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Outlook® 2010 All-in-One For Dummies

Outlook® 2010 All-in-One For Dummies

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by Jennifer Fulton & Karen S. Fredricks

10 BOOKS IN 1

• Getting Started
• E-mail Basics
• Über E-mail
• Working with the Calendar
• Managing Contacts
• Organizing Life with OneNote®
• Working with Business Contact
Manager
• Customizing Outlook
• Managing Your Outlook Stuff
• Taking Outlook on the Road

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Book Details
 Price
 5.00
 Pages
 940 p
 File Size 
 26,466 KB
 File Type
 PDF format
 ISBN
 978-0-470-48773-0
 Copyright©   
 2010 by Wiley Publishing, Inc 

About the Author
Jennifer Fulton, iVillage’s former Computer Coach, is an experienced computer
consultant and trainer with over 20 years in the business. Jennifer is a
best-selling author of over 100 computer books for the beginner, intermediate,
and advanced user, ranging from the self-motivated adult business user
to the college, technical, high-school, or middle-school student. Jennifer
is also a computer trainer for corporate personnel, teaching a variety of
classes, including Windows, Microsoft Offi ce, Paint Shop Pro, Photoshop
Elements, and others.
Jennifer is a self-taught veteran of computing, which means, of course, that
if something can happen to a computer user, it has probably happened to
her at one time or another. Thus, Jennifer brings what’s left of her sense of
humor to her many books, including Outlook 2007 All-in-One Desk Reference,
Adobe Photoshop Elements 4 in a Snap, How to Use Macromedia Dreamweaver 8
and Fireworks 8, Adobe Photoshop Elements 3 in a Snap, Digital Photography
with Photoshop Album in a Snap, Paint Shop Pro 8 in a Snap, and Learning
Microsoft Offi ce 2007.

Karen S. Fredricks began her life rather non-technically growing up in Kenya.
She attended high school in Beirut, Lebanon, where she developed her sense
of humor while dodging bombs. After traveling all over the world, Karen
ended up at the University of Florida and is an ardent Gator fan. In addition
to undergraduate studies in English, Theater, and Accounting, Karen has
a master’s degree in Psycholinguistics. Beginning her career teaching high
school English and theater, Karen switched to working with the PC during its
inception in the early ’80s and has worked as a full-time computer consultant
and trainer ever since.
Karen is an ACT! Certifi ed Consultant, an ACT! Premier Trainer, a Microsoft
Offi ce User Specialist, and a QuickBooks Pro Certifi ed Advisor. She is the
author of four For Dummies books on ACT! In addition, she has written
Outlook 2007 Business Contact Manager For Dummies and is completing work
on Microsoft Offi ce Live For Dummies. A true fan of the For Dummies series,
she helped organize The Authors Unconference, the fi rst ever gathering of
For Dummies authors.
Karen resides in Boca Raton, Florida. Her company, Tech Benders, specializes
in contact management software and provides computer consulting, support,
and training services. She is also a regular guest on several syndicated computer
radio talk shows. In her spare time, Karen loves to spend time with
family and friends, play tennis, work out, road bike, and write schlocky poetry.
Karen loves to hear from her readers. Feel free to send her your comments
about the book to dummies@techbenders.com or visit her 
Web site www.techbenders.com to learn more about the products listed in this book.

Introduction
Life in the digital age seems so complicated to me. When I was younger,
life was simple: Go to school, do your homework fast, then play, play,
play until Mom calls you in for dinner. Then go back out and play until just
past dark. We didn’t need a lot of fancy electronics — just something resembling
a ball (even if it was a bit deflated), a set of ever-changing rules, and a big backyard.

As an adult, things have gotten much too hurry-up-and-wait, if you know what
I mean. Sure, it’s nice to have all the latest gadgets — I don’t know what I’d
do without my BlackBerry, or my notebook computer and its wireless
Internet connection. But I find it ironic that the tools that were supposed
to make life easier have made it more complex. Sure, having a cell phone
means I can get through to my daughter when needed and get help in case
of an emergency. It also means that my boss can find me even when I go out
on the weekends, or that a client can track me down at all hours and give
me new things to get done by the end of the day.

If your life runs nonstop like mine, you’re probably overwhelmed with lists,
lists, lists. You keep notes to remind you to pick up milk on the way home
and to keep track of your client’s cell-phone number, your best friend’s new
address, and directions to that restaurant where you’re meeting your boss
for an employee review. Rather than filling your purse, wallet, or pockets with
a bunch of notes, I recommend turning the whole mess over to Microsoft
Outlook. I’m pretty confident that Outlook is a much better organizer.
Outlook includes several parts, or modules; each module keeps track of an
important aspect of your busy, busy life:
✦ Mail: Stores incoming and outgoing e-mail messages in folders you
create. It also lets you quickly find e-mail based on content and re-sort
messages however you want, and it provides a quick and easy way of
previewing e-mail attachments without having to open them completely
(and possibly infect your system with a virus).
✦ Calendar: Stores all your appointments, meetings, and day-long events
and displays them in daily, weekly, or monthly format. It also displays the
Daily Tasks List, in case you don’t have enough going on in your day.
✦ Contacts: Helps you remember the important facts about the people
you know, such as their names, phone numbers, addresses, e-mail
addresses, cell-phone numbers, and Web page addresses. This module
also helps you track important trivia, such as the names of a contact’s
spouse, children, and family pet.
✦ Tasks: Tracks all the things you need to get done, now or someday.
Tasks are divided into two groups: To-Do items, which are basically
quick notes about things to do, and tasks, which contain more detailed
info (such as task start date, due date, number of hours spent on the
task, status, percent complete, priority, and a reminder to do the task).
✦ Notes: Tracks small bits of stray info, such as your locker combination
and super-secret decoder password. You can even post these notes on
your Windows Desktop if you need them to be more in your face.
✦ Journal: A module wanna-be. Although the Journal was originally
designed to track all sorts of activities, such as e-mails sent to and from
a specific contact, appointments made with a contact, phone calls made
to a contact, and Office documents associated with that contact (such
as Excel workbooks and Word documents), most of this is done by automatically
without the Journal’s help, and displayed almost everywhere
in Outlook, through something called the People pane. To learn what
you might still use the Journal for, check out Book I, Chapter 1.
You may be completely satisfied with the group of six hard-working modules
described in the preceding list. But if you’re one of those people for whom
nothing is ever enough, well, depending on your version of Office, Outlook
comes with several companion programs that expand its functionality:
✦ OneNote: Notes on steroids. With this creature, you can create notebooks
on any subject and fill their pages with text, graphics, sound
recordings, screen captures, Web links, and links to Outlook items (such
as appointments and tasks).
✦ Business Contact Manager (BCM to its friends): Can help you manage
numerous hot and cold leads, important contacts and their accounts,
and several money-generating projects.

Table of Contents
Introduction ................................................................. 1
About This Book ..............................................................................................2
Conventions Used in This Book .....................................................................3
Foolish Assumptions .......................................................................................4
How This Book Is Organized ..........................................................................4
Book I: Getting Started ..........................................................................4
Book II: E-Mail Basics .............................................................................5
Book III: Über E-Mail ..............................................................................5
Book IV: Working with the Calendar ...................................................5
Book V: Managing Contacts ..................................................................5
Book VI: Tracking Tasks, Taking Notes, and
Organizing Life with OneNote ...........................................................5
Book VII: Working with Business Contact Manager ..........................6
Book VIII: Customizing Outlook ...........................................................6
Book IX: Managing All Your Outlook Stuff ..........................................6
Book X: Out and About: Taking Outlook on the Road .......................6
Icons Used in This Book .................................................................................6
Where to Go from Here ...................................................................................7
Book I: Getting Started ................................................. 9
Chapter 1: An Insider’s Look at the Outlook Interface. . . . . . . . . . . . . .11
What Can Outlook Do for Me? ......................................................................11
New Features ........................................................................................12
Outlook Modules ..................................................................................12
Heeeerrre’s Outlook! .....................................................................................14
A Ribbon in the Sky .......................................................................................16
Backstage pass .....................................................................................16
The Ribbon ...........................................................................................17
Getting Around with the Navigation Pane ..................................................19
Finding your way around the Navigation pane buttons .................21
Building better buttons in the Navigation pane ...............................22
Playing hide and seek with the Navigation pane .............................22
Getting turned off by the Navigation pane .......................................24
Having Fun with the Folder List ...................................................................24
Viewing Mail with the Reading Pane ...........................................................25
Previewing with AutoPreview ............................................................28
Staying connected with the People pane ..........................................28
Sneaking a peek at attachments .........................................................31
Your Week in a Nutshell: The To-Do Bar ....................................................33
Getting a Snapshot of Your Day with Outlook Today ...............................35
Minimizing Outlook to a Taskbar Icon ........................................................37
Taking a Shortcut to Your Pet Folders .......................................................38
Chapter 2: Outlook, Quick and Dirty . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41
Creating Outlook Items: The Common Factors .........................................41
Wow! There’s a New button! ...............................................................41
Using forms to create items................................................................42
Editing an item .....................................................................................44
Deleting an item ...................................................................................45
Adding a Quick Contact ................................................................................46
Sending a Fast E-mail .....................................................................................47
Reading and Replying to Incoming Messages ............................................48
Creating a Simple Appointment ...................................................................50
Adding a Quick Task .....................................................................................53
Taking a Note .................................................................................................54
Learning the Quick Step ................................................................................55
Changing your Quick Step ..................................................................57
Creating baby Quick Steps..................................................................59
Dragging and Dropping, and How It Saved My Life ...................................60
Understanding how drag-and-drop works ........................................60
Creating Outlook items with drag-and-drop .....................................61
Reorganizing Outlook items with drag-and-drop .............................64
Chapter 3: Setting Up Your E-Mail Accounts . . . . . . . . . . . . . . . . . . . . .67
Understanding the E-Mail Process ..............................................................67
Obtaining an e-mail account ...............................................................68
Knowing the e-mail fl avors .................................................................68
Confi guring Your E-Mail Accounts ..............................................................70
Having Outlook do the heavy lifting ..................................................70
Confi guring your e-mail account manually .......................................72
Maintaining Your E-Mail Accounts ..............................................................76
Fixing a lost password .........................................................................76
Setting the default account .................................................................78
Changing your account information ..................................................78
Changing your connection type .........................................................79
Chapter 4: Importing Data into Outlook . . . . . . . . . . . . . . . . . . . . . . . . . .83
Importing E-Mail Data from Outlook’s Cousins .........................................84
Importing Outlook Express/Windows Mail messages .....................84
Grabbing Outlook Express/Windows Mail account info .................85
Synching Windows Live Mail with Outlook ......................................87
Importing E-Mail Data from Eudora .............................................................89
Importing Contacts ........................................................................................90
Importing Other Data ....................................................................................92
Book II: E-Mail Basics ................................................ 95
Chapter 1: Creating New Messages: Beyond the Basics . . . . . . . . . . .97
Creating a Message, Step by Step ................................................................97
Step 1: Display the message form ......................................................97
Step 2: Address the e-mail ..................................................................98
Step 3: Send extra copies of the message .......................................101
Step 4: Enter a subject and a message ............................................101
Step 5: Send it off ...............................................................................103
Retrieving Your Mail ...................................................................................104
Going through the mail .....................................................................105
Fast ways to review mail ...................................................................106
Working with Address Books .....................................................................108
Attaching a new address book to Outlook .....................................109
Choosing which address book is the boss .....................................113
Resolving to Find the Right E-Mail Address .............................................114
Understanding how Outlook verifi es addresses ............................114
Searching for an address in your address books ..........................116
Sending Carbon Copies (Cc’s) and Blind Carbon Copies (Bcc’s) ..........118
Formatting Text to Make Your Messages Stand Out ...............................119
Understanding message formats: HTML, RTF, and plain text ......120
Applying formatting to a message ...................................................121
Attaching a File to a Message .....................................................................123
Best practices for working with attachments ................................123
Attaching fi les .....................................................................................125
Saving a Message So You Can Send It Later .............................................127
Saving a draft ......................................................................................127
Changing the Drafts folder ................................................................127
Chapter 2: Reading and Replying to E-Mail. . . . . . . . . . . . . . . . . . . . . .129
Finding the Messages You Want to Read: Changing the View ...............129
Dealing with Long Conversations ..............................................................133
Dealing with E-Mails That Use Pictures ....................................................137
Opening E-Mail Attachments ......................................................................138
Saving E-Mail Attachments .........................................................................139
Replying versus Replying to All .................................................................141
Controlling how text is quoted in a reply .......................................143
Adding your name to a reply ............................................................146
Letting MailTips Save Your Grateful Backside .........................................147
Forwarding an E-Mail ..................................................................................149
Resending an E-Mail Message ....................................................................149
Chapter 3: Making Your E-Mail Look Professional and Cool. . . . . . .151
Checking Your Ignorance at the Door with Spelling and Grammar
Checking ....................................................................................................152
Checking spelling ...............................................................................153
Checking grammar .............................................................................156
Using Stationery to Add Flair .....................................................................158
Taking a stationery out for a test run..............................................159
Selecting your everyday stationery .................................................160
Applying a Word Theme .............................................................................161
Applying a Color, Font, or Effects Set .......................................................163
Creating a custom set of colors or fonts .........................................164
Customizing your look ......................................................................166
Simply Colorizing the Background ............................................................166
Color is a solid choice .......................................................................167
Why not try a gradient, texture, pattern, or image? ......................168
Inserting an Image .......................................................................................169
Illustrating Your Point .................................................................................172
Tabling the notion .............................................................................172
Charting the way ................................................................................173
Getting your message to take shape ...............................................174
Getting smart with SmartArt ............................................................175
Showing exactly what you mean ......................................................177
Manipulating Objects ..................................................................................178
Selecting, resizing, and other basic techniques.............................178
Formatting objects and playing around ..........................................179
Arranging objects...............................................................................182
Removing an image’s background ...................................................183
Linking to the Outside World .....................................................................185
Inserting an Outlook Item ...........................................................................187
Playing with Text .........................................................................................188
Adding headings and other styles ...................................................189
Dealing with bulleted and numbered lists ......................................190
Placing text exactly where you want it with a text box ................191
Chapter 4: Repeating Yourself Easily with Signatures
and Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .193
Adding Your Signature ................................................................................193
Creating a signature...........................................................................194
Adding the signature to e-mail messages .......................................197
Repeating the Same Stuff Over and Over .................................................198
Saving reusable text and images as a Quick Part ..........................199
Inserting a Quick Part into an Outlook item ...................................200
Using a Template to Create a Reusable Message ....................................201
Book III: Über E-Mail ............................................... 205
Chapter 1: Controlling the Sending and Receiving of Messages . . .207
How Can I Tell Whether You Read This? ..................................................207
Making what you send look really important .................................208
Flagging messages for yourself ........................................................210
Tracking when messages are delivered and read .........................212
Getting Out the Vote ...................................................................................213
Controlling Message Delivery ....................................................................217
Delaying when messages are sent ...................................................217
Setting messages to expire after a certain date .............................218
Recalling and replacing messages ...................................................219
Changing how Outlook tells you e-mail has arrived ......................221
Stopping a Long E-Mail Download .............................................................224
Chapter 2: When You Have to Know Now: Instant Messaging . . . . .227
Understanding the Magic ...........................................................................227
Using Instant Messaging .............................................................................228
Compatible IM Services.....................................................................228
Adding IM contacts ............................................................................229
Initiating an IM through Outlook .....................................................230
Viewing someone’s online status .....................................................232
Controlling your online status .........................................................233
Using SMS Text Messages ...........................................................................235
Choosing an Outlook Mobile Service provider ..............................235
Controlling your online status .........................................................237
Adding mobile phone numbers ........................................................237
Sending a text message through an Outlook Mobile Service
provider ...........................................................................................238
Other cool things to do with an Outlook Mobile Service
provider ...........................................................................................239
Chapter 3: Getting the Latest News Delivered Right to Your Inbox. . .241
Adding News Feeds .....................................................................................242
Adding a news feed through Outlook’s Account Settings ............243
Adding a news feed through your Web browser ...........................244
Changing or Removing a Feed ....................................................................248
Reading News Feeds ....................................................................................249
Sharing News Feeds .....................................................................................251
Sharing a feed by e-mail ....................................................................251
Importing/exporting a news feed list ..............................................252
Chapter 4: Sending Mass Mailings. . . . . . . . . . . . . . . . . . . . . . . . . . . . .255
Creating a Distribution List ........................................................................255
Using a contact group to send e-mails ............................................259
Making changes to a contact group ................................................259
Creating a Mass Mailing in Word Using Your Contacts ..........................260
Chapter 5: Managing Multiple E-Mail Accounts . . . . . . . . . . . . . . . . .265
Controlling Sending and Receiving ...........................................................265
Creating Send/Receive groups .........................................................266
Now, go get that mail! ........................................................................271
Selecting Your Default E-Mail Account .....................................................273
Changing the Order in Which Accounts Are Checked ............................274
Sending from a Specifi c E-Mail Account ...................................................275
Directing Incoming Mail to a Specifi c Folder ...........................................277
Directing Sent Messages to a Different Folder .........................................280
Having Replies Sent to another Address ..................................................280
Dealing with Multiple People, Multiple Accounts, and One Little
Ol’ Computer ............................................................................................282
Book IV: Working with the Calendar .......................... 285
Chapter 1: Getting Familiar with the Calendar . . . . . . . . . . . . . . . . . . .287
Appointments, Meetings, and Events — What’s the Difference? ..........287
Understanding Calendar Views .................................................................288
Day view ..............................................................................................291
Week, Work Week, and Next 7 Days views .....................................293
Month view .........................................................................................295
Schedule view .....................................................................................297
Navigating around the Calendar ................................................................300
Creating a Complete Appointment ............................................................302
Dealing with a Reminder When It Rears Its Ugly Head ...........................306
Planning an All-Day Event ...........................................................................307
Chapter 2: Going Further with the Calendar . . . . . . . . . . . . . . . . . . . . .311
Scheduling a Recurring Appointment, Meeting, or Event ......................311
Making Changes to a Recurring Item ........................................................314
Changing Appointments or Events ............................................................315
Changing an appointment/event without opening it.....................316
Changing an appointment/event by opening it ..............................318
Removing an Appointment or Event .........................................................320
Adding Holidays to the Calendar ...............................................................321
Creating Your Own Holiday List ................................................................322
Chapter 3: Calendar Collaboration . . . . . . . . . . . . . . . . . . . . . . . . . . . . .327
Sharing Your Calendar via Exchange ........................................................328
Sharing a calendar with everyone ...................................................329
Sharing a calendar with specifi c people .........................................330
Changing permissions or stopping sharing ....................................333
Viewing Someone Else’s Calendar .............................................................334
Accessing someone’s main Calendar folder ...................................334
Accessing someone’s custom calendar ..........................................337
Managing Your Time ...................................................................................338
Creating a Group Schedule .........................................................................341
Working with group schedules ........................................................343
Forwarding Appointments to Others ........................................................343
Sharing a Calendar via E-Mail .....................................................................346
Publishing a Calendar to Microsoft Offi ce Online ...................................349
Sharing a Calendar through Google ..........................................................352
Exporting one of your calendars to Google Calendar ...................352
Importing a Google calendar ............................................................356
Subscribing to a Google calendar ....................................................358
Chapter 4: All About Meetings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .361
Scheduling a Meeting ..................................................................................362
Scheduling a meeting on an Exchange network .............................362
Scheduling a meeting when you don’t use Exchange ...................367
Changing a Meeting .....................................................................................369
Canceling a Meeting ....................................................................................373
Sending a Message to All Attendees ..........................................................375
Dealing with Meeting Requests ..................................................................376
Accepting, tentatively accepting, or declining a meeting .............378
Proposing a new meeting time .........................................................380
Checking on Meeting Responses ...............................................................382
Accepting or declining a time proposed by others .......................384
Automatically handling meeting responses ...................................386
Preventing replies for a meeting request .......................................386
Preventing time change proposals for a meeting request ............388
Automatically Managing Resources ..........................................................388
Chapter 5: Making the Calendar Your Own. . . . . . . . . . . . . . . . . . . . . .391
Creating Multiple Calendars .......................................................................392
Adding Internet Calendars .........................................................................393
Displaying Multiple Calendars ...................................................................396
Displaying a calendar in its own window .......................................397
Overlaying calendars .........................................................................397
Searching the Calendar to Create Custom Views ....................................399
Customizing the Calendar ..........................................................................402
Establishing the work week and work days ...................................402
Changing the time grid ......................................................................404
Setting the default reminder time ....................................................408
Changing the calendar color ............................................................409
Customizing the Date Navigator ................................................................409
Book V: Managing Contacts ...................................... 413
Chapter 1: Getting in Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .415
Adding a Complete Contact .......................................................................415
Changing Contact Information ...................................................................420
Basing a Contact on an Incoming E-Mail ...................................................422
Adding a Suggested Contact ......................................................................423
Creating Another Contact from the Same Company ...............................424
Getting Rid of Duplicate Contacts .............................................................425
Chapter 2: Working with Your Contacts. . . . . . . . . . . . . . . . . . . . . . . . .429
Picking a View That Suits Your Needs ......................................................429
Locating a Contact .......................................................................................432
Viewing a Map to a Contact’s Address .....................................................435
Browsing to a Contact’s Web Page ............................................................437
Calling a Contact ..........................................................................................438
Viewing Activity Associated with a Contact ............................................442
Updating a contact through the People pane and its
social networks ...............................................................................443
Chapter 3: Dealing with Electronic Business Cards . . . . . . . . . . . . . .445
Editing a Contact’s Electronic Business Card ..........................................445
Creating a Reusable Electronic Business Card ........................................449
Creating a new electronic business card template .......................449
Using a template to create a new contact ......................................451
Applying a new template to an old contact ....................................452
Sharing Electronic Business Cards and Contacts ...................................453
Creating a Contact from an Electronic Business Card Sent to You ......454
Using an electronic business card to add a contact .....................454
Using an Outlook fi le to add a contact ............................................456
Displaying More Electronic Business Cards ............................................457
Chapter 4: Contacts Collaboration . . . . . . . . . . . . . . . . . . . . . . . . . . . . .459
Sharing Your Contacts ................................................................................459
Sharing contacts with everyone ......................................................460
Sharing contacts with specifi c people ............................................462
Changing permissions or stopping sharing ....................................464
Viewing Contacts Shared by Others .........................................................466
Accessing someone’s main Contacts folder ...................................466
Accessing someone’s custom Contacts folder...............................467
Book VI: Tracking Tasks, Taking Notes, and
Organizing Life with OneNote .................................... 469
Chapter 1: Creating Simple To-Do Items . . . . . . . . . . . . . . . . . . . . . . . .471
Using the To-Do Bar to Track To-Do Items ..............................................471
Turning an incoming e-mail into a To-Do bar item ........................473
Turning a contact into a To-Do bar item ........................................475
Setting the Quick Click Flag ........................................................................476
Changing the Flag You’ve Assigned a To-Do Item ...................................477
Changing a To-Do Item’s Name ..................................................................478
Dealing with a To-Do Item You’ve Finished or No Longer Want
to Flag ........................................................................................................479
Marking a To-Do item as fi nito .........................................................479
Removing a fl ag rather than marking it complete .........................479
Deleting a To-Do item ........................................................................480
Finding Flagged Messages ..........................................................................481
Customize the To-Do Bar ............................................................................482
Creating a Task by Using the Daily Task List in the Calendar ...............485
Chapter 2: Dealing with More Complex Tasks . . . . . . . . . . . . . . . . . . .489
Creating a Detailed Task .............................................................................489
Turning an e-mail into a task ............................................................492
Linking an appointment or meeting to a task.................................493
Scheduling a Recurring Task ......................................................................494
Viewing Tasks ..............................................................................................496
Working with Tasks .....................................................................................498
Changing the color of overdue tasks ...............................................499
Sorting and rearranging tasks ..........................................................501
Updating what you’ve done on a task .............................................501
Marking a task as complete ..............................................................501
Setting an Automatic Reminder for Tasks ................................................503
Chapter 3: Spreading the Joy: Task Assignments . . . . . . . . . . . . . . . .505
Assigning a Task to Someone Else ............................................................505
Reclaiming a Task You Tried to Reassign ................................................508
Checking the Progress of an Assigned Task ............................................510
Dealing with Task Assignments Sent to You ............................................512
Accepting or declining a task ...........................................................512
Sending a status report on an assigned task ..................................514
Reassigning a reassigned task ..........................................................515
Forwarding a Task Rather than Reassigning It ........................................517
Sharing Your Tasks List ..............................................................................519
Sharing tasks with everyone ............................................................520
Sharing tasks with specifi c people ..................................................521
Changing permissions or stopping sharing ....................................523
Viewing Tasks Shared by Others ...............................................................525
Accessing someone’s main Tasks folder ........................................525
Accessing someone’s custom task folder .......................................526
Chapter 4: Taking Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .529
Creating a Complete Note ...........................................................................529
Organizing Notes with Categories .............................................................531
Selecting a Notes View ................................................................................531
Making Notes Look the Way You Like ......................................................533
Sticking Notes to Your Desktop .................................................................534
Passing Notes ...............................................................................................535
Chapter 5: Taking Notes in Overdrive: OneNote. . . . . . . . . . . . . . . . . .537
Organizing in OneNote ................................................................................538
Navigating in OneNote ................................................................................540
Creating a Notebook ....................................................................................541
Adding a New Page ......................................................................................544
Renaming, rearranging, or removing pages ...................................545
Adding subpages ................................................................................545
Adding a New Page by Using a Template .................................................546
Adding a template to an existing page ............................................548
Designating a favorite template .......................................................548
Adding a Section ..........................................................................................548
Renaming, rearranging, or removing sections ...............................550
Adding a Section Group ..............................................................................550
Taking a Note ...............................................................................................551
Creating a Linked Note ................................................................................552
Adding Links to Other Pages, Files, or the Internet ................................555
Linking to other notebook pages .....................................................555
Linking to fi les, documents, or Web pages .....................................556
Inserting a Document or File ......................................................................558
Inserting a Picture of a Document .............................................................559
Inserting an Image from a Scanner or Digital Camera ............................561
Creating a Quick Side Note from Any Program ........................................562
Formatting Text ...........................................................................................563
Creating a table ..................................................................................565
Adding space to a page .....................................................................566
Updating the date or time .................................................................566
Writing and Drawing Notes by Hand .........................................................568
Set drawing options ...........................................................................569
It’s touching ........................................................................................569
Adding rules to a page.......................................................................570
Converting handwriting to editable text or an equation ..............570
Drawing Lines, Arrows, and Shapes ..........................................................572
Inserting Images ...........................................................................................573
Inserting a Screen Shot ...............................................................................575
Adding Audio or Video ................................................................................577
Chapter 6: Maximizing the Power of OneNote . . . . . . . . . . . . . . . . . . .579
Inserting Details of an Appointment or Meeting on a Page ....................580
Creating an Outlook Task on a Page .........................................................581
Marking an Outlook Task as Done .............................................................582
Inserting an Outlook Contact or E-Mail on a Page ...................................582
Sending a Page to Someone ........................................................................584
E-mailing a OneNote or PDF Version .........................................................585
Sending Your Notes to Word .....................................................................587
Sharing Some of Your Notes ......................................................................587
Sharing Notebooks ......................................................................................589
Synchronizing changes .....................................................................590
Reviewing changes ............................................................................592
Dealing with different versions of a page .......................................593
Using the Recycle Bin to restore a deleted page ...........................594
Blogging Your Notes ....................................................................................595
Securing Your Notes ...................................................................................596
Unlocking a protected section .........................................................598
Removing the password protection ................................................599
Changing the password .....................................................................599
Reorganizing Your Notes ............................................................................600
Selecting pages ...................................................................................600
Moving pages and notes ...................................................................601
Moving sections .................................................................................602
Tagging Important Information ..................................................................603
Searching for Data .......................................................................................605
Using the Search Results pane .........................................................607
Finding tagged items .........................................................................608
Book VII: Working with Business Contact Manager ..... 611
Chapter 1: Minding Your Business Contact Manager . . . . . . . . . . . . .613
Comparing BCM and Outlook ....................................................................613
Knowing Who Should Use BCM .................................................................614
Getting Started in BCM ...............................................................................615
Creating a database ...........................................................................615
Opening a database ...........................................................................618
Finding your current database .........................................................619
Deleting a database ...........................................................................619
Importing Contacts into BCM ....................................................................620
Determining your data type..............................................................620
Importing data ....................................................................................622
Moving contacts from Outlook ........................................................625
Chapter 2: Introducing the Basic Business
Contact Manager Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .627
Working with Business Contacts ...............................................................627
Adding a new Business Contact .......................................................628
Making changes to a Business Contact ...........................................630
Adding a Business Contact from an Account record ....................631
Getting the 411 on Accounts ......................................................................632
Entering Accounts .............................................................................634
Creating an Account from an existing Business Contact ..............636
Editing an existing Account ..............................................................636
Linking Outlook to BCM Records ..............................................................637
Linking existing Outlook activities to a BCM record .....................637
Linking a BCM record to a new Outlook item ................................639
Turning Your Business into a Major Project ............................................640
Projecting your Business Projects ...................................................640
Chipping away at a Business Project ..............................................642
Tracking your project progress .......................................................643
Bidding your project adieu ...............................................................643
Chapter 3: Working with Opportunities . . . . . . . . . . . . . . . . . . . . . . . . .645
Creating a New Opportunity ......................................................................645
Finding More Opportunity in Your Opportunities ..................................647
Wrapping a ribbon around an opportunity ....................................648
Editing an opportunity ......................................................................648
Closing the deal ..................................................................................649
Deleting an opportunity ....................................................................650
Adding Products and Services to an Opportunity ..................................650
Editing or Deleting a Product or Service ..................................................653
Chapter 4: Reports and Dashboards . . . . . . . . . . . . . . . . . . . . . . . . . . . .655
Knowing the Basic BCM Reports ...............................................................655
Running a BCM Report ................................................................................658
Giving Your Reports a Facelift ...................................................................659
Modifying an existing report ............................................................660
Filtering out the bad stuff .................................................................662
Drilling for Dollars in Your Reports ..........................................................663
Giving your reports a helping hand .................................................664
Having a refreshing look at your report..........................................664
Working with Dashboards ..........................................................................665
Book VIII: Customizing Outlook ................................. 669
Chapter 1: Organizing Items with Categories . . . . . . . . . . . . . . . . . . .671
Adding a Category to an Open Outlook Item ...........................................671
Adding a Category to an Item without Opening It ...................................673
Assigning a Quick Click Category to an Item ...........................................674
Removing a Category from an Item ...........................................................675
Managing Your Categories .........................................................................676
Renaming a category .........................................................................676
Assigning shortcut keys to categories ............................................677
Assigning new colors to categories .................................................678
Creating new categories ....................................................................679
Removing a category .........................................................................680
Chapter 2: Changing Your View on Outlook . . . . . . . . . . . . . . . . . . . . .683
Viewing Outlook in a Whole New Light .....................................................683
Changing views ..................................................................................684
Tweaking an existing view ................................................................685
Resetting a standard view.................................................................687
Changing the name of a view ............................................................687
Creating a view from scratch ...........................................................688
Deleting a custom view .....................................................................690
Tabling the Table View ...............................................................................690
Adding a column to a table ...............................................................690
Removing columns ............................................................................691
Moving a column ................................................................................691
Resizing a column ..............................................................................692
Arranging for a Different View in Outlook ................................................692
Getting in with the in group ..............................................................693
Sorting Your Data ........................................................................................695
Sort of sorting your column .............................................................695
What sort of sort do you want? ........................................................695
Reading Can Be a Pane ................................................................................697
Reading is a turn-on ...........................................................................697
Reading in the Reading pane ............................................................698
Manually marking messages .............................................................698
Displaying All the Messages in a Folder ...................................................699
Chapter 3: Customizing Outlook Forms . . . . . . . . . . . . . . . . . . . . . . . . .701
Making Quick Changes to the Quick Access Toolbar .............................701
Adding a Quick Access toolbar command from the Ribbon ........702
Yet another way to quickly add Quick Access toolbar
commands .......................................................................................703
Adding yet more Quick Access toolbar commands ......................703
Playing with Forms ......................................................................................705
Creating a new form by using existing fi elds ..................................705
Form Beautifi cation 101 ....................................................................709
Adding custom-defi ned fi elds ...........................................................712
Using Custom Forms ...................................................................................714
Book IX: Managing All Your Outlook Stuff .................. 717
Chapter 1: Finding a Place for Your Stuff. . . . . . . . . . . . . . . . . . . . . . . .719
Developing an Outlook Filing System .......................................................719
Creating a new folder ........................................................................720
Moving an item to another folder ....................................................721
Rearranging your folders ..................................................................722
Giving folders the heave-ho ..............................................................722
Moving an item to a different type of folder ...................................723
Cleaning Up Your Mess ...............................................................................724
Cleaning up your folders ...................................................................724
Giving Outlook a bit of spring cleaning ...........................................725
Emptying the trash ............................................................................728
This is one for the archives ..............................................................729
Chapter 2: Playing by the Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .737
Making Up the Rules as You Go .................................................................737
Creating the basic game plan ...........................................................737
Taking rules the whole nine yards...................................................739
Adding bells and whistles to your rules .........................................743
Bending the Rules ........................................................................................745
Running with the rules ......................................................................745
Cheating with the Rules ..............................................................................747
Copying a rule ....................................................................................748
Importing and exporting a list of rules............................................748
Throwing your rules out the window ..............................................750
Chapter 3: Making Mincemeat Out of Spam . . . . . . . . . . . . . . . . . . . . .751
Maintaining Your Junk ................................................................................751
Changing the level of protection in the junk e-mail fi lter .............751
Giving senders your seal of approval ..............................................753
Ensuring that your recipients make the list ...................................755
Blocking a name from your Inbox ....................................................756
Putting Junk in Its Place ..............................................................................757
Relegating a message to the junk pile .............................................757
Sorting through your junk mail ........................................................758
Taking out the trash — permanently ..............................................759
Protecting Yourself from Phishing Attacks ..............................................760
Changing the phishing options ........................................................760
Enable or disable links in phishing e-mail messages ....................762
Giving Your Mail a Postmark ......................................................................762
Chapter 4: Seek and Ye Shall Find . . . . . . . . . . . . . . . . . . . . . . . . . . . . .765
Getting Instant Gratifi cation with Instant Searching ...............................765
Enabling Instant Search ....................................................................766
Fiddling with the Instant Search options ........................................766
Searching instantly ............................................................................768
Refi ning your Instant Search ............................................................769
Finding what you’re looking for with Advanced Find ...................770
Searching through the Search Folders .....................................................772
Adding a predefi ned Search folder ..................................................773
Tweaking a Search folder ..................................................................774
Deleting a Search folder ....................................................................775
Searching 101 — Finding Names in the Address Book ...........................776
Fiddling with the Folder List ......................................................................777
Working with Quick Steps and Quick Step Groups .................................777
Tweaking a Quick Step ......................................................................778
Creating your own Quick Steps ........................................................779
Arranging your Quick Steps..............................................................780
Chapter 5: Securing Outlook E-Mail . . . . . . . . . . . . . . . . . . . . . . . . . . .783
Working with Passwords ............................................................................783
Trusting the Trust Center ...........................................................................785
Getting the lowdown on downloads ................................................786
Guarding your privacy ......................................................................786
Grappling with Macros ...............................................................................788
Handling a macro security warning .................................................788
Changing the macro settings in the Trust Center..........................789
Help! Someone’s Sending E-Mail on My Behalf ........................................790
Answering the security warning ......................................................791
Preventing future security warnings ...............................................791
Kicking the HTML out of Your E-Mail ........................................................792
Sending via Certifi ed E-Mail ........................................................................794
Getting a digital ID from a certifying authority ..............................794
Putting your digital ID to work .........................................................795
Exchanging e-mail certifi cates ..........................................................796
Book X: Out and About: Taking Outlook on the Road ... 799
Chapter 1: Managing Your Company E-Mail . . . . . . . . . . . . . . . . . . . . .801
Letting Automatic Replies Handle Mail While You’re Gone ...................802
Turning Automatic Replies on or off ...............................................802
Letting rules control mail while you’re away .................................805
Changing the rules .............................................................................807
What to do if you only have a POP3 or IMAP e-mail account ......809
Assigning a Delegate to Handle E-Mail and Appointments While
You’re Gone ..............................................................................................814
Assigning a delegate ..........................................................................814
Changing a delegate’s permission levels ........................................818
Managing Someone Else’s E-Mail and Calendar .......................................819
Displaying somebody else’s folders ................................................820
Dealing with meetings and tasks as a delegate ..............................824
Dealing with e-mail as a delegate .....................................................827
Dealing with appointments as a delegate .......................................829
Chapter 2: Turning Your E-Mail Accounts into Roadies . . . . . . . . . . .831
Getting Personal E-Mail on the Road .........................................................832
Problem one .......................................................................................832
Problem two .......................................................................................833
Solutions for a Modern World: Using Windows Live ..............................834
Adding a Windows Live Mail account to Outlook ..........................835
Outlook contacts and Windows Live Mail ......................................837
Importing Outlook Contacts into a Web-Based E-Mail Account ............838
Controlling E-Mail ........................................................................................840
Getting e-mail messages on a second computer without
deleting them ..................................................................................841
Downloading only message headers ...............................................843
Working with message headers .......................................................844
Taking Microsoft Exchange on the Road ..................................................846
Downloading the Offl ine Address Book ..........................................847
Changing the Cached Exchange mode settings to download
only headers ...................................................................................850
Chapter 3: Printing Your Stuff and Taking It with You. . . . . . . . . . . . .853
Printing Items and Any Attached Documents ..........................................854
Printing a List of Items ................................................................................864
Printing a Blank Calendar ...........................................................................866
Index ....................................................................... 869

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About This Book
Even though Outlook is made up of a lot of parts, such as Mail, Contacts,
and Calendar, most people use it at first only to manage e-mail. That’s okay;
Outlook’s a big boy and can take the fact that you think it’s only an e-mail
program. After you get used to using Outlook, though, you may figure out
that it’s pretty handy for all sorts of things — except maybe taking out the
garbage and clearing a drain.

Don’t let all those Outlook modules overwhelm you at first; you can get to
each of them in your own sweet time. And the way this book is organized
can help you. Each chapter is written with a kind of “I don’t know much”
attitude, so if you want to jump over to one of the Calendar chapters and
start there, you can. If something you need to know is located in a different
chapter than the one you’re reading, I’ll tell you about it and point you in the
right direction. Don’t worry.

Along the way, I offer a lot of hand-holding. Steps are written clearly, with
explanations and a lot of pictures to help you figure out whether you’re getting it right.

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