You are previewing Microsoft® Office Outlook® 2007 For Dummies®.
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Microsoft® Office Outlook® 2007 For Dummies®

Book Description

  • Most users take advantage of only two percent of Outlook's power; this book shows them how to harness frequently overlooked tricks and techniques that can significantly boost productivity

  • Shows how to manage time and information in the new interface, covering instant searches, the To-Do bar, color categories, and task integration with OneNote, Project, Access, and Windows SharePoint Services

  • Explains how to connect across boundaries with access to WSS data, two-way sync and offline access, calendar sharing, smart scheduling, RSS support, electronic business cards, and the improved out-of-office assistant

  • Demonstrates how to stay safe and in control with the improved spam filter, anti-phishing capabilities, e-mail postmark features, e-mail folder organization, and information rights management

Table of Contents

  1. Copyright
  2. About the Author
  3. Author's Acknowledgements
  4. Introduction
    1. About This Book
    2. Foolish Assumptions
    3. How This Book Is Organized
      1. Part I: Getting the Competitive Edge with Outlook
      2. Part II: Taming the E‐Mail Beast
      3. 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
      6. Part VI: The Part of Tens
    4. Conventions Used in This Book
      1. Dialog boxes
      2. Tabs and Ribbons
      3. Links
      4. Keyboard shortcuts
    5. Icons Used in This Book
    6. Where to Go from Here
  5. I. Getting the Competitive Edge with Outlook
    1. In this part . . .
    2. 1. Fundamental Features: How Did You Ever Do without Outlook?
      1. Easy Ways to Do Anything in Outlook
      2. Reading E‐Mail
      3. Answering E‐Mail
      4. Creating New E‐Mail Messages
      5. Sending a File
      6. Entering an Appointment
      7. Checking Your Calendar
      8. Adding a Contact
      9. Entering a Task
      10. Taking Notes
    3. 2. Inside Outlook: Mixing, Matching, and Managing Information
      1. Outlook and Other Programs
      2. About Personal Information Management
      3. There's No Place Like Home: Outlook's Main Screen
        1. Looking at modules
        2. Finding your way with the Navigation Pane
        3. The Information Viewer: Outlook's hotspot
        4. The To‐Do Bar
        5. Navigating the Folder List
          1. A tale of two folders
          2. Using the Folder List
      4. Clicking Once: Toolbars
        1. Viewing ScreenTips
        2. Using the New tool
      5. Finding Things in a Flash with Instant Search
      6. Getting Help in Outlook
    4. 3. On the Fast Track: Drag 'til You Drop
      1. Drag
      2. Creating E‐Mail Messages
        1. From a name in your Address Book
        2. From an appointment
      3. Creating Appointments from E‐mail
      4. Creating Contact Records from E‐Mail
      5. Drag‐and‐Drop Dead: Deleting Stuff
      6. Performing Right‐Button Magic
  6. II. Taming the E‐Mail Beast
    1. In this part . . .
    2. 4. The Essential Secrets of E‐Mail
      1. Front Ends and Back Ends
      2. Creating Messages
        1. The quick‐and‐dirty way
        2. The slow, complete way
        3. Setting priorities
        4. Setting sensitivity
        5. Setting other message options
        6. Adding an Internet link to an e‐mail message
      3. Reading and Replying to E‐Mail Messages
        1. Previewing message text
        2. Sending a reply
        3. Using a Web link from your e‐mail
        4. Don't get caught by phishing
      4. That's Not My Department: Forwarding E‐Mail
      5. Blind Copying for Privacy
      6. Deleting Messages
      7. Saving Interrupted Messages
      8. Saving a Message as a File
    3. 5. E‐Mail Tools You Can't Do Without
      1. Nagging by Flagging
        1. One‐click flagging
        2. Setting flags for different days
        3. Changing the default flag date
        4. Adding a flag with a customized reminder
        5. Changing the date on a flag
      2. Saving Copies of Your Messages
      3. Automatically Adding Your Name to a Reply
      4. Setting Your Options
      5. Sending Attachments
      6. Creating Signatures for Your Messages
    4. 6. Conquering Your Mountain of Messages
      1. Organizing Folders
        1. Creating a new mail folder
        2. Moving messages to another folder
      2. Organizing Your E‐Mail with Search Folders
        1. Using a Search Folder
        2. Setting up a new Search Folder
        3. Deleting a Search Folder
      3. Using (Electronic) Stationery
      4. Using the Reading Pane
      5. Playing by the Rules
        1. Creating a rule the quick‐and‐dirty way
        2. Creating a rule the regular way
        3. Running a rule
      6. Filtering Junk E‐Mail
        1. Fine‐tuning the filter's sensitivity
        2. Filtering your e‐mail with sender and recipient lists
        3. Filtering domains
      7. Archiving for Posterity
        1. Setting up AutoArchive
        2. Activating the archive process manually
        3. Finding and viewing archived items
        4. Closing the Archive file
      8. Arranging Your Messages
  7. III. Managing Contacts, Dates, Tasks, and More
    1. In this part . . .
    2. 7. Your Little Black Book: Creating Contact Lists
      1. Storing Names, Numbers, and Other Stuff
        1. The quick‐and‐dirty way to enter contacts
        2. The slow, complete way to enter contacts
      2. Viewing Contacts
        1. Sorting a view
        2. Rearranging views
        3. Using grouped views
      3. Flagging Your Friends
        1. Adding a flag to a contact
      4. Using Contact Information
        1. Finding contacts in the Contacts module
        2. Searching for details about contacts
        3. Finding a contact from any Outlook module
        4. Using the Activities page
        5. Sending a business card
      5. Distribution Lists
        1. Creating a Distribution List
        2. Editing a Distribution List
        3. Using a Distribution List
        4. Adding pictures to contacts
    3. 8. The Calendar: How to Unleash Its Power
      1. The Date Navigator: Really Getting Around
      2. Meetings Galore: Scheduling Appointments
        1. The quick‐and‐dirty way to enter an appointment
        2. The complete way to enter an appointment
        3. Not this time: Changing dates
        4. Not ever: Breaking dates
        5. We've got to keep seeing each other: Recurring dates
      3. Getting a Good View of Your Calendar
      4. Printing Your Appointments
      5. Adding Holidays to Your Outlook Calendar
    4. 9. Task Mastery: Discovering All the Bells and Whistles
      1. The To‐Do Bar
        1. Adding a new item to the To‐Do Bar
        2. Customizing or minimizing the To‐Do Bar
        3. Customizing the To‐Do Bar
        4. Closing the To‐Do Bar
      2. Entering New Tasks in the Tasks Module
        1. Adding an Internet link to a task
      3. Editing Your Tasks
        1. The quick‐and‐dirty way to change a task
        2. The regular way to change a task
        3. Copying a task
        4. Deleting a task
      4. Managing Recurring Tasks
        1. Creating a regenerating task
        2. Skipping a recurring task once
      5. Marking Tasks Complete
        1. Marking several tasks complete
        2. Picking a color for completed or overdue tasks
      6. Viewing Your Tasks
      7. Tasks in the Calendar
    5. 10. For the Record: Outlook Notes and Journal Entries
      1. Writing a Note
      2. Finding a Note
      3. Reading a Note
      4. Deleting a Note
      5. Changing a Note's Size
      6. Color‐Coding Notes
      7. Viewing Your Notes
        1. Icons view
        2. Notes List view
        3. Last Seven Days view
        4. By Category view
      8. The Reading Pane
      9. Printing Your Notes
        1. Printing a list of your notes
        2. Printing the contents of a note
      10. Changing Your Default Options for New Notes
        1. Changing size and color
        2. Turning the date and time display on or off
      11. Forwarding a Note
      12. Keeping a Journal for Tidy Recordkeeping
      13. Don't Just Do Something — Stand There!
        1. Recording an Outlook item in the Journal manually
      14. Viewing Journal Entries for a Contact
      15. Finding a Journal Entry
      16. Printing Your Journal
      17. Viewing the Journal
        1. The Entry List
        2. By Type
        3. By Contact
        4. By Category
        5. Last Seven Days
        6. Phone Calls
      18. It's All in the Journal
  8. IV. Beyond the Basics: Tips and Tricks You Won't Want to Miss
    1. In this part . . .
    2. 11. Feeding on Blogs, Podcasts, and News with Outlook RSS
      1. Feeding Your Need for RSS
      2. Setting Up an RSS Feed via Internet Explorer
      3. Setting Up an RSS Feed via Outlook
      4. Reading Feeds
    3. 12. What You Need to Know to Use Outlook at Home
      1. Investigating an ISP
      2. Picking a Provider
      3. Setting Up Internet E‐Mail Accounts
      4. Dealing with Multiple Mail Accounts
    4. 13. Supercharging Your Sales with Business Contact Manager
      1. Understanding the Outlook Business Contact Manager
      2. Adding a Contact to Business Contact Manager
      3. Adding an Account to Business Contact Manager
      4. Adding a New Opportunity
      5. Viewing and Using Reports
  9. V. Outlook at the Office
    1. In this part . . .
    2. 14. Big‐Time Collaboration with Outlook
      1. Collaborating with Outlook's Help
        1. Organizing a meeting
        2. Responding to a meeting request
        3. Checking responses to your meeting request
        4. Taking a vote
        5. Tallying votes
      2. Collaborating with Outlook and Exchange
        1. Giving delegate permissions
        2. Opening someone else's folder
      3. Viewing Two Calendars Side by Side
        1. Setting access permissions
        2. Viewing two accounts
        3. Assigning tasks
        4. Sending a status report
      4. About Address Books
      5. Going Public with Public Folders
        1. Viewing a public folder
        2. Adding new items
        3. Replying to items in an existing public discussion folder
        4. Moving items to a public folder
        5. For the public record
      6. Using SharePoint Team Services
        1. Joining a SharePoint team
        2. Linking Outlook to SharePoint data
        3. Viewing SharePoint data from Outlook
        4. Updating SharePoint data from Outlook
    3. 15. Keeping Secrets Safe with Outlook Security
      1. Getting a Digital ID
      2. Sending Digitally Signed Messages
      3. Receiving Digitally Signed Messages
      4. Encrypting Messages
      5. Other Security Programs for Outlook
    4. 16. Seeing It Your Way: Customizing
      1. Organizing Outlook
      2. Enjoying the Views
        1. Table/List view
        2. Icons view
        3. Timeline view
        4. Card views
        5. Day/Week/Month view
      3. Playing with Columns in Table or List View
        1. Adding a column
        2. Moving a column
        3. Formatting a column
        4. Widening or shrinking a column
        5. Removing a column
      4. Sorting
        1. From Table view
        2. From the Sort dialog box
      5. Grouping
        1. Grouping views with a few mouse clicks
        2. Grouping views with drag‐and‐drop
        3. Using the Group By dialog box
        4. Viewing grouped items
        5. Viewing headings only
      6. Saving Custom Views
      7. Using Categories
        1. Assigning a category
        2. Renaming a category
        3. Changing a category color
        4. Assigning a category shortcut key
      8. Customizing Outlook Menus and Toolbars
    5. 17. Work from Anywhere with Outlook Web Access
      1. Getting Started with Outlook Web Access
        1. Logging on and off
        2. The Outlook screen
      2. Exchanging E‐Mail
        1. Reading messages
        2. Sending a message
        3. Flagging messages
        4. Setting individual message options
      3. Using Your Calendar
        1. Entering an appointment
        2. Changing an appointment
        3. Viewing the Calendar
      4. Managing Contacts
        1. Viewing your contacts
        2. Adding contacts
      5. Collaborating with Outlook Web Access
        1. Inviting attendees to a meeting
        2. Respond to a meeting request
      6. Using Public Folders
        1. Viewing public folders
        2. Adding items to a public folder
      7. Exploring Your Options
        1. Out of Office
        2. Ruling the school
        3. Creating a signature
  10. VI. The Part of Tens
    1. In this part . . .
    2. 18. Top Ten Accessories for Outlook
      1. Smartphones
      2. Migo
      3. Microsoft Office
      4. A Business‐Card Scanner
      5. A Large, Removable Disk Drive
      6. Nelson E‐mail Organizer
      7. Address Grabber
      8. Microsoft Exchange
      9. MindManager
      10. Dymo LabelWriter
    3. 19. Ten (Or So) Things You Can't Do with Outlook
      1. The Top Ten (or so) List
        1. Change the Inbox color
        2. Insert a phone number into your calendar
        3. Drag and drop multiple items
        4. Perform two‐sided printing
        5. Search and replace area codes
        6. Turn off AutoPreview globally
        7. Embed pictures in notes
        8. Automatically record all contact stuff in the Journal
        9. Calculate expenses with Journal phone call entries
        10. Create a Distribution List from a single e‐mail
        11. Back up Outlook data
      2. Ten More Things Outlook Can't Do for You
    4. 20. Ten Things You Can Do After You're Comfy
      1. Customizing the Quick Access Toolbar
      2. Embellishing E‐Mail with Word Art
      3. Wising Up Your Messages with Smart Art
      4. Adding Charts for Impact
      5. Opening Multiple Calendars
      6. Superimposing Calendars
      7. Viewing Unusual Numbers of Days
      8. Selecting Dates as a Group
      9. Turning on Additional Toolbars
      10. Opening a Web Page from Outlook