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Microsoft Office Outlook For Dummies

Microsoft Office Outlook For Dummies

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by Bill Dyszel

Get a Whole New Outlook on Organizing your e-mail and your life!


Getting the Competitive Edge with Outlook 
Taming the E-Mail Beast 
Managing Contacts, Dates, Tasks, and More
Beyond the Basics: Tips and Tricks You Won’t Want to Miss
Outlook at the Office
The Part of Tens

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Outlook® 2007 For Dummies®


About the Author

Bill Dyszel is a popular speaker and trainer, author of 18 books, and contributor
to many leading national magazines, including PC Magazine. His speeches
and seminars aim to help people simplify their lives by using technology
wisely. Bill is also an award-winning filmmaker and an accomplished entertainer.
He sang with the New York City Opera for 14 years and still appears
regularly on the New York stage. His one-man movie musicals have been seen
from coast to coast as part of the 48 Hour Film Project.

Author’s Acknowledgments
I’d like to thank all the wonderful people who helped me make this book
entertaining and useful to the reader, especially Tonya Cupp, Lee Musick,
Greg Croy, and the whole staff of Wiley Publishing, Inc. that makes this series
possible. Thanks also to my agent, Laura Lewin of Studio B Productions.

Introduction
Over 200 million people use Outlook every day. If you think they’re all
sending e-mail to you, you may be right. Ninety percent of those people
know less than ten percent of Outlook’s features according to the folks at
Microsoft. That means that you’ll be getting even more messages once everyone
reads this book (as I hope everyone does). So you need to know more
about Outlook in order to keep up with the fastest rats in the race. Even if
that’s not your goal, Outlook gives you a fighting chance of finishing your
work before you run out of workweek.

Seriously, Microsoft Outlook has been the world’s most popular tool for organizing
your business, your life, and your communications for over ten years.
I’ve had the pleasure of training literally thousands of people on the power
that Outlook can bring to your work and the ways it can simplify your life.
People are often amazed when they discover how much they can reduce their
daily workload by learning to use Outlook effectively.

Microsoft Outlook was designed to make organizing your daily information
easy — almost automatic. You already have sophisticated programs for word
processing and number crunching, but Outlook pulls together everything you
need to know about your daily tasks, appointments, e-mail messages, and
other details. More important, Outlook enables you to use the same methods
to deal with many different kinds of information, so you have to understand
only one program to deal with the many kinds of details that fill your life,
such as
Finding a customer’s phone number
Remembering that important meeting
Planning your tasks for the day and checking them off after you’re done
Recording all the work you do so you can find what you did and when
you did it
Outlook is a Personal Information Manager (Microsoft calls it a Desktop
Information Manager) that can act as your assistant in dealing with the flurry
of small-but-important details that stand between you and the work you do.
You can just as easily keep track of personal information that isn’t businessrelated
and keep both business and personal information in the same convenient location.

About This Book
As you read this book and work with Outlook, you discover how useful
Outlook is, as well as new ways to make it more useful for the things you do
most. If you fit in any of the following categories, this book is for you:
Your company just adopted Outlook as its e-mail program and you need
to learn how to use it in a hurry.
You’ve used Outlook for years just because “it was there,” but you know
you’ve only used a tenth of its power. Now you’re overwhelmed with
work and want to plow through that mountain of tasks faster by using Outlook better.
You’re planning to purchase (or have just purchased) Outlook and want
to know what you can do with Outlook — as well as how to do it.
You want an easier, more efficient tool for managing tasks, schedules,
e-mail, and other details in your working life.
Even if you don’t fall into one of these groups, this book gives you simple,
clear explanations of how Outlook can work for you. It’s hard to imagine any
computer user who wouldn’t benefit from the features that Outlook offers.
If all you want is a quick, guided tour of Outlook, you can skim this book; it
covers everything you need to get you started. Getting a handle on most
major Outlook features is fairly easy — that’s how the program is designed.
(You can also keep the book handy as a reference for the tricks that you may
not need every day.)
The first part of this book gives you enough information to make sense of the
whole program. Because Outlook is intended to be simple and consistent
throughout, when you’ve got the big picture, the details are fairly simple (usually).
Don’t be fooled by Outlook’s friendliness, though — you can find a great deal
of power in it if you want to dig deeply enough. Outlook links up with your
Microsoft Office applications, and it’s fully programmable by anyone who
wants to tackle a little Visual Basic script writing (I don’t get into that in this
book). You may not want to do the programming yourself, but finding people
who can do that for you isn’t hard; just ask around.

Foolish Assumptions
I assume that you know how to turn on your computer and how to use a
mouse and keyboard. In case you need a brush up on Windows, I throw in
reminders as I go along. If Windows and Microsoft Office are strange to you, I
recommend picking up (respectively) Andy Rathbone’s Windows Vista For
Dummies (Wiley) or Wally Wang’s Microsoft Office 2007 For Dummies (Wiley).
If all you have is a copy of this book and a computer running Outlook, you
can certainly do basic, useful things right away, as well as a few fun things.
And after some time, you’ll be able to do many fun and useful things.

How This Book Is Organized
To make it easier to find out how to do what you want to do, this book is
divided into parts. Each part covers a different aspect of using Outlook.
Because you can use similar methods to do many different jobs with Outlook,
the first parts of the book focus on how to use Outlook. The later parts concentrate
on what you can use Outlook to do.
Part I: Getting the Competitive Edge with Outlook
I learn best by doing, so the first chapter is a quick guide to the things that
most people do with Outlook on a typical day. You find out how easy it is to
use Outlook for routine tasks such as handling messages, notes, and appointments.
You can get quite a lot of mileage out of Outlook even if you do only
the things our fictional detective does in the first chapter.
Because Outlook allows you to use similar methods to do many things, I go
on to show you the things that stay pretty much the same throughout the
program: how to create new items from old ones by using drag-and-drop;
ways to view items that make your information easy to understand at a
glance; and the features Outlook offers to make it easier to move, copy, and
organize your files.
Part II: Taming the E-Mail Beast
E-mail is now the most popular function of computers. Tens of millions of
people are hooked up to the Internet, an office network, or one of the popular
online services, such as MSN or AOL.
The problem is that e-mail can still be a little too complicated. As I show you
in Part II, however, Outlook makes e-mail easier. Computers are notoriously
finicky about the exact spelling of addresses, correctly hooking up to the
actual mail service, and making sure that the text and formatting of the mes-
sage fit the software you’re using. Outlook keeps track of the details involved
in getting your message to its destination.
Outlook also allows you to receive e-mail from a variety of sources and
manage the messages in one place. You can slice and dice your list of incoming
and outgoing e-mail messages to help you keep track of what you send, to
whom you send it, and the day and time you send it.
Part III: Managing Contacts, Dates,
Tasks, and More
Outlook takes advantage of its special relationship with your computer and
your office applications (Microsoft Outlook with Microsoft Office, Microsoft
Internet Explorer, and Microsoft Windows — notice a pattern emerging here?)
to tie your office tasks together more cleanly than other such programs —
and make it easier for you to deal with all the stuff you have to do. The chapters
in Part III show you how to get the job done with Outlook.
If you’ve got yellow sticky notes covering your monitor, refrigerator, desktop,
or bathroom door, you’ll get a great deal of mileage out of Outlook’s Notes
feature. Notes are little yellow (or blue, or green) squares that look just like
those handy paper sticky notes that you stick everywhere as reminders and
then lose. About the only thing that you can’t do is set your coffee cup on
one and mess up what you wrote.
Part IV: Beyond the Basics: Tips and
Tricks You Won’t Want to Miss
Some parts of Outlook are less famous than others, but no less useful. Part IV
guides you through the sections of Outlook that the real power users take
advantage of to stay ahead of the pack.
There are parts of Outlook that many people never discover. Some of those
parts are obscure but powerful — others aren’t part of Outlook at all (technically
speaking) — but you’ll get a lot of mileage from knowing how to do
things like create custom forms and set up Outlook to get e-mail from the
Internet. If you use Outlook at home, in your own business, or just want to
soup up your copy of Outlook for high-performance work, you’ll find useful tips in Part IV.
Part V: Outlook at the Office
Beyond planning and scheduling, you probably spend a great deal of your
working time with other people, and you need to coordinate your schedule
with theirs (unless you make your living doing something strange and antisocial,
like digging graves or writing computer books). Outlook allows you to
share schedule and task information with other people and synchronize
information with them. You can also assign tasks to other people if you don’t
want to do them yourself (now there’s a timesaver). Be careful, though; other
people can assign those tasks right back to you.
Part VI: The Part of Tens
Why ten? Why not! If you must have a reason, ten is the highest number you
can count to without taking off your shoes. A program as broad as Outlook
leaves a great deal of flotsam and jetsam that doesn’t quite fit into any category,
so I sum up the best of that material in groups of ten.

Conventions Used in This Book
Outlook has many unique features, but it also has lots in common with other
Windows programs — dialog boxes, pull-down menus, toolbars, and so on.
To be productive with Outlook, you need to understand how these features
work — and recognize the conventions I use for describing these features
throughout this book.

Dialog boxes
Even if you’re not new to Windows, you deal with dialog boxes more in
Outlook than you do in many other Microsoft Office programs because so
many items in Outlook are created with dialog boxes, which may also be
called forms. E-mail message forms, appointments, name and address forms,
and plenty of other common functions in Outlook use dialog boxes to ask you
what you want to do. The following list summarizes the essential parts of a dialog box:
Title bar: The title bar tells you the name of the dialog box.
Text boxes: Text boxes are blank spaces into which you type information.
When you click a text box, you see a blinking I-beam pointer, which
means that you can type text there.
Control buttons: In the upper-right corner of a dialog box, you find three
control buttons:
• The Close button looks like an X and makes the dialog box disappear.
• The Size button toggles between maximizing the dialog box
(making it take up the entire screen) and resizing it (making it take
up less than the entire screen).
• The Minimize button makes the dialog box seem to go away but
really just hides it in the taskbar at the bottom of your screen until
you click the taskbar to make the dialog box come back.
Tabs: Tabs look like little file-folder tabs. If you click one, you see a new
page of the dialog box. Tabs are just like the divider tabs in a ring
binder; click one to change sections.
The easiest way to move around a dialog box is to click the part that you
want to use. If you’re a real whiz on the keyboard, you may prefer to press
the Tab key to move around the dialog box; this method is much faster if
you’re a touch typist. Otherwise, you’re fine just mousing around.

Tabs and Ribbons
Some Outlook screens feature a colorful ribbon across the top, adorned with
festive-looking buttons. Many of those buttons are labeled with the names of
the things that happen if you click them with your mouse, such as Save,
Follow Up, or Delete. Sometimes a row of tabs appears just above the ribbon,
reading something like Task, Write, Insert. Clicking any of those words reveals
an entirely different ribbon full of buttons for a different set of tasks.
This arrangement is a new feature with the release of Microsoft Office 2007,
so even if you’ve used Microsoft Office or Microsoft Outlook for many years,
it is new to you. The idea is that people frequently call Microsoft and ask the
company to add features to Outlook that don’t need to be added because
they’ve been there all along. The ribbon is supposed to make those mysterious,
hidden features more obvious. I think a better solution is to get more
people to read this book. The best solution is to get everyone to buy this
book. As a public service, I’m doing what I can to make that happen. I hope
you’ll join the cause.

Links
Links are special pictures or pieces of text that you can click to change what
you see on-screen. If you’re used to surfing the Internet, you’re used to clicking
blue, underlined text to switch from one Web page to another. Outlook
has some links that work just like links on the Internet. When you see underlined
text, the text is most likely a link — click that text if you want to see
where it leads.

Keyboard shortcuts
Normally, you can choose any Windows command in at least these three
ways (and sometimes more):
Choose a menu command or click a toolbar button.
Press a keyboard combination, such as Ctrl+B, which means holding
down the Ctrl key and pressing the letter B (you use this command to
make text bold).
Press the F10 key or the spacebar to pull down a menu, press an arrow
key to choose a command, and press Enter (way too much trouble, but
possible for those who love a challenge).
You often tell Outlook what to do by choosing from menus at the top of the
screen. I normally simplify menu commands by saying something like
“Choose Yeah ➪ Sure,” which means “Choose the Yeah menu; then choose
the Sure command.”

One rather confusing feature of Outlook is the way each menu appears in two
different views. When you first click the name of a menu in the menu bar, a
short menu appears to show the most popular choices from that menu. If you
leave the menu open for about two seconds, the menu suddenly doubles in
length, showing you every command available on that menu. Don’t worry,
your eyes aren’t going bad — that’s how the product was designed. Microsoft
programmers believe that some people are more comfortable with shorter
menus, whereas others prefer longer menus, so this “Jack-in-the-box” scheme
will either make everyone equally happy or equally confused.


Table of Contents
Introduction..................................................................1
About This Book...............................................................................................2
Foolish Assumptions .......................................................................................3
How This Book Is Organized...........................................................................3
Part I: Getting the Competitive Edge with Outlook............................3
Part II: Taming the E-Mail Beast............................................................4
Part III: Managing Contacts, Dates, Tasks, and More.........................4
Part IV: Beyond the Basics: Tips and Tricks
You Won’t Want to Miss .....................................................................5
Part V: Outlook at the Office .................................................................5
Part VI: The Part of Tens .......................................................................5
Conventions Used in This Book .....................................................................6
Dialog boxes............................................................................................6
Tabs and Ribbons...................................................................................7
Links.........................................................................................................7
Keyboard shortcuts ...............................................................................7
Icons Used in This Book..................................................................................8
Where to Go from Here....................................................................................9
Part I: Getting the Competitive Edge with Outlook ...........9
Chapter 1: Fundamental Features: How Did You Ever
Do without Outlook?
Easy Ways to Do Anything in Outlook .........................................................11
Reading E-Mail ................................................................................................12
Answering E-Mail............................................................................................14
Creating New E-Mail Messages .....................................................................14
Sending a File..................................................................................................15
Entering an Appointment..............................................................................16
Checking Your Calendar................................................................................17
Adding a Contact............................................................................................17
Entering a Task ...............................................................................................18
Taking Notes ...................................................................................................19
Chapter 2: Inside Outlook: Mixing, Matching,
and Managing Information
Outlook and Other Programs .......................................................................22
About Personal Information Management..................................................22
There’s No Place Like Home: Outlook’s Main Screen ................................23
Looking at modules..............................................................................23
Finding your way with the Navigation Pane .....................................25
The Information Viewer: Outlook’s hotspot .....................................26
The To-Do Bar .......................................................................................28
Navigating the Folder List ...................................................................29
Clicking Once: Toolbars ................................................................................30
Viewing ToolTips ..................................................................................30
Using the New tool ...............................................................................32
Finding Things in a Flash with Instant Search............................................33
Getting Help in Outlook.................................................................................35
Chapter 3: On the Fast Track: Drag ’til You Drop
Drag..................................................................................................................37
Creating E-Mail Messages..............................................................................38
From a name in your Address Book...................................................38
From an appointment ..........................................................................40
Creating Appointments from E-mail ............................................................41
Creating Contact Records from E-Mail ........................................................42
Drag-and-Drop Dead: Deleting Stuff .............................................................44
Performing Right-Button Magic....................................................................44
Part II: Taming the E-Mail Beast ..................................45
Chapter 4: The Essential Secrets of E-Mail
Front Ends and Back Ends ............................................................................47
Creating Messages .........................................................................................48
The quick-and-dirty way......................................................................48
The slow, complete way ......................................................................48
Setting priorities...................................................................................51
Setting sensitivity .................................................................................52
Setting other message options ...........................................................54
Adding an Internet link to an e-mail message...................................54
Reading and Replying to E-Mail Messages..................................................55
Previewing message text .....................................................................56
Sending a reply .....................................................................................57
Using a Web link from your e-mail......................................................59
Don’t get caught by phishing..............................................................60
That’s Not My Department: Forwarding E-Mail..........................................60
Blind Copying for Privacy .............................................................................62
Deleting Messages..........................................................................................63
Saving Interrupted Messages........................................................................64
Saving a Message as a File.............................................................................65
Chapter 5: E-Mail Tools You Can’t Do Without
Nagging by Flagging .......................................................................................68
One-click flagging .................................................................................68
Setting flags for different days............................................................69
Changing the default flag date ............................................................70
Adding a flag with a customized reminder .......................................71
Changing the date on a flag.................................................................72
Saving Copies of Your Messages ..................................................................74
Automatically Adding Your Name to a Reply .............................................75
Setting Your Options......................................................................................77
Sending Attachments.....................................................................................79
Creating Signatures for Your Messages.......................................................81
Chapter 6: Conquering Your Mountain of Messages
Organizing Folders .........................................................................................84
Creating a new mail folder...................................................................84
Moving messages to another folder...................................................86
Organizing Your E-Mail with Search Folders...............................................86
Using a Search Folder ..........................................................................87
Setting up a new Search Folder ..........................................................87
Deleting a Search Folder......................................................................88
Using (Electronic) Stationery .......................................................................88
Using the Reading Pane.................................................................................91
Playing by the Rules ......................................................................................93
Creating a rule the quick-and-dirty way ............................................93
Creating a rule the regular way ..........................................................93
Running a rule.......................................................................................97
Filtering Junk E-Mail.......................................................................................97
Fine-tuning the filter’s sensitivity .......................................................97
Filtering your e-mail with sender and recipient lists .......................99
Filtering domains................................................................................100
Archiving for Posterity ................................................................................101
Setting up AutoArchive......................................................................102
Activating the archive process manually........................................103
Finding and viewing archived items ................................................104
Closing the Archive file......................................................................105
Arranging Your Messages............................................................................105
Part III: Managing Contacts, Dates, Tasks, and More ...109
Chapter 7: Your Little Black Book: Creating Contact Lists
Storing Names, Numbers, and Other Stuff................................................112
The quick-and-dirty way to enter contacts.....................................112
The slow, complete way to enter contacts .....................................112
Viewing Contacts..........................................................................................120
Sorting a view......................................................................................123
Rearranging views ..............................................................................124
Using grouped views..........................................................................126
Flagging Your Friends ..................................................................................128
Adding a flag to a contact..................................................................129
Using Contact Information..........................................................................129
Finding contacts in the Contacts module .......................................129
Searching for details about contacts ...............................................133
Finding a contact from any Outlook module ..................................134
Using the Activities page ...................................................................135
Sending a business card ....................................................................136
Distribution Lists..........................................................................................138
Creating a Distribution List ...............................................................138
Editing a Distribution List .................................................................138
Using a Distribution List....................................................................138
Adding pictures to contacts..............................................................138
Chapter 8: The Calendar: How to Unleash Its Power
The Date Navigator: Really Getting Around..............................................140
Meetings Galore: Scheduling Appointments.............................................143
The quick-and-dirty way to enter an appointment ........................143
The complete way to enter an appointment...................................143
Not this time: Changing dates...........................................................146
Not ever: Breaking dates ...................................................................151
We’ve got to keep seeing each other: Recurring dates..................152
Getting a Good View of Your Calendar ......................................................156
Printing Your Appointments.......................................................................160
Adding Holidays to Your Outlook Calendar..............................................160
Chapter 9: Task Mastery: Discovering All
the Bells and Whistles
The To-Do Bar...............................................................................................162
Adding a new item to the To-Do Bar ................................................163
Customizing or minimizing the To-Do Bar ......................................164
Customizing the To-Do Bar ...............................................................165
Closing the To-Do Bar ........................................................................165
Entering New Tasks in the Tasks Module..................................................165
Adding an Internet link to a task ......................................................168
Editing Your Tasks........................................................................................168
The quick-and-dirty way to change a task ......................................169
The regular way to change a task.....................................................170
Copying a task.....................................................................................174
Deleting a task.....................................................................................175
Managing Recurring Tasks..........................................................................175
Creating a regenerating task .............................................................177
Skipping a recurring task once .........................................................178
Marking Tasks Complete .............................................................................179
Marking several tasks complete.......................................................180
Picking a color for completed or overdue tasks ............................181
Viewing Your Tasks ......................................................................................183
Tasks in the Calendar ..................................................................................184
Chapter 10: For the Record: Outlook Notes and Journal Entries
Writing a Note...............................................................................................188
Finding a Note...............................................................................................190
Reading a Note..............................................................................................191
Deleting a Note .............................................................................................192
Changing a Note’s Size.................................................................................193
Color-Coding Notes......................................................................................194
Viewing Your Notes......................................................................................196
Icons view............................................................................................196
Notes List view ...................................................................................197
Last Seven Days view.........................................................................198
By Category view................................................................................199
The Reading Pane.........................................................................................200
Printing Your Notes......................................................................................200
Printing a list of your notes...............................................................201
Printing the contents of a note .........................................................202
Changing Your Default Options for New Notes ........................................203
Changing size and color ....................................................................204
Turning the date and time display on or off ...................................205
Forwarding a Note........................................................................................206
Keeping a Journal for Tidy Recordkeeping...............................................208
Don’t Just Do Something — Stand There! .................................................208
Recording an Outlook item in the Journal manually .....................210
Viewing Journal Entries for a Contact .......................................................210
Finding a Journal Entry ...............................................................................212
Printing Your Journal...................................................................................213
Viewing the Journal .....................................................................................215
The Entry List .....................................................................................215
By Type................................................................................................216
By Contact...........................................................................................216
By Category.........................................................................................216
Last Seven Days..................................................................................216
Phone Calls..........................................................................................216
It’s All in the Journal ....................................................................................216
Part IV: Beyond the Basics: Tips and Tricks
You Won’t Want to Miss.............................................217
Chapter 11: Feeding on Blogs, Podcasts,
and News with Outlook RSS
Feeding Your Need for RSS..........................................................................219
Setting Up an RSS Feed via Internet Explorer...........................................222
Setting Up an RSS Feed via Outlook...........................................................224
Reading Feeds...............................................................................................227
Chapter 12: What You Need to Know to Use Outlook at Home
Investigating an ISP......................................................................................229
Picking a Provider ........................................................................................231
Setting Up Internet E-Mail Accounts..........................................................231
Dealing with Multiple Mail Accounts.........................................................234
Chapter 13: Supercharging Your Sales
with Business Contact Manager
Understanding the Outlook Business Contact Manager.........................237
Adding a Contact to Business Contact Manager......................................240
Adding an Account to Business Contact Manager...................................243
Adding a New Opportunity .........................................................................245
Viewing and Using Reports .........................................................................248
Part V: Outlook at the Office ......................................251
Chapter 14: Big-Time Collaboration with Outlook
Collaborating with Outlook’s Help.............................................................253
Organizing a meeting .........................................................................254
Responding to a meeting request.....................................................256
Checking responses to your meeting request ................................257
Taking a vote .......................................................................................258
Tallying votes ......................................................................................260
Collaborating with Outlook and Exchange ...............................................261
Giving delegate permissions.............................................................261
Opening someone else’s folder.........................................................264
Viewing Two Calendars Side by Side .........................................................265
Setting access permissions ...............................................................266
Viewing two accounts........................................................................268
Assigning tasks ...................................................................................270
Sending a status report......................................................................271
About Address Books ..................................................................................272
Going Public with Public Folders ...............................................................273
Viewing a public folder ......................................................................274
Adding new items...............................................................................274
Replying to items in an existing public discussion folder ............275
Moving items to a public folder........................................................276
For the public record.........................................................................276
Using SharePoint Team Services................................................................277
Joining a SharePoint team.................................................................277
Linking Outlook to SharePoint data .................................................278
Viewing SharePoint data from Outlook ...........................................278
Updating SharePoint data from Outlook .........................................278
Chapter 15: Keeping Secrets Safe with Outlook Security
Getting a Digital ID .......................................................................................280
Sending Digitally Signed Messages ............................................................281
Receiving Digitally Signed Messages .........................................................283
Encrypting Messages...................................................................................285
Other Security Programs for Outlook........................................................286
Chapter 16: See It Your Way: Organizing and
Customizing Outlook
Organizing Outlook ......................................................................................287
Enjoying the Views.......................................................................................288
Table/List view....................................................................................289
Icons view............................................................................................290
Timeline view......................................................................................291
Card views ...........................................................................................292
Day/Week/Month view.......................................................................292
Playing with Columns in Table or List View .............................................293
Adding a column.................................................................................294
Moving a column ................................................................................294
Formatting a column..........................................................................296
Widening or shrinking a column ......................................................297
Removing a column............................................................................298
Sorting ...........................................................................................................299
From Table view .................................................................................299
From the Sort dialog box...................................................................299
Grouping........................................................................................................300
Grouping views with a few mouse clicks.........................................300
Grouping views with drag-and-drop.................................................300
Using the Group By dialog box .........................................................302
Viewing grouped items ......................................................................304
Viewing headings only .......................................................................304
Saving Custom Views...................................................................................305
Using Categories...........................................................................................305
Assigning a category..........................................................................305
Renaming a category .........................................................................306
Changing a category color ................................................................306
Assigning a category shortcut key...................................................307
Customizing Outlook Menus and Toolbars...............................................308
Chapter 17: Work from Anywhere with Outlook Web Access
Getting Started with Outlook Web Access................................................310
Logging on and off ..............................................................................311
The Outlook screen............................................................................311
Exchanging E-Mail ........................................................................................312
Reading messages ..............................................................................312
Sending a message .............................................................................313
Flagging messages..............................................................................314
Setting individual message options .................................................315
Using Your Calendar ....................................................................................316
Entering an appointment...................................................................316
Changing an appointment .................................................................318
Viewing the Calendar .........................................................................318
Managing Contacts.......................................................................................319
Viewing your contacts .......................................................................319
Adding contacts..................................................................................320
Collaborating with Outlook Web Access...................................................322
Inviting attendees to a meeting ........................................................322
Respond to a meeting request..........................................................324
Using Public Folders ....................................................................................326
Viewing public folders .......................................................................326
Adding items to a public folder ........................................................327
Exploring Your Options ...............................................................................327
Out of Office ........................................................................................328
Ruling the school................................................................................328
Creating a signature ...........................................................................330
Part VI: The Part of Tens ............................................333
Chapter 18: Top Ten Accessories for Outlook
Smartphones.................................................................................................335
Migo ...............................................................................................................336
Microsoft Office ............................................................................................336
A Business-Card Scanner ............................................................................336
A Large, Removable Disk Drive ..................................................................337
Nelson E-mail Organizer ..............................................................................337
Address Grabber ..........................................................................................337
Microsoft Exchange .....................................................................................337
MindManager................................................................................................338
Dymo LabelWriter ........................................................................................338
Chapter 19: Ten (Or So) Things You Can’t Do with Outlook
The Top Ten (or so) List..............................................................................339
Change the Inbox color .....................................................................340
Insert a phone number into your calendar.....................................340
Drag and drop multiple items ...........................................................340
Perform two-sided printing...............................................................340
Search and replace area codes .........................................................340
Turn off AutoPreview globally ..........................................................341
Embed pictures in notes....................................................................341
Automatically record all contact stuff in the Journal ....................341
Calculate expenses with Journal phone call entries......................341
Create a Distribution List from a single e-mail ...............................342
Back up Outlook data ........................................................................342
Ten More Things Outlook Can’t Do for You..............................................342
Chapter 20: Ten Things You Can Do After You’re Comfy
Customizing the Quick Access Toolbar ....................................................344
Embellishing E-Mail with Word Art ............................................................344
Wising Up Your Messages with Smart Art.................................................345
Adding Charts for Impact............................................................................345
Opening Multiple Calendars .......................................................................346
Superimposing Calendars ...........................................................................346
Viewing Unusual Numbers of Days ............................................................346
Selecting Dates as a Group..........................................................................346
Turning on Additional Toolbars.................................................................347
Opening a Web Page from Outlook ............................................................347
Index........................................................................349

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Product details
 Price
 Pages
 383 p
 File Size
 19,768 KB
 File Type
 PDF format
 ISBN-13
 ISBN-10
 978-0-470-03830-7
 0-470-03830-6
 Copyright
 2007 by Wiley Publishing, Inc 
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