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Microsoft® Outlook® 2010 Inside Out

Book Description

You're beyond the basics, so dive right in and really take control of your communications and workday! This supremely organized reference packs hundreds of timesaving solutions, troubleshooting tips, and workarounds. It's all muscle and no fluff. Discover how the experts manage Outlook 2010 -- and challenge yourself to new levels of mastery.

  • Customize and configure Outlook 2010 with advanced setup options

  • Organize and share your calendar, tasks, and notes to optimize efficiency

  • Learn expert ways to manage your contacts and other critical data

  • Extend the power of Outlook by using it with Microsoft Word, Access, and Excel

  • Collaborate through Microsoft SharePoint 2010 libraries and files

  • Implement virus protection, encryption, spam filters, and other security features

  • Perform Outlook tasks through a Web browser or with a mobile device

  • Configure Outlook as a Microsoft Exchange Server 2010 client

  • The book website includes a fully searchable online edition of this book, with unlimited access on the Web.

    Table of Contents

    1. Microsoft® Outlook® 2010 Inside Out
    2. Acknowledgments
    3. Conventions and Features Used in This Book
      1. Text Conventions
      2. Design Conventions
    4. Your Downloadable eBook
    5. Introduction
      1. Who This Book Is For
      2. How This Book is Organized
        1. Part 1—Working with Outlook
        2. Part 2—E-Mail and Other Messaging
        3. Part 3—Working with Contacts
        4. Part 4—Managing Your Time and Tasks
        5. Part 5—Customizing Outlook
        6. Part 6—Managing and Securing Outlook
        7. Part 7—Collaboration
        8. Part 8—Using Outlook with Exchange Server
        9. Part 9—Mobility
    6. 1. Working with Outlook
      1. 1. What’s New in Outlook 2010
        1. A New Look and Feel
          1. The Ribbon
          2. Navigation Pane
          3. Backstage
          4. Other Changes
        2. Conversation Management
        3. Search
        4. Calendar Preview
        5. Quick Steps
        6. People Pane
        7. Exchange Server Improvements
          1. Calendar Features
          2. Integrated Email Archive
          3. MailTips
          4. Multiple Exchange Server Accounts
          5. Other Improvements for Exchange Server
        8. Extended Browser Support
        9. SharePoint Workspace
        10. What’s Out
        11. And More…
      2. 2. Outlook Overview and Startup
        1. Overview of Outlook
          1. Messaging
            1. Exchange Server
            2. POP3 and IMAP Email
            3. HTTP-Based Email
            4. Text Messaging and Notifications
            5. Fax Send and Receive
          2. Calendars and Scheduling
          3. Contact Management
          4. Task Management
          5. Tracking with the Outlook Journal
          6. Organizing Your Thoughts with Notes
        2. How Outlook Stores Data
          1. Personal Folders—.pst Files
          2. Options for Working Offline
        3. Understanding Messaging Protocols and Standards
          1. SMTP/POP3
          2. IMAP
          3. MAPI
          4. LDAP
          5. RSS
          6. MIME
          7. S/MIME
          8. MHTML
          9. iCalendar, vCalendar, and vCard
        4. Security Provisions in Outlook
          1. Protection Against Web Beacons
          2. Attachment and Virus Security
          3. Digital Signatures
          4. Message Encryption
        5. Options for Starting Outlook
          1. Normal Startup
          2. Safe Mode Startup
          3. Starting Outlook Automatically
          4. Pinning Outlook to the Start Menu and Taskbar (Windows 7)
          5. Changing the Outlook Shortcut
          6. Startup Switches
          7. Choosing a Startup View
          8. Creating Shortcuts to Start New Outlook Items
      3. 3. Configuring Outlook Profiles and Accounts
        1. Configuring Accounts and Services
        2. Understanding Profiles
          1. Creating Profiles
            1. Creating a Profile from Scratch
            2. Copying a Profile
            3. Modifying or Removing a Profile
          2. Setting a Default Profile
          3. Choosing a Profile
        3. Configuring Online and Offline Data Storage
          1. Personal Folders and Offline Folders
          2. Adding Other Data Stores
          3. Removing Data Stores
          4. Configuring Offline Storage
            1. Using an .ost File
          5. Configuring Cached Exchange Mode
          6. Changing Your Data Storage Location
          7. Setting Send and Delivery Options
      4. 4. Working in and Configuring Outlook
        1. Using the Ribbon
        2. Using Backstage View
        3. Using the Quick Access Toolbar
        4. Understanding the Outlook Folders
        5. Working with the Standard Outlook Views
          1. Outlook Today
          2. Inbox
            1. Previewing Messages
            2. Customizing the Inbox View
              1. Adding and Removing Columns
              2. Changing Column Order
              3. Changing Column Names
              4. Changing Column Width
              5. Changing Column Alignment
              6. Changing Column Data Format
              7. Grouping Messages
            3. Applying View Customizations to Other Folders
          3. Calendar
            1. Working with the Schedule
            2. Using the Calendar’s Reading Pane
            3. Using the Task List
            4. Using the Date Navigator
            5. Customizing the Calendar View
            6. Applying Calendar Views to Other Folders
          4. Contacts
            1. Customizing the Contacts View
          5. Tasks
            1. Customizing the Tasks View
          6. Notes
          7. Deleted Items
          8. Choosing the Startup View
        6. Using Other Outlook Features
          1. Using the Navigation Pane
            1. Using Objects in the Navigation Pane
            2. Controlling the Navigation Pane’s Appearance
          2. Using Multiple Outlook Windows
          3. Using the Folder List
          4. Using the Status Bar
          5. Using the Reading Pane
          6. Using the InfoBar
        7. Configuring Outlook Options
        8. Using Outlook Effectively
      5. 5. Creating and Using Categories
        1. Understanding Categories
        2. Customizing Your Category List
        3. Assigning Categories to Outlook Items
          1. Assigning Categories to Existing Outlook Items
          2. Assigning a Quick Click Category
          3. Assigning Categories Automatically
        4. Modifying Categories and Category Assignments
          1. Changing Existing Categories
          2. Changing Category Assignments
          3. Changing Category Assignments of Multiple Items at One Time
        5. Organizing Data with Categories
        6. Viewing Selected Categories Only
        7. Sharing a Category List
          1. Sharing Categories with a Registry File
          2. Sharing Categories with Email
        8. Using Categories Effectively
    7. 2. Email and Other Messaging
      1. 6. Managing Address Books and Distribution Lists
        1. Understanding Address Books
          1. Outlook 2010 Address Book
          2. Global Address List (GAL)
          3. LDAP (Internet Directory Services)
          4. Other Address Lists
        2. Configuring Address Books and Addressing Options
          1. Setting the Contacts Display Option for the OAB
          2. Removing Contacts Folders from the OAB
          3. Setting Other Addressing Options
            1. Selecting the Default Address Book for Lookup
            2. Creating Address Entries in a Specific Address Book
            3. Specifying How Names Are Checked
          4. Creating Address Book Entries
          5. Modifying Addresses
          6. Removing Addresses
        3. Finding People in the Address Book
        4. Using AutoComplete for Addresses
          1. Deleting or Adding Entries in the Suggested Contacts Folder
          2. Deleting the Entire Contents of the Suggested Contacts Folder
        5. Using Contact Groups (Distribution Lists)
          1. Creating Contact Groups
          2. Modifying a Contact Group
          3. Renaming a Contact Group
          4. Deleting a Contact Group
          5. Hiding Addresses When Using a Contact Group
          6. Contact Groups for Multiple Address Fields
          7. Using Distribution Lists with Exchange Server
            1. Adding a Server-Side Distribution List to Contacts
            2. Modifying a Server-Side Distribution List
        6. Adding Addresses to the Address Book Automatically
        7. Using the Mobile Address Book (MAB)
      2. 7. Using Internet Mail Accounts
        1. Using Internet POP3 Email Accounts
          1. Configuring General Settings for Internet Accounts
          2. Configuring Outgoing Server Settings for Internet Accounts
          3. Configuring Connection Settings for Internet Accounts
          4. Configuring Advanced Settings for Internet Accounts
        2. Using IMAP Accounts
          1. Controlling Where Outlook Stores IMAP Messages
        3. Using Outlook for Hotmail and Windows Live Accounts
          1. Installing and Configuring the Outlook Connector for Hotmail
        4. Using Outlook with Gmail Accounts
          1. Synchronizing Outlook and Google Apps
        5. Using Multiple Accounts
          1. Sending Messages Using a Specific Account
        6. Keeping a Copy of Your Mail on the Server
        7. Viewing Full Message Headers
      3. 8. Sending and Receiving Messages
        1. Working with Messages
          1. Opening a Standard Message Form
          2. Addressing Messages
          3. Including Carbon Copies and Blind Carbon Copies
          4. Copying Someone on All Messages
          5. Using Templates and Custom Forms for Addressing
          6. Specifying Message Priority and Sensitivity
          7. Saving a Message to Send Later
          8. Setting Sending Options
          9. Controlling When Messages Are Sent
          10. Requesting Delivery and Read Receipts
          11. Using Message Tracking and Receipts Options
          12. Sending a Message for Review
          13. Replying to Messages
          14. Forwarding Messages
          15. Using Other Reply and Forwarding Options
          16. Deleting Messages
          17. Undeleting Messages
        2. Controlling Synchronization and Send/Receive Times
          1. Setting Up Send/Receive Groups
            1. Creating New Groups
            2. Modifying Existing Groups
          2. Limiting Message Size
          3. Scheduling Send/Receive Synchronization
            1. Configuring Send/Receive Schedules
            2. Disabling Scheduled Send/Receive Processing
        3. Configuring Other Messaging Options
          1. Setting Up Notification of New Mail
          2. Using Message Alerts
            1. Using Mobile Alerts
        4. Managing Messages and Attachments
          1. Saving Messages Automatically
          2. Retaining a Copy of Sent Messages
          3. Working with Attachments
            1. Previewing Attachments
            2. Viewing Attachments
            3. Saving Attachments to a Disk
          4. Saving Messages to a File
          5. Moving and Copying Messages Between Folders
      4. 9. Beyond Simple Text Messages
        1. Formatting Text in Messages
          1. Formatting Lists
          2. Options on the Format Text Tab
          3. Working with Styles
            1. Using Style Sets
            2. Creating a Custom Style Set
        2. Using Tables
          1. Inserting a Table in a Message
          2. Working with Tables
          3. Working with Quick Tables
        3. Using Special Text Features
          1. Quick Parts
          2. Drop Cap
          3. Date & Time
          4. Text Box
          5. WordArt
          6. Object
        4. Including Illustrations in Messages
          1. Inserting a Picture from a File
          2. Inserting Clip Art
          3. Inserting Shapes
          4. Inserting a Chart
            1. Chart Tools Design Tab
            2. Chart Tools Layout Tab
            3. Chart Tools Format Tab
          5. Inserting SmartArt
            1. SmartArt Tools Design Tab
            2. SmartArt Tools Format Tab
        5. Using Symbols in a Message
          1. Inserting an Equation
          2. Inserting a Symbol
          3. Inserting a Horizontal Line
        6. Working with Hyperlinks
          1. Inserting Hyperlinks
          2. Inserting Hyperlinks to Files or Web Pages
          3. Inserting a Hyperlink to a Place in the Current Message
          4. Inserting a Hyperlink to a New Document
          5. Inserting a Hyperlink to an Email Address
          6. Removing a Hyperlink
          7. Inserting Bookmarks
        7. Including Other Items in a Message
          1. Attaching Files
          2. Inserting Files in the Body of a Message
          3. Including an Outlook 2010 Item
          4. Attaching a Business Card to a Message
          5. Including a Calendar
        8. Customizing the Appearance of Your Messages
          1. Understanding How Outlook Formats Messages
            1. Office Themes
            2. Older Themes
            3. Stationery
            4. Style Sets
          2. Using Themes to Customize Your Messages
            1. Colors
            2. Fonts
            3. Effects
            4. Page Color
          3. Creating a Custom Theme
          4. Using Stationery to Customize Your Messages
        9. Using Signatures
          1. Understanding Message Signatures
          2. Defining Signatures
          3. Adding Signatures to Messages
          4. Backing Up Your Signatures
        10. Using the Proofing and Research Tools
          1. Set the Proofing Language
          2. Configuring Research Options
      5. 10. Finding and Organizing Messages
        1. Using Conversation View
          1. Cleaning Up Conversations
            1. Setting Cleanup Options
          2. Ignoring a Conversation
          3. Balancing Cleanup Against Retention
        2. Finding and Organizing Messages with Search Folders
          1. Using Search Folders
          2. Customizing Search Folders
          3. Creating a New Search Folder
        3. Finding Messages with Windows Search
        4. Flagging and Monitoring Messages and Contacts
          1. Flagging Received and Previously Sent Messages
          2. Flagging Outgoing Messages
          3. Viewing and Responding to Flagged Messages
          4. Flagging Contact Items
        5. Grouping Messages by Customizing the Folder View
        6. Filtering a View Using Categories
        7. Managing Email Effectively
      6. 11. Processing Messages Automatically
        1. Understanding Message Rules
        2. Creating and Using Rules
          1. Creating New Rules from Existing Items
          2. Create New Rules Using the Rules Wizard
          3. Applying Rules to Specific Folders or All Folders
          4. Copying Rules to Other Folders
          5. Creating Rules That Use OR Logic
          6. Modifying Rules
        3. Controlling Rules
          1. Setting Rule Order
          2. Stopping Rules from Being Processed
          3. Disabling and Removing Rules
        4. Sharing Rules with Others
        5. Backing Up and Restoring Rules
        6. Using Rules to Move Messages Between Accounts
        7. Running Rules Manually and in Specific Folders
        8. Creating and Using Quick Steps
          1. Quick Steps Overview
          2. Using the Default Quick Steps
          3. Creating Your Own Quick Steps
            1. Creating Simple Quick Steps from Predefined Options
            2. Creating Custom Quick Steps
          4. Editing Quick Steps
          5. Copying Quick Steps
          6. Using Quick Steps Effectively
      7. 12. Managing Junk Email
        1. How Outlook 2010 Junk Email Filtering Works
          1. No Automatic Filtering
          2. Low
          3. High
          4. Safe Lists Only
          5. Understanding How Outlook 2010 Uses the Filter Lists
          6. Deleting Instead of Moving Messages
        2. How Outlook 2010 Phishing Protection Works
        3. Enabling and Configuring Junk Email Filtering
        4. Controlling Automatic Downloads
          1. Configuring Automatic Downloading of External Content
        5. Marking and Unmarking Junk Email
        6. Creating Other Junk Email Rules
        7. Other Spam Filtering Solutions
          1. Filtering in Exchange Server
          2. Using Third-Party Filters
        8. Managing Junk Email Effectively
      8. 13. Responding to Messages Automatically
        1. Creating Automatic Responses with the Out Of Office Assistant
          1. Understanding Out Of Office Assistant Features
          2. Using the Out Of Office Assistant with Exchange Server 2003 and Earlier
          3. Using the Out Of Office Assistant for Exchange Server 2007 and 2010
          4. Creating Custom Out Of Office Rules
        2. Creating Automatic Responses with Custom Rules
          1. Setting Up the Reply
          2. Creating Automatic Responses from Local Templates
          3. Creating Automatic Responses from the Server
      9. 14. Securing Your System, Messages, and Identity
        1. Configuring HTML Message Handling
        2. Protecting Messages with Digital Signatures
          1. Understanding Digital Certificates and Signatures
          2. Obtaining a Digital Certificate
          3. Copying a Certificate to Another Computer
            1. Backing Up Your Certificate
            2. Installing Your Certificate from a Backup
        3. Signing Messages
          1. Understanding S/MIME and Clear-Text Options
          2. Adding Your Digital Signature
          3. Setting Global Security Options
          4. Creating and Using Security Profiles
          5. Reading Signed Messages
          6. Changing Certificate Trust Relationships
          7. Configuring CA Trust
          8. Configuring CA Trust for Multiple Computers
          9. Viewing and Validating a Digital Signature
        4. Encrypting Messages
          1. Getting Ready for Encryption
            1. Swapping Certificates
            2. Obtaining a Recipient’s Public Key from a Public CA
          2. Sending Encrypted Messages
          3. Reading Encrypted Messages
          4. Importing Certificates from Outlook Express
        5. Protecting Data with Information Rights Management
          1. Using Microsoft’s IRM Service
          2. Viewing IRM-Protected Messages
          3. Working with Multiple Accounts
      10. 15. Receiving Messages Selectively
        1. Understanding Remote Mail Options
          1. Remote Mail in a Nutshell
        2. Working with Message Headers
          1. Downloading Message Headers
          2. Marking and Unmarking Message Headers
            1. Marking to Retrieve a Message
            2. Marking to Retrieve a Copy
            3. Marking to Delete a Message
            4. Unmarking a Message
          3. Processing Marked Headers
        3. Selective Downloading for IMAP Accounts
        4. Selective Downloading for POP3 Using Send/Receive Groups
          1. Retrieving Only Message Headers
          2. Retrieving Based on Message Size
          3. Keeping Messages on the Server
      11. 16. Using RSS Feeds
        1. Understanding RSS
        2. Configuring RSS
        3. Adding RSS Feeds to Outlook
        4. Using Your RSS Feeds
        5. Adding an OPML File to Outlook
        6. Managing Your RSS Feeds
        7. Setting RSS Properties
        8. Creating Rules for RSS Feeds
      12. 17. Using LDAP Directory Services
        1. Overview of LDAP Services
        2. Configuring a Directory Service Account in Outlook
          1. Setting the Search Base
        3. Using LDAP to Find People
    8. 3. Working with Contacts
      1. 18. Creating and Managing Your Contacts
        1. Working with the Contacts Folder
        2. Creating a Contact Entry
          1. Creating Contact Entries from the Same Company
          2. Creating a Contact Entry from an Email Message
          3. Copying an Existing Contact Entry
        3. Creating Other Contacts Folders
        4. Working with Contacts
          1. Associating a Contact with Other Items and Documents
            1. Associating Contacts and Documents
            2. Removing a Link
          2. Assigning Categories to Contacts
          3. Resolving Duplicate Contacts
          4. Phoning a Contact
          5. Sending an Email Message to a Contact
          6. Connecting to a Contact’s Website
          7. Scheduling Appointments and Meetings with Contacts
            1. Scheduling a Meeting with a Contact
          8. Assigning a Task to a Contact
          9. Flagging a Contact for Follow-Up
          10. Finding Contacts
        5. Viewing Contacts
          1. Using Standard Views in the Contacts Folder
          2. Customizing Contacts View
            1. Filtering Contacts View
            2. Configuring Fonts and Card Dimensions
            3. Using Automatic Formatting
            4. Filtering Contacts with Categories
        6. Printing Contacts
          1. Custom Contact Printing with Word
        7. Working with Contact Groups
          1. Creating a Personal Contact Group
          2. Adding or Deleting Names in a Contact Group
        8. Sharing Contacts
          1. Sharing Your Contacts Folders
          2. Sharing Contacts with vCards
            1. Creating a vCard from a Contact Entry
            2. Including a vCard with Your Signature
            3. Saving a Contact Entry as a vCard
            4. Saving a vCard Attachment in Your Contacts Folder
        9. Setting Contact Options
        10. Using Contacts Effectively
    9. 4. Managing Your Time and Tasks
      1. 19. Scheduling Appointments
        1. Calendar Basics
          1. Understanding Calendar Items
          2. Using the Time Bar
          3. Using the Date Navigator
          4. Using the To-Do Bar
          5. Setting the Number of Days Displayed
          6. Selecting a Date
        2. Working with One-Time Appointments
          1. Specifying the Subject and Location
          2. Specifying Start and End Times
          3. Setting a Reminder
          4. Classifying an Appointment
          5. Adding a Note
          6. Categorizing an Appointment
          7. Saving an Appointment
          8. Changing an Appointment to an Event
        3. Working with One-Time Events
          1. Using the Event Form
          2. Changing an Event to an Appointment
        4. Creating a Recurring Appointment or Event
        5. Modifying an Appointment or Event
          1. Changing an Appointment or Event
          2. Deleting an Appointment or Event
        6. Using Categories and Colors
          1. Assigning Color Categories to an Appointment Manually
          2. Assigning Color to an Appointment Automatically
        7. Printing Calendar Items
        8. Customizing the Current Calendar View
          1. Redefining Fields
          2. Filtering Calendar Items
          3. Controlling Fonts and Other View Settings
        9. Creating a Custom View
          1. Creating a New View
          2. Copying a View
          3. Using Overlay Mode to View Multiple Calendars in One
        10. Backing Up Your Schedule
        11. Managing Time Zones
          1. Changing the Time Zone
          2. Using Two Time Zones
        12. Managing Your Calendar Effectively
      2. 20. Scheduling Meetings and Resources
        1. Sending a Meeting Request
          1. Scheduling a Meeting
          2. Scheduling a Meeting from an Email (Reply With Meeting)
          3. Scheduling a Meeting from the Contacts Folder
          4. Changing a Meeting
        2. Scheduling a Meeting with the Scheduling Assistant
        3. Responding to a Meeting Request
          1. Receiving a Request for a Meeting
          2. Receiving a Response to Your Request
          3. Checking Attendees
        4. Scheduling Resources
          1. Setting Up Resources for Scheduling
          2. Using the Configured Resources
          3. Viewing a Room Calendar
        5. Managing Meetings Effectively
          1. Find the Best Time for the Meeting
          2. Use Scheduling Assistant to Help Schedule Meetings
          3. Set a Sufficient Reminder to Enable You to Make Meetings on Time
      3. 21. Managing Your Tasks
        1. Working with Tasks in the Tasks Folder
          1. Creating a Task
          2. Creating a Recurring Task
          3. Adding a Reminder
          4. Setting a Task Estimate
          5. Marking a Task as Completed
        2. Assigning Tasks to Others
          1. About Task Ownership
          2. Making or Accepting an Assignment
          3. Reclaiming Ownership of a Declined Task
          4. Assigning Tasks to Multiple People
          5. Tracking the Progress of a Task
          6. Sending a Task Status Report
          7. Creating an Unassigned Copy of an Assigned Task
        3. Viewing and Customizing the Tasks Folder
          1. Changing Fonts and Table View Settings
          2. Using Conditional Formatting
          3. Setting General Task Options
        4. Working with Tasks in Other Ways
          1. Working with Tasks in the To-Do Bar
            1. Changing the Task List View
          2. Working with Tasks in Outlook Today
          3. Using the Daily Task List
        5. Managing Tasks Effectively
      4. 22. Tracking Documents and Activities with the Journal
        1. Understanding the Outlook Journal
        2. Using Automatic Journaling
          1. Setting Journal Options
          2. Turning Off Automatic Journaling
          3. Recording Email Messages Automatically
          4. Recording Contact Information Automatically
          5. Recording Document Activity Automatically
        3. Adding Journal Items Manually
          1. Recording Work in a File Manually
          2. Recording Outlook Items Manually
          3. Recording Other Activities Manually
          4. Recording Phone Calls Manually
        4. Creating and Using Custom Entry Types
        5. Changing Journal Entries
          1. Modifying an Entry
          2. Moving an Entry on the Timeline
          3. Deleting an Entry
        6. Connecting Journal Activities to Individual Contacts
        7. Viewing the Journal
          1. Using Timeline View
          2. Using Entry List View
          3. Using Last Seven Days View
          4. Using Phone Calls View
          5. Customizing Journal Views
            1. Displaying Item Labels on the Monthly Timeline
            2. Showing Week Numbers
        8. Printing Journal Items
        9. Sharing Journal Information
        10. Using the Journal Effectively
          1. Make Using the Journal a Habit
          2. Use the Journal’s Automatic Recording Features
          3. Use the Journal Only for Those Things You Need to Track
          4. Add Addresses to Your Primary Contacts Folder
          5. Create Custom Entry Types to Meet Your Individual Needs
          6. Time Management Using the Journal
            1. Using Views to Analyze Time Usage
            2. Using Custom Views of the Journal
            3. Exporting Journal Items to Other Programs
      5. 23. Notes and OneNote Integration
        1. Understanding Outlook Notes
        2. Configuring Note Options
        3. Working with Notes
          1. Adding a Note
          2. Reading and Editing a Note
          3. Forwarding a Note
          4. Adding a Note Sent to You
          5. Using a Note to Create a Task or an Appointment
          6. Moving and Copying Notes
            1. Copying a Note to the Clipboard
            2. Copying a Note to the Desktop or Another Folder
          7. Changing Note Color
          8. Assigning Color Categories to Notes
          9. Printing a Note
          10. Date and Time Stamping Notes
          11. Deleting a Note
        4. Viewing Notes
        5. Creating New Notes Folders
        6. Overview of OneNote
        7. Copying Items from Outlook to OneNote
    10. 5. Customizing Outlook
      1. 24. Using Templates
        1. Working with Email Templates
          1. Creating an Email Template
          2. Using an Email Template
          3. Using a Template with a Contact Group
        2. Using Other Outlook Template Types
          1. Appointments and Meetings
          2. Contacts
          3. Tasks and Task Requests
          4. Journal Entries
        3. Editing Templates
        4. Sharing Templates
        5. Using Templates Effectively
      2. 25. Customizing the Outlook Interface
        1. Customizing the Navigation Pane
          1. A Quick Tour of the Navigation Pane
          2. Showing and Hiding the Navigation Pane
          3. Changing the Number of Buttons on the Navigation Pane
          4. Adding a Shortcut to an Outlook Folder or a Public Folder
          5. Adding a File Folder or Document to the Navigation Pane
          6. Adding a Web Site to the Navigation Pane
          7. Removing a Shortcut from the Navigation Pane
          8. Renaming a Shortcut in the Navigation Pane
          9. Working with Groups in the Navigation Pane
            1. Adding a Group to the Navigation Pane
            2. Renaming a Group in the Navigation Pane
            3. Removing a Group from the Navigation Pane
        2. Customizing the To-Do Bar
        3. Customizing the Ribbon
          1. Modifying Existing Items and Tabs
          2. Adding New Items
          3. Creating Your Own Ribbon Tabs
          4. Sharing Your Customized Ribbon
          5. Resetting Customizations
        4. Customizing the Quick Access Toolbar
        5. Customizing the Outlook Today View
          1. Configuring Outlook Today
            1. Specifying the Startup View
            2. Specifying Folders to Show
            3. Setting Calendar Options
            4. Setting Task Options
            5. Using Styles
      3. 26. Creating Custom Views and Print Styles
        1. Creating and Using Custom Views
          1. Basing a New View on an Existing View
          2. Creating a New View from Scratch
          3. Modifying, Renaming, or Deleting a View
          4. Customizing a View’s Settings
            1. Configuring Columns
            2. Grouping Data
            3. Sorting Data
            4. Applying Filters to the View
            5. Configuring Fonts and Other General Settings
            6. Creating Rules for Conditional Formatting of Text
        2. Printing in Outlook
          1. Overview of Print Styles
          2. Printing from Outlook
          3. Creating Custom Print Styles
          4. Deleting Print Styles
          5. Resetting Print Styles
        3. Custom Printing with Scripts and Word
          1. Using a Custom Contact Style
          2. Using a Custom Message Style
        4. Custom Printing with Excel
      4. 27. Designing and Using Forms
        1. Overview of Standard Forms, Item Types, and Message Classes
          1. Outlook Forms
          2. Outlook Item Types
          3. Outlook Message Classes
        2. Creating Custom Forms from Standard Forms
          1. Compose vs. Read
          2. Outlook Fields
          3. Item Types and Fields
        3. Creating Custom Forms from Scratch
        4. Creating Multipage Forms
        5. Adding and Arranging Controls
          1. Properties
            1. Display
            2. Layout
            3. Value
            4. Validation
          2. Standard Controls
        6. Adding Graphics to Forms
        7. Adding User-Defined Fields
        8. Publishing and Sharing Forms
          1. Saving Forms
          2. Publishing Forms
          3. Choosing Forms
        9. Using Forms Effectively
      5. 28. Automating Common Tasks
        1. Understanding Automation Options
        2. Understanding Macros
        3. Using Macros
          1. Creating a Macro from Scratch
          2. Running a Macro
          3. Editing a Macro
          4. Stepping Through a Macro
          5. Deleting a Macro
          6. Sharing Macros with Others
        4. Setting Macro Security
          1. Specifying Trusted Sources
          2. Signing Your Macros to Avoid Security Warnings
    11. 6. Managing and Securing Outlook
      1. 29. Managing Outlook Folders and Data
        1. Understanding Outlook Folders
        2. Working with the Folder List
        3. Using and Managing Folders
          1. Using a Folder
          2. Creating a Folder
          3. Adding a Folder Shortcut to the Navigation Pane
          4. Working with Favorite Email Folders
          5. Working with Other Folder Groups
            1. Creating Folder Groups
            2. Adding Folders to a Group
            3. Remove Folders from a Group
          6. Renaming a Folder
          7. Copying and Moving a Folder
          8. Deleting a Folder
          9. Setting Folder Properties
            1. Configuring General Folder Properties
            2. Configuring Home Page Properties for a Folder
            3. Configuring AutoArchive Properties for a Folder
            4. Configuring Permissions for a Folder
            5. Configuring Synchronization Properties for a Folder
            6. Configuring Properties for a Contacts Folder
        4. Using Home Pages with Folders
          1. Why Use Home Pages?
          2. Assigning a Web Page to a Folder
          3. Removing a Web Page from a Folder
          4. Using a Folder’s Home Page
        5. Using Multiple Personal Folders
          1. Adding a Personal Folder
          2. Removing a Personal Folder
        6. Managing Data
          1. Copying and Moving Data to Other Folders
          2. Storing Items in the Root of Your Mail Store
      2. 30. Archiving, Backing Up, and Restoring Outlook Data
        1. Archiving Your Outlook Data
          1. Archiving Your Data Manually
          2. Restoring Data After a System Failure or a Reinstallation
        2. Configuring Automatic Archiving
          1. Run AutoArchive Every n Days
          2. Prompt Before AutoArchive Runs
          3. Delete Expired Items
          4. Archive Or Delete Old Items
          5. Show Archive Folder In Folder List
          6. Specifying How Archived Items Are Handled
          7. Applying Settings to All Folders
          8. Using AutoArchive Settings for Individual Folders
          9. Setting Retention Policy
        3. Backing Up and Restoring Data
          1. Backing Up Your Outlook Data
          2. Backing Up Your Personal Folders
            1. Backing Up Using File Copy
            2. Backing Up Using the Microsoft Backup Utility
          3. Restoring Your Data
          4. Using the Offline Folders Option
      3. 31. Moving Data in and out of Outlook with Import/Export
        1. Exporting Data
          1. Exporting Outlook Data to a .pst File
          2. Exporting Addresses
          3. Exporting Data to a File
        2. Importing Data
          1. Importing Data into Outlook
          2. Importing Internet Mail Account Settings
          3. Importing Internet Mail and Addresses
          4. Importing a vCard File
          5. Importing an iCalendar or a vCalendar File
          6. Importing from Another Program File
      4. 32. Finding and Organizing Outlook Data
        1. Using Instant Search
          1. Configuring Instant Search
            1. Turning Instant Search On and Off
            2. Choosing Search Options
            3. Controlling Which Data Files Are Searched
          2. Performing a Search
            1. Refining Your Search
            2. Making Fields from Custom Forms Available
          3. Configuring Indexing Options
        2. Searching for Contacts
        3. Using Advanced Find
          1. The Advanced Find Dialog Box
          2. Specifying Advanced Search Criteria
        4. Organizing Data
          1. Organizing Your Email
            1. Search Folders
            2. Using Folders
            3. Using Rules
            4. Using Color Categories
            5. Using Views
          2. Organizing Your Calendar, Contacts, Tasks, and Notes
        5. Organizing Your Outlook Items Effectively
      5. 33. Security and Virus Protection
        1. Providing Virus Protection
          1. Implementing Server-Side Solutions
          2. Implementing Client-Side Solutions
            1. Virus Protection in Outlook
        2. Protecting Against Viruses in Attachments
          1. Protected View
          2. Level 1 Attachments
          3. Level 2 Attachments
        3. Configuring Blocked Attachments
          1. Configuring Attachments in Exchange Server
          2. Using Outlook Security Settings
            1. Attachment Security Settings
            2. Custom Form Security Settings
          3. Configuring Security Using Group Policy
            1. Setting the Outlook Security Mode
          4. Configuring Attachment Blocking Directly in Outlook
            1. Removing Blocked File Types from the Level 1 List
            2. Adding Blocked File Types to the Level 1 List
        4. Opening Blocked Attachments
          1. Allowing Level 1 Attachments
          2. Allowing Level 2 Attachments
        5. Protecting Against Office Macro Viruses
        6. Enabling Applications to Send Email with Outlook
          1. Configuring Programmatic Access
            1. Configuring Programmatic Access Using Group Policy
          2. Trusting Applications
            1. Using Group Policy to Trust Applications
        7. Tips for Securing Your System
    12. 7. Collaboration
      1. 34. Delegating Responsibilities to an Assistant
        1. Delegation Overview
        2. Assigning Delegates and Working as an Assistant
          1. Adding and Removing Delegates
          2. Taking Yourself Out of the Meeting Request Loop
          3. Opening Folders Delegated to You
          4. Scheduling on Behalf of Another Person
          5. Sending Email on Behalf of Another Person
        3. Granting Access to Folders
          1. Configuring Access Permissions
          2. Accessing Other Users’ Folders
        4. Sharing Folders with Invitations
      2. 35. Sharing Calendars
        1. Sharing Your Calendar
        2. Managing Your Shared Calendar Information
          1. Understanding What Status Is Available
          2. Publishing Your Schedule
            1. Publishing Your Calendar to Microsoft Office Online
            2. Publishing to FTP, HTTP, and File Servers
          3. Setting the Search Location for Free/Busy Information
          4. Refreshing Your Schedule
          5. Sharing Your Calendar via Email
          6. Sending a Link to Your Internet Free/Busy Information Through Email
          7. Changing the Free/Busy Status of an Item
        3. Using Calendar Groups and Schedule View
          1. Using the Built-In Calendar Groups
          2. Creating a Calendar Group
          3. Creating a Group from Existing Calendars
          4. Moving/Removing Calendars and Groups
        4. Creating Your Own Free/Busy Server
      3. 36. Integrating Outlook with Other Office Applications
        1. Using Contacts for a Mail Merge in Word
          1. Filtering Contacts in or out of the Merge
        2. Performing a Mail Merge from Outlook
        3. Exporting Contacts to Access
        4. Importing Contacts from Access
        5. Exporting Contacts to Excel
        6. Importing Contacts from Excel
        7. Exporting Tasks to Office Applications
        8. Using Notes in Other Applications
      4. 37. Using Office Communicator and Outlook
        1. Overview of OCS and Office Communicator
        2. Configuring Office Communicator
          1. Setting Up the Server Connection
          2. Configuring Online Presence and Status Behavior
          3. Setting Access Levels
          4. Turning on Conversation History
          5. Organizing Your Contacts
        3. Using OCS and Office Communicator Features in Outlook
          1. Viewing Availability
          2. Sending Email
          3. Replying with an IM
          4. Making a Call
        4. Using Outlook Features from Office Communicator
          1. Sending Email from Communicator
          2. Scheduling a Meeting from Communicator
          3. Adding a Communicator Contact to Outlook
        5. Using Conversation History
          1. Configuring History Behavior in Communicator
          2. Working with the Conversation History Folder
      5. 38. Collaboration with Outlook and SharePoint
        1. Overview of SharePoint
          1. The Foundations of SharePoint
          2. Extending SharePoint with MOSS or SharePoint Server 2010
        2. Setting Up Alerts
          1. Alerts in WSS 3.0/MOSS
          2. Alerts in SharePoint Foundation/SharePoint Server 2010
            1. Add an Alert for an Entire List or Library
            2. Adding an Alert for a Single Item
        3. Working with Shared Documents
          1. Uploading a Document—WSS 3.0/MOSS
          2. Uploading a Document—SharePoint 2010
          3. Creating a Document from the Site
          4. Working with Existing Documents and Version Control
        4. Working with Shared Contacts in Outlook
        5. Integrating Outlook and SharePoint Calendars
        6. Managing SharePoint List Connections in Outlook
        7. Configuring Alerts from Outlook
          1. Adding Alerts from Outlook
          2. Editing and Deleting Alerts from Outlook
          3. Rules Based on Alerts
        8. Using Outlook to Work with SharePoint Libraries and Files
          1. Connecting a SharePoint Library to Outlook
          2. Downloading Individual Files from a SharePoint Library to Outlook
          3. Opening Files from a SharePoint Site in Outlook
          4. Editing Files from a SharePoint Site in Outlook
          5. Removing SharePoint Files in Outlook
          6. Removing SharePoint Folders in Outlook
          7. Using Email to Add a File to a SharePoint Library
    13. 8. Using Outlook with Exchange Server
      1. 39. Configuring the Exchange Server Client
        1. Outlook as an Exchange Server Client
        2. Configuring General Properties
        3. Configuring Advanced Properties
        4. Configuring Security Properties
        5. Configuring Connection Properties
          1. Verifying Connection Status
          2. Testing AutoConfiguration
      2. 40. Using Outlook with Exchange Server
        1. Sending Messages
          1. Addressing Messages
          2. Checking Names
          3. Controlling When Messages Are Delivered
          4. Setting Messages to Expire
        2. Recalling a Sent Message Before It Is Read
        3. Copying Global Addresses to Your Contacts Folder
        4. Voting in Outlook
          1. Sending a Message for a Vote
            1. Using the Default Voting Responses
            2. Using Custom Responses
          2. Casting Your Vote
          3. Viewing and Sorting Votes
          4. Setting Options for Voting
      3. 41. Working Offline and Remotely
        1. Offline vs. Remote
        2. Establishing a Remote LAN Connection
          1. Using HTTP to Connect (Outlook Anywhere)
        3. Working Offline with Outlook 2010 and Exchange Server
          1. Configuring Startup Options
          2. Using Offline Folders
            1. Synchronizing with the Exchange Server Mailbox
            2. Synchronizing with Send/Receive Groups
          3. Using an Offline Address Book
    14. 9. Mobility
      1. 42. Accessing Your Outlook Items Through a Web Browser
        1. Overview of Outlook Web App
          1. Outlook Web App Features
          2. Web Browser Options
          3. Authentication Options
        2. Using Outlook Web App
          1. Connecting to the Server
          2. Sending and Receiving Messages
          3. Sorting Messages
          4. Copying and Moving Messages
          5. Deleting Messages
          6. Working with Other Folders
            1. Renaming and Deleting Folders
          7. Working with Calendar, Contacts, and Other Items
            1. Calendar Folder
            2. Contacts Folder
            3. Other Folders
          8. Configuring the Out Of Office Assistant in Outlook Web App
          9. Configuring Other Options for Outlook Web App
      2. 43. Making Outlook Mobile
        1. Why Mobility Is Important
        2. Overview of Mobility Features in Exchange Server
        3. Using Outlook Anywhere for Remote Access to Exchange Server
        4. Using Outlook Mobile Service Accounts
          1. Adding an Outlook Mobile Service Account
          2. Using the Mobile Address Book
          3. Sending Text Messages to Mobile Users
          4. Forwarding Messages to Mobile Devices
        5. Forwarding Alerts and Messages to Your Mobile Devices
          1. Setting Up Alerts for Exchange Server Accounts
            1. Forward Calendar Alerts and Summaries from Exchange Server
            2. Forward Email Messages
          2. Setting Up Client-Side Alerts and Forwarding
            1. Forwarding Calendar Alerts and Summaries from Outlook
            2. Setting Up Mobile Reminders from Outlook
            3. Setting Up Email Forwarding to Mobile Devices from Outlook
            4. Creating Rules to Forward Messages to Mobile Devices
        6. Setting Outlook Mobile Service Options
        7. Using a Mobile Signature
    15. Index
    16. About the Author
    17. Copyright