How to do everything with Microsoft Office Outlook 2007 /
Microsoft Office Outlook 2007 Outlook 2007
Bill Mann.
- New York : McGraw-Hill, c2007.
- xxiv, 466 p. : ill. ; 23 cm.
Includes index. Bill Mann has written more than a dozen technology books and contributes to several magazines. He is a contributing editor for Computing Unplugged.
PART I Get Acquainted with Microsoft Office Outlook 2007 CHAPTER 1 Meet Microsoft Office Outlook 2007 . .3 .. Navigate the New User Interface ....... ..... Getting Around and Switching Sections... 5 Use Other New Features and Capabilities . ... . ... 8 Instant Search (New) . ...... ... .. ... Attachment Previewing (New) . . . . . Enhanced Calendar Capabilities (New) . . .. RSS integration (New) ... Electronic Business Cards (New) . . . . 1 1 Outlook E-mail Postmarks New i . . .. N. e) 1 The Trust Center (New) . . . . . . . . . 12 Reworked Search Folders (Improved) . . 12 Color Categories Improved) 12 Enhanced SharePoint Ser ices and Exchange Serer lntegration Improved) 14 Enhanced Information Rights Management (IRM) (lmproved) . . . 4. . . . . . . . . 4 Deal with What sn't There Any more ........ 15 No More Native Outlook E-Mlail Editor . . . ... . 5 No More NetMeeting . . . . . . . . 5 . . The End of the Personal Address Book . . 15 Farewell, Oh T askPad ..... 16 For Follow Up Fags Are Permanently Lowered . . 17 All Signatures Get Created in One Placet . ... . . 7 Detect and Repair Is Undetectable 7. . Take Advantage of Sonme Commo n KeJboard Shortcuts ... 18 Use the Help System .. ... ... 20 Navigating the Help Viewer . . .... 20 Welcome to Microsoft Office Oudlook )007 ... ... . . 21 CHAPTER 2 Get Read toDig ........... 23 Understand Your Outlook Environment . . . . . 24 Outlook as a Standalone E-Mail Pr ogranm . . . . . 24 Outlook with Microsoft Exchange .. ...... .. . .25 Outlook with Windows SharePoint Services ...... 26 Avoid Upgrade Problems .. ....... Outlook 2007 Does Not Coexist with Earlier Versions . 27 Outlook 2007 Does Not Have Its Own Editor . . . . 27 Instal Outlook 2007 ......... . 28 Start Outlook ... .. .. .............. 29 Set Up E-Mail Accounts ......... 30 Set Up Exchange E-Mail Accounts .. .... .... 32 Set Up E-Mail Accounts with Auto Account Setup .... 32 Specify E-Mail Connections ... ... 35 Decide Where Outlook Stores Your Information ........ 38 Work with Your Personal Folders Files 3 . . ... . 38 Move Personal Folders Files . .. . . . . 40 PART I1 Communicate with the World CHAPTER 3 Send and Receive E-Mail .. . .. 45 Navigate the M ail Vie . . . . .... .... .... 46 A 'Three-Pane View for Better U sability . .. . . 46 Introducing the New Mlail View . . . . . 48 Compose and Send Messages ...... ... ,. . .. . ... . 49 Conmpose a New Message ... .49 Add a File Attachment to Your Messag$ . t .. Send Your Message .... ........ . .55 Enhance Your E-Mail with Signatures ... 56 Receive and Reply to Messages .. 59 Things to Note when Reading Mesaees . 59 Preview Attachments .... ........ ... 59 Reply- to a Message or Forward It. .... 61 Format Messages ...... . 63 Thiree Message Formats . ......... . . . 63 Set Outlook's Default Message Forma . . . .. 64 Set the Fornmat of a Single Message ... 65 Format the Contents o Messages .... . . . .. 5 Handle Alerts and M ore . .. . . . . .... ................. 69 Work with Desktop Alerts . . .. . . . ..... . .. .. . . 70 Customize Your Desktop Alerts ... .. .. ... .. 70 Send and Receive Internet Faxes . 71........ Sign Up with a Fax Service Provider ......... 71 Send an Internet Fax ........... ... ... . 7 Receive an Interni et Fax ... .... . . CHAPTER 4 Manage Your E-ail ................ Work with Miultiple E-Mail Accounts ............ .... 77 Send Messages with Multiple Accounts 77 Receive Messages from Multiple Accounts . . 87 Manage Senid/Receive Groups . .. ..... .. .. 80 Define a New Send/Receive Group . . .. .. . . 82 Tell Outlook Whether It is Online or Offline ..... 86 Group Messages 86 Select a Grouping Method ........ . 88 Group Messages by Conversation ... . . 89 Create Folders to Store Messages i. .... 90 Automate Mail Handling ........ . .. Ways to Create a Rule 3...... . . . . . 03 Some Rules Tips . . . . ..97 Work with Some Additional E-Mail Features .. .......... 9 Keep iTrack of Messages You Must Act on w ith Flagging ... .. . .................. . Work Faster with Outlook's Improved AutoConplete . . . . ) Scan Your Inbox with Message Info Tags ..... .103 CHAPTER 5 Take Advantage of RSS Feeds, Instant Messaging, and Newsgroups 5 . . . . L]earn About RSS . i .. .. ............ . . . . . . . . . . 06 Use RSS Feeds with Outlook . . . .. . . . . .. .. . . . 07 Finding RSS Feeds ........... .... . 07 Subscribing to RSS Feeds .......... . 10 Working with RSS Feeds .... ..... 16 Learn About instant Messaging .. . 118 Use Windows Live Messenger with Outlook ..... ... 120 Download and install Windows Live Messenger I2 . Get a Windows Live ID ........... 125 Enable Instant Messaging in Outlook ........ .. 125 Add Instant Messaging Contacts .. .. 27 Know when Someoone Is Online . . . ... 128 Send and Receive Instant Messages .. 129 Set Your Windows Live Messenger Status 129 Learn About Newsgroups . .. . 1 . ... . . .. 130 Use Outlook Express as Outlook's Newsreader .. .. 1. 32 Configure Outlook to Use Outlook Express on Windows XP 2. .. . Meet Outlook Express . ..... . 33 Set Up a Newsgroup Account ...... .. . 135 View a List of the Available Newsgroups .... 1 35 Subscribe to a Newsgroup ....... ... 37 Read Newsgroup Messages .. . . ........ 138 CHAPTER 6 Work with Contacts . ... . . . . . .. . . . . . . .. .. 143 Navigate the Contacts View . . . . . . . , .. . 144 Elements of the Contacts View .................. 146 Add Contacts . .. . . .......... 47 Create a New Contact from Scratch . . . . . . . .. _ 148 Create a New Contact from an E-Mail Message 1. ... _. 51 Import an Electronic Business Card ..i .. .. 151 Use a Business Card Scanner .... . . . . . ., . 52 Include Pictures in Contacts . 52 Work with Contacts .. .... ... 154 Create Outlook Items Related to the Contac . 155 Flag Contacts for Follow Up . ..... . . ... 156 Categorize Contacts ..156 Dial Contact Phone Numbers 158 Use vCards with Contacts ....... 158 Include Electronic Business Cards in Signatures 159 Get a M ap .............. ...... 160 Manage Your Contacts .... ... 162 Find a Contact .. I 62 Deal with Duplicate Contacts .1 . . . 62 Create and Use Distribution Lists .... .. . . . . . 64 Create and Update Distribution Lists .. ... 164 Use a Distribution List. .... 16 CHAPTER 7 Stay on Schedule with Calendar . .. . ..169 Navigate the Calendar View ....... : 170 The View Pane 17 The Navigation Pane . . . .... . 73 The Daiy Task List . 175 U se the C aiendar . . . . . . . ....... . .............. 178 Use AutoPrcview Mode ......... .. .... 81 Add Stuff to Your Calendar . . .. . . . . .. . ... 183 Change Your Schedule ..... 15 View M ultiple Calendars ... .................... . 198 Publish and View Calendars .. ...... ... .. 200 CHAPTER 8 Tasks and To-Do Items .. . . 207 Learn About Tasks and T-Do Items ..... . .. 208 Learn About the Tasks Folder . .... . ... 209 The N lviation Pane . ...... .. 210 SThe To-Do List Pane . . .... 210 The Tasks Pane ... .. 210 C eate Ta sks . . . . . . .12 U sing the New Command . . . .. . 213 Using the Click Here to Add a New Task Text Box . 213 Work with iasks ...... ... 214 Basic Activities, ..... . ...... 214 Create and Work with Recurring Tasks .... . .... . 218 Assign Tasks and Receive Assignments . .. .. . 220 Integrate Tasks into the Calendar with the Daily Tasks List .. 224 Use the To-Do Bar Everywhere . 5... A Quick To-Do Bar Tour . . . . . .. . . . 225 Adding a Task in the To-Do Bar ....... 228 CHAPTER 9 Notes, Shortcuts, and theJournal ............. . 229 Navigate the Notes View . .. .. ... .. ...... 231 W ork with Notes ..... .............. . .. .. .. .. 232 Create a Note 232 View or Edit a Note . .. . . . .. .. .... . 233 Change the Look of a Note ........ . 233 Change the Default Settings for Notes ..... .. 234 Change the Color of the Current Note ..... ... 234 Show the Time and Date in New and Existing Notes 235 N vigate the Shortcuts Pane ..... ... . ......... 236 "Work with Shortcuts and Shortcut Groups............ 237 Create a Shortcut . . ...... .. ... . 237 Remove a Shortcut . ......... . . 238 Mo e a Shortcut to Another Shortcut Group . 239 Create a Shortcut Group . . . . . . . . . . 239 Rename or Remove a Shortcut Group . . .. . . .. . 239 Change the Order of Shortcut Groups 2.. ... . 239 The Journal ........ ... ........................ 240 Activate the Journal . .. .... ................. .. 240 Work with Journal ... ... ........ 241 Navigate the Journal View . .. . . .... 242 PART iV Customize and Manage Outlook 2007 CHAPTER 10 Take Advantage of Search Folders .. .... 249 Understand Search Folders .... . 250 Use the Default Search Folders ...... 252 Use the Unread Mail Folder ............ 253 Use the Categorized Mail Folder . . . 254 Use the Large Mail Folder 256 Create Your Own Search Folders. 258 Start from a Predefined Search Folder . . 258 Create a Custom Search Folder ...... 259 Custoirize an Existing Search Folder 260 CHAPTER 11 Customize the User interface ... 263 Use and Customize Outlook Today 264 Switch to Outlook Todav View . .. 265 Customize Outlook Today .. ..... 267 Customize Toolbars and Menus . ... 270 Change the Way Outlook Recongures tsMe 2 70 Choose Which Toolbars Appear .. ..... 271 Add Items to Menus and Toolbars .. 272 Customize the Quick Access Toolba ....275 Animate Outlook Menus ...... 278 Customize the Starting View .... . . . 279 Customize the Ribbon - .. . ... 280 Customize the Navigation Pane- , 281 Add or Remove Buttons .... 281 Change the Order of Buttons . 281 Show or Hide Current View ... .. .. ... 282 Show. Minimize, or Hide the Entire Navigation Pane . 282 Customize the To-Do Bar . . . . . . . . 282 Change What the To-Do Bar Looks Like . ...... 283 Change What the To-Do Bar Contains ........ 285 CHAPTER 12 Create Custom Views and Print Styles . 287 Customize Views . . . . ..... . ... ... . .. 288 Change the Information That Appears in an Existing View . ... . 288 Create Custom Views .2 . . . 95 Customize Print Styles ...... 299 Modify an iExisting Print Stle ... . 300 Create a New Print Style 302 Delete or Reset a Print S1t1e 303 CHAPITER 13 Find, Manage. and Archive Information . ......... . 305 Find Items with Instant Search ...........306 Use Instant Search for General Searching . . . . . 07 Use Advanced Find for Serious Searchinm ... .... 311 Dc. ide 'Which Kind of Search to i'se and When .. .... . 3 . 15 er-an to lM anal e ten . . . . . . . . . . . . . 31 Create Folders to Mlanage ltes . . . ...... .. .. 31 earn to Archive tems . ..... . ...... 3 Archive Items Automatically . . . . . . . . 318 Design arn Irtem Management and Archiving Strategy . . 322 Decide on an Archiving Strategy ... 23 CHAPTER 14 ttend to Your Security 5 ... ...... .. a25 I se the Trust Center ..27 E-v ail Securit .. .. .. ... ..... 328 Attachment -landling . 3 . .. . 330 Working Around Attachment Blockin ........ 332 Automatic Doiw nload .... .. . 33 M acro Securitv -: . . . . . . . . . . . . . . . .. 335 Proagramatic Access 3 3........ 7 Deial with Junk Mail ...... . . 337 Use'" the Enhanced Junk E-Mail Filte ... 340 Sse E fi P arks . . * ' i sltd er tand the PIrob sm a s. .. .. . , . . . . . . . . . ,. .. . . . 350 Protlect Yoursell A(ainst Phishina Attiack's ... 345 Yahoo: CalendiiIar I i i .V "--, , �.. q .. I I .: * 52 The PDA Shmutle . . . . .. .. .. .. . .... "62 hnge Outlook k's Acpproch to Phishi. g 46 a H ed Exch:e Mailx fthe ninAnsweri . .. 6 UndHA ER 1d ltegratn the Proble 200 350 Synchronize Betweoen Computers and 3th e Yahice 007 S Arpp hcon U .. . ..37 The PDA Shuttle 362 \/obilize Outlook ... 364 Desktop Solutions ...... 365 Use Outlook Web Access '365 Get Data on Your Phone with SMS Link 367 Is a Hosted Exchange Mailbox the Answer? ..... 3 367 Share Infori-nation Betweten Outlook and Other Offtice 2007/ System Applications .......... 374 Copy, Cut, and Paste Information .... ..... . 375 Drag and Drop Information ..... ... . 375 Collect Information to Paste into Office System Applications ...... ........... 375 Link or Embed Office System? Documents in Outlook Items 3.. . .. .. . Work with OneNote, Groove, and InfoPath 2007* .. - .. :79 Outlook and OneNote . . . . . . . . 3 . . . 79 Outlook and Groove . .. . . . .. ............. . 383 Outlook and InfoPath ........ 383 Smart Tags Mean Smart Interactions Between Applications .. .... . 383 Activate Smart Tags in an Office System Application ....385 CHAPTER 17 Work with Microsoft Exchange and Windows SharePoint Services ...... . . .. 387 Use Outlook with Microsoft Exchange . . . .. . . . 388 Setting Up an Exchange E-Mail Account . . 389 About Exchange Public Folders .. . .. . . 3 .89 Use Cached Exchange Mode .. . ...... . .... 390 Store Information Locally . . . . ...... 393 Access to the Global Address List (GAL)... 396 Local and Server Rules ......... .. 399 Take Advantage of Exchange Unified Messaging 399 Use Outlook with Windows SharePoint Services 3.0 400 Share a Team Site Calendar with Outlook ..402 Work with Shared Calendars ... .. ... 404 Share Contacts Between a Team Site and Outlook . .. 406 Work with Shared Contacts .... ....... 406 Sharing and Working with Other Team Site Lists . 407 Findina Stuff in Shared Lists .. ...... 409 The End .. ........o... ... ... ... s G .. ......... . . 409
Get the most out of the all-new release of Outlook
Centralize communications and schedule management with Outlook 2007 using this easy-to-use guide. Get a quick tour of new and updated Outlook features, including the redesigned interface, then dig into managing your e-mail; recording and tracking appointments and upcoming events; integrating with other Office applications; and much more. With valuable tips on customization, security, and mobilizing your Outlook data, this is a must-have resource for every Outlook 2007 user.
Navigate the new interface and learn keyboard shortcuts Manage multiple e-mail accounts, create folders, and automate mail handling Learn advanced e-mail management strategies, such as intelligent grouping, filtering, and Color Categories Create Tasks and To-Do items and use the To-Do Bar Create search folders, plus manage and archive information Navigate the Notes and Journal functions Customize the user interface, including toolbars and menus Secure your account and block junk mail and spam Mobilize your Outlook data so you can stay connected while on the road Use Outlook with Microsoft Exchange and SharePoint Services Connect Hotmail and Gmail accounts to Outlook