/Busy service or has not published his/her schedule. 8. To change the date and/or time or to add new members to the calendar, click the desired option in the section below the calendar (pictured below). This screen is used mainly for publishing your calendar information to a web location accessible to your associates in order to schedule meetings and resources.
Figure 8-10 Changing Date/Time and Adding New Members
Resource Scheduling
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The Resource Scheduling screen is shown below. Access if by clicking Tools–Options–Calendar Options–Resource Scheduling. Resource Scheduling is used in conjunction with Exchange Server. Since Exchange Server is not the focus of this book, we will only give brief explanations of a few options here.
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These are your options for responding to meeting requests: Note that the bottom two choices are not available unless the Automatically Accept … box is checked. Automatically accept meeting requests and process cancellations If a user includes you in a meeting and the time is open on your calendar it will be automatically accepted. Cancellations are automatically removed from your calendar with this option checked also. Automatically decline conflicting meeting requests Declines a meeting request if that time slot is already occupied on your calendar. Automatically decline recurring meeting requests No recurring meeting requests will be allowed through. They are automatically rejected.
Figure 8-11 Scheduling Resources
Time Zone Settings
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Time zone settings are a big issue in using Outlook, especially if you are e-mailing (or scheduling) resources that may be located in another time zone. Those options are shown in the following figure.
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Figure 8-12 Time Zone Screen
It is quite important to have your time zone settings correct. If they are not, the results could be as minor as times being off on e-mail or as major as scheduling a meeting time for 11 a.m. when you intended it to be 2 p.m. (Pacific time zone versus Eastern). All time-based functions (e-mail, meetings, and so forth) are affected by the time zone settings for both the sender and the recipient(s). Label is a user-defined label that you can assign to a time zone. For example, the time zone shown here is Eastern; you could assign it the label EST.
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If you want to view a second time zone (perhaps a time zone you travel to often) click Show an additional time zone. The Swap Time Zones button becomes available. Clicking this will show your appointments as if they were in that time zone.
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Adding Holidays Clicking on the Add Holidays button displays the screen below.
Figure 8-13 Add Holidays
Selecting the appropriate country and clicking on OK adds these holidays to your calendar automatically. The screen shot below shows how Christmas (U.S. holiday) appears in the calendar.
Figure 8-14 Christmas Day Automatically Placed on Calendar
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Holidays are automatically assigned to the Holiday category. They are added as all day events but are not set to be recurring.
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Setting Planner Options Here are the Planner Options. Use these options when you want to schedule meetings or group events.
Figure 8-15 Planner Options
Calendar Right-click Menu The right-click menu for a calendar item lists the following items: New Appointment
New Recurring Meeting
New All Day Event New Meeting Request New Meeting Request With
Today Go to Date Other Settings
New Recurring Appointment New Recurring Event
Customize Current View Automatic Formatting
The New items are self-explanatory. An option that makes things easier is the addition of “Recurring” for each item (appointment, all day event, and so on). By selecting a recurring option, you can create a calendar item beginning with the recurrence screen instead of having to remember to click on the Recurrence button after you create the appointment. The Today and Go to Date options move to either the current date or the selected date.
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Other Settings, Customize Current View, and Automatic Formatting are covered in detail in other chapters (see Customizing Settings on page 524, Customizing Views on page 5-30, Regaining the “Classic” Interface on page 6-2, and Calendar Right-click Menu on page 8-12). 8-12
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Side-by-Side Calendar View One of the Calendar features new to Outlook 2003 is the side-by-side calendar view as shown in the following figure.
Figure 8-16 Side-by-Side Calendar View
In the Navigation Pane, click on Calendar. Now look in the My Calendars section to the left. There you see your personal calendar listed along with any other calendar folders in your mailbox, active personal folders files, and Exchange Server (if applicable). Click the check box beside any of these calendars to display them side-by-side.
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The application possibilities here are tremendous. If you are trying to set up a meeting with three other people and you have access to their calendars, you can view them all at once to choose the best meeting time.
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Using Taskpad If you actively use tasks, you may find it helpful to see them listed along with calendar items. Click on View and Taskpad to activate this option. With the Taskpad view active, the calendar days move to the Taskpad section (as pictured below).
Move bar up or down to adjust the number of months displayed
Figure 8-17 Calendar Displayed with Taskpad
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By placing the mouse cursor on the bar at the bottom of the calendar, you can increase or decrease the number of months viewed by moving the bar up or down.
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Sending Meeting Requests An Exchange Server is not required for sending a meeting request, although it makes management of the requests much more efficient. You can send a meeting request over the Internet to someone who is using Outlook 2002 and above. This section takes you through the procedure to send an Internet meeting request. 1. Click on the arrow beside New and select Meeting Request. A screen similar to the one shown below appears.
Figure 8-18 Meeting Request Screen
2. Click on the Scheduling tab to view a Scheduling screen similar to the following figure.
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Figure 8-19 Scheduling Screen
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This screen uses Exchange Server if it is present. It also utilizes the Microsoft Free/Busy service to let you view your busy times if you have signed up for it. 3. With the ability to view an invitee’s schedule, you have the opportunity to choose an open time and schedule an activity. At the bottom of the scheduling screen, you can change the meeting date and time in case one of the attendees is unavailable during the originally chosen time. When you send out a meeting request for a scheduled activity, it looks something like the following screen to the recipient.
Figure 8-20 Meeting Request
The recipient clicks on one of the buttons at the top to accept, tentatively accept, decline, or propose a new time, and the meeting is placed on the recipient’s calendar.
Forward Your Calendar as iCalendar Calendar sharing is discussed in detail in another section of this chapter (see Setting Up the Microsoft Free/Busy Service on page 8-5 and Resource Scheduling on page 8-8. One of the simpler methods of sharing is to forward the calendar item as an iCalendar. The biggest problem with this method is that updating an item does not update it for all recipients automatically. You have to manually forward it to all of the recipients with every change.
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Note: Outlook provides no means of detecting a duplicate calendar item. That is, if you receive a forwarded item with a change from the original, Outlook just adds that item to your calendar. If you receive a replacement calendar item, you need to manually delete the original.
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Setting Calendar Options To set up different calendar options, click on the Tools–Options and select the Preferences tab. The following Figure shows a partial screen shot of what you should see.
Default Reminder Calendar Options button
Figure 8-21 Preferences Tab, Default Calendar Reminder
You can set the default reminder from 0 minutes to two weeks.
Figure 8-22 Setting Default Calendar Reminder
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Clicking on the Calendar Options button displays the following screen.
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Figure 8-23 Calendar Options Screen
As you can see, you have many options with which you can customize your use of the calendar. Calendar AutoCorrect Options You’ll find an AutoCorrect Options selection under the Tools menu for a calendar item. This selection works the same as it does for e-mail. For example, autocorrect automatically changes a “c” in parentheses (c) to a copyright symbol © and corrects common misspellings, such as replacing “accidant” with “accident”.
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You can customize the types of corrections to be made along with the list of misspellings to fit your own style. See the following screen shot.
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Figure 8-24 Configuring AutoCorrect Options
You can tailor the autocorrect options to fit your particular typing quirks. For instance, if you are prone to type TO PEOPLE instead of TWO PEOPLE, you can add these phrases to the Replace and With boxes. Another excellent time saver is the ability to replace a few letters with an entire phrase. To coin a common Internet shortcut, if you commonly use the abbreviation “rotfl” to indicate rolling on the floor laughing in e-mail, you could use autocorrect to replace “rotfl” with the words “rolling on the floor laughing”. Setting Calendar Views If you are running an upgrade from another version of Outlook, the improved two-pane calendar view is a new feature that should receive many kudos. Notice in the following the screen shots that the left pane is neatly organized with the current month and the next month displayed for easy navigation.
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Also, notice the full day view with each item in its specific time slot. Concurrent appointments are handled extremely well in this version. If you start to schedule an appointment close to another one, a warning displays on the screen. Notice that there are three appointments all scheduled at noon in this screen shot. They are all easily viewable and accessible. Unleash the Power of Outlook
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There are four different calendar views—day, week, workweek, and month—shown on this and the following page. Notice that the date range shown is also highlighted in yellow in the left pane. Each view has a different application and purpose. The daily view is most useful in scheduling and reviewing your entire day while the week and workweek views give a brief overview of what is planned for the week. The latter two would not seem as functional for planning the busy weekdays. The month view is very brief in the detail displayed. It should work quite well for scheduling something during a light day instead of a busy day.
Figure 8-25 Calendar in Daily View with Simultaneous Events
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Figure 8-26 Calendar in Weekly View
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Figure 8-27 Calendar in Workweek View
Figure 8-28 Calendar in Monthly View
Recurring Appointments
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The Appointment Recurrence screen lets you verify your start and end times along with the duration. You can also choose the recurrence pattern (daily, weekly, monthly, or yearly) along with when to reschedule within that pattern. The final option is the end date for the recurrence. You can end after xx number of recurrences, by a certain date, or even have no end date.
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Figure 8-29 Appointment Recurrence Screen
The calendar is a great enhancement to your daily productivity. You can schedule your entire day. Although the default is for thirty minute time slots, the distance between time slots can be anywhere from five to sixty minutes. You can schedule an appointment at any specific time and for any specific length, regardless of the time slot you have selected.
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For instance, you could schedule a racquetball game for every Thursday at 6:00 pm. The screen shots on the next page illustrate this procedure, which provides a good example of using recurrence in your appointments.
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Figure 8-30 Recurring Appointments
Set the start time, end time, and reminder time. If you have chosen fifteen minutes as the default reminder time, that will be the first choice, but you can choose any reminder time from 0 minutes to two weeks. You can set the time to show as free, tentative, busy, or out of office. The selected time frame is indicated by shading.
Figure 8-31 Show Time As Options
Label Colors
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Calendar items can also be color-coded. This makes spotting particular items an easy chore. The different colors are shown on the following page along with what they stand for.
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Red Blue Lime Gray Orange Turquoise Khaki Purple Blue-Gray Gold Edit Labels
Figure 8-32 Calendar Color Options
The bottom selection in the preceding Figure is Edit Labels. By clicking this selection, you can redefine each of the labels to say something that is more personal and meaningful to you.
Co nta c ts F o l der Is the Rolodex® on your desk overflowing with ragged index cards? Have some been lost because they no longer stay in the box? There is no longer a need to worry about them. Outlook can solve all of your Rolodex® headaches.
Adding a Contact With all Outlook applications, you create a new item by clicking on New
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(generally in the upper left corner). That’s how you create a new contact, too.
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Figure 8-33 Creating a New Contact
Now pull out one of those ragged cards and start putting the information in a new contact. Is it a little hard to fit three addresses and 19 telephone numbers on that card? Not in Outlook. The amount of information available for a contact is basically as unlimited as a person’s creativity. The Details tab (which we’ll go into more “detail” about later) lets you add additional information that you may have gathered on a contact.
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Now that you have entered the information on your Rolodex card in a new contact, let’s go over another method of creating a contact. Suppose you have e-mails from twenty of those Rolodex® contacts in the Inbox. Creating a contact from an e-mail is as simple as dragging the e-mail over to the Contacts section of the Navigation Pane!
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Figure 8-34 Dragging an E-mail to Create a New Contact
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Tip: You can drag a highlighted message from the Inbox pane to the Contacts bar in the left pane. Outlook creates a new contact for you with as much information filled in as possible. For instance, it automatically populates the name and e-mail address for you.
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Viewing Contacts Your contacts list(s) could contain only the e-mail addresses to which you send messages.
Figure 8-35 Contact List in Address Cards View
The contents could also consist of your entire Rolodex© complete with addresses, phone numbers, notes, job title, company, and all the rest. That view is pictured below.
Figure 8-36 Contact List in Detailed Address Cards View
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The Current View that you select determines which view you see. The view just above is called Detailed Address Cards while the first one shown is entitled simply Address Cards. Phone List is another quite useful view. It is pictured on the following page. Unleash the Power of Outlook
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Figure 8-37 Contact List in Phone List View
Address cards can be sorted by any of the columns. The same list is shown below sorted by business phone number.
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Figure 8-38 Phone List View Sorted by Business Phone Number
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Viewing Contact Records Using the General Tab The General Tab for a contact record shows about as much information as you could possibly imagine for a contact.
Figure 8-39 Contact Record, General Tab
Telephone List
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By clicking on the down arrow button beside a phone number, you can choose from nineteen (yes, 19!) different telephone numbers for each contact (see the following Figure). Notice that each phone number that has been filled in has a check beside it. Although nineteen phone numbers are the default (and are probably more than you need), you can add even more through custom fields.
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Figure 8-40 Phone List
Address List Addresses function the same way. There are three different addresses that you can enter (see below). You choose which one displays using a drop-down selector. To choose which one you want to use as the mailing address, check the “This is the mailing address” checkbox (partially covered by the dropdown list. “This is the mailing address” checkbox
Figure 8-41 Address List
Categories
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You can assign a contact to different categories, as illustrated on the following page. Choose which categories a contact belongs to by checking the appropriate boxes. See the following Figure.
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Figure 8-42 Categories Screen
Categories are completely user-definable. Clicking on the Master Category List button displays the complete list and allows you to modify the categories available. You can add more and delete the defaults until the only categories remaining are truly useful to you.
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Figure 8-43 Master Category List Unleash the Power of Outlook
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Contact Pictures Outlook lets you add a picture of each contact so that you can visualize the person to whom you are talking. What is shown here is a nice sky picture. You could also use a company logo in place of an actual picture. Tip: Use the area below the IM address to add notes. You can even drag documents associated with the contact into this area!
You can add notes and even drag documents associated with a contact to the notes area.
Figure 8-44 Excerpt from Contact Record, General Tab
Using the Details Tab The Details tab shows still more information on the contact. For instance, if you use Outlook to manage sales contacts, you would want to know the spouse’s name, birthday, and anniversary. Notice the Internet Free/Busy and Online NetMeeting settings. These can help to integrate the scheduling capabilities of Outlook for two coworkers separated by states (or even countries).
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Figure 8-45 Contact Record, Details Tab
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Using the Activities Tab The Activities tab is also quite useful. It shows e-mail, appointments, tasks, journal, and notes associated with this contact. If you want to open an item in this window, just double-click on it. Regardless of which folder it is in, the item opens.
Figure 8-46 Contact Record, Activities Tab
Using the Certificates Tab Here is the Certificates tab. A certificate is a digital ID that is attached to an e-mail. Each sender will have a different certificate, which guarantees that an individual e-mail is from that address, ensures that the e-mail has not been tampered with, and keeps it from being viewed by someone without the appropriate recipient certificate.
Figure 8-47 Contact Record, Certificates Tab
Using the All Fields Tab
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The All Fields tab allows viewing of all of the fields in Outlook. These are grouped into user-defined Address fields, E-mail fields, and many others. Some fields belong to two or more groups. You can modify the fields in this view, also.
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Figure 8-48 Contact Record, All Fields Tab
Using the Toolbar The toolbar has quite a few interesting functions on it. The red flag you see here lets you flag a contact or e-mail with a specific color. You can define what the colors mean and what action is to be taken for items flagged in a certain way. The yellow street sign you see beside the red flag allows you to look up an address on the web and map it. This would be quite useful if you need to visit a client and want driving directions. Clicking the telephone dials the contact’s phone number for you. With the proper equipment, you may never have to dial a number manually again! Red flag
Yellow street sign
Figure 8-49 Contact Record, Toolbar
You can associate contacts together using the Contacts button at the bottom of the screen. In this case, Accessories and the Angela contact are connected to this associate.
Figure 8-50 Contacts Button
Tools Menu Options
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You can set up some contact options by clicking on Tools–Options and selecting the Preferences tab. The following Figure shows part of the screen shot you should see.
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Figure 8-51 Excerpt from Tools, Options, Preferences Tab
Clicking on the Contact Options button displays the following choices.
Figure 8-52 Contact Options
The additional Contacts Index adds an additional language (font) for contacts.
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You may want to display the contacts in a different order or change the default “File As” order. Those two options are shown on the following page.
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Figure 8-53 “Full Name” Order
Figure 8-54 “File As” Order
Right-click Menu Now back to the contact record itself. As with all Outlook items, a rightclick produces a special menu. The options include the following: Open (same as double-clicking)
Link (link items to a contact)
Print Forward New Message to Contact
Items File Call Contact
New Appointment with Contact New Meeting Request to Contact
Call Using Netmeeting Follow Up
New Task for Contact New Journal Entry for Contact
Categories Delete
You can perform many of these selections using a button on the toolbar. The right-click menu gives you still more choices for getting things done. Tip: This sampling also shows how integrated the different functions of Office are. Basically, you can perform any function on an item from anywhere. Sending an email to a contact you just called is only a right-click away…
Distribution Lists Another method of grouping contacts together is called a Distribution List. In its most minimal sense, this is a list of contacts that share one or more common features. Two procedures for creating a Distribution List are covered below—manually and from an e-mail. Creating a New Distribution List Manually
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1. To create a new distribution list manually, click on the arrow beside New (usually in the upper left hand corner) and then click Distribution List.
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Figure 8-55 New Menu
2. The screen that displays allows you to name the new list and to add its members.
Figure 8-56 Name a New Distribution List and Add Members
3. After naming the list (we will call it Outlook Book) and adding the members, click Save and Close. Tip: When addressing a new e-mail, you can select this list by typing its name in one of the addressing fields (TO, CC, BCC). All recipients specified in the list will receive the e-mail.
Creating a distribution list from an e-mail 1. To create a distribution list from an existing e-mail, open an e-mail that has a list of contacts you want in a Distribution List. Highlight the names you to be added in the TO, CC, or BCC fields. Click Edit and then Copy (or the keyboard shortcut CTRL-C).
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2. Now click on File, New, and select Distribution List. Name the list and click on Select Members. 3. Right-click on the Members box (at the bottom) to open a shortcut menu. Choose Paste (or CTRL-V as the keyboard shortcut).
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New Contact from Same Company Adding multiple contacts for one company is extremely easy with Outlook 2003. Under the Actions menu, you’ll find the New Contact From Same Company option. This creates a new contact with the same company name, address, and phone numbers already filled in. Using this option, you don’t have to enter all of that information again. You can, of course, change anything that differs.
Calling a Contact Here is an option to automatically call a contact that you are viewing. 1. Under the Actions menu select Call Contact. A list of phone numbers displays for the contact on your screen. 2. Select one of those numbers. The screen below displays.
Figure 8-57 New Call Screen
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3. From this screen you can view all contact information using the Open Contact button. Dialing Properties allows you to modify the properties of the modem connection. The Start Call button begins dialing and opens a new journal entry if that box is selected. 4. The Dialing Options button presents a screen for setting up speed dial entries. It is shown on the following page.
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Figure 8-58 Dialing Options Screen
Notice that setting up speed dial entries in Outlook is much easier than programming them into a standard cordless, wireless, or wired phone. Dialing properties displays the area code properties while Line Properties allows modification of the modem setup. Notice also that the Call status says On hook (see Figure 8-57). The modem is actually in use for the Internet connection in this instance, but Outlook does not know it. If Outlook had already initiated a call, the status would be Off hook. Tip: The Call Contact option works only if you have a modem in your computer that is properly configured and not already in use for some other function.
Creating a vCard from a Contact It’s easy to create a vCard from a contact. A vCard is like a virtual Rolodex card that you can send out via the Internet.
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1. Open the contact for whom you want to create a vCard.
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Figure 8-59 Contact Screen
2. Click on File-Export to vCard file.
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Figure 8-60 Export to vCard File 8-40
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3. Name the file, and you have created a vCard for use in your e-mail signature(s) and elsewhere.
Figure 8-61 Creating a vCard
To illustrate another use for vCard let’s set up a scenario. You are talking to a business associate who is asking about getting some signs printed up. You just received some new signs from a local business and are very impressed with the quality and customer service you received. You tell your associate and he asks for the name of the business, phone number, etc. All you need to say is “check your email.” Send this contact record to him as a vCard and he can add it to his Contacts faster than you can say the name of the business (which, by the way is Wizzy Whatchit’s Sign Services of America, LLP).
Forwarding as a vCard
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The sharing of contacts is mentioned in another chapter of the book (see Sharing Calendars and Contacts on page 9-16.) You have various ways to accomplish this. One method of sharing contacts is Forward as vCard. If a contact is forwarded to you as a vCard, you receive it in a regular email as an attachment.
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1. Double-click on the attachment and verify that it is from a trusted source by choosing to Open it from the security prompt. 2. Click the Save and Close button to save it in your contacts list. The biggest negative about this method of sharing information is that it is not “live.” This means that if you have sent contact information as a vCard to five others and your information changes, you need to send it to all of them again. If you receive a contact that is a duplicate of an already existing entry, Outlook shows you the screen below after you choose to Save and Close.
Figure 8-62 Duplicate Contact Detected Screen
Adding this item as a new contact could create massive confusion in the contacts list. That is the reason the Update option is the default selection. If you need to verify that the information is the same (before doing the update) you can choose the Open Existing Contact button.
Address Books
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You can also view contacts through the Address Book. For this option, click on Tools and then Address Book. A screen similar to the following one displays.
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Figure 8-63 Address Book Showing Contacts
Notice that all listings shown have e-mail addresses. The main functionality for the address book is to facilitate e-mail. Notice also that Press is selected in the “Show Names from the” box. This selector lists all of the different folders displayed under Contacts. You can select an address either by scrolling or by typing the desired name in the Type Name … box. Once you find the desired name, you can double-click on it to display the full contact record.
Deleted Items Folder
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This is basically a “trash can”, and it works the same way as the wastebasket you have at the end of your desk. Five thousand e-mails can be deleted and they will remain there until you empty the deleted items folder. The good thing about this feature is that you can say “oops, I didn’t mean to delete that,” and take it from deleted items back into your inbox. The bad thing is that many people hardly ever empty their deleted items. The following figure shows a Deleted Items box that appears quite normal.
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Figure 8-64 Deleted Items Box
Notice that there are only two unread messages. Unread messages are marked by the folder’s name appearing in bold (indicating unread items) and a number in parentheses after it (indicating the number of unread messages). It looks good until you see the whole list of items that are in there.
Figure 8-65 Deleted Items Screen
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Above you see the two unread messages in bold, but there are actually 326 items in the deleted items folder. This folder can easily fill up and waste space and efficiency if you don’t clean it out regularly.
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Deleting Items There are a few different ways for you to keep your deleted items cleaned up. One option is to tell Outlook to automatically empty deleted items when exiting (this is the easiest, most automatic method). Do this by selecting Tools–Options and then clicking on the Other tab. A portion of it is pictured below.
Figure 8-66 Options Screen
You can also delete items manually by using the Empty Deleted Items option in the Tools menu to clean up the deleted items.
Figure 8-67 Tools Menu, Empty “Deleted Items” Folder
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The third option for cleaning up your deleted items and mailbox in general is to use the Mailbox Cleanup Wizard. Clicking the Empty button in the Mailbox Cleanup wizard empties your deleted Items folder. You can also view the size of the deleted items before you delete them. The
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wizard is discussed in greater detail under Special Features, Using the Mailbox Cleanup Wizard on page 9-28.
D raf t s F o l d e r The Drafts folder is where Outlook stores any unfinished e-mails. The default for Outlook 2003 is to automatically store any e-mails that are exited before being sent in the Drafts folder. That way you can recall them later, then edit and send. You can change the behavior of unsent items under the Tools menu. Click on Options and then choose the Preferences tab. When you click on the E-mail Options button, you will see the screen below.
Figure 8-68 Options, Preferences, E-mail Options Screen
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Notice that Automatically save unsent messages is unchecked. With this setting, Outlook prompts you whenever you close out an unsent message.
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Figure 8-69 Save Unsent Message Prompt
You can set more save options by clicking on the Advanced E-mail Options button. The following screen displays.
Figure 8-70 Excerpt from Advanced E-mails Options Screen
You can specify a different location for saving unsent items and change the Autosave feature as well as other settings.
Inbox Folder The Inbox is where all of your e-mail is received.
Delivery Options
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You can select a new mail delivery location other than the Inbox through the Tools–E-Mail Accounts menu selection. It displays a screen with a View or Change selection. Select that, and then click Next. You will see the following screen.
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Figure 8-71 View or Change Selection Screen
Near the bottom of the screen is a Deliver new e-mail to the following location option. It is set to Personal Folders here but could be changed to an Exchange Server account, archive folders, etc.
Right-click E-mail Menu Options Right-clicking on an e-mail item produces the following options: Open Print
Mark as Unread Categories
Reply Reply to All
Find All Related Messages
Forward Follow-Up Red Flag
Messages from Sender Create Rule Junk E-mail
Blue Flag
Add Sender to Blocked Senders List Add Sender to Safe Senders List
Yellow Flag Green Flag Orange Flag
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Add Sender’s Domain to Safe Senders List (@example.com) Add Recipient to Safe Recipients List Mark as Not Junk Junk E-mail Options Unleash the Power of Outlook
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Add Reminder
Delete
Clear Flag Set Default Flag (the different colored flags are here also)
Move to Folder Options …
The follow up flags are completely user-definable. One user may want to call a red flag item the most important, while another may reserve that status for the green flag. This is all based on the user’s desires. The Junk E-mail Options, Rule option makes it so easy to handle incoming e-mail. If something comes in that you consider junk e-mail, right-click and add the sender to blocked senders list. If everything from that domain is considered junk, add the domain instead of only the sender. Another option that simplifies e-mail management tremendously is to create Rules. Placing this option on the right-click menu makes it readily available for e-mail-by-e-mail usage. Clicking on it produces a rules screen with all of the information already filled in.
Figure 8-72 Create Rule Screen
Creating a Rule is as simple as right-clicking and then selecting a few check boxes.
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The move, copy, rename, and delete options are also in the right-click e-mail menu. Let’s say that you want to move the entire structure and all messages to another folder. You can do this with one click on Move from the highest level to be moved.
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Deleting the entire structure is just as easy. Right-click on the top level to be removed and verify that you want to delete that folder, all below it and all messages in all folders. Voila, they are all gone.
Using Search Folders There are three folders that are new to Outlook 2003: Unread Mail, For Follow Up, and Large Mail folders. These are known as Search folders, which means that they don’t actually contain the messages; they just contain links to them. If you delete one of these folders, the messages still exist in their original folder(s). The default Search folders are: For Follow Up Large Mail Unread Mail The For Follow Up folder contains a link to all e-mail flagged for follow up (with a Red, Blue, Yellow, Green, Orange, or Purple Flag) in all of the folders in the current mailbox. These messages are arranged by flag color. The Large Mail folder also spans across all folders and contains a link to any e-mail that has a total size equal to or greater than 100 kilobytes. Generally this would indicate a moderately sized attachment. This could come in handy if the system is tight on disk space and larger e-mail needs to be easily disposed of. The Unread Mail folder contains a link to all unread mail in all folders. In the instances where there are many folders and they all get a lot of activity, this could function as a real time saver. You may have fifty unread mail messages across ten different folders. Instead of having to browse through all ten folders, you can access the messages through the Unread Mail folder. You can also create custom Search folders. In this section, we will create a custom Search folder for important mail received from
[email protected] with one or more attachments.
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1. Right-click on the Search Folders folder under All Mail Folders and then choose New Search Folder. You’ll see the screen below.
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Figure 8-73 New Search Folder Screen
2. Click on Create a custom Search folder (shown highlighted) and then click on Choose to start the process. 3. We will name this folder Important SClaus. Click Criteria to select which e-mails this will show. 4. In the From field, type
[email protected] and then click on the More Choices tab. 5. Check Only items with: and select One or more attachments. 6. Check Whose Importance is: and select High. 7. Click on OK three times. Now we have created a custom Search folder. Of course, you should create something applicable to your e-mail habits. When creating a Search folder, some of the options to choose from include Mail with attachments, Mail from specific people, and Mail received this week. A Search folder is a saved search that is kept up-to-date, spanning across all folders and pointing to the items that match the search criteria. You can also create a Search folder by starting with a search using Find.
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1. Click on Tools, Find, and Find again to open the Find bar.
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2. Create a search criterion and execute it by clicking Find Now. 3. After execution, click on Options and select Save As Search Folder (as shown below).
Figure 8-74 Search Folder
4. Next name the folder and click OK. This folder will now show up in the Search Folders listing. All Search folders can be customized. Right click on the Search Folder to change and then left click on Customize This Search Folder. A screen like the one displayed below appears.
Figure 8-75 Custom Search Folder
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You can change the folders included in the search by clicking the Browse button. Multiple folders can be included along with searching all subfolders.
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Journal Folder The Journal is really quite a useful tool in the Outlook program. Using the journal, you can track tasks, documents, phone calls, and many other things associated with a contact.
Figure 8-76 Journal Entry Types
A journal entry somewhat duplicates the functionality of the Activities tab in Contacts. It is actually complementary to Activities because it allows each item to be viewed in a chronological order. See below for a sample journal entry for a phone call to discuss Outlook (as indicated by the subject and entry type).
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This phone call is being timed. Notice that the timer has been started (by clicking on the timer icon to the right of the Start Timer/Pause Timer buttons). The duration automatically increments as each minute passes by.
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Figure 8-77 Sample Journal Entry
As with the Contact Notes, you can enter notes here about this call. You can also drag items from your My Documents folder to the journal item.
Figure 8-78 Adding Notes and Documents to a Journal Item
You should exercise caution when you are storing documents with journal items, contacts, or other entries. The size of your mailbox file increases with each item that you add. Notice that the file I added here is only 6k in size (the number in parentheses beside of it). The size of the mailbox file on my hard drive was also increased by that same amount.
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Click on the Contacts button to select the appropriate contact for this call.
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Figure 8-79 Selecting a Contact
Click on the Categories button to assign a category to this call.
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Figure 8-80 Selecting Categories
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Viewing Journal Entries As with other Outlook items, you can view Journal entries in a number of formats. One optional view of your data is daily.
Figure 8-81 Journal Entry in Daily View
Right-clicking on the date area allows you to choose a different view along with filter, sort, and other options.
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Figure 8-82 Journal Entry Right-click Options
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Below you see the same journal entries in a weekly view …
Figure 8-83 Journal Entry in Weekly View
… and a monthly view.
Figure 8-84 Journal Entry in Monthly View
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The Journal views shown so far have been by type. The following Figures show you the same information in a weekly view by contact and by category.
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Figure 8-85 Selecting Current Journal View
Here is a view by contact …
Figure 8-86 Journal View by Contact
… and by category.
Figure 8-87 Journal View by Category
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You can set up journal options by clicking on the Tools menu option. Now click on Options and select the Preferences tab. The following is a partial view of the screen shot that displays.
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Figure 8-88 Setting Journal Options
Clicking on the Journal Options button displays the following screen.
Figure 8-89 Journal Options Screen
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The Journal Options screen lets you choose which items to automatically record in the journal as well as the contacts for which you want to track journal entries. The AutoArchive Journal Entries button displays the Journal Properties screen. This screen provides you with the ability to decide when and where to archive items out of the journal.
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Figure 8-90 Setting Journal AutoArchive Properties
Notes Folder See the next figure? It is the default note that is automatically added when you install Outlook. These are better than “sticky notes” – you don’t clutter up your monitor with them. You open them only when you need them.
Figure 8-91 Default Note
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Figure 8-92 Notes Folder View
This view displays all of the notes you have entered. You can open a note by double-clicking on it. In most cases only a portion of the note will be displayed in a small area. You can enlarge a note by putting your mouse cursor over the lower right corner (with the symbol), left-clicking and dragging. The note itself can be resized in all four directions. The text within the note expands or compresses with the size of the box.
Resize bar
Figure 8-93 Initial Note Display
Notice that the note in the smaller version above looks like it is the complete note. There is no scroll bar or anything else to indicate that there may be more text. You will only know that there is more to the note by dragging the resize bar. Below you see the entire note in a single screen.
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Figure 8-94 Enlarged Note display Unleash the Power of Outlook
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Left-click Options Left-clicking on a note in the upper left corner allows you to change many of the properties of an individual note.
Figure 8-95 Note Left-click Options
In the previous note screen shots, the color was changed to pink. You can customize the color as you see fit. You can assign categories and contacts to a note in the same manner as you would to journal entries. Also, like journal entries, you can view notes in different views. The Notes folder view you saw displayed previously was the Icon view (see Figure 8-92).
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Figure 8-96 Selecting Current View for Notes
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Here you see notes in list view …
Figure 8-97 Notes in List View
… and here, viewed by color
Figure 8-98 Notes in Color View
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You can also set up options for notes by clicking on the Tools menu option, then clicking on Options and selecting the Preferences tab. See the next page for a partial shot of the screen that displays.
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Figure 8-99 Setting Note Options
Clicking the Note Options button displays the screen below.
Figure 8-100 Note Options Screen
Outbox Folder The Outbox is similar to your postal mailbox. You write a letter, address it, and place it in the mailbox, where it stays until the mail delivery person comes by to pick it up. The Outbox is where Outlook stores your messages until it sends them.
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Figure 8-101 Mail Favorite Folders 8-64
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Mail Options You can reach quite a few options to control sending and receiving mail from Tools–Options–Mail Setup tab. See below.
Figure 8-102 Options, Mail Setup Tab
If you uncheck Send immediately when connected, e-mail stays in the in the toolbar. Outbox until you click the Send/Receive button Clicking on that button on the Mail Setup screen displays the following options.
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Figure 8-103 Setting Send/Receive Groups Unleash the Power of Outlook
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This is the location for setting how often an automatic send/receive will occur. You also set the behavior of sending and receiving while offline in this screen.
Sent Items Folder The Sent Items folder is a repository of the e-mails you have sent. If you’re not careful, it could actually have all of the e-mails you have ever sent in it! It is important for you to properly maintain the Sent Items folder so that your disk space is not wasted. Another option is to turn off the saving of sent e-mails. You can access this option through Tools–Options–E-mail Options. The following screen displays.
Figure 8-104 Setting E-mail Options
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If you un-check the second box under Message Handling, sent messages will not be saved. This is not recommended, though. For instance, you may have an important e-mail that was forwarded to your boss. The only 8-66
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way to verify that it was not modified before it reached him/her is to view what you originally sent from Sent Items folder. Within the Sent Items Properties, there are quite a few options. Right click on Sent Items and left-click on Properties to see the Sent Item Properties screen.
Figure 8-105 Sent Item Properties
If you select the Show total number of items option, a number displays beside Sent Items that indicates the number of items in the folder; otherwise, a number shows only if there are unread items. The Folder Size button displays the size of all the items in this folder. The Sent Items folder could use hundreds of megabytes if it is not maintained properly.
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The AutoArchive functionality is extremely important for this folder. One of the best settings is to autoarchive the Sent Items every three weeks and to send them to Deleted Items. Using this method, after three weeks you no longer have to worry about them since they are automatically deleted. Unleash the Power of Outlook
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Resend This Message A handy option (located in the Actions menu) to use for Sent Items is Resend This Message. Opening a message in the Sent Items folder and then selecting this option from the Actions menu opens the message just as if it were created as a new message. The recipient(s) will already be filled in along with anything else that was populated in the original message. This works well if the Internet connection failed when you were sending the message and you need to resend it. Another function of this feature allows you to send a message on a weekly basis. You can even send the same message to different people (based on sales figures, perhaps). Using Resend This Message and changing the recipient(s) lets you accomplish this task with ease. You can also choose Resend This Message on messages that are in folders other than Sent Items. If you do this on a message where you are not the original sender, Outlook displays a “safety prompt” asking if you want to resend it anyway. If you resend the message, the message appears as “xxx on behalf of yyy.”
Recall This Message When looking in the Sent Items folder, you may come across an e-mail and say “OOPS! I didn’t mean to send that.” You can attempt to recall the message by opening it and clicking on the Actions menu and Recall This Message. The screen shown below pops up.
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Figure 8-106 Recalling a Message
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As noted, if the recipient has already read the message, there is nothing that can be done. To complete the recall, the recipient has to acknowledge and approve the recall. If the recipient is nosy (as most probably are), the recall will fail because they will have read the message before the recall notice arrived or they will cancel the recall. Recall sometimes works if there is an Exchange Server between the sender and recipient and the message hasn’t been read. In testing this process through the Internet, all my attempts at message recall failed. Outlook returned the following message (because I checked the checkbox above): Your message To: Subject: Sent:
[email protected] Recall: Again Test Recall 12/25/2003 12:57 PM
could not be recalled on 12/25/2003 12:58 PM.
Figure 8-107 Recall Failed Message
Tasks Folder Tasks can be used for basically the same purposes as Calendar. The biggest difference is that you don’t assign an expected duration for the item. However, you still set Start Date, Due Date, Reminder Start Time, Recurrence, and other selections.
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Figure 8-108 Task Screen
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Viewing Tasks After setting up your tasks, you can view them in different formats. The list is pictured below. The Simple List, Detailed List, and Active Tasks views are pictured below in that order.
Figure 8-109 Tasks, Current View List
Figure 8-110 Tasks, Simple List View
Figure 8-111 Tasks, Detailed List View
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Notice that you have a percent complete, due date, and status pictured in the Active Tasks view. You can also view only active tasks, which screens out those that have been completed. The middle task pictured above has now been tagged as completed, so only two items show in the following Active Tasks view. There are two data views presented here – one with all three tasks showing, and the other with only two showing (see the screen shot on the next page) because one has been completed. 8-70
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Figure 8-112 Tasks, Active Tasks View
Tasks works quite well for managing things that have to be done, but that don’t have a real time frame for accomplishment. You may decide to put “Wash car …” or “Take wife out to eat …” in as a task. Either of these could take thirty minutes or two hours, depending on how much time you want to dedicate to them. If you utilize a PDA, it should synchronize quite easily with Outlook on the desktop and allow you to carry all contacts, tasks, and calendar items with you everywhere you go. Another excellent function with tasks is the ability to assign tasks to a particular person. This works well in an office environment that uses an Exchange Server to manage the Outlook data. If a task is assigned to someone, they will receive it as an e-mail. The procedure below illustrates that process. 1. With Tasks selected, click on Actions and then New Task Request. 2. Fill this out and click Send. The task is added to the sender’s task list and an E-mail that looks similar to the shot below will arrive in the recipient’s inbox.
Figure 8-113 Task Sent as E-mail
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Notice the Accept and Decline buttons at the top. Once a recipient accepts the task, it is added to his or her task list. The recipient can occasionally send a status for this task by clicking on Actions and Send Status Report (using the percent completed field to indicate the status).
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Task Recurrence The recurrence settings for a task are almost the same as those for a calendar item. The difference is that tasks have to be regenerated after being completed. Notice that the tasks are reassigned with a due date one week after completion. The recurrence screen for a task is shown on the following page.
Figure 8-114 Task Recurrence Screen
The reason for this is so that the setting will recur every week on Sunday. If the Regenerate new task option is selected, the new task will not be regenerated until the designated number of weeks (in this case, one) after the date it was tagged as complete.
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Figure 8-115 Tasks, Recurrent Tasks
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Turning An E-mail Into a Task If a coworker sends an e-mail and invites you to a Christmas party, there are two locations this invitation can be placed – in a task or on the calendar. In this section we will create a task from an e-mail. 1. Drag the message from the Inbox to the Tasks item on the left side. A new task opens with the message as the body. 2. Choose the due date for this event.
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3. Click on Save and Close and the new task is created.
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9. Special Features Designing Forms and Templates Changing Contact Forms With a Contact item open, you can modify the form you are using to view and edit that item. Click on the Tools menu item and then Forms–Design This Form. A screen displays, similar to the one shown below.
Figure 9-1 Changing Contact Forms
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In this example, the Notes field has been shortened and the IM Address field has been deleted. Assistant’s Name, Callback, and Computer Network Name have been added using the Field Chooser. There are different groupings of fields within the Field Chooser.
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You choose these groupings using the drop-down box. They are listed below (with samples below some groupings). Frequently Used fields Business address • • • • • •
• •
Job Title Nickname
Company Full Name
Personal fields Anniversary •
Address fields Home Address Mailing Address
•
Hobbies Referred By • Phone Number fields
Street Address E-mail fields E-mail •
•
E-mail Address Type E-mail Display As • Fax/Other Number fields
All Document fields All Mail fields All Post fields
•
•
• • •
Business Fax Computer Network Name FTP Site
• •
Car Phone Pager Primary Phone
All Contact fields All Appointment fields All Task fields
Miscellaneous fields Assistant’s Name •
All Journal fields All Note fields
Department Reminder • Name fields
All Distribution List fields User Defined fields in folder Forms
•
•
Children
These fields can be repeated in multiple groupings. There are no example fields listed in the All … fields because they contain all the fields that are associated with that particular group. Notice the User Defined fields in folder group. If you need a field that is not listed by default, you can create it, then show and use it on the form. Maybe your company needs an Expires Date for its subscription service. The procedure below will create that date field and place it on the form for you.
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1. Select User Defined fields in folder and click on New.
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Figure 9-2 Creating a New User-defined Field
2. Name the field ExpireDt, set the Type to Date/Time type and the Format as shown above. Click OK. 3. Now drag that field onto the form and place it in the proper location. 4. On the menu, click Tools–Forms–Publish Form As and put in a name. I don’t recommend that you overwrite the default because the original may be needed later. Name it Contact2 and click Publish. The next time you view this contact, it will display in the new form.
Creating E-mail Templates Do you send the same message (possibly to the same people) on a regular basis? If so, you can really simplify this task by creating an e-mail template. In this section we will create a template for sending digital pictures to relatives. First, we need to verify that Word is not being used as the editor (creating an e-mail template does not seem to work well with Word as the editor). Click Tools–Options and then the Mail Format tab. Uncheck the Use Microsoft Office Word box and click OK.
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1. Start by creating the usual new e-mail. Click the arrow beside New and choose E-mail from the drop down box and fill in any information that is going to be constant. In this case, To, Subject, and Body will be automatically filled in (as shown on the following page).
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Figure 9-3 E-mail Template
This information will be sent with every New Pictures message. If you need to keep the e-mail addresses confidential, you can place them in the BCC field and put your own e-mail address in the To… field. BCC means Blind Courtesy Copy. You can use it to include recipients whose e-mail addresses will not be exposed to the others receiving the e-mail. This is handy because many people do not want their e-mail addresses given out. To respect their wishes, always put their e-mail addresses in the BCC field. 2. Click on File and Save As. Now select Outlook Template in the Save As Type box. Name the template and click on Save. Now that you have created a template, you can use it for new messages.
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Figure 9-4 Saving a User-defined E-mail Template
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3. Click on File, New, and Choose Form. After choosing User Templates in File System you will see a screen similar to the following.
Figure 9-5 Choose Form Screen
4. As you can see from this screen, you can set many different e-mail templates for a variety of purposes. Click on New Pictures (or whatever name you assigned the new template) and then click Open. 5. A new message opens with the saved information already filled in. Since the purpose of this template is to send digital pictures, the only task left is attaching those pictures and clicking Send. 6. Now you may want to set the editor back to Word. Click Tools, Options, and the Mail Format tab. Check the Use Microsoft Office Word box and click OK.
Mapping an Address
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Let’s set up a scenario. You haven’t talked to one of your business contacts in a while, so you decide to call him. The first thing to do (of course) is to pull up his record in Contacts so you can make the call. You chat for a while, wish him a happy anniversary (you also have this date in his contact record) and decide that you want to take him out to lunch the next week to discuss a new business proposal.
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You want this guy to believe you are knowledgeable about just about everything, so you don’t bother to ask how to get to his office building. He works in a small town in North Carolina and the address is: 1911 Highway 117 South Goldsboro, NC While the contact record is open, click on Actions and then Display map of address or click . Your web browser opens, goes to http://mappoint.msn.com, and looks up the address for you. The map that displays will look something like the screen shot below.
Figure 9-6 Map to Contact Address
A nice feature of this (and most) mapping program(s) is the availability of driving directions. By clicking on the To here link under Get Directions (on the right) you can call up driving directions from here to anywhere. Of course, this most likely will not reflect construction detours and other temporary road modifications.
Flag For Follow Up
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Let’s set up another scenario. You have just finished an important discussion with a potential client. He closes with “Give me a week to think about it …” 9-6
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Do you write a note on your trusty legal pad to call back in a week (and lose it under a pile of other stuff)? No; instead, just click the Actions menu item and then Follow Up. A screen similar to the following one displays.
Figure 9-7 Flag for Follow Up
Another phone call could be considered “pushing it” but a follow-up letter would be nice. Choose the date and time to perform this action and click OK. This displays the Follow Up flag in the contacts view.
Figure 9-8 Follow Up Flag
It also displays Send Letter by January 27, 2004 at 12:00 a.m. in the header area of the full-page view for that contact.
Business Contact Manager
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Business Contact Manager comes bundled with the Office Small Business 2003 and Office Professional 2003 editions. It adds Contact Relationship Management (CRM) capabilities into Outlook and works well for businesses with twenty-five or fewer employees. This section gives an overview of the functionality gained from using Business Contact Manager. Unleash the Power of Outlook
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Figure 9-9 Folder List
The Accounts and Business Contacts feature allows you to manage information about the companies and individuals on your client list. It associates incoming and outgoing e-mails with the proper account, contact, or opportunity for easy viewing of the history you have with that client. You can link appointments, tasks, notes, phone logs, and files to an account, contact, or opportunity. You can also reduce clutter and the chance of lost papers by scanning documents and associating them with a contact. This feature lets you track sales more easily. It makes information such as sales stage, revenue potential, and probability of closing readily available to help maximize your sales. Customizable reports show you where an opportunity fits in the sales process, which helps you to prioritize your work. You can view only the most relevant information on your contacts and sales opportunities. Reports filter and summarize information about contacts and opportunities. For example, a report can list the contacts you have not communicated with recently or provide the sales forecast for the next quarter. There are many built-in reports. If the exact information desired is not built into a report, you can create a customized report.
Installing Business Contact Manager If your edition of Outlook includes Business Contact Manager (BCM), use the following steps to install it on your system. 1. Close Outlook. 2. Run Outlook with Business Contact Manager Setup and allow it to set up the .NET framework if asked.
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3. If necessary, reboot to continue. 4. The BCM Installer will now run. 9-8
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5. Run Outlook. 6. When prompted to associate BCM with your user account, click Yes. This is required to be able to use BCM.
Ma il M e r g i n g with Word Merging to a list of contacts is a quite simple task. You can merge form letters, mailing labels, envelopes, or a catalog and you can merge them to a new document, printer, or e-mail. First, you need to select the Tools menu and click on Mail Merge.
Figure 9-10 Mail Merge Contacts
This is the screen that is used to set up the merge. You can select the entire list or only certain contacts within the list. Also, you can select all fields, or you can choose only certain fields. You make these selections by modifying the current data view. The procedure for defining data views is explained above Document File in the screen shot above and detailed in another chapter (see View Menu on page 4-4 and Customizing Views on page 5-30.
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and is explained in the Automation section of this book (see Creating Email Merges on page 11-3). E-mail is another merge destination, as illustrated below.
Figure 9-11 Merge Options
Archiving Strategies The approach you take to archiving old items should be unique to your specific Outlook usage. This section gives an overview of a solid archiving method that you can modify to fit almost any situation. As mentioned above, all Outlook users should have some sort of archiving strategy in place. The result of ignoring this advice results in thousands of e-mails, calendar items, etc. unnecessarily left in place. This also results in hundreds of megabytes of wasted space and possible corruption of the mailbox due to the large size. To get to the Junk E-mail Properties screen, right-click on the Junk Email folder (notice the title bar on this screen) and left-click on Properties. Then select the AutoArchive tab as shown on the following page. You can set the archiving properties to not AutoArchive, to use the default settings, or to specify a time frame and destination for archived items.
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This screen shows a selection that archives items older than three days and permanently deletes them. This setting is not suitable for a normal, functional folder; but it is fine for the Junk E-mail folder because that generally contains only unsolicited e-mail.
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Figure 9-12 Junk E-mail Properties
The suggested setting for a “normal” folder would be to archive every three months and to move the items to the default archive folder. This way old items are moved out of the normally viewed area but are still available if you want to review them again. The Mailbox Cleanup Wizard, accessed under the Tools menu, also offers archiving capabilities. Clicking the AutoArchive button in the Mailbox Cleanup screen forces the current archive rules to run at that time. An additional Mailbox Cleanup option is View Deleted Items size. You may notice that the Folder Size screen shown on the next page gives you the same information that you see in the Mailbox Size option. The difference here is that View Deleted Items only displays the deleted items and folders beneath that folder, if there are any. You also have the ability to empty deleted items from the Mailbox Cleanup screen. If you click on the Empty button, your deleted items are gone, never to be seen again.
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For additional information on the Mailbox Cleanup, see Using the Mailbox Cleanup Wizard on page 9-28. Unleash the Power of Outlook
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Figure 9-13 Viewing Deleted Items Size
Performing Send/Receive There may be five different accounts set up in Outlook, but only two can be checked automatically. The others are checked only at certain times. You can perform a send/receive For Only One Account on these other accounts in two ways. The first way uses an individual Send/Receive, which you can access through the Tools menu. Below is a screen shot of the various Send/Receive options.
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Figure 9-14 Send/Receive Options
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Clicking on Send/Receive All (or pressing F9) checks all the e-mail accounts. Clicking on an individual installed account allows a Send and/or Receive for that account only. In order to set up checking for only certain accounts using this method, you first need to disable automatic checking. This is an option under the Send/Receive Settings option. The second alternative for activating only certain accounts is to set up groups. You can access the screenshot below (Send/Receive Settings – Test) by clicking on Define Send/Receive Groups under the Send/Receive Settings option. That action displays the Send/Receive Groups screen. Click on the New button to create a new group. In this instance, we will create a Test group.
Include the selected account…
Select desired e-mail account
Figure 9-15 Send/Receive Settings Screen
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Select the desired e-mail account in the left section and check the Include the selected account… box to enable the options on the right side.
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Notice that this account will only receive mail items and will download headers only. To speed the download process, you can use the download headers only option for large e-mails. This option provides an Internet Message Access Protocol (IMAP) sort of functionality. IMAP is a mail service where all of the e-mail is kept on the server. It is similar to HTTP mail (such as Hotmail) in that respect as well as the fact that it assists in making e-mail access portable. By setting up this group, you can schedule Outlook to automatically check only these accounts and to ignore the others. There may be times when you want to disable e-mail checking completely. If the Internet connection is dial-up, you can easily accomplish this by disconnecting. But how can you disable e-mail checking with an “always on” Internet connection such as DSL or cable? Quite easily, once again. Click on the File menu and select Work Offline. The following symbol will now appear in the lower right corner of the Outlook window.
Figure 9-16 Offline Icon
To put Outlook back in the online state, click File and uncheck Work Offline. Now that symbol disappears and things are back to normal.
S h ar i ng O utl ook Ob jects Outlook provides a variety of ways for you to share objects including public folders, SharePoint servers, Meeting Workspace, and live attachments.
Creating a Public Folder The first step in adding a public folder is to create a public folder tree. Follow the steps below. 1. Click on Start–Programs–Microsoft Exchange–System Manager. 2. Right-click on Folders, left-click on New, and then select Public Folder Tree. 3. Type the name of the new public folder tree in the name box.
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4. Click on OK.
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Now that you’ve added the public folder tree, you can create a public storage group for storage. You could also store it in an existing storage group. Follow these steps: 1. Click on Start–Programs–Microsoft Exchange–System Manager. 2. In the left section of the screen, double-click on Servers. 3. Right-click the server in which the new storage group should be created; click New and then Storage Group. 4. Type the name of the storage group in the Name box. 5. You can use the Zero Out Deleted Database Pages and Enable Circular Logging options for security and drive space considerations. 6. Click on OK to create the new storage group. The final step in creating a new public folder is to create the new public folder store. Here’s how. 1. Click on Start–Programs–Microsoft Exchange–System Manager. 2. In the left section of the screen, double-click on Servers. 3. Right-click the server in which the new storage group was created; click New and then Public Store. 4. Type the name of the public store in the Name box. It is best to use a name associated with the purpose. If incoming attachments are to be stored here, you should name it ATTACHMENTS. 5. Next to Associated Public Folder Store, click Browse. Notice that only the public folder tree that you created in the preceding section is shown. 6. Click on the public folder tree, and then click OK. 7. Click on the Database tab to set the locations of the database file (*.edb) and the streaming media files (*.stm). 8. You should configure the maintenance interval setting for the database to specify when online compaction runs. This procedure defragments the store but does not make it smaller.
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9. Click OK to accept the changes. 10. Next click YES to mount the store immediately and make it available for public folders, and then click OK to finish.
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Sharing Calendars and Contacts One feature that was somewhat under-utilized in Outlook 2000 was the sharing capability of NetFolders. One calendar and/or set of contacts could be shared across a small office quite easily. There were some problems with NetFolders, but at least it worked most of the time. Because it was built into Outlook, it fit right in for small businesses and home users who had a need to share calendars and contacts. There have been no sharing capabilities available (with Outlook alone) since the 2002 version. Some sharing options for the 2002 and 2003 versions are listed below. There is still a free method of sharing calendars and contacts through Outlook. These can be saved and e-mailed to other Outlook users. This method is a bit cumbersome and the data synchronization is handled manually, but it will work if the budget is really tight. A second (although slightly crippled) free option is the Microsoft Free/Busy service. This service is web-based and was previously explained in the Calendar section (see Setting Up the Microsoft Free/Busy Service on page 8-5).
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Exchange Server is one rather expensive option for sharing calendars and contacts between Outlook 2003 users. This works great with Outlook because Microsoft developed it. Exchange Server does an excellent job of handling e-mail, calendars, contacts, and more, and is recommended for larger installations. Web Publisher for Outlook allows you to share data through the web. It generates html pages from your Outlook calendar, contacts, tasks, and notes that can be uploaded to your own site or one of the many free services. The cost is $15 and you can download it from http://www.nightcreation.com/wpo/index.htm. CalShare allows uploading of Outlook shared appointments to their site. Users with appropriate permissions can then download the appointments into their calendars. All synchronization happens automatically after the user has signed up for their service and downloaded their add-in. Free as of 12/03. You can download it from http://www.pagethink.com/calshare.asp. Windows SharePoint Services (explained on the following page).
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SharePoint Services Windows SharePoint Services (WSS) provides a portal for collaboration among teams and team members. WSS is web-based, either through a company’s Exchange Server connected to the web or one of the many WSS Hosting sites. SharePoint Services work across many levels. These are: Team Community •
SharePoint sites provide places to capture and share ideas, information, communication, and documents. These allow team participation in discussions, shared documents, and surveys.
Content can be accessed through a web browser and through Web Services clients. The ability to check documents in and out allows for complete and • comprehensive document version control. Individual Empowerment Site members can find and communicate with key contacts and • experts through e-mail and instant messaging. Site content is easily searched, and users can be alerted of • existing document changes or newly added documents. •
•
Site content can be personalized on a per-user basis, even to the point of presenting targeted information to specific users.
All of a site's collaborative content can be read and edited within Word® 2003, Excel® 2003, and PowerPoint® 2003. Outlook® 2003 allows SharePoint calendars to be viewed side-by• side with personal calendars. Management Enabler Site managers can customize the content and layout of sites. This • ensures that site members can access and work with information relevant to them. Members' participation can also be monitored and moderated • when necessary. Security and task responsibilities are both flexible and easily • accessible. Well-designed lists and entire sites can be saved as templates. • Individuals, teams, or business units can then reuse these templates across the entire organization.
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Administration and Deployment • • • • • •
WSS can scale to thousands of sites within an organization. For site and server managers, quotas can be set and enforced on storage, sites per-server, and users per-site. Site usage can be monitored to detect and retire inactive sites. Detailed security options are available and easy to manage. Server managers can delegate the ability to create their own sites to the end-users. Sites and servers can be managed from a variety of tools: Web browser, command-line, or Web service-accessible object model.
Using Meeting Workspace Meeting Workspace is a part of SharePoint Services. In an office environment, you can use Meeting Workspace to create a meeting invitation. This invitation is stored in a central area along with all information and materials associated with it. To create a Meeting Workspace, click on Meeting Workspace when adding an appointment. This brings up one or more pages listing the items associated with a meeting. The typical meeting items are: Objectives Agenda Attendees Decisions Tasks Additionally, document and picture libraries can be added where you can store materials related to the meeting. The lists and libraries depend on the template chosen when creating the Meeting Workspace. Although the site is started from a template, it is totally customizable. Besides customizing appearance, you can modify the lists and libraries shown on the site. Using Live Attachments
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Live attachments are another feature of SharePoint Services. When a user sends a shared attachment, a Document Workspace site is created on the SharePoint Services site under that name.
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Special Features
The sender of a shared document is designated as the administrator of that Document Workspace site. All recipients of that attachment become “contributor” members of the site group. If the attachment is a document from the 2003 versions of Word, Excel, PowerPoint, or Visio (or a Word or Excel XML file), the members can open and work on their own copy of the attachment. While the members are working on the attachment, the Document Workspace site occasionally updates the Office program in use. When finished, the changes can be saved to the Document Workspace copy.
Using Shortcut Panes Another feature in Outlook 2003 is the Shortcut Pane. You can activate it by selecting the Shortcut icon (usually at the bottom of the navigation bar). If the Shortcut icon is not displayed, you may need to configure the Navigation Pane to display it. Click on the arrow on the bottom right to begin.
Figure 9-17 Adding the Shortcut Icon
Using this option, buttons displayed on the Navigation Pane can be added or removed along with other configuration options. The Shortcut Pane consists of “quick links” to any Outlook item of your choosing. Since there is such a great similarity between the Shortcut Pane and the Favorite Folders, we will not cover it in great detail here.
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One extremely useful shortcut is to Outlook Update. Clicking here brings up the Office Update site in the View Pane and allows you to check the Update site for any new Outlook patches and updates that need to be installed.
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Special Features
Sending Internet Faxes Using Outlook combined with an Internet faxing service, you can send faxes anywhere. This section briefly covers selecting an Internet faxing service and sending a fax. Click File and then New. Now select Internet Fax. If you don’t have an Internet fax service set up, Outlook presents you with an option to select a new provider. Click OK. The following web page displays in the default web browser.
Figure 9-18 Available Fax Services Screen
Choose one of these services to install Internet faxing on your Outlook installation (the services listed may vary by area). It is beyond the scope of this book to detail setting up an Internet fax service, but the pricing is rather inexpensive for sending faxes anywhere in the US. The eFax service charges $12.95 per month and all received faxes are free. The charge on sent faxes is $ 0.10 per page within the US.
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Of course, your system probably has a fax modem installed. If that is the case, it is already equipped for faxing documents. Couple the fax modem with a low-cost phone service and a dime per page begins to sound a bit expensive. 9-20
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U s in g S m ar t Ta gs Smart tags premiered in Outlook 2002 and provided a new level of integration between Office programs. There are many types of smart tags available with varying functionality. The general use of smart tags is to automatically bring information from one application to another. The built-in smart tag technology can perform actions based on the following: Addresses Dates Financial Symbols Names E-mail recipient names Places Telephone Numbers Times If a smart tag is available, a dotted red line appears below the item and a appears to the left of it once the mouse cursor is smart tag symbol placed on the name. Date, telephone number, and name examples are shown below.
Figure 9-19 Smart Tag
Clicking on the Date smart tag symbol produces this selection:
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Figure 9-20 Date Smart Tag
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Special Features
The Telephone Number smart tag produces this selection:
Figure 9-21 Telephone Number Smart Tag
And the Name smart tag produces this selection:
Figure 9-22 Name Smart Tag
Importing Data Using Outlook, you can import from Internet Mail, Act, Lotus Organizer, Access, Excel, and many others. In this section, we will look at the procedure for importing contacts from an Excel file.
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1. Click on File–Import and Export (see below). The Import and Export wizard launches and presents you with the screen in Figure 9-24.
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Figure 9-23 File Menu, Importing and Exporting
Figure 9-24 Import and Export Wizard Screen
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2. Select Import from another program or file and click Next. You should see the Import a File screen shown below. Select the type of file you want to import. Click Next.
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Special Features
Figure 9-25 Import a File Screen, Select Type
3. Now you can choose which file to import using the Browse button. You can also select how to handle the imported data—replace duplicates, create duplicates, or skip duplicates.
Figure 9-26 Import a File Screen, Select File
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4. Next, choose which folder where you want to store the imported data.
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Figure 9-27 Import a File Screen, Select Destination
5. Check the option built by the wizard. Map the fields you are importing to the proper fields in Outlook.
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Figure 9-28 Mapping Imported Fields
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Special Features
6. Click OK to finish the import procedure. The final Import a File screen displays to verify exactly what is being performed by the import procedure.
Figure 9-29 Map Custom Fields Screen
Keep in mind that each file type has different import and export steps and procedures. The wizard will keep you on the right track.
Exporting Data You can also export to quite a few different formats. The most commonly supported format for importing into other programs will be commaseparated values. Below is the process for exporting along with a portion of the resulting file.
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1. Start by selecting File–Import and Export. Then click on Export to a file.
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Figure 9-30 Export to a File Screen, Select Folder
2. Select the folder from the list above. Outlook then prompts you to name the file to export to.
Figure 9-31 Export to a File Screen, Select Destination
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Below you see the first few items of an exported contacts list. They are in tab-delimited format. This means there is a tab between each separate field. This is the most common format to use for exporting to almost any program. Unleash the Power of Outlook
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Special Features
Figure 9-32 Excerpt from Exported Contacts List
Using the Mailbox Cleanup Wizard The Mailbox Cleanup Wizard is a very useful utility for cleaning unnecessary items out of your mailbox. To access the Mailbox Cleanup Wizard, click on Tools–Mailbox Cleanup.
Figure 9-33 Mailbox Cleanup Screen
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Clicking the Empty button in the Mailbox Cleanup screen empties your Deleted Items folder. The View Mailbox Size button lets you view the size of each individual folder (and sub-folders, if they exist). It might seem to be improperly named because it actually allows you to view the size of not only your Contacts folder, but that of other folders, as well. See the following figure. 9-28
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Figure 9-34 Folder Size Screen
The second section in the Mailbox Cleanup screen lets you find items older than xx number of days, larger than xx size, or using just about any other characteristic. Click on Find–Advanced Find to configure your search using the Messages, More Choices, and Advanced tabs.
Figure 9-35 Advanced Find Screen
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AutoArchive, which is in the third section, lets you move older items to the Archive folder. You can set up the autoarchiving properties on individual mailboxes so that they will happen every xx number of days. Unleash the Power of Outlook
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Using Research
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Research is an option under the Tools menu for Mail, Calendar, Contacts, Tasks, and Journal whenever the cursor is in a text field. Research gives you the capability to look up a word in the dictionary, thesaurus, translations, and many other places on the web. More on Research Tools in later chapters (see Help with Using Outlook on page 10-1 and Parental Controls on page 12-3).
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Help with Using Outlook
10. Help with Using Outlook Outlook has different kinds of help available. In this section we will go over their advantages and disadvantages. The first help option we’ll cover is the “old” style of help that you accessed from the Help menu in the menu bar. Click Help and Microsoft Office Outlook Help (or press the F1 key) and the screen shown below appears.
Figure 10-1 Outlook Help Screen
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Type the desired search word or phrase in the Search for box. Click on the green arrow to start your search, which will be done online if you are connected to the Internet. Different types of documents will be returned in a window. Some of these are explained below.
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This symbol appears beside help that is available from the standard help system. This type of help does not require an Internet connection. This symbol displays if the destination is an online Office web page. Clicking on this symbol loads an article from Microsoft Office Online. The help displayed beside this symbol leads to a training link on Microsoft Online. Other Places To Look will be displayed at the bottom of the Help window. These include: Clip art and media Get answers from other users Research Knowledge Base Search Clicking on one of these expands the search beyond the usual Microsoft help areas and gives the opportunity to learn more on the subject from many differing areas. The Search bar is at the bottom of the Help window.
Figure 10-2 - Search Bar
It adds the capability to search for a word or phrase in any of the following areas: Microsoft Office Online Assistance Training Offline Help
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Clip Art and Media Office Marketplace Research
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Help with Using Outlook
Using the Office Assistant You can also access Help through the Office Assistant. If the Office Assistant is not displayed, click on Help and then Show The Office Assistant. The robot (his name is F1) is shown below.
Figure 10-3 Office Assistant Initial Screen
All assistants show this yellow box when you click them on. Type a word or phrase and the same Help Pane already shown will appear (see Figure 10-1). You can change the Office Assistant to one of many different characters and “personalities.” Access the screen shown below by right-clicking on the Office Assistant and selecting Properties.
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Figure 10-4 Office Assistant Right-click Options Unleash the Power of Outlook
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Help with Using Outlook
Use this screen to configure the help system to suit your varying needs and wishes. Notice that the Show Tips About selections are all unselected. If you check one or more of these, Outlook will display a tip each time it starts. Click on the Gallery tab on this screen to change the Office Assistant to another character. If you don’t see the office assistant on your screen, you can click on HelpShow the Office Assistant and it should appear. There are multiple office assistants available in Office. The default is the paper clip. His name is Clippit. Another is the Dot.
To the left you see a nifty little robot whose name is F1. Maybe he is named after the ever-helpful F1 key. If you occasionally like a little magic you can choose Merlin as your office assistant. If you like animals, you can choose Links the cat or Rocky the dog. Just like your friends or the family pet, each assistant has its own personality and actions.
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Play around with your office assistant by selecting different characters. You can also experiment with them by right-clicking on each and choosing Animate. They do some really funny stuff!!
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Macros: Automating Outlook
11. Macros: Automating Outlook Outlook can be programmed to automatically do many things from a variety of different programs. These include Visual Basic, Visual FoxPro, Visual C, Delphi, Word, PowerPoint, and the list stretches as far as your imagination. This “open architecture” is due to something called the Outlook Object Model, which presents you with five automation projects. The first three use other programs in conjunction with Outlook to accomplish the task. The last two are completely within Outlook. They are: Create a new contact and insert the various pieces of information from fields entered in a Word document Create a merged document and e-mail using Outlook and Microsoft Word Send a custom HTML-formatted E-mail using an Excel spreadsheet Automatically save attachments from a certain sender “Explode” an e-mail into multiple e-mails If you are interested in utilizing Outlook to the fullest extent, you should find this section to be quite interesting.
Creating a New Contact from Word First, we will create the Word document that holds our contact information. Within Microsoft Word, create a document with the fields you see below. First Name: Middle Initial: Last Name: Company: Address: City, St Zip: Phone: Fax: Cell: E-mail1: E-mail2: Web Page: Category:
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Now assign bookmarks to the data entered into these fields. You can do this by putting the cursor at the point where the bookmark is to be Unleash the Power of Outlook
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inserted, clicking on the Insert menu, and then on Bookmark. Name the bookmark, click on Add, and you’re done. The next step is to enter the macro to create a new contact and fill in the information. In the Word document, click on Tools–Macro–Macros and click on the Create button. Enter the following code in a blank spot above any Sub or below any End Sub commands that are already there.
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Sub CreateNewContact() ‘ these four commands are required to set up the ‘ variables necessary for creating a new Outlook instance Dim oOutlook As Outlook.Application Dim oMAPI As Outlook.NameSpace Dim oFolder As Outlook.MAPIFolder Dim oContactItem As Outlook.ContactItem ‘ necessary for error control On Error Resume Next ‘ create the new Outlook instance Set oOutlook = New Outlook.Application ‘ verify that it was created properly If Not oOutlook Is Nothing Then ' Get the MAPI NameSpace object Set oMAPI = oOutlook.Session ‘ verify that it was created properly If Not oMAPI Is Nothing Then ' Log in to the MAPI session oMAPI.Logon , , True, True ' Create a pointer to the Contact folder Set oFolder = oMAPI.GetDefaultFolder(olFolderContact) ‘ verify that it was created properly If Not oFolder Is Nothing Then ' Create a new item in the Contact folder Set oContactItem = oFolder.Items.Add(olContactItem) ‘ verify that it was created properly If Not oContactItem Is Nothing Then With oContactItem ‘ fill the contact fields from the bookmarked ‘ Word fields .FirstName = ActiveDocument.Bookmarks("first").Range.Text .LastName = ActiveDocument.Bookmarks("last").Range.Text .MiddleName = ActiveDocument.Bookmarks("mi").Range.Text .CompanyName = _ ActiveDocument.Bookmarks("company").Range.Text .HomeAddress = _ ActiveDocument.Bookmarks("addr").Range.Text & vbCrLf & _ ActiveDocument.Bookmarks("csz").Range.Text .HomeTelephoneNumber = _
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Macros: Automating Outlook ActiveDocument.Bookmarks("phone").Range.Text .HomeFaxNumber = _ ActiveDocument.Bookmarks("fax").Range.Text .MobileTelephoneNumber = _ ActiveDocument.Bookmarks("cell").Range.Text .E-mail1Address = _ ActiveDocument.Bookmarks("email1").Range.Text .E-mail2Address = _ ActiveDocument.Bookmarks("email2").Range.Text .WebPage = ActiveDocument.Bookmarks("web").Range.Text .Categories = ActiveDocument.Bookmarks("cat").Range.Text ‘ save the contact item .Save ‘ clean up the variables set Set oContactItem = Nothing End With End If Set oFolder = Nothing End If oMAPI.Logoff End If Set oMAPI = Nothing End If Set oOutlook = Nothing End Sub
The rather lengthy macro above takes the bookmarks created in the Word document and places them in the corresponding fields in the new contact it creates. The underscore ( _ ) character indicates that the next line is to be typed on the same line. For example, E-mail2Address = ActiveDocument.Bookmarks… should be typed on a single line of the macro editor. The lines that start with a hyphen (‘) are considered comments. These can contain anything you want as long as the hyphen is the first character in the line. The macro was created and run in Word 2003, but should work well in Word 2000 and above. The contact it created was in Outlook 2003. It should also work for Outlook 2000 and above.
Creating E-mail Merges
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In this section we will create a merge document that will be initiated in Outlook and finished in Word. In order to provide the broadest experience, we will merge the document to a new document (which can be printed and/or saved) and then merged to e-mail.
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If you want to select only specific contacts and/or fields to process in this merge, click on the View menu. Then select Arrange By–Current View– Customize Current View. This allows you to set a filter for only selected records and also to select specific fields to be displayed. Follow the steps below to prepare Outlook for merging: 1. Select Contacts within Outlook. 2. Click on the Tools menu. 3. Click on Mail Merge (you may need to place your mouse cursor over the two arrows at the bottom to make all menu options visible). The Mail Merge Contacts screen lets you select whether to use all contacts or only those in the view. The same goes for the fields selected— you can use all fields or only those selected in the View. The Document file section of this screen lets you choose the destination as a new document or as an existing document. For instance, if you had previously defined a document and wanted to re-use it, then you would choose Existing Document. Normally, though, you will want to select New Document. You can use the Contact data file section to store the data being used in a permanent data file. For example, if you want to select only certain records from a large contact list, you would find this option to be quite handy. The Merge options section is where you choose the document type and destination. Although you may have chosen E-mail, the merge will still be performed in Microsoft Word. In the Mail Merge Contacts screen, make the following selections: All contacts in current view Contact fields in current view New Document Permanent file is unchecked Document Type: Form Letters Merge To: New Document
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After clicking on the OK button, a screen similar to that pictured below will pop up if you have Microsoft Word 2003 installed.
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Insert Merge Field Drop-down
Figure 11-1 Mail Merge Document in Word
Notice that on the lower toolbar to the right is a drop-down labeled Insert Merge Field. This is a requirement for easily setting up a merge document. When you click on that drop-down, you will be presented with the list of the fields are available for merging. Tip: If you want a tutorial on merging with Word, you can click on the Tell me more button.
Merging to a Form Letter You type a form letter merge document just like you would a normal business letter. Perform the following steps to create the document shown on the following page. 1. Drop down Insert Merge Field and select Full Name. Press the ENTER key. 2. Select Company from the drop down. Press ENTER 3. Select Mailing Address, then press ENTER twice. This will provide the street address, city, state, and zip, already formatted. 4. Type in Dear and a space. Now select First Name and then type a colon (:) after it. Press ENTER twice.
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5. Type in whatever you want to appear in this letter. The sample letter here will make a business proposition and will close with a statement that they will be contacted at their phone number in about a week.
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Figure 11-2 Mail Merge Letter
Notice the date in the upper left corner of the merge document. I placed the date there by using the Insert menu and selecting Date and Time. Using this feature ensures that the current date prints each time you merge this letter. The fields inside of the brackets <<>> are merge fields that I selected from the Insert Merge Fields drop down (shown here also).
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Each field will be filled with the corresponding entry from the contact record to create a letter that appears like the following example.
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Macros: Automating Outlook December 12, 2003 Mr. Cliff Clementine Eastern Assoc 413 Bunting Hue Dr Jacksonville, NC 28765 Dear Cliff: My name is Steve Link. I would like to handle your training in Outlook. I can train your sales people to merge their sales documents, manage sales contacts, and never miss a meeting due to the magnificent scheduling capabilities of Outlook. I will call you at (252) 239-1124 within a week to discuss this proposal. Thanks, Steve Link
I created this letter by clicking on the Merge to New Document button.
Figure 11-3 Merge to New Document button
If you select a contact list with five hundred contacts, the end result will be the same form letter merged with the information from each contact.
Merging to E-mail
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Merging to e-mail is also a possibility. You can generate an e-mail merge by clicking on the Merge to E-mail button, which is two over from the Merge to New Document button. This produces an e-mail with the same information. Outlook presents you with the following screen after you click on the Merge to E-mail button.
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Figure 11-4 Merge to E-mail Screen
E-mail is the default in the To line. Sending to a fax number is also an option if the proper faxing software is installed. Enter the subject here, along with selecting from HTML, attachment, or plain text as the mail format. The bottom section affords you the ability to select only certain records to use for merging.
Me r g i ng C ustom E - m a il from E xcel In this section we will create an Excel spreadsheet with first name, last name, e-mail address, e-mail login ID, and two other fields. First I’ll show you the layout of the Excel spreadsheet. Following that are the macros you need to type into the VBA Editor in Excel; the final thing you’ll see is one of the e-mails I created.
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The Excel spreadsheet should have headers in the first row with data following that. The data columns are defined by their names (First Name, Last Name, E-mail address, ISP ID). The next column determines whether or not to send the e-mail to this person (put a YES if this person is to receive the e-mail). The last column displays the results of the send. The spreadsheet layout is on the following page.
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Figure 11-5 Excel Spreadsheet
Notice that we want to send to all but one address and that the first two have already been sent. If the macro does not see anything in the F (Sent?) column it, it will send the e-mail as long as there is a YES in the E (Send?) column. If there is something in the F column or NO in the E column, then it skips that address. The macros are below. Option Explicit Dim olApp As Outlook.Application Dim the-mail As Outlook.MailItem Function set_body(displayName As String, ISPAccount As String) _ As String
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set_body = "" set_body = set_body & "" set_body = set_body & "<meta http-equiv='Content-Type' content='text/html; charset=windows-1252'>" set_body = set_body & "<meta name='GENERATOR' content='Microsoft FrontPage 4.0'>" set_body = set_body & "<meta name='ProgId' content='FrontPage.Editor.Document'>" set_body = set_body & "
New Page 1" set_body = set_body & "" set_body = set_body & "" set_body = set_body & "
To the attention of: " & displayName & "
" set_body = set_body & " Your" set_body = set_body & " ISP account: (" & ISPAccount & ")" set_body = set_body & " " set_body = set_body & "
" set_body = set_body & "
" set_body = set_body & " " Unleash the Power of Outlook
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set_body = set_body & "
" set_body = set_body & "
" set_body = set_body & " " set_body = set_body & "
" set_body = set_body & "
" set_body = set_body & " According to _ the" set_body = set_body & " ISP billing system you have not _ used your ISP account" set_body = set_body & " since January 1st, 2003." set_body = set_body & "
" set_body = set_body & "
" set_body = set_body & " " set_body = set_body & "
" set_body = set_body & "
" set_body = set_body & " <strong>We _ would like you" set_body = set_body & " to confirm by return e-mail that you _ have a regular use of it, <strong>otherwise" set_body = set_body & " your ISP _ account will be deactivated on May 31st, _ 2003 as we " set_body = set_body & " cannot afford to keep wasting _ money on unused subscriptions." set_body = set_body & "
" set_body = set_body & "
" set_body = set_body & " " set_body = set_body & "
" set_body = set_body & "
" set_body = set_body & " " set_body = set_body & "
" set_body = set_body & "
" set_body = set_body & " " set_body = set_body & "
" set_body = set_body & "
" set_body = set_body & " Note: _ Alternative" set_body = set_body & " solutions to accessing mail and _ Intranet" set_body = set_body & "
" set_body = set_body & "
" set_body = set_body & " " set_body = set_body & "
"
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set_body = set_body & "
" set_body = set_body & " Using" set_body = set_body & " CGG laptop: " set_body = set_body & "
" set_body = set_body & "
" set_body = set_body & "
" set_body = set_body & " - Most" set_body = set_body & " of the processing centers and _ agencies are now connected to our" set_body = set_body & " network thus allowing you to _ access your mailbox through either Outlook or" set_body = set_body & " Webmail (requires a specific _ authorization).
" set_body = set_body & "
" set_body = set_body & "
" set_body = set_body & "
" set_body = set_body & "
" set_body = set_body & " - _ A fairly" set_body = set_body & " large number of you already have _ a DSL or a cable Internet access at home" set_body = set_body & " on which SecureRemote (VPN) can _ be used to access our internal network" set_body = set_body & " (requires a SecurID _ card)
" set_body = set_body & "
" set_body = set_body & "
" set_body = set_body & "
" set_body = set_body & "
" set_body = set_body & " - Some" set_body = set_body & " countries such as France have free _ Internet access (freesurf, free, ...)," set_body = set_body & " on which SecureRemote (VPN) can _ be used to access our internal network" set_body = set_body & " (requires a SecurID _ card)
" set_body = set_body & "
" set_body = set_body & "
" set_body = set_body & "
" set_body = set_body & "
"
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set_body = set_body & " - Some" set_body = set_body & " countries such as MiddleEast have _ only a local ISP offering (i.e." set_body = set_body & " ISP is not working) on which _ SecureRemote (VPN) can be used to" set_body = set_body & " access our internal network _ (requires a SecurID card)
" set_body = set_body & "
" set_body = set_body & "
" set_body = set_body & "
" set_body = set_body & "
" set_body = set_body & " - Some" set_body = set_body & " countries such as South America _ are better served by ATT than by" set_body = set_body & " ISP (some of you have already an _ ATT account)
" set_body = set_body & "
" set_body = set_body & "
" set_body = set_body & "
" set_body = set_body & " Without" set_body = set_body & " CGG PC:" set_body = set_body & "
" set_body = set_body & "
" set_body = set_body & " And _ finally, we" set_body = set_body & " are in the process of opening the _ access to a Webmail and intranet access" set_body = set_body & " from any Internet access (cybercaf's, _ hotels, hot-spots, ...), you will only" set_body = set_body & " need to carry your SecuriD card and _ remember your e-mail aliasname and" set_body = set_body & " domain." set_body = set_body & "
" set_body = set_body & "
" set_body = set_body & " " set_body = set_body & "
" set_body = set_body & "
" set_body = set_body & " " set_body = set_body & "
" set_body = set_body & "
"
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Macros: Automating Outlook set_body = set_body & " Regards," set_body = set_body & "
" set_body = set_body & "
" set_body = set_body & " " set_body = set_body & "
" set_body = set_body & "
" set_body = set_body & "
" set_body = set_body & " " set_body = set_body & " <strong>IT Security" set_body = set_body & "
" set_body = set_body & " " set_body = set_body & "
" set_body = set_body & "" set_body = set_body & "" End Function '----------------------------------------Sub sendMail_click() Dim SafeItem As Object Dim Dim Dim Dim Dim Dim
i As Integer nr As Integer accISP As String dispN As String olExist As Boolean e-mailN As String
Dim olApp As Outlook.Application olExist = True On Error Resume Next Set olApp = GetObject(, "Outlook.Application")
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If Err.Number <> 0 Then olExist = False Err.Clear On Error Resume Next If Not IsEmpty(olApp) Then Set olApp = CreateObject("Outlook.Application") End If
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If Err.Number <> 0 Then Err.Clear MsgBox "Cant start Outlook", vbCritical, "Error" Exit Sub End If End If 'olApp.Visible = True nr = ActiveSheet.UsedRange.Rows.Count For i = 2 To nr If Cells(i, 5).Value = "YES" And Cells(i, 6).Value = "" Then dispN = Cells(i, 2).Value & ", " & Cells(i, 1).Value accISP = Cells(i, 4).Value If Cells(i, 3).Value = "" Then e-mailN = Cells(i, 2).Value & ", " & Cells(i, 1) Else e-mailN = Cells(i, 3).Value End If ’ Set SafeItem = _ CreateObject("Redemption.SafemailItem") 'Create an instance of _ Redemption.Safe-mailItem Set the-mail = olApp.CreateItem(olMailItem) 'Create a _ new message ’ SafeItem.Item = the-mail 'set Item property the-mail.Recipients.Add dispN the-mail.Recipients.ResolveAll the-mail.HTMLBody = set_body(dispN, accISP) the-mail.Subject = "Your ISP account (" & accISP & ")" If the-mail.Recipients.ResolveAll Then the-mail.Send Cells(i, 6).Value = "Sent" Else the-mail.Display True Cells(i, 6).Value = "Manually checked" End If Set the-mail = Nothing Set SafeItem = Nothing
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End If
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Macros: Automating Outlook Next If olExist = False Then olApp.Application.Quit Set olApp = Nothing End If End Sub
Notice that the set SafeItem = … and the SafeItem.Item = … lines are commented out. This is required if your system has an add-in called Redemption. If you have installed Redemption, then the lines following those that have the-mail.Recipients (or similar text) would need to be changed to SafeItem.Recipients. This occurs seven times in the macro above. The Send_Mail function is the routine that actually handles sending the mail. It looks at rows two and below (one is the header) and processes the mail according to the cell contents. Send_Mail resolves the e-mail address based on your Contacts list. If it finds a contact by the first and last names you entered, it uses that email address and places the word SENT in column F. If it does not find the names, Send_Mail prompts you to enter a valid e-mail address and click Send. It then places Manually Checked in column F. The Set_Body function creates the HTML-formatted e-mail. This function contains HTML “commands” that control the formatting (fonts, colors) of the e-mail to be sent. This could be changed to Set_Body = “Test E-mail” if you prefer to create a much simpler e-mail. A portion of the E-mail created for Kirsten Link is shown below.
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Figure 11-6 Resulting E-mail Unleash the Power of Outlook
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Macros: Automating Outlook
Automatically Saving Attachments This macro automatically saves any attachments from a certain sender to the hard drive. It is important to keep in mind that it should not be run for all e-mail. You could automatically save a virus attachment or something else that could be quite destructive. Within Outlook, click on Tools–Macro–Visual Basic Editor (or Alt+F11). You will be presented with (basically) a blank screen. Click on Insert and then Module in order to copy this macro and save it. The macro code is below. Sub saverep() Dim oApp As Application ‘set up the variables Dim oNS As NameSpace Dim oMessage As Object Dim oAttachments As Outlook.Attachments Dim NbrMsgs ‘ Create new Outlook application Set oApp = New Outlook.Application Set oNS = oApp.GetNamespace("MAPI") Set oFolder = oNS.GetDefaultFolder(olFolderInbox) NbrMsgs = 0 ‘ Cycle through the messages For Each oMessage In oFolder.Items With oMessage If .SenderName = "TheBoss" Then NbrMsgs = NbrMsgs + 1 oMessage.Attachments.Item(1).SaveAsFile_ "C:\reports\in\" & NbrMsgs & "report.txt" .Delete End If End With Next End Sub
The lines from Sub saverep() through Dim NbrMsgs set up variables needed for use in the rest of the program. Set oApp creates a new Outlook application in memory. The messages that follow it set up functions to open the inbox. The active part of this macro is the loop through each message in the inbox and the processing of the attachment (if any). This is accomplished with the For Each … Next loop.
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The line below For Each allows the code that follows it to examine the contents of the message. The next line checks to see if the sender name is TheBoss. It will look for attachments only in messages sent from TheBoss. 11-16
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NbrMsgs is incremented to separate one attachment from the next. Notice that it is used in the file name (which is the line below it). The line that actually saves the attachment is next. It is saved in the C:\REPORTS\IN directory and is saved as 1report.txt, 2report.txt, etc. The next line deletes the message after processing. The final four lines are closing lines for their counterparts (If…Endif, With…End With, For…Next, Sub…End Sub).
Exp l o d i ng an E - ma il This macro creates a number of e-mails from one single e-mail message. As it is written, the addresses would be placed in the BCC field. To have them placed in the CC field, simply replace “Bcc” with “Cc”. The macro code is below. Public Sub explode-mail() ' assuming code is running in outlook 2000/2002s ' vba environment Dim Bccs() As String Dim nBccs As Integer Dim i As Integer Dim colSelection As Outlook.Selection Dim oMessage As Outlook.MailItem Dim colObj As Object Set colSelection = Application.ActiveExplorer.Selection If colSelection.Count = 0 Then Set colSelection = Nothing Exit Sub End If For Each colObj In colSelection Bccs = Split(colObj.BCC, ";", -1) nBccs = UBound(Bccs) For i = 0 To nBccs Set oMessage = colObj.Copy oMessage.BCC = "" oMessage.To = Bccs(i) oMessage.HTMLBody = colObj.HTMLBody ‘ comment this line out after testing is complete oMessage.Display True ‘ UNcomment this line after testing is complete ‘oMessage.Send Next Next Set colSelection = Nothing End Sub
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The colSelection variable stores the entire message. If there is no message when the macro runs, it exits per the Exit Sub line. Unleash the Power of Outlook
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The first For Each … Next loop breaks the addresses in the BCC field apart. The second For Each … Next loop creates a new e-mail with the same body and puts the address into the TO field. There are actually two lines that work with the e-mail in this loop. The first is oMessage.Display True
This line displays the message and allows you to click Send before sending it. With this line in place, you will actually have to send fifty emails if you have that many addresses in the BCC field. The other line that handles the e-mail is ‘oMessage.Send
Notice the apostrophe (‘) in front of this line. That means it is currently commented out and will not execute. The comments at the end of these two lines give the reasoning behind this. Test the macro first with Display implemented to see how it works. If you are happy with it, you can comment the Display line and remove the comment character on the Send line. The macro, as it is designed, sends the message to each address in the BCC field. It creates a new e-mail for each one and places that address in the To field of the new message. Keep Outlook security in mind when running this or any macro. It might pop up with each e-mail and it could disable running macros altogether. To get around an inability to run macros, take the following steps within Outlook. 1. Click on Tools. 2. Hover over Macro. 3. Click on Security. 4. Select Medium or Low.
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Do not forget to set the security back when you are finished with it. Leaving the security setting at a lower setting could expose your computer to the many viruses and Trojans that are out on the World Wide Web.
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Macros: Automating Outlook
As stated above, this macro, as currently written, will place the addresses in the BCC field. You can change the addresses to the TO field by changing the line Bccs = Split(colObj.BCC, ";", -1)
to Bccs = Split(colObj.TO, ";", -1)
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Tip: This macro will not run as written with Word as the e-mail editor. That option is located under the Tools menu. Click on Options and then the Mail Format tab. Uncheck the Use Word 2003 checkbox.
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Safe E-mailing
12. Safe E-mailing Protecting Against Spam and Viruses Do you really enjoy the large amount of unsolicited e-mail that comes into your Inbox? Most likely not. There are specific methods and procedures that you can use to avoid wasting time on spam. We’ll cover a few of those here along with some web sites you can review for more suggestions. Outlook 2003 includes an easy method to get rid of spam that works quite well—Junk E-mail rules. As previously mentioned, these can be locked down to the point of accepting e-mail only from a specified list of senders or domains. This method may be effective and useful in a business environment, but it means modifying the list of approved senders every time a new contact is going to send you an e-mail. Note: Blocked Senders was covered in detail previously (see Right-click E-mail Menu Options on page 8-50). After you receive an e-mail for the first time, adding a new sender or domain to this list is only a right-click away.
The main focus of this section is keeping unwanted e-mail from being received at all. By modifying the Send/Receive settings to download headers only (mentioned on page 9-14), Outlook will not download the offending (and sometimes large) e-mail. This will decrease the amount of time required to retrieve your e-mail. Just delete the obvious spam (based on the header) and then download the other messages. Another option for blocking the spam from ever being downloaded is called a spam filter. Your Internet provider may have one of these content-based filters installed. If properly set up, spam filters work well. The best use for these filters is to add a header to the potential spam message and subject. This gives the recipient a chance to decide if the message is truly spam. The reasoning behind this is that the filter may mark desired e-mail as spam and block it at the server. This has happened with automatically generated news messages. A search of the web provides the following links regarding spam filtering (plus many more): A Plan For Spam - www.paulgraham.com/spam.html
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Spam Assassin - www.spamassassin.org Unleash the Power of Outlook
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Safe E-mailing Spam Bouncer - www.spambouncer.org The Spam Filter - www.scot.demon.co.uk/spam-filter.html
Virus protection is something else that should be installed on the Internet provider’s server. Most of these scanners will check an e-mail once it is received. If it contains a known virus, the intended recipient will receive an e-mail containing the name of the virus and who sent it. The e-mail (and virus) itself is destroyed so that it can’t infect anyone. You should not leave virus protection entirely up to someone else, though. If a virus comes into your system and wipes out years of work that was always supposed to be backed up next week, it could be disastrous. Purchase a virus protection package and install it as an extra hedge against a virus infection. Verify that it protects the computer by scanning files for known viruses and that it also scans incoming e-mails. Some packages are free and some are not. A few are listed below. The first three are free for personal use. Trend Micro – housecall.antivirus.com Symantec – security.symantec.com AVG – www.grisoft.com Symantec Norton Antivirus – www.symantec.com Network Associates McAffee – www.nai.com
A search on your favorite search engine will list many different virus protection programs. The most effective approach to virus protection is to use multiple pieces of software and hope the second will catch anything missed by the first. For example, install Norton Antivirus and do a monthly scan at the Trend Micro housecall site to ensure that nothing was missed by the installed software.
Blocking External HTML Another hedge against allowing viruses and spy programs onto your computer is to enable External HTML Blocking.
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To change these settings, click on Tools, Options, and then the Security tab. Now click on the Change Automatic Download Settings button. As shown in the screen shot below, the default is to have all of these checked. This is the most secure setting.
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Safe E-mailing
Figure 12-1 Automatic Picture Download Settings
The best recommendation is to leave all of these checked. Yes, it is a bit inconvenient to click the extra button to download pictures from your EBay searches or your friend’s e-mailed newsletter. But it is a much bigger inconvenience (and quite costly) to get rid of a nasty virus that has infected your system because your security was low enough to allow it in.
Parental Controls The newly implemented Research Library is a useful tool. It allows easy gathering of information from a huge number of prestigious resources. Although informative, some of the content may not be suitable for young children.
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If young children are using this installation of Outlook, it may be a good idea to implement parental controls on the Research Library. To modify the parental controls, open a new e-mail and click on Tools and Research. In the Research Pane, you’ll find a Research Options link at the bottom. Click on that to bring up a screen that allows you to select and deselect the reference sources. This screen also has a Parental Controls button on it. Clicking on it produces the following screen.
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Safe E-mailing
Figure 12-2 Parental Control Screen
Check the Turn on content filtering … box and set a password. Now the services will automatically block results that they consider offensive.
Digital Certificates In today’s world of e-mail viruses and identity theft, many people are turning to digital certificates (or Digital ID) as a method of proving that the sender is actually who he/she claims to be. In this section, we will go through the process of requesting a Digital ID and configuring Outlook to use it. Click on Tools, Options, and the Security tab. Now click on the Get a Digital ID button. The default web browser will open up with a few links, which starts the process of acquiring a Digital ID. That screen is shown below.
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Figure 12-3 Digital ID Screen 12-4
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Safe E-mailing
1. The best known is VeriSign. Click on that link and follow the instructions provided. As of the writing of this book, there was a free 60-day trial for a VeriSign key and it was $14.95 per year. 2. After signing up, you will receive an e-mail from VeriSign. Click the Continue button in that e-mail (or as instructed) to move on to the next step of setting up a Digital ID. 3. This process now moves back to VeriSign’s web site. Click on the Install button you see there to continue. The web page will inform you when it has finished installing the certificate. Now it is time to tell Outlook to utilize it. 4. Go back to the Tools–Options–Security tab within Outlook. Check the top two boxes (Encrypt contents and attachments …, Add digital signatures …) and click Apply. 5. With the certificate installed, a new e-mail will have these two icons in one of the toolbars. Clicking on these icons toggles message encryption and the addition of the digital signature. You may be asking yourself “Do I need to get a Digital ID for my emails?” If your normal use of Outlook is just sending personal e-mail and/or joke e-mail to friends and relatives, the best decision is NO. Do you use e-mail for confidential business communication? Does it need to be verifiable and to guarantee that the received version is identical to the one sent? If so, you should get a Digital ID. And yes, it is worth the extra money for these uses.
B a c k i ng up an d Restorin g Da ta This section goes through downloading, installing, and using the Personal Folders Backup utility. It shows you how to back up selected mailbox files at whatever interval you choose. 1. In your web browser, go to http://office.microsoft.com/home/. 2. Click on the Downloads link on the left side of the page. 3. Click on Downloads For Office 2003. 4. In the Outlook 2003 section, click on Add-ins. 5. Click on PST Backup. 6. Click Download. 7. Click Open.
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8. Once in the installer, click Next to begin. 9. Read the license agreement and click that you accept it. 10. Click Next twice. Unleash the Power of Outlook
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Safe E-mailing
11. Click Finish when the installation is complete. Once PST Backup has finished installing, you will need to close Outlook if you had it running during the download. 1. Open Outlook. 2. Click File and then Backup. 3. Click Options. 4. Check which files are to be backed up and how often and click OK. 5. Click Save Backup. Note that if you choose to back up the main delivery location, you will be notified that the backup will be performed the next time you exit Outlook. The backup routine runs rather quickly. Now that the file has been backed up, you can restore it (if necessary) by importing it from the location where you stored the backup. Follow these steps: 1. Click File and then Import and Export. 2. Import from another program or file, click Next. 3. Personal folders file (.pst), click Next. 4. Either type in the location or browse to it. The default location should be something like C:\Documents and Settings\SLink\ Local Settings\Application Data\Microsoft\Outlook\ and the file will be named something similar to OutlookHotmail (1)-00000007 backup.pst.
Now that you have mastered the procedure to back up and restore your Outlook data, you need to know one of the negatives of this type of backup procedure. If your hard drive crashes and the data on it is irretrievable, your Outlook backup is also gone. The best recommendation is to point these backups to another drive in your system. An even better option is to make the destination location removable media such as zip disk, CDRW, or DVD-RW. Using this method the media can be stored away from the computer so that even a fire would not compromise your backups.
Password Protecting Your Mailbox Does your mailbox contain sensitive e-mail? It may be stuff that your kids should not be able to view. Outlook can be configured to require a password to open the mailbox file.
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Click Tools–Options–Mail Setup tab, and then Data Files. The following screen displays. 12-6
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Safe E-mailing
Figure 12-4 Outlook Data files Screen
Select the desired file and click on Settings to display the next screen. Notice the format line in the Personal folders screen. Outlook 2003 has a new format available for the mailbox file. Although this new format was introduced with the 2003 version it is also able to create and read in the old format. The new format is called Office Outlook Personal Folders File. The file shown below is in the old format.
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Figure 12-5 Personal Folders File Unleash the Power of Outlook
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Clicking on the Change Password button lets you assign or change the password on the mailbox file. With a password assigned to the mailbox, the user will be presented with the screen shown below every time Outlook starts.
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Figure 12-6 Change Password Dialog Box
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Troubleshooting Outlook
13. Troubleshooting Outlook Are there problems when running Outlook? Maybe you can’t delete a calendar appointment or there are problems with the folder structure. This section provides the resources for troubleshooting and fixing most Outlook problems.
D e t e c t an d R e p a ir The first resource for troubleshooting resides on the Outlook Help menu. It is called Detect and Repair. This will check your Outlook installation for missing or corrupted files and fix them. It should fix most problems you might encounter. If you have run Detect and Repair and the problems are not fixed, refer to the startup switch references below.
Command Line Switches First, let’s go over the basics. The command line that starts Microsoft Outlook is Outlook.exe. Placing a forward slash (/) followed by the switch name and any parameters for the switch executes the desired functionality of that switch. 1. Search for the Outlook executable file, Outlook.exe, and make a note of its path. The default path is: C:\Program Files\Microsoft Office\Office11\Outlook.exe
2. Click Start, and then click Run. 3. In the Open box, type the complete path written down from step 1, including the file name. Press the spacebar once, and then type a forward slash (/) followed by the switch. 4. To run the command, click OK. Note that some of the switches have the notation For Advanced Users beside them. The reason they are tagged as advanced is that they generally relate to Exchange Server or Collaboration Data Objects (CDO), and most users won’t want to use them without specific instructions to do so. For example, if you want to use the FIRSTRUN switch, the command you type in the Open box should look like this:
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"C:\Program Files\Microsoft Office\Office11\Outlook.exe" /Cleanreminders
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Troubleshooting Outlook
Paths that include spaces between words must be enclosed in quotation marks (") and are case sensitive. This is the reason for the quotes around the command line shown above. Switches do not go in quotes. The switches and their functions are listed below. /a
Creates an item with the specified file as an attachment. Example: “C:\Program Files\Microsoft Office/Office11/Outlook.exe” /a “C:\YourFile.doc” If no item type is specified, IPM.Note (see /c below for item type explanation) is used. IPM.Note cannot be used with message classes that aren’t based on Outlook. /altvba otmfilename – For Advanced Users
Opens the VBA program specified in otmfilename, rather than VbaProject.otm. /autorun macroname – For Advanced Users
Opens Outlook and immediately runs the macro specified in macroname. /c messageclass
Creates a new item of the specified message class (Outlook forms or any other valid MAPI form). Examples: /c /c /c /c /c /c
ipm.activity creates a new Journal entry ipm.appointment creates a new calendar entry ipm.contact creates a new contact ipm.note creates a new e-mail message ipm.stickynote creates a new note ipm.task creates a new task
/checkclient
Prompts for the default manager of e-mail, news, and contacts. This is useful if you need to change the program automatically opened for e-mail. /cleanclientrules
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Deletes rules that have been set up within Outlook. Use this with caution since it will remove all of your rules. If you have some that you want to keep, write them down before running this switch.
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Troubleshooting Outlook /cleandmrecords For Advanced Users
Deletes the logging records saved when a manager or a delegate declines a meeting. /cleanfinders For Advanced Users
Removes Search Folders from the Microsoft Exchange server store. /cleanfreebusy
Clears and regenerates free/busy information. This switch can only be used when you are able to connect to your Microsoft Exchange server. /cleanprofile
Removes invalid profile keys and recreates default registry keys where applicable. /cleanpst
Launches Outlook with a clean Personal Folders file (.pst), which is the data file that stores your messages and other items on your computer. You can assign a .pst file to be the default delivery location for e-mail messages. You can also use a .pst to organize and back up items for safekeeping. /cleanreminders
Clears and regenerates reminders. /cleanrules
Starts Outlook and deletes client- and server-based rules. /cleanschedplus
Deletes all Schedule+ data (free/busy, permissions, and .cal file) from the server and enables the free/busy information from the Outlook Calendar to be used and viewed by all Schedule+ 1.0 users. /cleanserverrules For Advanced Users
Starts Outlook and deletes server-based rules. /cleansniff
Deletes duplicate reminder messages. /cleansubscriptions
Deletes the subscription messages and properties for subscription features. /cleanviews
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Restores default views. All custom views you created are lost. Unleash the Power of Outlook
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Troubleshooting Outlook /designer
Starts Outlook without figuring out if Outlook should be the default client in the first run. /embedding For Advanced Users
Opens the specified message file (.msg) as an OLE embedding. Also used without command line parameters for standard OLE co-create. /explorer
Opens the new window in Explorer mode (link bar on). /f msgfilenam
Opens the specified message file (.msg) or Microsoft Office saved search (.oss). /firstrun
Starts Outlook as if it were running for the first time. /folder
Opens a new window in Folder mode (Navigation Pane off). /hol holfilename For Advanced Users
Opens the specified .hol file. /ical icsfilename For Advanced Users Opens the specified .ics file. /importprf prffilename
Launches Outlook and opens/imports the defined MAPI profile (*.prf). If Outlook is already open, queues the profile to be imported on the next clean launch. /l olkfilename For Advanced Users
Opens the specified .olk file. /launchtraininghelp assetid
Opens a Help window with the Help topic specified in assetid. /m e-mailname
Provides a way for the user to add an e-mail name to the item; only works in conjunction with the /c command-line parameter. Example:
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Outlook.exe /c ipm.note /m e-mailname
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Troubleshooting Outlook /nocustomize
Starts Outlook without loading outcmd.dat (customized toolbars) and *.fav file. /noextensions
Starts Outlook with extensions turned off, but listed in the Add-In Manager. /nopollmail
Starts Outlook without checking mail at startup. /nopreview
Starts Outlook with the Reading Pane off and removes the option from the View menu. /p msgfilename
Prints the specified message (.msg). Does not work with HTML. /profile profilename
Loads the specified profile. If your profile name contains a space, enclose the profile name in quotation marks ("). /profiles
Opens the Choose Profile dialog box regardless of the Options setting on the Tools menu. /recycle
Starts Outlook using an existing Outlook window, if one exists. Used in combination with the /explorer or /folder switch. /resetfoldernames
Resets default folder names (such as Inbox or Sent Items) to default names in the current Office user interface language. For example, if you first connect to your mailbox Outlook using a Russian user interface, the Russian default folder names cannot be renamed. To change the default folder names to another language such as Japanese or English, you can use this switch to reset the default folder names after changing the user interface language or installing a different language version of Outlook. /resetfolders
Restores missing folders for the default delivery location. /resetnavpane
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Clears and regenerates the Navigation Pane for the current profile. Unleash the Power of Outlook
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Troubleshooting Outlook /rpcdiag For Advanced Users
Opens Outlook and displays the remote procedure call (RPC) connection status dialog. /s filename
Loads the specified shortcuts file (.fav). /safe
Starts Outlook without extensions, Reading Pane, or toolbar customization. /safe:1
Starts Outlook with the Reading Pane off. /safe:2
Starts Outlook without checking mail at startup. /safe:3
Starts Outlook with extensions turned off, but listed in the Add-In Manager. /safe:4
Starts Outlook without loading Outcmd.dat (customized toolbars) and *.fav file. /select foldername
Starts Outlook and opens the specified folder in a new window. For example, to open Outlook and display the default calendar use: "c:\Program Files\Microsoft Office\Office11\Outlook.exe" /select outlook:calendar /sniff
Starts Outlook and forces a detection of new meeting requests in the Inbox, and then adds them to the calendar. /t oftfilename
Opens the specified .oft file. OFT is the Outlook template. It could be pre-filled e-mail, a pre-set calendar item, or pretty much anything imaginable. /v vcffilename
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Opens the specified .vcf file. VCF is a VCard file. It may be a contact item that has been saved as a vCalendar.
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Troubleshooting Outlook /vcal vcsfilename
Opens the specified .vcs file. VCS is a vCalendar file. It may be a calendar item that has been saved as a vCalendar. /x xnkfilename
Opens the specified .xnk file. XNK is an Outlook Shortcut file. Although all of the command line settings are listed for reference purposes, it is not expected that the average user will have a use for all of them. The most useful startup switches are: CleanFreeBusy CleanProfile CleanReminders CleanRules CleanViews FirstRun ResetFolders ResetNavPane Safe: (with 1,2,3, or 4 also) Notice the overall purpose of these is CLEAN or RESET. If your Outlook starts to behave erratically, these switches could be of great use.
Inbox Repair Tool A tool that you can us to recover your mailbox is called ScanPST. It is generally located at C:\Program Files\Common Files\System\Msmapi\1033
This location could vary if Outlook is installed in a custom location or the default language on the system is not US English. The First rule to keep in mind when running recovery tools on any file is to make a copy of the file before attempting to repair it. The possibility exists that instead of repairing whatever problems exist it could make them worse. If the repair does not seem to have worked, the original, untouched file still remains.
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You need to know the location of the mailbox file before you run ScanPST. You can discover this by clicking Start, Search and looking for *.PST.
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Troubleshooting Outlook
Troubleshooting and Managing Outlook Views This section will be helpful if your information does not appear as you expect it to. The reason for this could be missing buttons, a filter set incorrectly, incorrect views, and so on. Some of the terms I use may require explanation.
Missing Buttons Problem
Solution
I can’t rename a view because the Rename button is disabled.
If the current view is a standard view, you cannot rename it. Instead, copy the standard view, give it a new name, and then change the settings if you haven't already customized the view the way you want.
My Address Bar is missing.
To go to a Web site, you can pull up your browser and type the address in. If you would rather skip these few extra clicks, you can use the Address Bar to go to a Web site. Click the View menu, point to Toolbars, click Web. Now that the address bar is displayed in Outlook, you can type the (web or local) address there.
The button I want is not in the Navigation Pane.
To add or remove buttons in the Navigation Pane, click Configure Buttons (generally located in the bottom right corner of the Navigation Pane). Click Add or Remove Buttons, and then click the button you want.
Tip: To rearrange the buttons displayed in the Navigation Pane, click Configure Buttons, and then click Navigation Pane Options. Find the Display buttons in this order list; click the button you want to change, and then click Move Up or Move Down.
Disappearing Items Problem
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Items disappear when switching to another view. 13-8
Solution Some items in a folder may be temporarily hidden if the view you are using includes a filter. To see all of the items, remove the filter. Unleash the Power of Outlook
Troubleshooting Outlook
Removing a Filter 1. On the View menu, point to Arrange By, and then click Custom. 2. Click Filter. 3. Click Clear All. Tip: You can quickly tell if a view filter has been applied to a folder by checking to see if the status bar displays the words Filter Applied in the lower-left corner of the screen. Multiple Filters Applied indicates that both a synchronization filter and a view filter have been applied. A synchronization filter allows you to choose which items are downloaded or kept in your Offline Folder Files
Can’t Edit Items Problem
Solution
I can’t edit my items.
Some fields cannot be edited directly in a card view type. For example, you cannot edit the contact name in the card heading or the contents of the Notes field. To edit this information, you must open the contact. You may have switched to a view in which editing is off. In a card or table view type, you can switch editing on or off. See Toggling Editing On and Off below. You may have changed to a multi-line layout. In-cell editing cannot be done in multi-line layout, and when you change from single-line layout to multi-line layout, in-cell editing is automatically turned off. If you switch to single-line layout, in-cell editing will be automatically turned back on.
Toggling Editing On and Off 1. On the View menu, point to Arrange By, Current View, and then click Customize Current View. 2. Click Other Settings.
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3. Select or clear the Allow in-cell editing check box.
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Troubleshooting Outlook
Text Displays Incorrectly In multi-line layout, automatic formatting rules apply only to the first line of text. Switch to single-line layout if you want all the lines of your message to be automatically formatted.
Using automatic formatting, only the first line of my message displays correctly.
Missing Shortcuts Problem
Solution By default, new shortcuts that you create will always be added to the shortcut group. Click the shortcut you added, and then drag it to the new group you created.
I have created a new group and my new shortcut doesn’t show there.
Problems with Views Problem
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The view I created is not shown.
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Solution When you create a custom view, the view is added to the Current View submenu. To switch to the new view, on the View menu, point to Arrange By, Current View, and then click the view you want. A view can only be used for the same type of folder it was created for. For example, if you create a view for Inbox, you can't use it for Tasks. To use the same view settings, you must create another view in Tasks. You can set a custom view to be available in the current folder or in all folders of the same type; for example, all Contacts folders. The view you want to use may not be available in the folder you are in. Switch to the folder you created the view in, copy the view, and then change where it can be used.
Unleash the Power of Outlook
Troubleshooting Outlook
I added columns to a Table view but I can’t see all of them.
Microsoft Outlook automatically resizes all column headings in the Table view to fit in the Outlook window. That way you don't have to scroll to see the columns. In multi-line layout, Outlook displays only a few fields or columns; however you can see more by changing the number of lines that display. You can also see more columns by switching to single-line layout.
The current view pane no longer shows folder views.
You have selected the Only show views created for this folder check box in the Custom View Organizer dialog box. To display the views on the View menu, point to Arrange By, Current View, and then click Define Views. Clear the Only show views created for this folder check box.
Can’t Copy Information Because Field Is Not Displayed I want to copy information from a field that isn’t displayed.
You need to display the field in the current view, verify that in-cell editing is turned on, and then copy its contents. See below for details.
Copying Information from a Field That Is Not Displayed 1. On the View menu, point to Arrange By, Current View, and then click a table view type. 2. Add the columns whose contents you want to copy to the view. Tip: In a table, a field is a column that contains information. In a card, a field is a box with a label that contains information.
3. On the View menu, point to Arrange By, and then click Custom. 4. Click Fields. 5. Do one of the following: a) Add a field or column
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b) In the Available fields box, click the field you want to add.
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Troubleshooting Outlook
c)
If the field you want is not in the Available fields box, click a different field set in the Select available fields from box, and then click a field.
6. Click Add. Removing a Field or Column from View 1. In the Show these fields in this order box, click the field you want to remove. 2. Click Remove. Tip: To quickly remove a column, drag the column heading away from the row until an X appears through the column heading, mouse button.
and then release the
Enabling In-cell Editing and Text Copying 1. On the View menu, point to Arrange By, and then click Custom. 2. Click Other Settings. 3. Select the Allow in-cell editing check box, and then click OK. 4. Select the text you want to copy. 5. On the Edit menu, click Copy. 6. Switch to the other program or to the item where you want to copy the information. 7. On the Edit menu, click Paste.
Multi-line Layout Doesn’t Make Sense Problem
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The information in my multi-line layout doesn’t make sense.
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Solution Multi-line layout normally displays four fields (From, Subject, Date, and Icon). If you have changed the order of the fields (columns) or added a text field to the column order before the From or Subject fields, your message information may display incorrectly in multiline layout. Unleash the Power of Outlook
Troubleshooting Outlook
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Switch to single-line layout and review and rearrange your column headings. The fields should be ordered so that From and Subject are the first two text fields, and the Date field (Received or Sent) is the first date field. You can specify that additional fields appear on lines following these default fields.
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Troubleshooting Outlook
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Talking to Outlook
14. Talking to Outlook I am sure you have seen movies where people talk to a computer and it responds. That is actually possible in the recent Outlook versions. Once the voice capacity is installed, the following toolbar will be displayed in the foreground of speech-capable applications (such as Word, Excel, Outlook, and many others).
Figure 14-1 Voice Command Toolbar
Of course, you need a microphone. A standard headset microphone (with noise cancellation) works great for this purpose. As a matter of fact, I am speaking to the computer at this moment. It has only missed one word so far, when it put “had” instead of “at” in the previous sentence. Clicking on the Microphone button activates the microphone to send dictation or commands. It is quite easy to switch from one mode to the other; just click on the corresponding button. Voice commands such as Cut, Paste, Copy, and Undo can be used in combination with highlighting with the mouse to easily edit an e-mail. The Speak button will actually read a passage that is highlighted. If that passage was dictated to the computer, it is played in the actual voice that recorded it. If it reads typed text, the voice is a computerized voice of your choosing.
Giving Your Computer a Voice
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Click Start, Control Panel, Speech, and the Text to Speech tab to open the following screen.
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Talking to Outlook
Figure 14-2 Selecting Speech Properties
This is where you select a default voice. The three default choices are shown in the drop down box. Once you choose a voice, the computer tells you in that voice which “person” you have chosen. You can also set the voice speed here.
Training the Speech Module You train the computer to recognize your speech patterns and words by reading books to it. The minimum training time that you should expect is thirty minutes.
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You will be reading literature such as Aesop’s Fables and The Wonderful Wizard of Oz so that the computer can learn to recognize your voice. There are eight default stories to choose from. Better and more accurate speech recognition comes from reading as many of these stories as time will allow.
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Talking to Outlook
You can read them all at once if you can stand it, or just one or two at a time. Click on the Tools button on the speech bar shown above to perform additional training (see Figure 14-1). Although training provides a more accurate start, the system also learns an individual’s speech patterns with use. You will notice that the accuracy improves as you used it more and more. Like everything else that is computer related, the speech module can be customized. Click on the Tools button (on the speech bar) and then Options. The screen shown below will appear.
Figure 14-3 Changing Speech Input Settings
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Now it will become a habit to talk to your computer even if you don’t have the headset on.
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Talking to Outlook
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Instant Messaging
15. Instant Messaging Do you have friends who are active with Windows Instant Messenger? Wish you could join them? Setting up an account is easy and free. As a matter of fact, if you already have a Hotmail account, half of the job is done. In this section we will cover setting up a Hotmail account and linking that to Instant Messenger. Take a look at the Start bar. There is probably an icon a little green man.
that looks like
Double click on it; a Windows Messenger screen appears. If your system has never been set up for WM, the next thing to do is click on the link to sign in. Click Next on the .Net Passport Wizard opening screen. The next screen asks if you have an e-mail address. For security purposes many people don’t want to associate their “regular” e-mail address with an Instant Messaging account, so we will choose to create a new Hotmail account. Select No and click Next twice. Now the default web browser opens to the Hotmail registration screen (see below) and allows you to create a new e-mail address.
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Figure 15-1 Registering a New Hotmail Account Unleash the Power of Outlook
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Instant Messaging
Notice that the secret question and other security information are omitted from the screen. It would be a quite negligent to publish everything about your e-mail addresses for the world to see! Fill in all the information and click on the I Agree button. The Windows Messaging wizard then comes back into play. Click Next to associate the Passport information with the Windows user account. At last, everything is set up and you are in the world of Instant Messaging! Make note of my e-mail address and Messenger ID,
[email protected]. If you have any questions, comments, or have need of further explanation of topics covered here, feel free to e-mail or IM me at this address. The Windows Messenger screen is shown below.
More Button
Figure 15-2 Windows Messenger Screen
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Click on Add a Contact to add all of your friends and start chatting (and More).
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Instant Messaging
Saving a Conversation If there has been a lengthy conversation and you need to save it for future reference, you can click File and then Save As in the conversation window. Outlook saves the conversation in a plain text file readable by Windows Notepad, Word, or any other text editor.
The More Button You now have the ability to send a file or photo, have a voice conversation, and more. Clicking on the More option allows you to share an electronic whiteboard with other users. An example is shown below.
Figure 15-3 Whiteboard Screen
Choose which online user to start a whiteboard conversation with and click OK to begin. Whatever is entered on one whiteboard is shown on the other. This appears as a standard Paint screen. You can type, draw, highlight, etc. The option for saving the screen is also available.
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Application sharing is also available under More. Choose a user and click OK. Once the user accepts the invitation, choose which application to share (shown on the following page).
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Instant Messaging
Figure 15-4 Sharing an Application
Choose the application to share and click on the Share button. As shown at the bottom of the screen, the remote user can also be given control of the host system.
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Once upon a time remote control of a computer required a separate program to be purchased. It seems to be integrated into Messenger very nicely, if used through a fast Internet connection.
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Newsgroups
16. Using Newsgroups Internet Newsgroups are A valuable source for information. The newsgroup viewer used is actually Outlook Express. Your Internet Service Provider (ISP) should have provided the addresses for their newsgroup servers upon signup. In this section, we will go through the procedure of setting up the newsgroup information and using one of the Microsoft Outlook newsgroups. News is not a default button on the standard toolbar (which generally has Print, Send/Receive, etc.). In a previous section, we covered customizing toolbars and menus (see page 5-2). This is a good time to practice the procedures learned there to add the News button to the standard toolbar. The procedure will be explained here, but refer to the previous customization section for exact screenshots. 1. Click on the Tools menu, Customize, and the Commands tab. Click on Go (on the left side) and scroll in the list until News is displayed. 2. Click on News and drag it to the toolbar where you want to add it. Now that the News button has been added, click on it any time to view the subscribed newsgroups. 3. Next, click on News, connect to the Microsoft news server, and subscribe to their Outlook newsgroup. 4. With Outlook Newsreader opened, click on Tools and Accounts. The following screen should display. Click on the Add button in the upper right corner.
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Figure 16-1 Adding a News Account Unleash the Power of Outlook
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Newsgroups
5. Click on News to pull up the Internet Connection Wizard. Enter the user information as requested. Since newsgroups are “farmed” for email addresses, it is suggested that you enter a pseudonym for the name field and enter a modified e-mail address. For instance, to ward off unwanted spam, I might enter the e-mail address
[email protected]. A real person who wants to send e-mail to this address will be able to remove the added seven characters, but the automated address programs will not be able to accomplish that feat. Also, do not use standard words such as NOSPAM (or similar) because the e-mail farming programs can be easily set to clean that up. 6. The news server being used is news.microsoft.com. That news server does not require log on, so leave the check box empty. When prompted, click Finish to add the news server. 7. Click on Tools and Newsgroups. A screen similar to the one shown below appears.
Figure 16-2 Adding a News Server
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The highlighted account is news.microsoft.com, and the Newsgroup listing displays all newsgroups that contain the word “outlook”. Notice the folder icon beside of some of the newsgroups. This indicates the newsgroups to which you have subscribed; the list of new messages is shown in bold in the Newsreader program. 16-2
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Newsgroups
Posting to a Newsgroup Posting a message in a newsgroup is basically the same procedure as sending an e-mail. Click on the New Post button (generally in the upper left corner) to create a new posting to the newsgroup. The screen pictured below will display.
Figure 16-3 Posting a Newsgroup Message
The news server and newsgroup are already filled in, but you can change them if necessary. This message can also be sent to other e-mail addresses by placing them in the CC field. Type your subject and message. Click Send to post it. A message may display as a reminder that your message may not appear immediately in the newsgroups. See the following screen for a sample screen shot and posting.
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Figure 16-4 Screen Shot Showing Posted Message
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Newsgroups
The highlighted posting appeared less than 15 minutes after posting it. Notice that I didn’t change the name before sending the message so it is properly displayed. Although the newsgroups provide a wide area for abuse by spammers and others, they also provide a great amount of help from highly qualified individuals (Outlook MVPs, for example).
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A useful security measure (just like Junk Senders list) is the ability to block newsgroup senders. Click on Tools and Message Rules. Choose News or Blocked Senders list. These work in the same fashion as e-mail rules and blocked senders.
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Are You Certifiable?
17. Are You Certifiable? After using Outlook and the Office Suite you may decide that it is time to get a certificate that confirms what you know. That is where Certification programs come into the picture. There are three levels of certification available – Specialist, Expert, and Master. These are available for the Office 2000, 2002, and 2003 versions, although the 2003 certification was not ready as of the writing of this book. The specifications of the levels are explained below.
Outlook Specialist It is required that you know how to: Create and view messages Manage messages Properly utilize scheduling Create and manage contacts, tasks, and notes Specialist certification is available for Word, Excel, PowerPoint, Access, and Outlook. One exam covers each program and results in an individual certificate.
Expert The Expert certification level includes only Word and Excel. The exams for this level are more advanced than those in the Specialist level. The requirements are shown below. Word It is required that you know how to: Customize paragraphs Format documents Customize tables Create and modify graphics Customize Word
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Perform workgroup collaboration Use mail merge.
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Are You Certifiable?
Excel It is required that you know how to: Import and export Managing workbooks Formatting numbers Work with ranges Customize Excel Audit worksheets Summarize data Analyze data Perform workgroup collaboration.
Master This is the highest level of certification you can achieve. The previous levels include one test and one certification achieved. In order to acquire Master certification, exams are required in Word, Excel, and PowerPoint. Additionally, you need to take an exam in either Access or Outlook. There are two versions of the Word, Excel, and PowerPoint exams. These are the Specialist level and the Expert/Master level exams. The Specialist exams on Access and Outlook also apply for completion of the Master requirements. The allotted time for each exam is 45 minutes and consists of 21-24 questions involving 49-56 tasks. See the web page below for more information on local testing locations. http://www.microsoft.com/learning/mcp/officespecialist/
One Raleigh, NC testing center charges $65 per test. This price may vary.
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Since the subject of this book is Outlook, there are twelve examples of Outlook 2002 exam questions below, three from each of the four different areas mentioned above.
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Are You Certifiable?
E-mail 1. When searching for a word in an e-mail, you can search through: (select all that apply) a. A specific folder b. All mail folders c. Sent mail d. Received mail e. Inbox 2. An automatic send/receive can be scheduled when Outlook is: (only one answer is correct) a. Online b. Offline c. Both d. Neither 3. What is the limit to the number of subfolders that can be assigned? (only one answer is correct) a. 3 b. 5 c. 7 d. No limit Calendar 1. Circle the names of correct calendar views (circle all that apply) a. Day b. Week c. Month d. Year e. Workweek 2. True or false: The only method of calendar sharing is through Exchange Server. 3. Which of these reminder settings are correct? a. 5 minutes b. 12 minutes c. 6 hours
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d. 1 week Unleash the Power of Outlook
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Are You Certifiable?
Contacts 1. How many different phone numbers are available for a single contact? a. 6 b. 10 c. 15 d. 19 e. Any number 2. True or false: You can add a contact’s picture to their record. 3. What is the shortest procedure for mapping the address of a contact? a. Go to www.mappoint.com and enter the address b. Use a road map and highlighter c. Click the “Display map of address” button d. Click the “Map-It” button Tasks 1. Which of these views show the percent completion of a task? (circle all that apply) a. Simple List b. Detailed list c. Active tasks d. Overdue tasks e. Assignment 2. Can an e-mail easily be turned into a task? 3. Will a task that is set for monthly recurrence automatically end after twelve occurrences?
Answers
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E-mail 1 – a,b,c,d,e 2–c 3–d Calendar 1 – a,b,c,e 2 – False 3 – a,c,d 17-4
Contacts 1–e 2 – True 3–c Tasks 1 – b,c 2 – Yes 3 – No Unleash the Power of Outlook
Appendix A
Appendix A Keyboard Shortcuts If you would prefer to use the keyboard for all of your commands, you can do it. In this section, you’ll become acquainted with ways to use most of the functions within Outlook from the keyboard. This appendix is divided into various sections, with the shortcuts that apply listed in each section. Many of these work also in other programs within the Office 2003 suite.
Shortcuts for the Help Pane Shortcut
Action
TAB
Move forward one item within the Help Pane (Next)
SHIFT TAB
Back up one item within the Help Pane (Previous)
ENTER
Perform the action associated with the highlighted item
DOWN ARROW
Scroll down through the Help Pane
UP ARROW
Scroll up through the Help Pane
ALT LEFT ARROW
Open the previous Help Pane
ALT RIGHT ARROW
Open the next Help Pane
CTRL SPACE
Open the Help Pane options menu
CTRL F1
Open or close the Help Task Pane
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Shortcuts for the Help Window Shortcut
Action
TAB
Select the next hyperlink
SHIFT TAB
Select the previous hyperlink
ENTER
Perform the action associated with the highlighted item
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Appendix A
Shortcut
Action
ALT RIGHT ARROW
Open the next help topic
ALT LEFT ARROW
Open the previous help topic
CTRL P
Print the selected help topic
ALT U
Alternate between “tiled” and “untiled” mode within the help window
Shortcuts for General Menu and Toolbar Shortcut
Action
F10
Toggle selection/deselection of the menu bar
TAB
Go to the next item on the toolbar
SHIFT TAB
Go to the previous item on the toolbar
CTRL TAB
Select the next toolbar
CTRL SHIFT TAB
Select the previous toolbar
ENTER
Open the highlighted menu or perform the selected action
SHIFT F10
Display a shortcut menu for the highlighted item
ALT SPACE
Selected window shortcut menu
HOME
Go to the first item in a menu
END
Go to the last item in a menu
ESC
Close the currently open menu
CTRL DOWN ARROW
Display all commands within the menu
CTRL ESC
Bring up the Start menu
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Shortcuts for Basic Outlook Navigation Shortcut
Action
CTRL 1
Go to Mail Pane
CTRL 2
Go to Calendar Pane
CTRL 3
Go to Contacts Pane
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Appendix A
Shortcut
Action
CTRL 4
Go to Tasks Pane
CTRL 5
Go to Notes Pane
CTRL 6
Go to Navigation Pane Folder List
CTRL 7
Go to Navigation Pane Shortcuts List
F6
Switch to another pane
TAB
Move between the main Outlook window, Navigation Pane, and Reading Pane
CTRL Y
Select Outlook folder to be opened
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Shortcuts for Item Creation and Manipulation Shortcut
Action
CTRL SHIFT A
New Appointment
CTRL SHIFT C
New Contact
CTRL SHIFT E
New folder
CTRL SHIFT H
New Document
CTRL SHIFT J
New Journal entry
CTRL SHIFT K
New Task
CTRL SHIFT L
New Distribution List
CTRL SHIFT M
New Message
CTRL SHIFT N
New Note
CTRL SHIFT Q
New Meeting Request
CTRL SHIFT S
Post item in the selected folder
CTRL SHIFT U
New Task Request
CTRL SHIFT X
New Fax
CTRL S
Save the item open on your screen
ALT S
Save and close the current item
F12
Save As
SHIFT F1
View screen tip
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Appendix A
Shortcut
Action
CTRL D
Delete the current item
CTRL P
Print the current item
CTRL-Z
Undo the last function
CTRL SHIFT Y
Copy selected item(s)
CTRL SHIFT V
Move selected item(s)
F3
Open search toolbar
CTRL SHIFT F
Open Advanced Find
CTRL SHIFT P
Create Search Folder
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Shortcuts for E-mail Shortcut
Action
ALT K
Verify recipient names (Word as e-mail editor)
ALT S
Send message
CTRL F
Forward message
CTRL K
Verify recipient names (Outlook as e-mail editor)
CTRL Q
Mark as read
CTRL R
Reply
CTRL SHIFT B
Open address book
CTRL SHIFT G
Open Flag For Follow-up dialog
CTRL SHIFT I
Switch to Inbox
CTRL SHIFT O
Switch to Outbox
CTRL SHIFT R
Reply to all
CTRL SHIFT S
Post to selected folder
DOWN ARROW
Scroll down through messages
F7
Spell check message body
F9
Check for new mail (all accounts)
INSERT
Quick Flag selected message
UP ARROW
Scroll up through messages
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Appendix A
Shortcuts for Appointment and Tasks Shortcut
Action
ALT C
Accept meeting request
ALT D
Decline meeting request
Shortcuts for Contacts Shortcut
Action
F11
Search for contact
CTRL SHIFT D
Dial phone number of contact
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Shortcuts for Formatting Text Shortcut
Action
ALT O
Open Format menu
SHIFT F3
Change case of selected text
CTRL B
Bold
CTRL SHIFT L
Change to bulleted item
CTRL I
Italicize
CTRL T
Increase indentation
CTRL SHIFT T
Decrease indentation
CTRL L
Left align
CTRL E
Center text
CTRL R
Right align
CTRL U
Underline
CTRL ]
Increase font size
CTRL [
Decrease font size
CTRL X
Cut
CTRL C
Copy
CTRL V
Paste
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Appendix A
Shortcut
Action
CTRL SHIFT Z
Clear all text formatting
CTRL LEFT CLICK
Edit a URL contained in the body of an item
Shortcuts for Working with Table Views Shortcut
Action
ENTER
Open item
CTRL A
Select all
PAGE DOWN
Select the item at the bottom of the View Pane
PAGE UP
Select the item at the top of the View Pane
SHIFT DOWN ARROW
Extend a selected group by one
SHIFT UP ARROW
Shorten a selected group by one
CTRL DOWN ARROW
Next item without increasing the size of the list
CTRL UP ARROW
Previous item without shortening the list
CTRL SPACE
Toggle selection of the active item
B5A379D2-86FC-4168-A87A-2D8A07E30702
Shortcuts for Working With Day/Week/Month Views Shortcut
Action
ALT – (hyphen)
Switch to WEEKS view
ALT = (equals)
Switch to MONTHS view
ALT 0
View ten days starting with current
ALT 1 thru ALT 9
View multiple days
ALT DOWN ARROW
Date navigator, same day of next week
ALT DOWN ARROW
Day view, move item to same day and time a week later
ALT END
Date navigator, last day of week
ALT HOME
Date navigator, first day of week
ALT PAGE DOWN
Date navigator, last day of month
ALT PAGE UP
Date navigator, first day of month
A-6
Link Em up on Outlook
Appendix A
Shortcut
Action
ALT UP ARROW
Date navigator, same day of last week
ALT UP ARROW
Day view, move item to same day and time a week earlier
DOWN ARROW
Next time section
END
Day view, end of the workday
END
Week or month view, last day of week
F6
Switch between Calendar, Taskpad, and Folder Lists
HOME
Day view, start of the workday
HOME
Week or month view, first day of week
PAGE DOWN (month view)
Same day five weeks later
PAGE DOWN (week view)
Same day of next week
PAGE UP (month view)
Same day five weeks earlier
PAGE UP (week view)
Same day or previous week
SHIFT DOWN ARROW
Increase selected time section
SHIFT TAB
Previous appointment
SHIFT UP ARROW
Decrease selected time section
TAB
Next appointment
UP ARROW
Previous time section
B5A379D2-86FC-4168-A87A-2D8A07E30702
Shortcuts for Address Card Views Shortcut
Action
UP ARROW
Previous address card
DOWN ARROW
Next address card
HOME
First address card
END
Last address card
Link Em Up on Outlook
A-7
B5A379D2-86FC-4168-A87A-2D8A07E30702
Appendix A
Shortcut
Action
PAGE UP
Select the first address card on the page
PAGE DOWN
Select the last address card on the page
CTRL SPACE
Toggle selection of the currently highlighted address card
SHIFT HOME
Select from the current address card to the top
SHIFT END
Select from the current address card to the last
F2
Select the first field in the current address card
TAB
Move to the next field in the address card
SHIFT TAB
Move to the previous field in an address card
A-8
Link Em up on Outlook
Index
Index A
B5A379D2-86FC-4168-A87A-2D8A07E30702
Accepting/Denying Meeting Requests, 5-7, 5-8 Access, Importing Data, 9-22 Accessing an Address Book, 4-6 Accessing Calendars, Contacts, and E-mail Remotely, 2-1 Account Options, 3-2–5 Address Books, 3-3, 3-5 Default Account, 3-2 Organization, 3-2 Reply Address, 3-2 Accounts, Sending/Receiving E-mail, 9-12– 14 Automatic Checking, 9-13 Act, Importing Data, 9-22 Actions Menu, 4-6, 4-7 Activating Outlook, 3-7 Active Appointments, 5-30 Activities Tab Contacts, 8-33, 8-53. See also Journal Appointments, 8-33 E-mail, 8-33 Journal Entries, 8-33 Notes, 8-33 Tasks, 8-33 Add Button Rules, 7-13 Add Holidays Button, 4-6, 5-9, 8-11 Adding a News Account, 16-1–3 Adding Address Books, 3-3, 3-5 Adding Buttons to the Navigation Pane, 13-8 Contacts, 8-24, 8-25, 8-38, 11-1, 13-2 E-mail Name to Item, 13-4 Folders, 4-2, 7-1, 7-2 Holidays to Calendar, 4-6, 5-9, 8-11 Hyperlinks to Web Pages, 5-5 Mailbox Files, 4-2 Properties to Attachments to Enable Reply with Changes, 5-7 Recipient to Safe Senders List, E-mail Right-click Menu, 8-48 Reminders, 8-48 Sender to Blocked Senders List, 8-48 Sender to Safe Senders List, 8-48
Unleash the Power of Outlook
Sender’s Domain to Safe Senders List, 8-48 Signatures, 5-12–15 Entries to Junk E-mail List, 4-7 Additional Contacts Index, 8-35 Address Bar, 13-8 Address Books, 3-5, 4-6, 8-42, 8-43 Accessing, 4-6 Location, 3-5 Naming, 3-5 Sending/Receiving E-mail, 8-43 Viewing Contacts, 8-42, 8-43 Address Card View, 8-27 Shortcuts, A-7 Sorting, 8-28 Address Entering, 8-30 Address Mapping, 9-5, 9-6 Addressing E-mail, 4-7, 5-7, 5-39 Advanced E-mail Options, 5-38–40 Button, 8-47 Configuring, 1-1, 5-6, 8-47 Advanced Finds, 9-29 Advanced Tab, 9-29 Messages Tab, 9-29 More Choices Tab, 9-29 Advanced Search, 7-16–20, 9-29, A-4 Time Option, 7-17 Advanced Tab, 7-20, 7-21 Filtering, 7-20, 7-21 Advanced Toolbar, 5-1 After Processing Move Receipts to, 5-8 All Day Events Calendar Right-click Menu, 8-12 All Fields Contacts, 8-33, 8-34 All Fields Tab Contacts, 8-33, 8-34 Allow Comma as Address Separator, 5-7 Always Send, 5-8 Answers From Other Users Help, 10-2. See also Help Application Sharing, 15-3 Appointment and Tasks Shortcuts, A-5 Appointments, 1-2, 7-16–20, 8-12, 8-19– 23, 8-33, 8-36, 9-16–18, 9-29, A-3, A-5 Calendars, 8-12 Concurrent, 8-19 Contacts, 8-36 Activities Tab, 8-33
I-1
Index
B5A379D2-86FC-4168-A87A-2D8A07E30702
Recurring, 8-21–23 Searching, 7-16–20, 9-29 Sharing, 9-16–18 Viewing, 1-2 Archive Menu Item, 4-2, 4-3, 9-29 Archive Settings, 4-2 Permanently Delete Archived Items, 4-2 Archived Items Permanently Deleting, 4-2 Archiving, 1-2, 4-2, 4-3, 9-10, 9-11, 9-29 Items, 1-2 Strategies, 9-10, 9-11 Arrange By Menu Item, 4-4, 5-3, 5-24, 532, 11-4, 13-9–12 Ask Before Sending, 5-8 Assigning Tasks, 8-71 Associated Public Store, 9-15 Associating Contacts, 8-34, 8-54 Attachments, 2-1, 5-7, 8-41, 8-42, 8-50, 915, 11-1, 11-16, 11-17, 13-2 Saving Automatically, 11-1, 11-16, 1117 vCard, 5-16 Auto Preview, 6-3 AutoArchive Button, 9-11 AutoArchive Journal Entries Button, 8-59 AutoArchiving, 5-6, 8-59, 8-60, 8-67, 9-10, 9-11, 9-28, 9-29 E-mail, 9-10, 9-11 Journal Entries, 8-59, 8-60 Mailbox Cleanup Wizard, 9-11, 9-28, 929 AutoArchiving E-mail, 9-10 AutoArchiving, 5-6. See also Archiving AutoCorrect Options Calendars, 8-18, 8-19 Customizing, 8-18, 8-19 Autoformatting, 1-3, 1-4 Customizing, 1-4 Automated Replies, 2-1 Automatic Checking, 9-13, 9-14 Disabling E-mail, 9-14 Sending/Receiving E-mail, 9-13, 9-14 Automatic E-mail Checking Disabling, 9-14 Automatic Formatting, 8-12, 13-10 Calendars Right-click Menu, 8-12 Text, 13-10 Automatic Name Checking, 5-7 Automatic Send/Receive, 8-66, 8-68, 17-3 Automatically Deleting E-mail, 7-1, 7-7–9 Automatically Deleting Items, 8-45
I-2
Automatically Recording Items in Journal, 8-59 Automatically Saving Attachments, 11-1, 11-16, 11-17 Automatically Saving Unsent Messages, 55, 5-6, 8-46 Automatically Sorting E-mail, 7-1 Automating Outlook, 9-10, 11-1–9, 11-14– 19 AutoPreview, 4-4, 5-1, 5-20 AutoPreview Menu Item, 4-4 Autosave Feature, 8-47 AutoSuggest, Addressing E-mail, 1-3 Available Fields, 13-11, 13-12
B Backing up Data, 12-5, 12-6 Basic E-mail Options, 5-35, 5-38, 8-66 Basic E-mail Options, Configuring, 1-1, 5-5 Basic Outlook Navigation Shortcuts, A-2 Block Lists, 1-3, 1-4, 9-10, 9-14, 12-1, 122 Blocked Senders, 5-8, 5-36, 5-37, 8-48, 849, 9-10, 9-14, 12-1, 12-2, 16-4 Blocking Newsgroup Senders, 16-4 Booking Agent, 3 Bookmarks, 11-1, 11-3 Brings up Microsoft’s Contact Us Menu, 4-8 Business Contact Manager, 9-7–9 Installing, 9-8, 9-9 Busy Times Free/Busy Service, 8-7, 8-8 Buttons Add Rules, 7-13 Add Holidays, 8-11 Advanced E-mail Options, 8-47 AutoArchive, 9-11 AutoArchive Journal Entries, 8-59 Calendar Options, 8-17 Categories, 8-55 Change Password, 12-8 Change Rule, 7-12 Change Image, 5-5 Contact Options, 8-35 Contacts, 8-34, 8-54 Copy Rule, 7-12 Dialing Options, 8-38 E-mail Options, 8-46 Filter, 5-31 Group By, 5-34 Journal Options, 8-59 Master Category List, 8-31 Merge to E-mail, 11-7
Unleash the Power of Outlook
Index Microphone, 14-1 Missing, 13-8 Modify Selection, 5-4 Modifying, 5-3 More, 15-3 More Settings, 3-2, 3-5 Move Down, 5-25 Move Up, 5-25 New, 5-2, 5-14, 9-13 New Post, 16-3 New Rule, 7-11 Note Options, 8-64 Open Contact, 8-38 Open Existing Contact, 8-42 Options Rules, 7-14 Parental Controls, 12-3 Recurrence, 8-12 Remove Rules, 7-13 Rename, 13-8 Rule Options, 7-14 Send/Receive, 8-65 Share, 15-4 Signatures, 5-14 Speak, 14-1 Start Call, 8-38 Upgrade Now, 7-15 View Mailbox Size, 9-28
C
B5A379D2-86FC-4168-A87A-2D8A07E30702
Calendar Daily View, 1-2 Outlook Folders, 8-4 Calendar AutoCorrect Options, 8-18, 8-19 Customizing, 8-18, 8-19 Calendar Folder, 4-6 Calendar Options, 4-6, 5-8, 5-9, 8-5, 8-8– 11, 8-17–23 Adding Holidays, 4-6, 5-9, 8-11 AutoCorrect, 8-18, 8-19 Scheduling Meetings, 5-9 Setting Work Week Days, 5-8 Time Zones, 8-9, 8-10 Settings, 5-9 Views, 8-19–23 Calendar Options Button, 8-17 Calendar Sharing, 8-16 Calendar Views, 1-2, 8-20, 8-21 Day, 1-2, 8-20, 8-21 Month, 8-20, 8-21 Week, 8-20, 8-21 Workweek, 8-20, 8-21
Unleash the Power of Outlook
Calendars Holidays, 8-11 Organizing, 7-22, 8-4, 8-5, 8-11 Planner Options, 8-12 Printing, 1-2 Recurring Appointments, 8-21–23 Right-click Menu, 5-30, 8-12, 8-13 Scheduling Meetings, 8-8–16 Scheduling Resources, 8-8–16 Sharing, 8-5–8, 8-16, 8-41, 9-16–18 Taskpad, 8-14 Time Zone Settings, 5-9, 8-9, 8-10 Viewing, 8-5–8, 8-19–23 Free/Busy Accounts, 8-5–8 iCalendar, 8-16 Call Contacts, 8-36–39 Automatically, 8-38, 8-39 Using Netmeeting, 8-36 Call Status, 8-39 Card View, 5-19, 5-30–33 Categories, 4-3, 7-18, 7-22, 7-23, 8-4, 8-5, 8-11, 8-30, 8-31, 8-36, 8-62 Contacts, 8-36 Edit Menu Item, 4-3 Modifying, 8-31 Notes, 8-62 Organizing Calendars, 7-22, 8-4, 8-5, 8-11 Organizing E-mail, 7-23 Searching Specific Categories for Retrieved Item, 7-18 Categories Button, 8-55 Categories, Email Right-click Menu, 8-48 Certificates Tab Contacts, 8-33 Certificates, Contacts, 8-33 Certification, 3, 17-1–4 Exam Questions, 17-2–4 Testing Locations, 17-2 Certification Levels Expert, 17-1, 17-2 Master, 17-1, 17-2 Specialist, 17-1, 17-2 Change Password Button, 12-8 Change Rule Button, 7-12 Changing Button’s Image, 5-5 Contact Forms, 9-1–3 E-mail Delivery Location, 8-47, 8-48 Folder’s Appearance, 4-6 Menu Location, 5-3 Processing Order, Rules, 7-13, 7-14
I-3
Index
B5A379D2-86FC-4168-A87A-2D8A07E30702
Sorting Order, 5-22, 5-29 Office Assistant, 10-3, 10-4. See also Help Check For Updates Menu, 4-8, 5-3 Check Name Button, 3-5 Checking Names Automatically, 3-5 Choose Profile Dialog Box Opening, 13-5 Classic Outlook Interface, 6-2, 6-3 Cleaning the PST file, 13-3 Cleaning up Items, 1-2 Cleanup Mailbox Options, 9-11, 9-28, 9-29 Clearing Flags, Email Right-click Menu, 8-48 Clearing Free/Busy Information, 13-3 Clearing/Regenerating Navigation Pane, 13-5 Client Users, 2-1 Client-side, 2-3 Clip Art and Media Help, 10-2. See also Help Clippit. See Help Close original message on Reply or Forward, 5-5 Collaborating, 9-16–18 Collapsing Distribution Lists, 2-2, 2-3. See also Expanding Distribution Lists Color View Notes, 8-63 Color-coding Calendar Items, 8-23 Colors Used in Organizing, 4-6, 7-23 E-mail, 7-23 Outlook, 4-6 Column Headings, 5-19, 5-20, 13-12, 1313. See also Fields Column Order, 13-12, 13-13 Columns, Hidden, 13-12 Command Line Switches, 13-1–7 FIRSTRUN, 13-1 Most Useful, 13-7 Commands, 5-2, 16-1 Adding to Toolbars, 5-2 Commands Tab, 5-2, 16-1 Comments, Marking, 5-6, 5-38 Complete Flag, Email Right-click Menu, 848 Complete Installations, 3-6 Computer Remote Control, 15-4 Computerized Voice, 14-1–3 Concurrent Appointments, 8-19 Condition Column, 7-20 Conduit Manager, 4-6 Configuring
I-4
Advanced E-mail Options, 1-1, 5-6, 847 Basic E-mail Options, 1-1, 5-5 Forms, 4-6 General Settings, 5-1 Mail Grouping, 6-3 Attachments, 6-3 Categories, 6-3 Conversation, 6-3 Date, 6-3 E-mail Account, 6-3 Flags, 6-3 Folder, 6-3 From, 6-3 Importance, 6-3 Size, 6-3 Subject, 6-3 To, 6-3 Type, 6-3 Contact, Dialing Phone Number, 8-34 Contact Forms, Changing, 9-1–3 Contact Information, 5-19 E-mail Address, 5-19 Fax Number, 5-19 Street Address, 5-19 Telephone Number, 5-19 Web Page URLs, 5-19 Contact Items, 8-3, 8-53, 8-59 Contact Names Displaying, 3-6 Sorting, 3-6 Contact Options, 5-16, 8-27–42, 8-54, 91–3, 9-6, 9-7 Contact Options Button, 8-35 Contact Relationship Management, 9-7 Contact-related Events Tracking, 1-1 Contacts, 1-3, 3-6, 5-16, 5-19, 7-16–20, 81, 8-3, 8-16, 8-24–43, 8-53, 8-54, 859, 8-62, 9-1–9, 9-16–18, 9-29, 11-1, 11-6, 13-2, A-3, A-5 Activities Tab, 8-33 Appointments, 8-33 E-mail, 8-33 Journal Entries, 8-33 Notes, 8-33 Tasks, 8-33 Adding, 8-24, 8-25, 8-38, 11-1, 13-2 All Fields Tab, 8-33, 8-34 Appointments, New, 8-36 Associating, 8-34, 8-54 Call Contact, 8-36 Automatically, 8-38, 8-39 Using Netmeeting, 8-36
Unleash the Power of Outlook
Index
B5A379D2-86FC-4168-A87A-2D8A07E30702
Categories, 8-36 Certificates Tab, 8-33 Creating, 1-3, 8-24, 8-25, 8-38, 11-1, 13-2 Default, 8-35 Details Tab, 8-32 Distribution Lists, 8-36, 8-37 Driving Directions, 8-34 Duplicates, 8-42 Exporting, 8-40 File, 8-36 Follow Up, 8-36 Fonts, 8-35 Forward, 8-36 Grouping, 8-34–37, 9-1–3 Distribution Lists, 8-36, 8-37 Fields, 9-1–3 Flags, 8-34 Information, 5-16, 8-36, 8-41, 8-43, 95, 9-6, 11-6 Journal Entry, 8-36 Language, 8-35 Link Items, 8-36 Mail Merging, 9-9 Mapping an Address, 9-5, 9-6 Maps, 8-34 Meeting Requests, 8-36 Messages,New, 8-36 New from Same Company, 8-38 New from vCard, 5-16, 8-39–41 Notes, 8-62 Open, 8-36 Outlook Folders, 8-1, 8-24 Print, 8-36 Records, 5-16, 8-36, 8-41, 8-43, 9-5, 9-6, 11-6 Right-click Menu, 8-36 Searching, 7-16–20, 9-29, 4 Sharing, 8-16, 8-41, 9-16–18 vCards, 8-41, 8-42 Storing Documents, 8-54 Tasks, New, 8-36 Tracking, 8-53, 8-59 vCards, 5-16, 8-39–42 Viewing, 8-27–34, 8-42, 8-43, 9-1–3 Address Cards View, 8-27 Detailed Address Cards View, 8-27 Phone List View, 8-28 Records, 8-27, 8-29, 8-32–34, 8-42, 8-43 Addresses, 8-30 Categories, 8-30, 8-31 General Tab, 8-29 Pictures, 8-32
Unleash the Power of Outlook
Telephone Numbers, 8-29 Contacts Button, 8-34, 8-54 Contacts Shortcuts, A-5 Content-based Filters, 12-1, 12-2 Context Menus. See Right-click Menus Control Panel, 3-4, 14-1 Conversations, Saving 15-3 Copy Rule Button, 7-12 Copying Information, Field, 13-11 Copying Rules, 7-12, 7-13 Copying Text, 13-12 Corporate/Workgroup. See Exchange Server Accounts Corrupted Files, 4-8, 13-1 Create Rules, Email Right-click Menu, 8-48 Creating Custom Print Styles, 5-41 Signatures, 5-14, 5-15 Contacts, 1-3, 8-24, 8-25, 8-38, 11-1– 3, 13-2 from E-mail, 8-25 from Word, 11-1–3 Custom Toolbars, 5-3 Distribution Lists, 8-36, 8-37 Contacts, 8-36 Manually, 8-36, 8-37 E-mail, 1-3 E-mail Merges, 9-10, 11-3–9, 11-14, 11-15 Excel, 11-8, 11-9, 11-14, 11-15 E-mail Messages, 4-7 E-mail Templates, 9-3–5 Folders, 4-2, 7-1, 7-2, 8-1–3 Form Letters, 9-9 Mail Merging, 9-9 Journal Entries, 8-38 Mailbox Files, 4-2 New Items, 4-1, 8-24 Public Folders, 9-14, 9-15 Public Storage Groups, 9-15 Rules, 7-1, 7-4–12, 8-49 Blank, 7-1 Templates, 7-1, 7-4–12 Search Folders, 8-51, 8-52 Options, 8-52 Subfolders, 8-1–3 User-Defined Fields, 9-2, 9-3 vCards from Contacts, 5-16, 8-39–41 Views, 5-33 Customized Toolbars, Starting Outlook Without Loading, 13-5 Customizing AutoCorrect Options, Calendars, 8-18, 8-19
I-5
Index Autoformatting, 1-4 Calendar Views, 5-32, 8-13 Current View, 7-19 Calendars, Right-click Menu, 8-12, 8-13 E-mail, 5-24, 5-30, 7-19, 8-12, 114, 13-9 Menus, 5-2–5, 16-1–3 Outlook Applications, 4-6 Outlook Today, 6-2, 8-14 Displaying Calendar Days, 6-2 Displaying Message Folders, 6-2 Displaying Tasks, 6-2, 8-14 Layout, 6-2 Style, 6-2 Speech Modules, 14-3 Toolbars, 1-2, 5-2–5, 16-1–3 Adding Commands, 5-2 Creating, 5-3 Views, 5-18, 5-19, 5-23–34, 7-20–23, 8-12, 8-13, 9-9, 13-10–13 Calendar, 5-30, 5-31, 8-12, 9-9 E-mail, 5-22–34, 7-19–23, 8-12, 114, 13-9
D
B5A379D2-86FC-4168-A87A-2D8A07E30702
Data, 9-22–27, 12-5, 12-6 Backing up, 12-5, 12-6 Exporting, 9-26, 9-27 Importing, 9-22–26, 12-6 Restoring, 12-5, 12-6 Data File Management Menu Item, 4-2 Database Files, 9-15 Database Maintenance Intervals, 9-15 Database Programming, 3 Date Smart Tags, 9-21 Day/Week/Month View, 5-19, 5-30, 5-32, 5-33 Shortcuts, A-6 Daylight Savings Time, 5-9 Days of the Week in a Work Week, 5-8 Default, 8-35 Default Archive Folder, 9-11 Default E-mail Client, 6-3, 6-4 Default E-mail Groupings, 5-23 Default Flags, E-mail Right-click Menu, 848 Default Notes, 8-60–64 Default Reminder, 8-17, 8-23 Default Sorting Order, 5-28 Default Views, 5-19, 5-30, 13-3 Restoring, 13-3 Default Voice, 14-2
I-6
Defining Data Views, 9-9 Mail Merge, 9-9 Defining Send/Receive Groups, 9-13, 9-14 Defining Views, 5-18 Delete Command, 5-2 Delete Meeting Request from Inbox when Responding, 5-7 Deleted Items, 8-1, 8-43–45, 9-11, 9-28, 9-29 Emptying Manually, 8-45 Emptying Using Wizard, 8-45, 9-11, 928, 9-29 Outlook Folders, 8-1, 8-43–45, 9-11, 928, 9-29 Deleted Items Folder, 2-2, 5-22, 7-9, 8-1, 8-43–45, 8-67, 9-11, 9-12, 9-28 Deleting Client- and Server-based Rules, 13-3 Duplicate Reminders, 13-3 Email Right-click Menu, 8-48 Automatically, 7-1, 7-7–9 Folders, 8-50, 9-11 Items, 1-2, 2-2, 5-22, 7-1, 7-7–9, 8-1, 8-43–45, 8-67, 9-11, 9-12, 9-28, 929 Automatically, 7-1, 7-7–9 Mailbox Cleanup Wizard, 8-45, 9-11, 9-28, 9-29 Manually, 8-45 Logging Records, 13-3 Rules, 7-14, 13-2 Schedule+ Data, 13-3 Server-based Rules, 13-3 Subscription Messages, 13-3 Delphi, 11-1 Designing Forms, 4-6 Detailed Address Cards View, 8-27 Details Tab Contacts, 8-32 Detect and Repair, 4-8, 13-1 Menu, 4-8, 13-1 Dialing Contact’s Phone Number, 8-34 Dialing Options Button, 8-38 Dialing Properties, 8-38, 8-39 Dictionary. See Research Digital Certificates. See Digital ID Digital ID, 8-33, 12-4, 12-5. See also Certificates Tab Contacts, 8-33, 12-4, 12-5 Directions, 8-34 Disabling Automatic E-mail Checking, 9-14 Disabling Rules, 7-14
Unleash the Power of Outlook
Index Disappearing Mail Messages, Filtering, 719. See also Messages Disk Usage, Managing, 2-1 Display a Desktop Mail Alert When New Items Arrive, 5-6 Displaying Contact Names, 3-6 E-mail Messages, 5-5 Free/Busy Service Schedules, 8-8 Menu Items, 4-1 Size of Items in Folder, 8-67 Tasks, 8-14 Distribution Lists, 2-2, 2-3, 8-36–39, 9-2, A-3 Contacts, 8-36 Creating from E-mail, 8-39 Creating Manually, 8-36 Expanding, 2-3 Document Workspace, 9-18, 9-19 Documents, 8-53, 8-59, 9-16–19 Sharing, 9-16–18 Tracking, 8-53, 8-59 Dot. See Help Downloading, 9-14, 12-1–4 Headers Only, 9-14, 12-1, 12-2 Drafts Outlook Folders, 5-5, 8-1, 8-46, 8-47 Drafts Folder, 5-5, 5-6, 8-46, 8-47 Driving Directions, 8-34, 9-5, 9-6 Dropdown Menu List, Order, 4-1 Due Date, 8-69 Duplicate Contacts, 8-42
E
B5A379D2-86FC-4168-A87A-2D8A07E30702
eBay, 7-2, 7-4 Edit Menu, 4-3, 4-4, 5-2 Editing Signatures, 5-15 Items, Difficulty, 13-9 Rules, 7-4–7, 7-10–13 Signatures, 5-14 Registry, 2-2, 2-3, 13-3 E-mail Accounts, Sharing, 3-5 Attachments, Adding Properties, 5-7 Check for New Disabled at Startup, 135, 13-6 Client, Default, 6-3, 6-4 Contacts, 8-25, 8-33 Activities Tab, 8-33 Creating, 8-25 Creating Merges, 9-10, 11-3–9, 11-14, 11-15
Unleash the Power of Outlook
Excel, 11-8, 11-9, 11-14, 11-15 Creating Messages, 4-7 Creating Templates, 9-3–5 Customizing Views, 5-24–34, 7-19–23, 8-12, 11-4, 13-9 Delivery Location, Changing, 8-47, 8-48 Filtering, 5-36, 5-37, 7-1, 7-14, 9-10, 9-14, 12-1–4 Flags, 8-50 Formats, 1-2, 5-9–18, 5-41, 11-15 Fonts, 5-12, 5-41, 11-15 HTML, 5-9, 5-16, 5-18, 11-15 Plain Text, 5-9, 5-11, 5-17 Rich Text, 5-9, 5-16 Importing and Exporting, 1-4, 5-36 Safe Lists, 5-36 Junk E-mail, 4-7, 5-35 Adding to List, 4-7 Filtering, 5-35 Mail Merging, 9-9 Maximum Recipients, 2-3 Merges, 9-10, 11-1, 11-3, 11-4–9, 1114, 11-15 Creating, 11-1 Excel, 11-8, 11-9, 11-14, 11-15 Right-click Menu, 8-48–50 Add Recipient to Safe Senders List, 8-48 Add Reminder, 8-48 Add Sender to Blocked Senders List, 8-48 Add Sender to Safe Senders List, 848 Add Sender’s Domain to Safe Senders List, 8-48 Categories, 8-48 Clear Flags, 8-48 Create Rule, 8-48 Delete, 8-48 Find All, 8-48 Flags, 8-48 Follow Up, 8-48 Forward, 8-48 Junk E-mail, 8-48 Options, 8-48 Mark as Not Junk, 8-48 Mark as Unread, 8-48 Messages from Sender, 8-48 Move to Folder, 8-48 Open, 8-48 Print, 8-48 Related Messages, 8-48 Reply, 8-48 Reply to All, 8-48
I-7
Index
B5A379D2-86FC-4168-A87A-2D8A07E30702
Set Default Flag, 8-48 Setting Options, 5-8, 5-35–37, 9-10, 914, 12-1–4, 16-4 Safe Lists, 5-8, 5-36, 5-37, 9-10, 914, 12-1–4, 16-4 E-mail Editor, 1-2, 1-3, 3-7, 5-9, 5-10, 516, A-4 Outlook, 5-9, A-4 Word, 1-2, 1-3, 3-7, 5-9, 5-10, 516, A-4 E-mail Farming Programs, 16-1–3 E-mail Folder, 4-6 E-mail Messages, 2-2, 2-3, 5-22–40, 7-19– 23, 8-12, 11-4, 11-17, 13-2, 13-3, 13-9 Addressing, 2-2, 3-3, 4-7, 5-7, 7-1, 7-8, 7-10, 7-17, 8-8, 8-27, 8-43, 9-4, 11-8, 11-15, 15-1, 15-2, 16-2, 16-3 AutoArchiving, 9-10, 9-11 Deleting Automatically, 7-1, 7-7–9 Formatting, 4-7, 5-5, 5-6, 5-38, 7-1, 846 Grouping, 5-23–25, 5-27, 5-30, 5-32– 34, 7-19–23, 8-12, 11-4, 13-9 Automatic, 5-26, 5-27 Custom, 5-27, 5-28 Default, 5-23 Flags, 5-32 Handling, 5-35, 5-38, 8-66 Managing, 1-2 Moving, 7-22, 7-23 Moving Automatically, 7-1, 7-3–13, 8-3 Moving Manually, 8-3 Non-delivery Receipt, 2-3 Organizing, 7-23 Replying, 5-38 Searching, 8-50–52 Sending/Receiving, 1-1–3, 2-1–3, 5-5– 18, 5-38–40, 7-1, 7-7, 7-10, 7-13, 7-22, 7-23, 8-43, 8-46, 8-47, 8-50, 8-64–69, 9-10–14, 11-17–19, 12-1– 5, 13-2, 13-3, 17-3 Address Book, 8-43 Attachments, 8-50 Checking Names, 3-5 Deleting Automatically, 7-1, 7-7–9 Drafts, 5-5, 8-46, 8-47 Finding Unread, 8-50 Formats, 1-2, 5-10–12, 5-17 Groups, 1-2 Message Expiration Settings, 5-39 Moving Automatically, 7-1, 7-3–13, 8-3 Moving Manually, 8-3 Options, 8-65–68, 17-3
I-8
Recalling, 8-68, 8-69 Receipts, 5-8, 5-40 Rules and Alerts, 5-6 Saving Sent Messages, 8-66 Signatures, 5-13–15 Single Account, 9-12–14 Sorting Automatically, 7-1 Suggesting Names, 5-39 Times, 5-9 Sending/Receiving Attachments, 8-41, 8-42, 8-50, 11-1, 11-16, 11-17 Sending/Receiving vCards, 8-41, 8-42 Sorting, 5-22, 5-23, 5-28, 5-29 Automatically, 7-1 By Date, 5-23 Sorting and Grouping, 2-2, 5-22–34, 719–23, 8-12, 11-4, 13-9 Attachments, 5-23 Automatically, 5-26 Categories, 5-23 Conversation, 5-23 Date, 5-23 E-mail Account, 5-23 Flags, 5-23, 5-32 Folder, 5-23 From, 5-23 Importance, 5-23 Size, 5-23 Subject, 5-23 To, 5-23 Type, 5-23 Tracking, 1-1, 5-40, 5-41 Unopened, 5-22 Viewing, 5-22 E-mail Name, Adding to Item, 13-4 E-mail Options, 5-35, 5-38–40, 8-48, 8-66 Advanced, 5-38–40 Right-click Menu, 8-48 E-mail Options Button, 8-46 E-mail Shortcuts, 4 E-mail Views Customizing, 5-22–29, 5-34 Emptying Deleted Items Manually, 8-45 Using Wizard, 8-45, 9-11, 9-28, 9-29 Encrypting Messages, 12-5 Envelope Icon, 5-6 Exam Questions for Certification, 17-2–4 Excel Custom E-mail Merges, 11-8, 11-9, 1114, 11-15 Importing Data, 9-22–26, 12-6 VBA Editor, 11-8
Unleash the Power of Outlook
Index Exceptions Rules and Alerts, 7-6, 7-9–11 Exchange Server, 2-1–3, 3-1, 3-4, 3-5, 57, 8-7, 8-8, 8-13, 8-15, 8-16, 8-48, 869, 8-71, 9-16, 9-17, 13-1, 17-3 Accounts, 2-1, 3-4, 8-48 Administrator, 2-2 Microsoft, 3-1 Properties, 3-5 Exchange System Manager, 2-3 Expand/Collapse Groups Menu Item, 4-4 Expanding Distribution Lists, 2-2, 2-3 Expert Certification Level, 17-1, 17-2. See also Specialist and Master Certification Levels Exploding E-mail Messages, 11-17–19 Explorer Mode, Opening a Window in, 13-4 Exporting and Importing E-mail, 1-4 Safe Lists, 5-36 Exporting and Importing Menu Item, 4-2 Exporting Data, 9-26, 9-27 Extensions, Starting Outlook without, 13-5, 13-6 External HTML Blocking, 12-3, 12-4
F
B5A379D2-86FC-4168-A87A-2D8A07E30702
F1 Key. See Help, 4-8, 10-1, 10-3, 10-4 Favorite Folders, 1-2, 5-22, 8-64, 9-19 Faxing via Internet, 9-20 Field Dropdown, 7-20, 7-21 Fields, 5-19–29, 7-17, 13-11, 13-12 Copying Information, 13-11 Group Order, 5-26, 5-27 Automatic, 5-26, 5-27 Custom, 5-24, 5-27, 5-28 Hidden, 13-11, 13-12 Hiding/Displaying, 5-25 Searching Frequently Used Text, 7-17 Searching Subject and Message, 7-17 Searching Subject Only, 7-17 Sorting by, 5-22, 5-28, 5-29 View Order, 5-25 File, Contacts, 8-36 File Menu, 4-1, 5-2, 9-23 Files, 4-8, 7-16–20, 9-29, 13-1–7, A-4 Corrupted, 4-8, 13-1 Missing, 4-8, 13-1 Opening .ics, 13-4 Opening .oft, 13-6 Opening .olk, 13-4 Opening .vcf, 13-6 Opening .vcs, 13-7 Opening .xnk, 13-7
Unleash the Power of Outlook
Opening .hol, 13-4 Searching, 7-16–20, 9-29, A-4 Filter Button, 5-31 Filtering, 5-33–37, 7-1, 7-14, 7-19–22, 910, 9-14, 12-1–4, 13-9 Advanced Tab, 7-20, 7-21 Junk E-Mail, 5-35–37, 7-1, 7-14, 9-10, 9-14, 12-1–4 Messages, 7-19–21 More Choices Tab, 7-21 SQL Tab, 7-21, 7-22 Filters Removing, 13-9 Find, 7-18 Find All, E-mail Right-click Menu, 8-48 Find Bar, 7-15–20, 8-51, 9-29, A-4 Find Option, 7-15–20, 9-29, A-4 Flags, 5-32–34, 8-34, 8-48, 8-50, 9-6, 9-7 Contacts, 8-34, 9-6, 9-7 E-mail, 8-34, 8-50 Right-click Menu, 8-48 Follow Up, 9-6, 9-7 Folder List. See Navigation Pane Folder Menu Item, 4-2 Folder Mode, Opening a Window in, 13-4 Folder View, Maximum Lines, 5-25, 5-26 Folders, 1-2, 2-2, 4-2–7, 5-5, 5-6, 5-19, 522, 5-35, 7-1, 7-2, 7-9, 7-23, 8–3, 843–45, 8-50–52, 8-64–68, 9-10–12, 915, 9-19, 9-28, 13-5 Adding, 4-2, 7-1, 7-2 Calendar, 4-6 Changing Appearance, 4-6 Creating, 4-2, 7-1, 7-2, 8-1–3 Deleted Items, 2-2, 5-22, 7-9, 8-1, 843–45, 8-67, 9-11, 9-12, 9-28 Deleting, 8-50 Deleting Items, 8-43, 8-44 Displaying Size of Items, 8-67 Drafts, 5-5, 5-6 E-Mail, 4-6 Favorite, 1-2, 5-22, 8-64, 9-19 Handling, 4-6 Inbox, 5-6 Journal, 4-6 Junk E-mail, 4-6, 5-35, 9-10 Mail, 4-6, 4-7, 8-50 Menu Items, 4-2 Naming, 7-2, 13-5 Resetting Default Name, 13-5 Opening, 4-5 Organizing, 7-23 Organizing E-mail, 7-23 Organizing Outlook, 4-6
I-9
Index
B5A379D2-86FC-4168-A87A-2D8A07E30702
Public, 9-15 Renaming, 4-2 Restoring Missing, 13-5 Search, 8-50–52 Sent Items, 5-6, 8-66–68 Shortcuts, 5-19 Folders in Outlook, 4-6, 4-7, 5-6, 8-1, 8-4, 8-5, 8-50 Folders, Sub-, 8-1–4 Creating, 8-1–4 Outlook Folders, 8-3 Follow Up Email, 8-48 Right-click Menu, 8-48 Follow Up Flags, 4-7, 8-49 Follow Up Menu Item, 4-7 Following Up on Contacts, 8-36 Fonts, 5-1, 5-12, 5-41, 8-35, 11-15 Contacts, 8-35 Show Names in Font, 5-1 For All Messages I Send Request Read/Delivery Receipt, 5-8 For Follow Up Folder, 8-50 Form Letter Merges, 11-5, 11-6 Form Letters, 9-9 Mail Merging, 9-9 Format Columns, 7-21 Formats, Save As, 4-2 Formatting E-mail, 1-2, 5-5, 5-9–18, 5-41, 11-15 Fonts, 5-12, 5-41, 11-15 Formatting Text, 13-10, A-5 Automatic, 13-10 Shortcuts, A-5 Forms, 4-6, 9-1–3 Configuring, 4-6 Designing, 4-6 Grouping Contact Fields, 9-1 Grouping Fields, 9-1–3 Forwarding Calendar as iCalendar, 8-16 Contacts, 8-36 E-mail, 4-7, 5-5, 5-6, 5-38, 7-1, 8-46, 8-48 Automatically, 5-5, 7-1, 8-46 Right-click Menu, 8-48 Menu Items, 4-7 vCards, 8-41, 8-42 Sharing Contacts, 8-41, 8-42 Sharing Information, 8-41, 8-42 Free/Busy Access Page Setting up, 8-5–8 Free/Busy Accounts Viewing Calendars, 8-5–8 Inviting Members, 8-5–8
I-10
Free/Busy Chart, 8-7 Free/Busy Information, 8-6–8, 13-3 Clearing, 13-3 Publishing, 8-6–8 Updating, 8-7, 8-8 Free/Busy Options, 8-5–8 Free/Busy Service, 8-5–8, 8-16, 9-16 Busy Times, 8-7, 8-8 Displaying Schedules, 8-8 Viewing Schedules, 8-8 Functions Accepting Meeting Requests, 1-1 Addressing E-mail, 4-7 Automatically Saving Unsent Messages, 5-5, 5-6, 8-46 Changing Menu Animations, 5-1 Checking Names Automatically, 3-5 Creating an E-mail Message, 4-7 Creating Recurring Items, 1-1 Deleting E-mails Automatically, 7-1, 77–9 Displaying/Hiding Toolbars, 4-4, 5-1, 52 E-mail Safe Lists, 5-37, 16-4 Forwarding E-mail Messages, 4-7, 7-1 Grouping E-mail, 5-26 Keeping Journals, 1-1 Managing E-mail, 1-2 Meeting Requests, 1-1, 5-8 Declining, 1-1 Sending, 1-1 Moving E-mail Messages, 7-3–13, 7-22, 7-23, 8-3 Automatically, 7-3–13, 8-3 Manually, 8-3 Replying to E-mail Messages, 4-7 Scheduling Events, 1-1 Scheduling Meetings, 1-3 Scheduling Resources, 4-6 Send_Mail, 11-15 Sending/Receiving E-mail, 1-1, 1-3, 21–3, 5-5-7, 5-27, 5-34, 5-39, 8-36, 8-37, 8-47, 9-2, 11-17, 13-2, 13-3, A-4 Distribution Lists, 2-2, 2-3 Expanding Distribution Lists, 2-3 Failure Messages, 2-3 Grouping, 5-27, 5-34 Recipients Grouping, 2-2 Maximum, 2-3 Sorting E-mails Automatically, 7-1 Spell Checking, 4-6 Tracking Contact-related Events, 1-1
Unleash the Power of Outlook
Index Tracking E-mail, 1-1 Tracking Phone Calls, 1-1 Writing Notes, 1-1
G General Menu and Toolbar Shortcuts, 2 General Settings, 5-1 Global Message Delivery Settings, 2-3 Go Menu, 4-5 Go to Date, 8-12 Calendars, Right-click Menu, 8-12 Group By Button, 5-34 Group Order Automatic, 5-26, 5-27 Custom, 5-24, 5-27, 5-28 Default, 5-23 Group Schedule Planner Options, 8-12 Grouping, 5-23–28, 5-32, 5-34, 7-22, 7-23, 8-34, 9-1, 9-3, 9-14 Flags, 5-32, 8-34 Grouping Contacts, 8-36, 8-37, 9-1–3 Distribution Lists, 8-36, 8-37 Forms, 9-1–3 Grouping Fields Contact Forms, 9-1–3 Grouping Mail Configuring, 6-3 Configuring Attachments, 6-3 Configuring Categories, 6-3 Configuring Conversation, 6-3 Configuring Date, 6-3 Configuring E-mail Account, 6-3 Configuring Flags, 6-3 Configuring Folder, 6-3 Configuring From, 6-3 Configuring Importance, 6-3 Configuring Size, 6-3 Configuring Subject, 6-3 Configuring To, 6-3 Configuring Type, 6-3 Grouping Recipients, 2-2. See also Distribution Lists Groups Send/Receive, 8-65, 9-13, 9-14 Shortcut, 13-10
H
B5A379D2-86FC-4168-A87A-2D8A07E30702
Handling Folders, 4-6 Header Information, Hiding, 6-3 Headers, Downloading Only, 9-14, 12-1, 12-2
Unleash the Power of Outlook
Headsets, 14-1, 14-3 Help, 1-4, 3-7, 4-8, 10-1–4, 13-1, 13-4. See also Office Assistants Answers From Other Users, 10-2 Clip Art and Media, 10-2 Knowledge Base Search, 10-2 Microsoft Office Online Article, 4-8, 102 Online Office Web Page, 10-2 Research, 10-2 Standard, 10-2 Training Link on Microsoft Online, 10-2 Help Menu, 3-7, 4-8, 10-1, 13-1 Help Pane, 10-3, A-1 Help Window Opening, 13-4 Shortcuts, A-1 Hidden Columns, 13-12 Hidden Fields, 13-11, 13-12 Hiding Header Information, 6-3 Hiding/Displaying Fields, 5-25 Holidays, 4-6, 5-9, 5-30, 8-11 Adding Automatically, 4-6, 5-9, 8-11 Hotmail, 3-3, 5-22, 9-14, 15-1–3. See also Web-based E-mail Services Accounts, Setting up, 15-1–3 HTML, 9-16 HTML Format, 5-9, 5-16, 5-18, 11-15 HTTP, 3-1, 3-3, 9-14 Accounts, 3-1, 3-3. See also POP3 Accounts Setting up, 3-3
I iCalendars Viewing Calendars, 8-16 Icon View, 5-19, 5-30, 5-32, 5-33, 8-62 Notes, 8-62 Icons, 3-4, 5-1, 5-6, 9-19 Envelope, 5-6 Functions, 5-1 Mail, 3-4 Shortcut, 9-19 Toggling Large/Small, 5-1 Identifying Unread Messages, 5-39, 8-44 IMAP, 3-1, 3-4, 9-14 Accounts, 3-4 Protocol, 3-1 Importing a MAPI Profile, 13-4 Importing and Exporting E-mail, 1-4 Safe Lists, 5-36 Importing and Exporting Menu Items, 4-2
I-11
Index
B5A379D2-86FC-4168-A87A-2D8A07E30702
Importing and Exporting Rules, 7-15 Importing Data, 9-22–26, 12-6 Access, 9-22 Act, 9-22 Excel, 9-22–26, 12-6 Internet Mail, 9-22 Lotus Organizer, 9-22 Inbox, 5-20–22, 5-26–29, 5-34, 7-1, 7-12, 7-20, 8-1, 8-3, 8-25, 8-47, 8-73, 12-1, 13-5–7, 13-10, 17-3, A-4 Outlook Folders, 8-47, 8-48 Inbox Folder, 5-6, 8-47, 8-48 Inbox Pane, 5-22 In-cell Editing, 13-9, 13-11, 13-12 Including Original Message Text, Replying or Forwarding, 5-5 Information Sharing, vCards, 8-41, 8-42 Initials, Used in Office Programs, 3-6 Inserting Merge Fields, Mail Merge, 9-9 Install Wizard, 3-6 Installation Types, 3-1, 3-6 Complete, 3-6 Minimal, 3-6 Typical, 3-6 Installing an Upgrade, 3-6 Installing Business Contact Manager, 9-8, 9-9 Installing Outlook on Multiple Computers, 3-6 Instant Messaging, 15-1–3 Internet Address Directory. See Account Options Address Book, 3-3 Internet Connection, 5-9, 8-39, 8-68, 9-14, 10-2, 15-4 Internet Faxes, 9-20 Internet Mail, 2-1, 9-22 Importing Data, 9-22 Wizard, 2-1 Internet Mail Access Protocol. See IMAP Internet Provider, 12-1, 12-2 Internet Service Provider. See ISP Invalid Profile Keys, Removing, 13-3 IPAQ. See PDA ISP, 2-3, 3-1–3, 11-8, 11-9, 11-12, 16-1 Item Creation and Manipulation Shortcuts, A-3 Items, 1-2, 2-2, 5-4, 5-18, 5-22, 7-1, 7-7– 9, 7-16–20, 8-1, 8-3, 8-36, 8-43–45, 853, 8-59, 8-67, 9-11, 9-12, 9-28, 9-29, 13-4, 13-8, 13-9, A-4 Adding E-mail Name, 13-4 Archiving, 1-2 Cleaning up, 1-2
I-12
Contact, 8-3, 8-53, 8-59 Deleting, 1-2, 2-2, 5-22, 7-1, 7-7–9, 81, 8-43–45, 8-67, 9-11, 9-12, 9-28, 9-29 Automatically, 8-45 Editing, 13-9 Difficulty, 13-9 Linking to Contacts, 8-36 Mail, 8-3 Missing, 13-8, 13-9 Modifying Order, 5-4 Post, 8-3 Recording in Journal, 8-59 Searching, 7-16–20, 9-29, A-4
J Journal, 1-1, 7-16, 8-33, 8-36, 8-53–60 Outlook Folders, 8-1, 8-53, 8-55–60 Right-click Menu, 8-56 Storing Documents, 8-54 Journal Entries, 1-1, 7-16–20, 8-33, 8-36, 8-38, 8-53, 8-55–60, 9-29, A-3, A-4 AutoArchiving, 8-60 Contacts, 8-33, 8-36 Activities Tab, 8-33 Creating, 8-38 Searching, 7-16–20, 9-29, A-4 Viewing, 8-56–58 Journal Folder, 4-6 Journal Options, Setting, 8-58–60 Journal Options Button, 8-59 Junk E-mail, 1-4, 4-6, 4-7, 5-35–37, 7-1, 7-14, 9-10, 9-14, 12-1–4. See also Spam Adding to List, 4-7 Filtering, 5-35–37, 7-1, 7-14, 9-10, 914, 12-1–4 Options, 5-8, 5-35–37, 8-48, 8-49, 910, 9-14, 12-1–4, 16-4 Right-click Menu, 8-48 Safe Lists, 5-8, 5-36, 5-37, 9-10, 9-14, 12-1–4, 16-4 Junk E-mail Folder, 4-6, 5-35, 9-10 Junk E-mail Menu Item, 4-7
K Keyboard Shortcuts, A-1–7 Address Card Views, A-7 Appointment and Tasks, A-5 Basic Outlook Navigation, A-2 Contacts, A-5 Day/Week/Month Views, A-6
Unleash the Power of Outlook
Index E-mail, A-4 Formatting Text, A-5 General Menu and Toolbar, A-2 Help Window, A-1 Item Creation and Manipulation, A-3 Knowledge Base Search Help, 10-2. See also Help
L Language, Contacts, 8-35 Large Mail Folder, 8-50 LDAP, 3-3 Left-click Note Options, 8-62–64 Levels of Subfolders, 8-3 License Agreements, 3-6, 12-5 Link Items Contacts, 8-36 Linking to Accounts, Contacts, or Opportunities, 9-8 Links www.microsoft.com/learning/mcp/offic especialist/, 17-2
[email protected], 15-2 news.microsoft.com, 16-2 www.ExpertsExchange.com, 4 www.linkemup.us, 3 www.MrExcel.com, 4 www.TechSmith.com, 4 Links for Spam Filtering, 12-1 Links the Cat. See Help List View, Notes, 8-63 Live Attachments, 2-1, 9-14, 9-18, 9-19 Loading Profiles, 13-5 Loading Shortcut Files, 13-6 Location, Default Address Book, 3-5 Logging Records Deleting, 13-3 Lotus Organizer Importing Data, 9-22
M
B5A379D2-86FC-4168-A87A-2D8A07E30702
Macro Editor, 11-3 Macros, 9-10, 11-1–9, 11-14–19 Mail Administrators, 2-1 Mail and Post Items, 7-2 Mail Folder, 4-6, 4-7, 8-50 Mail Folders Tree, 5-22 Mail from Specific People, 8-51 Mail Grouping, 6-3 Attachments, 6-3 Categories, 6-3 Conversation, 6-3
Unleash the Power of Outlook
Date, 6-3 E-mail Account, 6-3 Flags, 6-3 Folder, 6-3 From, 6-3 Importance, 6-3 Size, 6-3 Subject, 6-3 To, 6-3 Type, 6-3 Mail Icons, 3-4 Mail Items, 8-3, 9-14 Mail Merge, 1-2, 9-9 Defining Data Views, 9-9 Inserting Merge Fields, 9-9 Setting up, 9-9 Word, 1-2 Mail Pane, 5-18 Mail Received This Week, 8-51 Mail Servers, 2-3, 3-1, 3-2 Incoming Name, 3-2 Outgoing Name, 3-2 Mail with Attachments, 8-51, 11-1, 11-16, 11-17 Mailbox Cleanup Screen, 9-11, 9-28, 9-29 Mailbox Cleanup Wizard, 1-2, 8-45, 9-11, 9-28, 9-29 AutoArchiving, 9-11, 9-28, 9-29 Deleting Items, 1-2, 8-45, 9-11, 9-28, 9-29 Searching, 9-11, 9-28, 9-29 Viewing Folder Size, 8-46, 9-11, 9-28, 9-29 Mailbox Files Adding, 4-2 Creating, 4-2 Modifying, 4-2 Mailbox Storage Space, 2-1 Mailing Address, 8-30 Mailing Lists, 2-1 Responding to Automatic, 2-1 Managing Disk Usage, 2-1 Managing E-mail, 1-2 Manually Deleting Items, 8-45 MAPI Profiles, Importing, 13-4 Maps, 8-34 Mark As Read Menu Item, 4-3 Mark As Unread Menu Item, 4-3 Mark as Unread, E-mail Right-click Menu, 8-48 Mark My Comments With, 5-6, 5-38 Marking Comments, 5-6, 5-38 Master Category List, 8-31 Master Category List Button, 8-31
I-13
Index
B5A379D2-86FC-4168-A87A-2D8A07E30702
Master Certification Level, 17-1, 17-2. See also Specialist and Expert Certification Meeting Planner Planner Options, 8-12 Meeting Requests, 5-7, 8-12, 8-15, 8-16, 8-36, 13-6 Calendars, 8-12 Contacts, 8-36 Detecting at Startup, 13-6 Responding, 5-7, 8-16 Meeting Workplace, 1-3 Meeting Workspace, 2-1, 9-14, 9-18 Meetings, 1-3, 5-8, 5-9, 7-16–20, 8-8–16, 8-36, 9-29, A-3, A-5 Requesting, 5-8 Scheduling, 1-3, 5-8, 5-9, 8-8–16, 8-36 Accepting Requests, 8-8, 8-9 Declining Conflicting Requests, 8-8, 8-9 Declining Recurring Requests, 8-8, 8-9 Processing Cancellations, 8-8, 8-9 Searching, 7-16–20, 9-29 Menu Animations, Changing, 5-1 Menu Items Archive, 4-2, 4-3, 9-29 Arrange By, 4-4, 5-3, 5-24, 5-32, 11-4, 13-9–12 AutoPreview, 4-4, 5-1, 5-20 Categories, 4-3 Data File Management, 4-2 Displaying, 4-1 Expand/Collapse Groups, 4-4 Folder, 4-2 Follow Up, 4-7 Forward, 4-7 Import and Export, 4-2 Junk E-mail, 4-7 Mark As Read, 4-3 Mark As Unread, 4-3 Navigation Pane, 4-4, 4-5, 5-18, 5-22, 8-13, 8-25, 9-19, 13-4, 13-8, A-3 New, 4-1, 8-24 New Mail Message, 4-7 New Mail Message Using, 4-7 Open, 4-1 Reading Pane, 4-4, 5-5, 5-20–22, 6-2, 6-3, 13-6, A-3 Reminders Window, 4-4 Reply, 4-7 Reply to All, 4-7 Save As, 4-2, 8-52, 9-4, 15-3, A-3 Send/Receive, 5-3, 5-9, 8-7, 8-65, 912, 9-13, 12-1, 16-1
I-14
Status Bar, 4-4 Toolbars, 4-4, 5-1, 5-2, 13-8 Menus Actions, 4-6, 4-7 Brings up Microsoft’s Contact Us, 4-8 Changing Locations, 5-3 Check For Updates, 4-8, 5-3 Customizing, 5-2, 5-4, 5-5, 16-1–3 Detect and Repair, 4-8, 13-1 Edit, 4-3, 4-4, 5-2 File, 4-1, 5-2, 9-23 Go, 4-5 Help, 3-7, 4-8, 10-1, 13-1 Microsoft Office Online, 4-8 Office Assistant, 4-8 Reset Usage Data, 5-1 Right-click, 4-6, 8-48–50, 8-56 Filtering, 7-19 Right-Click, 5-30, 8-12, 8-13, 8-36 Show Full Menus, 4-1, 5-1 Toolbar, 5-1 Tools, 4-5, 4-6, 7-2, 7-7, 7-15, 8-34, 835, 8-45 View, 4-4, 4-5, 9-9 Merge to E-mail Button, 11-7 Merging Contacts with Word, 9-9 Merging from Excel, 11-8, 11-9, 11-14, 1115 Merging to a Form Letter, 11-5, 11-6 Merging to E-mail, 11-7, 11-8 Merlin. See Help Message Classes, 13-2 Message Delivery Settings. See Exchange System Manager Message Encryption, 12-5 Message File Opening as an OLE Embedding, 13-4 Message Folders, Viewing, 5-25, 5-26 Maximum Lines, 5-25, 5-26 Message Handling, 5-38 Messages Deleting Subscription, 13-3 Filtering, 7-19–21 Moving Automatically, 8-3 Moving Manually, 8-3 Printing, 13-5 Recalling, 8-68, 8-69 Receipts, 5-8 Saving Forwarded, 5-6 Saving Unsent, 5-6 Searching, 7-16–20, 8-50–52, 9-29, A4 Sorting and Grouping, 5-22–34, 7-1, 719–23, 8-12, 11-4, 13-9
Unleash the Power of Outlook
Index
B5A379D2-86FC-4168-A87A-2D8A07E30702
Unread, 5-39, 8-44 Messages from Sender, E-mail Right-click Menu, 8-48 Messages Tab Filtering, 7-20, 7-21 Searching, 7-17, 7-20 Messages, New Contacts, 8-36 Methods of Organization, 7-22 Microphone Button, 14-1 Microsoft Exchange Server, 3-1 Microsoft Free/Busy Service, 8-5–8, 8-16, 8-32, 9-16 Microsoft Office Online Articles, 4-8, 10-2. See also Help Microsoft Office Online Menu, 4-8 Microsoft SQL Server, 5-19 Microsoft Word, 1-4 Minimal Installations, 3-6 Missing Address Bar, 13-8 Missing Buttons, 13-8 Missing Files, 4-8, 13-1 Missing Items, 13-8, 13-9 Missing Shortcuts, 13-10 Missing Views, 13-10–13 Modem, Modifying Setup, 8-39 Modify Selection Button, 5-4 Modifying Buttons, 5-3 Modifying Mailbox Files, 4-2 Modifying Modem Setup, 8-39 More Button, 15-3 More Choices Tab Filtering, 7-21 Searching, 7-18 More Settings Button, 3-2, 3-5 Most Recently Used List, 1-2 Mounting Public Stores, 9-15 Move Down Button, 5-25 Move Up Button, 5-25 Moving E-mail, 7-1–13, 7-22, 7-23, 8-3 Automatically, 7-1–13, 8-3 Manually, 8-3 Moving Items, 7-22, 7-23 Moving Menus, 5-3 Moving Messages Automatically, 7-1–13, 8-3 Moving Messages Manually, 8-3 Moving Receipts, 5-8 Automatically, 5-8 MRU. See Most Recently Used List MSN. See Web-based E-mail Services Multi-line Layout, 6-3, 13-9–13 Text, 13-9–13 Multiple Computer Installations, 3-6
Unleash the Power of Outlook
N Name Fields Pseudonyms, 16-1–3 Name Smart Tags, 9-22 Names Automatic Checking, 3-5, 5-7 Contact, 3-6 Suggesting, 5-7, 5-39 Naming an Address Book, 3-5 Naming Distribution Lists Contacts, 8-37 Naming Folders, 7-2 Naming Rules, 7-6, 7-10, 7-11, 7-13 Navigation Pane, 4-4, 4-5, 5-18, 5-22, 813, 8-25, 9-19, 13-4, 13-5, 13-8, A-3 Adding/Removing Buttons, 13-8 Clearing/Regenerating, 13-5 NetFolders, 9-16 Netmeetings, 8-32, 8-36 Call Contacts, 8-36 Network Administrator, 3-3 Never Send, 5-8 New button, 5-2, 5-14, 9-13 New Contact from Same Company, 8-38 New Contact from vCard, 5-16, 8-39–41 New Mail Message, Menu Item, 4-7 New Menu Item, 4-1, 8-24 New Post Button, 16-3 New Rule button, 7-11 News Servers, 16-1–4 Newsgroup Senders Blocking, 16-4 Newsgroups, 16-1–4 Posting Messages, 16-3, 16-4 Newsreader program, 16-2 Non-delivery Receipt, 2-3 Note Options, 8-62, 8-63 Note Options Button, 8-64 Notes, 1-1, 3-6, 4-6, 7-16–20, 8-1, 8-33, 8-54, 8-60–64, 9-1, 9-16, 9-29, 13-9, A-3, A-4 Categories, 8-62 Color View, 8-63 Contacts, 8-33, 8-62 Activities Tab, 8-33 Default, 8-60–64 Icon View, 8-62 List View, 8-63 Outlook Folders, 8-1, 8-60–64 Resizing, 8-61 Searching, 7-16–20, 9-29, A-4 Sharing, 9-16 Viewing, 8-61–63
I-15
Index
O
B5A379D2-86FC-4168-A87A-2D8A07E30702
Off Hook, 8-39 Office Assistant, 4-8, 10-3 Office Assistant Characters Clippit, 10-3, 10-4 Dot, 10-3, 10-4 F1, 10-3, 10-4 Links the cat, 10-3, 10-4 Merlin, 10-3, 10-4 Rocky the dog, 10-3, 10-4 Office Assistant Menu, 4-8 Right-click Menu, 10-3, 10-4 Office Assistants, 1-4, 4-8, 10-3, 10-4. See also Help Offline Sending/Receiving, 8-66, 17-3 Offline Folder Files (.OST), 5-19 On Hook, 8-39 Online Compaction, 9-15 Online Office Web Page Help. See Help OOA. See Out of Office Assistant Open Contact Button, 8-38 Open Existing Contact Button, 8-42 Open Menu Item, 4-1 Opening .VCF Files, 13-6 .VCS Files, 13-7 .XNK Files, 13-7 Help Windows, 13-4 Message Files, 13-4 Specified Searches, 13-4 VBA Programs, 13-2 Windows in Explorer Mode, 13-4 Windows in Folder Mode, 13-4 .HOL Files, 13-4 .ICS Files, 13-4 .OFT Files, 13-6 .OLK Files, 13-4 Choose Profile Dialog Boxes, 13-5 Contacts, 8-36 Email Messages, 8-48 Right-click Menu, 8-48 Folders, 4-5 Message File as an OLE Embedding, 13-4 Other User’s Folder, 4-1 Outlook Data Files, 4-1, 4-2 Options E-mail, 5-8, 5-35–37, 9-10, 9-14, 12-1– 4, 16-4 Safe Lists, 5-8, 5-36, 5-37, 9-10, 914, 12-1–4, 16-4 Options, Basic E-mail, 1-1, 5-5
I-16
Options Button, 7-14 Rules, 7-14 Options, E-mail Right-click Menu, 8-48 Order of Processing, 7-13, 7-14 Organizing Calendars, 7-22, 8-4, 8-5, 8-11 Using Categories, 7-22, 8-4, 8-5, 8-11 Using Views, 7-22, 8-4, 8-5 Organizing E-mail, 7-23 Using Categories, 7-23 Using Colors, 7-23 Using Folders, 7-23 Using Views, 7-23 Organizing Outlook, 4-6, 7-22 Colors, 4-6 Folders, 4-6 Using Categories, 7-22 Using Colors, 7-22 Using Folders, 7-22 Using Views, 7-22 Views, 4-6 Out of Office Assistant, 2-1 Outbox Outlook Folders, 8-1, 8-64–67, 17-3 Outlook, Synchronized to PDA, 4-6 Outlook Application, Customizing, 4-6 Outlook Bar. See Navigation Pane Outlook E-mail Editor, 5-9, 5-16 Outlook Folders, 5-5, 8-1–5, 8-43–48, 853–72, 9-11, 9-28–30, 13-6, 17-3 Calendar, 8-1, 8-4, 8-5 Contacts, 8-1, 8-24 Deleted Items, 8-1, 8-43–45, 9-11, 928, 9-29 Drafts, 5-5, 8-1, 8-46, 8-47 Inbox, 8-47, 8-48 Journal, 8-1, 8-53–60 Notes, 8-1, 8-60–64 Opening in New window on Startup, 13-6 Outbox, 8-1, 8-64–67, 17-3 Research, 8-1, 9-30 Sent Items, 8-1, 8-66–69 Subfolders, 8-1–3 Tasks, 8-1, 8-69–72 Outlook Help, 10-1–4 Outlook Items, Searching, 7-16–20, 9-29, A-4 Outlook Message Format, 4-2 Outlook Objects, Sharing, 2-1, 8-16, 9-14– 19 Outlook Template Format, 4-2 Outlook Today, Customizing, 6-2 Outlook Web Access, 2-1
Unleash the Power of Outlook
Index Outlook, Activating, 3-7 Outlook, Classic Interface, 6-2, 6-3 Outlook, Default E-mail Client, 6-3, 6-4 Outlook, Viewing, 13-8 Outlook.exe, 13-1, 13-2, 13-4, 13-6
P
B5A379D2-86FC-4168-A87A-2D8A07E30702
Palm. See PDA Panes, 4-4, 4-5, 5-5, 5-18–22, 6-2, 6-3, 813, 8-25, 9-19, 10-3, 13-4, 13-6, 13-8, A-1–3 Help, 10-3, A-1 Inbox, 5-22 Mail, 5-18 Navigation, 4-4, 4-5, 5-18, 5-22, 8-13, 8-25, 9-19, 13-4, 13-8, A-3 Reading, 4-4, 5-5, 5-20–22, 6-2, 6-3, 13-6, A-3 Shortcut, 9-19 Shortcuts, 5-18, 5-19 Parental Controls, 12-3, 12-4 Parental Controls Button, 12-3 Passwords, 3-2, 3-3, 12-4, 12-6, 12-8 Patches and Updates, 4-8, 9-19 PDA, 4-6, 8-71 Synchronized to Outlook, 4-6 Performance Issues, 2-3 Personal Digital Assistant. See PDA Personal Distribution Lists, 1-2 Personal Folders Backup Utility, 12-5, 12-6 Personal Information Protecting, 5-7 Phone Calls, 1-1, 8-53, 8-55, 8-59 Timing, 8-53, 8-55 Tracking, 8-53, 8-59 Phone List View, 8-28 Phone Number, Dialing, 8-34 Pictures, Contacts, 8-32 Plain Text Format, 5-9, 5-11, 5-17 Planner, 8-12 Group Schedules, 5-9 Options, 8-12 Group Schedules, 8-12 Meeting Planner, 8-12 Scheduling Meetings, 5-9 Play a Sound When New Items Arrive, 5-6 PONT_STRING Value, 2-2, 2-3 POP3 Accounts, 3-1, 3-2. See also HTTP Setting up, 3-1 Post Items, 8-3 Post Office Protocol. See POP3 Accounts Posting Messages to Newsgroups, 16-3, 16-4
Unleash the Power of Outlook
PowerPoint, 3-7, 9-17, 9-19, 17-1, 17-2 Preview Messages, 5-20 Preview Pane, 1-3, 5-20, 5-22. See also Reading Pane Print Styles, Customizing, 5-41 Printing Contacts, 8-36 Current Item, 4 E-mail, Right-click Menu, 8-48 Help Topics, 2 Messages, 13-5 Problems Sending E-mail, 5-8 Processing Order, 7-13, 7-14 Processing Receipts, 5-7, 5-8 Processing Requests, 5-7 Processing Responses, 5-7 Product Keys, 3-6 Profiles, Loading, 13-5 Programming Outlook, 1-4, 9-10, 11-1–9, 11-14–18 Profile Keys Removing Invalid, 13-3 Protecting Personal Information, 5-7 Pseudonyms for Name Fields, 16-1–3 PST File, Cleaning, 13-3 Public Folders, 2-1, 9-14, 9-15 Public Storage Groups, 9-15 Publish at My Location, 8-6, 8-7 Publishing Free/Busy Information, 8-6–8
R Reading Pane, 4-4, 5-1, 5-5, 5-20–22, 6-2, 6-3, 13-5, 13-6, A-3 Displaying E-mail Messages, 5-5 Starting Outlook without, 13-5, 13-6 Reading Pane Menu Item, 4-4, 5-5, 5-20– 22, 6-2, 6-3, 13-6, A-3 Recall Messages, 8-68, 8-69 Receipts, 5-7, 5-8 Moving Automatically, 5-8 Processing, 5-7, 5-8 Request Delivery and Read, 5-8 Recipients, 2-2, 2-3 Grouping, 2-2. See also Distribution Lists Maximum Number, 2-3 Recording Items in Journal, 8-59 Records, Contacts, 5-16, 8-36, 8-41, 8-43, 9-5, 9-6, 11-6 Recovery Tools, 13-7 Recurrence, 8-69 Recurrence Button, 8-12 Recurring Appointments, 8-12, 8-21–23
I-17
Index
B5A379D2-86FC-4168-A87A-2D8A07E30702
Recurring Events, 8-12 Recurring Meetings, 8-12 Recurring Tasks, 8-72 Redemption, 11-14, 11-15 REG_SZ String Value, 2-3 Regenerate New Task, 8-72 Regenerating Reminders, 13-3 Registry Editing, 2-2, 2-3, 13-3 Registry Key, 2-2, 2-3, 13-3 Related Messages E-mail, Right-click Menu, 8-48 Reminders, 4-4, 8-69, 13-3 Clearing and Regenerating, 13-3 Deleting Duplicate, 13-3 Start Time, 8-69 Window Menu Item, 4-4 Remote Access of Calendar, Contacts, and E-mail, 2-1 Remote Control of a Computer, 15-4 Remote Procedure Call. See RPC Removing Buttons Navigation Pane, 13-8 Rules, 7-13 Removing Filters, 13-9 Removing Invalid Profile Keys, 13-3 Removing Search Folders, 13-3 Rename Button, 13-8 Renaming a Folder, 4-2 Renaming Views, 13-8 Reply Menu Item, 4-7 Reply to All E-mail, 8-48 Reply to All Menu Item, 4-7 Replying Automatically, 2-1 Replying to E-mail, 5-38 Right-click Menu, 8-48 Reports Filtering, 9-8 Summarizing, 9-8 Request Delivery and Read Receipts, 5-8 Request Free/Busy, 8-6 Requesting Meetings, 5-8 Research Outlook Folders, 8-1, 9-30 Research Help, 10-2. See also Help Research Library, 12-3 Resend This Message, 8-66, 8-68 Resetting Default Folder Names, 13-5 Resizing Notes, 8-61 Resolving Names, 2-2 Resource Scheduling, 4-6, 8-8–16 Responding to Meeting Requests, 5-7, 5-8, 8-16 Responding to Requests for Read Receipts, 5-8
I-18
Restoring Data, 12-5, 12-6 Restoring Default Views, 13-3 Restoring Missing Folders, 13-5 Retention Policies, 2-2 Rich Text Format, 5-9, 5-16, 5-17 Right-click, Filtering, 7-19 Right-click Menus, 4-6, 5-30, 8-12, 8-13, 8-36, 8-48–50, 8-56, 10-3, 10-4 E-mail, 8-48, 8-49, 8-50 Add Recipient to Safe Senders List, 8-48 Add Reminder, 8-48 Add Sender to Blocker Senders List, 8-48 Add Sender to Safe Senders List, 848 Add Sender’s Domain to Safe Senders List, 8-48 Categories, 8-48 Clear Flags, 8-48 Create Rule, 8-48 Delete, 8-48 Find All, 8-48 Flags, 8-48 Follow Up, 8-48 Forward, 8-48 Junk E-mail, 8-48 Options, 8-48 Mark as Not Junk, 8-48 Mark as Unread, 8-48 Messages from Sender, 8-48 Move to Folder, 8-48 Open, 8-48 Options, 8-48 Print, 8-48 Related Messages, 8-48 Reply, 8-48 Reply to All, 8-48 Set Default Flag, 8-48 Journal, 8-56 Calendars, 8-12, 8-13 Contacts, 8-36 Office Assistant, 10-3, 10-4 Rocky the Dog. See Help Rolodex, 1-1, 8-24, 8-25, 8-27, 8-39. See also vCards RPC, Displaying Status, 13-6 RTF Format. See Rich Text Format Rules, 7-1, 7-4–15, 8-49, 13-2, 13-3 Copying, 7-12, 7-13 Creating, 7-1, 7-4–12, 8-49 Blank, 7-1 Templates, 7-1, 7-4–12 Deleting, 7-14, 13-2
Unleash the Power of Outlook
Index Deleting Client- and Server-based, 13-3 Deleting Server-based, 13-3 Disabling, 7-14 Editing, 7-4, 7-6, 7-7, 7-10, 7-11, 7-13 Importing and Exporting, 7-15 Naming, 7-6, 7-10, 7-11, 7-13 Processing Order, 7-13, 7-14 Turning on, 7-6, 7-10, 7-13 Rules and Alerts, 1-2, 2-1, 5-1, 5-6, 5-39, 5-40, 7-1–15, 7-23, 9-10, 9-14, 12-1, 12-2 Copying Rules, 7-12, 7-13 Creating Rules, 7-1, 7-4–12 Deleting Rules, 7-14 Disabling Rules, 7-14 Editing Rules, 7-4, 7-13 Exceptions, 7-6, 7-9–11 Importing and Exporting Rules, 7-15 Processing Order, 7-13, 7-14 Turning on Rules, 7-6, 7-10, 7-13 Rules Wizard, 1-3, 7-3, 7-4, 7-7–12 Running Online Compaction, 9-15 Running Recovery Tools, 13-7
S
B5A379D2-86FC-4168-A87A-2D8A07E30702
Safe E-mailing, 1-3, 1-4, 5-8, 5-36, 5-37, 9-10, 9-14, 11-19, 12-1–6, 16-4 Safe Lists, 1-3, 1-4, 5-8, 5-36, 5-37, 8-48, 9-10, 9-14, 12-1, 12-2, 16-4 Importing and Exporting, 5-36 Safe Recipients, 5-8, 5-36, 8-48, 9-10, 914, 12-1, 12-2 Safe Senders, 5-8, 5-36, 5-37, 8-48, 9-10, 9-14, 12-1, 12-2, 16-4 Save As Menu Item, 4-2, 8-52, 9-4, 15-3, A-3 Save Copies of Messages in Sent Items Folder, 5-5 Save Forwarded Messages, 5-6 Save Replies with Original Message, 5-6 Save Unsent Items in Drafts, 5-6 Saving Forwarded Messages, 5-6 IM Conversations, 15-3 Items, 4-2 Sent E-mails, 8-66 Unsent Items, 5-5, 5-6, 8-46, 8-47 Automatically, 5-5, 8-46, 8-47 Unsent Messages, 5-6 Automatically, 5-5, 5-6, 8-46 Schedule+ Data, Deleting, 13-3 Scheduling Meetings, 5-8, 5-9, 8-8–16, 836
Unleash the Power of Outlook
Accepting Requests, 8-8, 8-9 Declining Conflicting Requests, 8-8, 8-9 Declining Recurring Requests, 8-8, 8-9 Planner, 5-9 Processing Cancellations, 8-8, 8-9 Scheduling Resources, 4-6, 8-8–10, 8-12, 8-13, 8-15, 8-16 Scheduling Screen, 8-15 Screen Tips, 5-1 Show on Toolbars, 5-1 Show Shortcut Keys, 5-1 Search Bar, 10-2 Search Folders, 8-50–52, 13-3 Creating, 8-50–52 Removing, 13-3 Search for a Word or Phrase, 10-2 Searches Opening Specified, 13-4 Searching, 7-15–20, 8-50–52, 9-11, 9-28, 9-29, A-4 Advanced, 7-16–20, 9-29, A-4 Appointments, 7-15–20, 9-29, A-4 Categories Specific for Retrieved Item, 7-18 Contacts, 7-15–20, 9-29, A-4 E-mails, 7-15, 8-50–52 Files, 7-16–20, 9-29, A-4 Journal Entries, 7-16–20, 9-29, A-4 Mailbox Cleanup Wizard, 9-11, 9-28, 929 Meetings, 7-16–20, 9-29, A-4 Messages, 7-16–20, 8-50–52, 9-29, A-4 Messages Tab, 7-17, 7-20 More Choices Match Case, 7-18 Only Items High/Normal/Low Importance, 7-18 Only Items No Flag/Specific Color Flag, 7-18 Only Items None/One or More Attachments, 7-18 Only Items Read/Unread, 7-18 Size Equal to/Between/Less Than/Greater Than, 7-18 More Choices Tab, 7-18 Notes, 7-16–20, 9-29, A-4 Outlook Items, 7-16–20, 9-29, A-4 Simple, 7-15, 7-16 Tasks, 7-16–20, 9-29, A-4 Text, 7-15, 7-16 Security, 1-3, 11-19, 15-2, 16-4 Features, 1-3 Running Macros, 11-19 Settings, 11-19
I-19
Index
B5A379D2-86FC-4168-A87A-2D8A07E30702
Selecting Blocked Senders, 5-37, 16-4 Selecting Safe Recipients, 5-8, 5-36, 5-37, 9-10, 9-14, 12-1, 12-2 Selecting Safe Senders, 5-36, 9-10, 9-14, 12-1, 12-2 Send/Receive Button, 8-65 Send/Receive Menu Item, 5-3, 5-9, 8-7, 865, 9-12, 9-13, 12-1, 16-1 Send_Mail Function, 11-15 Sending Meeting Requests, 8-15, 8-16 Sending/Receiving E-mail, 1-1–3, 2-1–3, 35, 4-7, 5-5–18, 5-38–40, 7-1–15, 7-22, 7-23, 8-3, 8-41, 8-42, 8-46, 8-47, 8-50, 8-64–69, 9-3–5, 9-9–14, 11-1, 11-16– 19, 12-1–5, 13-2, 13-3, 17-3 Addressing, 4-7 Attachments, 8-41, 8-42, 8-50, 11-1, 11-16, 11-17 Autosave, 5-6 Checking Names, 3-5 Deleting Automatically, 7-1, 7-7–9 Distribution Lists, 2-2, 2-3 Drafts, 5-5, 8-46, 8-47 Expanding Distribution Lists, 2-3 Exploding, 11-17–19 Failure Messages, 2-3 Finding Unread, 8-50 Formats, 1-2, 5-10–12, 5-17 Mail Merge, 9-9 Maximum Recipients, 2-3 Message Expiration Settings, 5-39 Moving, 7-3–13, 7-22, 7-23, 8-3 Automatically, 7-3–13, 8-3 Manually, 8-3 Options, 8-65–68, 17-3 Recalling, 8-68, 8-69 Receipts, 5-8, 5-40 Rules and Alerts, 5-6, 7-1, 7-4–15 Saving Sent Messages, 8-66 Signatures, 5-13–15 Single Account, 9-12–14 Sorting Automatically, 7-1 Suggesting Names, 5-39 Templates, 9-3–5 Timing, 5-9 vCards, 8-41, 8-42 Sending/Receiving E-mail Offline, 8-66, 173 Sent Item Properties, 8-67 AutoArchiving, 8-67 Sent Items, 8-1, 8-66–69 AutoArchiving, 8-67 Outlook Folders, 8-1, 8-66, 8-68, 8-69 Recalling, 8-68, 8-69
I-20
Resend This Message, 8-66, 8-68 Sent Items Folder, 5-6, 8-66–68 Server URL Address, 3-3 Set Importance (and Sensitivity) to Normal, 5-7 Setting Account Options, 3-2, 3-3, 3-5 Automatic Send/Receive, 8-66, 8-68, 17-3 Calendar Options, 5-8, 8-5, 8-8–11, 817, 8-18, 8-23 Holidays, 8-11 Time Zones, 8-9, 8-10 Calendar Views, 8-19–23 Database Maintenance Intervals, 9-15 Due Date, 8-69 E-mail Importance and Sensitivity, 5-7 E-mail Options, 5-35, 5-38–40, 8-66 Advanced, 5-38–40 Basic, 5-35, 5-38, 8-66 Exchange Server Properties, 3-5 Journal Options, 8-58–60 Junk E-mail Options, 5-8, 5-35–37, 848, 8-49, 9-10, 9-14, 12-1, 12-2, 16-4 Safe Lists, 5-8, 5-36, 5-37, 9-10, 914, 12-1, 12-2, 16-4 Sensitivity Level, 5-8 Message Expiration Time, 5-39 Recurrence, 8-69 Reminder Start Time, 8-69 Send/Receive Groups, 8-65 Start Date, 8-69 Tracking Options, 5-7 E-mail, 5-40, 5-41 Setting up Free/Busy Access Page, 8-5–8 Hotmail Accounts, 15-1–3 HTTP Accounts, 3-3 Mail Merge, 9-9 Modems, 8-39 POP3 Accounts, 3-1 Speed Dial Entries, 8-38, 8-39 Variables, 11-17 Settings, Configuring General, 5-1 Settings, Other Calendars, Right-click Menu, 8-12 Share Button, 15-4 SharePoint Servers, 2-1, 9-14 SharePoint Services, 9-16–19 Sharing E-mail Accounts, 3-5 Applications, 15-3 Appointments, 9-16–18
Unleash the Power of Outlook
Index
B5A379D2-86FC-4168-A87A-2D8A07E30702
Calendars, 8-5–8, 8-16, 8-41, 9-16–18 Contacts, 8-16, 8-41, 9-16–18 Documents, 9-16–18 Notes, 9-16 Outlook Objects, 2-1, 8-16, 9-14–19 Tasks, 9-16 Shortcuts Keyboard, A-1–7 Address Card Views, A-7 Appointment and Tasks, A-5 Basic Outlook Navigation, A-2 Contacts, A-5 Day/Week/Month Views, A-6 E-mail, A-4 Formatting Text, A-5 General Menu and Toolbar, A-2 Help Window, A-1 Item Creation and Manipulation, A-3 Missing, 13-10 Shortcuts Files, Loading, 13-6 Shortcuts Group, 5-19, 13-10 Shortcuts Icon, 9-19 Shortcuts Keys Showing on Screen Tips, 5-1 Shortcuts Pane, 5-18, 5-19, 9-19 Show an Envelope Icon in the Notification Area When New Items Arrive, 5-6 Show Full Menus, 4-1, 5-1 Signatures, 5-12–15 Adding, 5-12–15 Creating, 5-14, 5-15 Editing, 5-14, 5-15 Signatures Button, 5-14 Simple Search, 7-16 Single-line Layout, 6-3, 13-9–13 Smart Tags, 9-21, 9-22 Date, 9-21 Name, 9-22 Telephone Number, 9-22 SMTP, 3-2 Software Packages Available, 3-7 Sorting Address Cards, 8-28 Sorting and Grouping Messages Automatically, 5-26 Sorting by Fields, 5-22, 5-28, 5-29 Sorting Contact Names, 3-6 Sorting E-mail, 5-22, 5-29, 7-1 Automatically, 7-1 Sorting Order, 5-22, 5-28, 5-29 Changing, 5-22, 5-29 Default, 5-28 Spam, 3-4, 5-8, 5-35, 12-1, 12-2, 16-2 Spam Filtering Links, 12-1
Unleash the Power of Outlook
Spam. See also Junk E-mail, 3-4, 5-8, 535, 12-1, 12-2, 16-2 Speak Button, 14-1 Specialist Certification Level, 17-1, 17-2. See also Expert and Master Certification Levels Speech Modules, 14-2, 14-3 Customizing, 14-3 Training, 14-2, 14-3 Speech Recognition, 14-2, 14-3 Speech-capable Applications, 14-1–3 Speed Dial Entries, 8-38, 8-39 Spell Checker, 1-3, 4-6, 4 Setting Options, 4-6 Spy Programs, 12-3, 12-4 SQL Server, 5-19 SQL Tab, Filtering, 7-21, 7-22 Standard Help, 10-2. See also Help Standard Toolbar, 5-1 Standard Views, 5-18, 13-8 Start Call Button, 8-38 Start Date, 8-69 Starting Outlook, 13-3–6 Customized Toolbars, 13-6 Detection of New Meeting Requests, 13-6 Displaying RPC Status, 13-6 Extensions Turned Off, 13-5, 13-6 MAPI Profile, 13-4 No E-mail Check, 13-5, 13-6 No Extensions, 13-5, 13-6 No Reading Pane, 13-5, 13-6 No Toolbar Customizations, 13-6 Opening Specified Folder in New Window, 13-6 Using Existing Outlook Window, 13-5 Without Checking Mail, 13-5, 13-6 Without Loading Customized Toolbars, 13-5 Status Bar, 5-19 Status Bar Menu Item, 4-4 Storage Groups, 9-15 Storing Documents, 8-54 Streaming Media Files, 9-15 Styles and Themes, 5-10 Subfolders, 8-1–3 Creating, 8-1–3 Levels, 8-3 Outlook Folders, 8-1–3 Submenus, 5-19 Subscription Messages, Deleting, 13-3 Switches, Command Line, 13-1–7 FIRSTRUN, 13-1 Most Useful, 13-7
I-21
Index Synchronized to PDA, 4-6
T
B5A379D2-86FC-4168-A87A-2D8A07E30702
Tab-delimited format, 9-27 Table View, 5-19, 5-30–33, 13-11, 13-12 Talking to Outlook, 14-1–3 Task, Progress of Current, 5-19 Taskpad, 8-14 Tasks, 5-19, 7-16, 8-1, 8-14, 8-33, 8-36, 8-53, 8-59, 8-69–72, 9-16 Assigning, 8-71 Contacts, 8-33, 8-36 Activities Tab, 8-33 Outlook Folders, 8-1, 8-69–72 Recurring, 8-72 Searching, 7-16 Setting Due Date, 8-69 Setting Recurrence, 8-69 Setting Reminder Start Time, 8-69 Setting Start Date, 8-69 Sharing, 9-16 Tracking, 8-53, 8-59 Viewing Active Tasks, 8-70 Viewing Detailed List, 8-70 Team Collaboration, 9-16–18 Telephone Number Smart Tags, 9-22 Telephone Numbers, 8-29 Templates, E-mail, 9-3–5 Testing Locations, 17-2 Text Layout, 13-9–13 Multi-line, 13-9–13 Single-line, 13-9–13 Text Only Format, 4-2 Text Search, 7-15, 7-16 Thesaurus. See Research, 9-30 Three-pane View, 5-21 Time Option Advanced Search, 7-17 Time Zones, 5-9, 8-9, 8-10 Settings, 5-9, 8-9, 8-10 Daylight Savings Time, 5-9, 8-9, 810 E-mail, 8-9, 8-10 Meetings, 8-9, 8-10 Timeline View, 5-19, 5-30, 5-32, 5-33 Timing Phone Calls, 8-53, 8-55 Today Calendars, Right-click Menu, 8-12 Toggling Icons, Large/Small, 5-1 Toolbar Customizations, Starting Outlook without, 13-6 Toolbars, 1-2, 4-4, 5-1–5, 13-6, 16-1–3 Adding Commands, 5-2
I-22
Advanced, 5-1 Creating Custom, 5-3 Customizing, 1-2, 5-2–5, 16-1–3 Displaying/Hiding, 4-4, 5-1, 5-2 Menu, 5-1 Reset Usage Data, 5-1 Showing Screen Tips, 5-1 Standard, 5-1 Starting Outlook without Customized, 13-6 Web, 5-1 Toolbars Menu Item, 4-4, 5-1, 5-2, 13-8 Toolbars Tab, 5-1 Tools and Converters Available, 3-7 Tools Menu, 4-5, 4-6, 7-2, 7-7, 7-15, 8-34, 8-35, 8-45 Tracking Contact-related Events, 1-1 Documents, 8-53, 8-59 Options, 5-7 E-mail, 5-40, 5-41 Phone Calls, 8-53, 8-55, 8-59 Sales, 9-8 Tasks, 8-53, 8-59 Training Link on Microsoft Online, 10-2. See also Help Training Speech Modules, 14-2, 14-3 Translations, 9-30. See also Research Tree, Mail Folders, 5-22 Trojan Horses, 11-19 Troubleshooting Outlook, 3, 4-8, 5-8, 9-10, 13-1–13 Buttons, 13-8 Detect and Repair, 4-8 Displaying Text, 13-10 Editing Items, 13-9 E-mail, 5-8 Filters, 13-9 PC Hardware, 3 Shortcuts, 13-10 Views, 13-10–13 Turning on Rules, 7-6, 7-10, 7-13 Two-pane Calendar View, 8-19 Types of Installation, 3-1 Typical Installations, 3-6
U Undo Command, 5-2 Undocking Menus, 5-3 Unopened E-mail Messages, 5-22 Unread Mail Folder, 8-50 Unread Messages, Identifying, 5-39, 8-44 Unsent Items, 8-46
Unleash the Power of Outlook
Index Unsent Items, Saving, 5-5, 8-46, 8-47 Unsent Messages, Saving, 5-5, 5-6, 8-46 Unsolicited E-mail, 9-10, 9-14, 12-1–5 Updates and Patches, 4-8, 9-19 Updating Free/Busy Information, 8-7, 8-8 Upgrade Now Button, 7-15 Upgrades, Installing, 3-6 URL, 3-3, 5-19, 8-5, A-6 Usage Data, Resetting Menu and Toolbar, 5-1 Use Search Location, 8-6 User Interface, 1-3, 13-5 User Names, 3-2, 3-3, 3-5 User-defined Fields, 8-33, 8-34, 9-2, 9-3 Contacts, 8-33, 8-34 Using Categories, Organizing Calendars, 84, 8-5, 8-11 Using Find, 7-15–20, 9-29, A-4 Using Live Attachments, 9-18, 9-19 Using Mailbox Cleanup Wizard, 9-11, 9-28, 9-29 AutoArchiving, 9-11, 9-28, 9-29 Deleting Items, 9-11, 9-28, 9-29 Searching, 9-11, 9-28, 9-29 Viewing Folder Size, 9-11, 9-28, 9-29 Using Meeting Workspace, 9-18 Using Office Assistant, 4-8, 10-3 Using Password Protection, 12-6, 12-8 Using Smart Tags, 9-21, 9-22 Using Tasks, 8-71, 8-72 Utilities, Personal Folders Backup, 12-5, 12-6
V
B5A379D2-86FC-4168-A87A-2D8A07E30702
Value Column, 7-20 Variables, 11-17, 11-18 VBA Editor, 11-8 VBA Programs Opening, 13-2 vCards, 5-16, 8-39–42 Attachments, 5-16 Creating from Contacts, 5-16, 8-39–41 Forwarding, 8-41, 8-42 Sharing Contacts, 8-41, 8-42 Sharing Information, 8-41, 8-42 Verifiable E-mail, 12-4, 12-5 Version-dependent Features, 1-3, 2-1, 2-3, 3-4–7, 5-9, 5-20–23, 5-35, 6-1, 6-3, 813, 8-15, 8-19, 8-50, 9-7, 9-8, 9-16, 919, 12-7, 13-5, 17-1 Compatibility, 3-7 View Definitions, 5-18 View Deleted Items, Size, 9-11
Unleash the Power of Outlook
View Mailbox Size Button, 9-28 View Menu, 4-4, 4-5, 9-9 View Order, Fields, 5-25 View Types, 5-19, 5-30–33, 13-9 Card, 5-19, 5-30–33 Day/Week/Month, 5-19, 5-30–33 Icon, 5-19, 5-30–33 Table, 5-19, 5-30–33 Timeline, 5-19, 5-30–33 View, Table, 13-11, 13-12 Viewing Appointments, 1-2, 5-30 Active, 5-30 Calendars, 8-5–8, 8-16, 8-19–23 Free/Busy Accounts, 8-5–8 iCalendar, 8-16 Contacts, 8-27–34, 8-42, 8-43, 9-1–3 Address Book, 8-42, 8-43 Address Cards View, 8-27 Detailed Address Cards View, 8-27 Phone List View, 8-28 Records, 8-27, 8-29–34, 8-42, 8-43 Addresses, 8-30 Categories, 8-30, 8-31 General Tab, 8-29 Pictures, 8-32 Telephone Numbers, 8-29 Sorting Address Cards, 8-28 Deleted Items, 9-11 E-mail, 5-32 Folder Size, 9-11, 9-28, 9-29 Free/Busy Service Schedules, 8-8 Journal Entries, 8-56–58 Message Folders, 5-25, 5-26 Maximum Lines, 5-25, 5-26 Notes, 8-61–63 Outlook, 13-8 Tasks, 8-70 Active Tasks, 8-70 Detailed List, 8-70 Simple List, 8-70 Views, 4-6, 5-18, 5-21, 5-24, 5-25, 5-28, 5-30–34, 7-19, 7-21–23, 8-4, 8-5, 8-12, 9-9, 11-4, 13-8–13 Creating, 5-33 Custom, 5-18, 13-10–13 Customizing, 5-24, 5-25, 5-28, 5-30– 34, 7-19, 7-21, 8-12, 9-9, 11-4, 139 Default, 5-30 Missing, 13-10–13 Organizing, 7-23 Organizing Calendars, 7-22, 8-4, 8-5 Organizing E-mail, 7-23
I-23
Index Organizing Outlook, 4-6 Renaming, 13-8 Standard, 5-18, 13-8 Three-pane, 5-21 Viruses, 1-3, 5-21, 11-19, 12-2–5 Scanning Software, 1-3, 12-2–4 Visual Basic, 1-4, 11-1, 11-16 Visual C, 11-1 Visual FoxPro, 1-4 Voice Capacity, 14-1–3 Voice, Default Computerized, 14-2
W
B5A379D2-86FC-4168-A87A-2D8A07E30702
Web Access, Outlook, 2-1 Web Page URLs, 5-19 Web Pages, Adding Hyperlinks, 5-5 Web Publisher for Outlook, 9-16 Web Service-accessible Object Model, 9-18 Web Toolbar, 5-1 Web-based E-mail Services, 3-3 When New Items Arrive in my Inbox, 5-6
I-24
When Replying (and Forwarding) a Message, Include Original Message Text, 5-5 Whiteboards, 15-3 Windows Messaging Wizard, 15-2 Windows SharePoint Services, 9-16–19 Wizards Install, 3-6 Internet Mail, 2-1 Word, 1-2, 1-3, 5-9, 5-10, 5-16, 5-18, 9-9, 11-1–3, A-4 Creating Contacts, 11-1–3 Mail Merging, 1-2, 9-9 Work E-mail Editor, 1-2, 1-3, 5-9, 5-10, 5-16, 5-18, A-4 World Wide Web, 1-4 WSS. See Windows SharePoint Services
Y Yahoo. See Web-based E-mail Services
Unleash the Power of Outlook
B5A379D2-86FC-4168-A87A-2D8A07E30702
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